Coffey Geosciences - QESTLab Office Administrator Training Course

Scope The office administrator training course provides detailed instructions for carrying out the administration functions in QESTLab. This includes maintaining local reference data including lists and such as projects, equipment and fee schedules, and running monthly reports. responsible for; managing local reference data including lists and projects, fee schedule, monthly reporting) Audience The course is intended for staff at Coffey Geosciences who normally perform the above administration functions. Since the administration rights can be assigned to any QESTLab user, this may be a dedicated office administrator or another staff member who is given responsibility for the above duties. Pre-requisites The course assumes a good knowledge of the various Australian and Road Authority standards for the sampling and testing of concrete, aggregates/soils and asphalt. It also assumes general computer skills and familiarity with Windows operating systems.

Course Structure
This training guide covers five modules:

1. Getting Started with QESTLab
2. Managing Projects
3. Managing Fee schedules
4. Managing Equipment
5. Managing Local Lists
6. Monthly Reporting

Throughout the course there are activities () that you should complete to reinforce what you have learnt.

After completing the course this guide is intended to be used as a reference for the use of the QESTLab and should be considered a user guide taylored to the 'Office Administrator' role.

More user information for the QESTLab product can be found at http://online.spectraqest.com

All content and images (c) 2000-2006 Spectra Quality Engineering Software Tools. The information contained herein can not be reproduced, copied, altered or distributed to a third party without the explicit written consent of Spectra Quality Engineering Software Tools Pty Ltd.

GETTING STARTED WITH QESTLAB

This module covers the process of starting and logging on to QESTLab, and a description of the main screen in QESTLab.

By the end of this module users will be able to start and log on to QESTLab, change their password, have an understanding of the main screen in QESTLab, and use the QESTLab tree to navigate the main areas of QESTLab.

Suggested duration: 15 minutes

Connecting to the Server

The QESTLab application runs on servers in the Coffey Sydney office. You will be provided with a shortcut on your desktop that is used to connect to these machines.

Once you have connected to these machines and logged into Windows you can start the QESTLab.

Logging in to QESTLab

Step 1. To start QESTLab double click the QESTLab Client icon on the desktop.

Step 2. When QESTLab has loaded the QESTLab log in screen will appear. Enter your QESTLab login name and password provided to you by your QESTLab administrator.

The first-time password that is generated by the system by default is "QEST_password" (minus the quotes). You will be prompted to change this when you access QESTLab for the first time.

Changing your password

The first time you log in to QESTLab change your password to something known only to you.

Step 1. With QESTLab running click the Security menu then select Change Password.

Step 2. In the Old Password field type your current password.

In the New Password field type your new password. Re-enter your new password in the Confirm Password field.

Step 3. Click OK to save your new password.

Logging out

Logout and change user

It is possible to log a different user in to QESTLab without shutting down QESTLab and restarting.

Step 1. With QESTLab running click the Security menu then click Logout.

Step 2. To login another QESTLab user, click the Security menu then click Login.

The new user can then enter their username and password as normal.

NOTE:

1. If you are logged on and the computer that you are running QESTLab on is unattended then there is the possibilty that another person may use the computer to carry out work under your name. When not using QESTLab it is recommended that you either Logout off QESTLab or lock the computer.

2. While you are logged in the Audit Trail keeps a log of every action you make in QESTLab. This is a security feature that enables the tracking of every change made to every field in QESTLab. For this reason you must only work in QESTLab when logged on using your own account.

Close QESTLab

To close QESTLab down on your computer click the File menu then click Exit, or click on the X button in the top right corner of the QESTLab screen

Navigating QESTLab

QESTLab operates like Windows Explorer. There is a left hand and a right hand window. Navigation in QESTLab is done using the tree in the left hand window.

The QESTLab tree

Notice the names of the nodes in the tree. Each node allows the user to manage a different area in QESTLab. For example, the Samples node is used to register samples in QESTLab.

The QESTLab tree will look different for users with different levels of permissions in QESTLab. If a user does not have access to a particular area in QESTLab, that node will not be displayed in the tree. For example, if you do not have rights to modify clients in QESTLab you will not see the clients node in the tree. The image below shows all the possible nodes in the QESTLab tree.

Below is a brief description of the different areas in the tree.

Clients	Users with sufficient rights may add, remove and maintain details for all your customers in this area.
Projects	Add, remove and maintain the list of projects your organisation is working on.
Work Orders	Work orders are a convenient way to register a group of samples. They are similar to a test request. Select the work orders node to register and search for work orders.
Samples	Individual samples are registered and displayed under the samples node. Select the samples node to register or search for samples.
Tests/Documents	Select the tests/documents node to search for tests, test reports, or documents other than work orders or samples. Expand this node to see the filters that can be used to search for various documents in QESTLab.
Billing	When invoices are raised they are displayed under the billing node.
Equipment	Equipment is registered in QESTLab and displayed under the equipment node. Expand the equipment node to see the different types of equipment that can be registered in QESTLab.
Lists	QESTLab lists allow you to maintain lists of commonly used items, such as concrete plants, aggregate/soil materials, tester names, and many others. This makes data entry faster and simpler. Lists are displayed and maintained under the lists node.
Reports and Charts	This area is used to create and run reports and charts for quality control or other management functions.
Specification	Specifications are used to set acceptable limits for test results. They are created and maintained under the specifications node.

The QESTLab tree can be hidden by clicking on the Show/Hide Tree button in the toolbar.

Laboratories

The Lab dropdown box above the tree shows the labs to which you have access.

The global lab

Most users will have access to only one laboratory. In this case you will see this lab plus the (global) lab. The global lab contains data (generally clients, plus other data) that needs to be available to all labs.

Note that if you change the lab selected in the Lab dropdown box the tree will change. If you notice that the tree looks unfamiliar or nodes are missing check that you have your lab selected and not the (global) lab.

Accessing more than one lab

If you have been granted rights to more than one laboratory you will see these labs in the Lab dropdown box. Select a laboratory to restrict the data shown in QESTLab to that lab. (all) will also be shown in the laboratory list. Selecting a lab of (all) simply displays information for all laboratories that the user has access to.

Notice that if all laboratories is chosen, then the tree will group items by laboratory, as shown below for the Lists.

This functionality can be turned off by clicking the Show/hide lab nodes button on the toolbar. If this is de-selected then information is not grouped by laboratory.

Filters

Filters are a way of searching for documents in QESTLab, such as samples, test reports, or invoices. Filters are displayed in the left hand window underneath the QESTLab tree. Filters are included with QESTLab and new ones may be created as required by your QESTLab administrator.

Since different filters are used to search for different things, notice that a different filter appears in the filters area depending on which node is selected in the QESTLab tree.

Activity - start, logon, navigate QESTLab Connect to the Sydney server. Start the QESTLab program. Logon using your QESTLab user ID. Your QESTLab user ID has the format firstname_lastname. Logoff from QESTLab, without shutting down QESTLab (using the Security menu) Log back on to QESTLab. Click on, and expand, each node in the QESTLab tree. Notice any change in toolbar buttons, and the filter area below the tree.

MANAGING PROJECTS

This module covers the process of maintaining projects in QESTLab. At Coffey Geotechnical clients are managed centrally. However each laboratory will maintain its own list of projects.

By the end of this module users should be able to display the projects assigned to each client at their laboratory, and add, delete and modify projects.

Sugested time: 10 minutes

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Activity - add, modify, and delete projects Display all the projects for the current laboratory. Restrict this to projects for the client AbiGroup Pty Ltd. Add a project for this client. Notice the makeup of the project code - laboratory code, job number/phase, L(for laboratory job). For example ALBU1234/01L. Complete the address fields for the new project, using the details provided. Delete the new project.

MANAGING FEE SCHEDULES

This module covers the process of maintaining fee schedules using the Fee Schedule list. Billable items will be maintained centrally so each laboratory will only need to maintain the fee schedules for their laboratory, clients and projects.

By the end of this section users will:

1. Understand the relationship between the Fee Schedule List and the Billable Items List.
2. Understand the operation of laboratory, client and project level fee schedules.
3. Be able to maintain the fee schedule list and add, modify and delete fee schedule items.

Suggested duration: 30 minutes

The first step to using the billing and invoicing functionality is to enter into QESTLab all work items that are chargeable, and the amount to charge for each item.

This information is stored in 3 lists:

• The Billable Items list contains each test and work item that can be charged for. This list is maintained centrally and cannot be modified by laboratories.
• The Fee Schedule list contains specific unit charges for each of the billable items above. Each laboratory can define their particular charge for each billable item, including specific fees based on the client or project.
• The Price Lists represent collections of Fee Schedules. Each Price List has an upcharge/discount percentage that applies to all Fee Schedules in the list. Each laboratory, or individual client or project can define its own Price List.

Once the lists are set up, changes will only need to be made when new clients and projects are added to the system, or when prices change.

The Fee Schedule list

The fee schedule list links billable items to an actual unit charge for each laboratory, and optionally for a client and project. When QESTLab generates the charge for work done on a sample in a billing document, it does so by examining the relevant fees in the 'Fee Schedule' list. The 'billable items list' lists what can be charge, while the fee schedules list determines how much to charge.

Fees can apply at any of three levels:

1. Laboratory level: Laboratory level fees are the fees set by each laboratory. In contrast to client or project level fees, laboratory level fees are used to enter typical charges for each billable item.

2. Client level: When a particular client gets a special (typically cheaper) rate for a particular billable item, a client level fee would be created to store this lower rate for this client.

3. Project Level: When a project (belonging to a client) gets a special (and typically even cheaper) rate, a project level fee would be created.

When QESTLab automatically generates the billing documents, the most restrictive fee schedule item is used. If a project level fee can be found for the unit of work done on a sample, this fee schedule item will be used. If a project level fee can not be found, QESTLab will then check for client level fees, then finally laboratory level fees. If two entries exist for a specific level (for example, two fees may be entered for client level fee), then QESTLab will use the fee that has 'Default' set to 'Yes'.

Fees are typically entered for specific tests, as well as for labour and other hourly or mileage based activities. Some examples are shown below.

Description of Fee Schedule list fields

The image below shows the fields that are associated with a fee schedule list.

The following list describes these fields

• Code: Any unique code to identify the fee schedule item.

• Name: A name to describe the fee schedule item.

• ItemUnit: The units of the item. For example, if the item is for travel expenses, the unit might me 'kms'. The entry in this field appears in the billing document and consequently in the invoice, as shown below.

The units appear in the billing document

The units also appear in the invoice

• ItemUnit2: Some situations may require that two units be specified for a billable item. This field is only used when 'Multiply Units' is set to true. Please refer to the 'Multiply Units' entry below for more information. The entry in this field appears in the billing document and consequently in the invoice, similar to the 'ItemUnit' field.

• MultiplyUnits: In some situations the final charge is calculated by first multiplying the number of ItemUnit and ItemUnit2 together, then further multiplying by the item charge. For example, ItemUnit may represent the number of Maximum Dry Density Tests, ItemUnit2 may represent the number of hours spent on each report, and the item charge may be entered as cost per hour spent doing MDD tests. The final cost would be ItemUnit x ItemUnit2 x Item Charge, requiring 'Multiply Units' to be set to 'True'.

• UnitCharge: The charge per unit of work associated with this item.

• MinCharge: The minimum charge for this item. If this item is included in a billing document, then the charge will be at least the amount indicated in this field. For example, if the UnitCharge is 5.00, the number of units in the billing document set at 3, and the MinCharge for the item set at $20.00, the client will be charged the minimum of $20.00, instead of 15.00, which is the UnitCharge x number of units.

• Default: If two charges exist on the same level when the billing document is being automatically generated, the item in the fee schedule list that has 'Default' set to 'Yes' is chosen to generate the charges. Please refer to the section on levels for more information about fee levels.

• LabName: The laboratory for which this charge applies. As charges must be associated with a particular laboratory, this field must be set.

• CustomerName: This must be set to a customer's name if you are creating a charge at the client level.

• Project Name: This must be set to a project's name, in addition to setting the customer name, if you are creating a charge at the project level.

• Business Unit 1(%): TBD

• Business Unit 2(%): TBD

• Business Unit 3(%): TBD

• RecordCharge:

Add a new fee schedule item

Step 1. Ensure your laboratory is selected in the Lab dropdown box above the tree.

Then select the fee schedule list under the Lists node in the tree.

Step 2. Click the Add List Item button to add a new list item.

Step 3. In the Item Name drop down box select the billable item that this fee relates to. To create a fee for a particular client (a client level fee) select the relevant client from the Client drop down box. If a project level fee is required select the relevant project. Note that the Laboratory will be auto populated (and locked) with the laboratory currently chosen in the the QESTLab tree. If you have access to more than one laboratory and you wish to choose a different laboratory click Cancel and choose the required laboratory in the tree.

Step 4. The new fee will be added to the bottom of the list. Enter the Unit Charge for this fee. The following fields can be entered as required:

Minimum charge - enter a minimum charge for this item if requried. Default - if more than one fee schedule is applicable to a particular laboratory, client or project then one fee schedule must be set as the default. When charges are auto-created by QESTLab, the default fee schedule will be used to calculate the charge.

Record charge - this is used normally used to distinguish different types of concrete tests. In this case the RecordCharge field is populated with the 'Item' from the Billable Items list.

The new fee schedule item is now ready to use.

NOTE: If the mapping on a Billable Item is changed (after the corresponding Fee Schedule has been created) then the Fee Schedule will need to be deleted and re-added. Hence it is advisable to ensure that the Billable Items list is mapped correctly before proceeding with Fee Schedule creation.

Searching the Fee Schedule list

When the list is populated use the filter to display laboratory, client or project fee schedules as required. Note that selecting a client or project of (none) will display only laboratory level fee schedules, whereas selecting a client or project of (all) will include all fee schedules regardless whether they are laboratory level fees, or apply to specific clients or projects.

Delete a Fee Schedule item

To delete a fee schedule item, select the item in the list and click the Delete button on the toolbar.

Activity - add a client level fee schedule Expand the Lists node in the tree and select the Fee Schedule List. All the fee schedules for the test laboratory are displayed. Select a client of (none) to see only the laboratory level fee schedule. Select the client AbiGroup Pty Ltd to see the fee schedule for that client. Add a new fee schedule item for this client. Add a fee for the billable item Atterberg (Full) Full of $75.' Once more display the laboratory level fee schedule, and compare the two fees for this billable item. Delete the new fee schedule item.

MANAGING EQUIPMENT

This module explains the process of maintaining equipment in QESTLab. By the end of this module users should be able to maintain the equipment register, and record calibration schedules for equipment.

Suggested duration: 30 minutes

NOTE: The documentation on this page applies to QESTLab 3.2 (and earlier) and is no longer applicable in QESTLab 3.3.

Overview

The QESTLab equipment register allows the user to:

1. Manage four calibration schedules for each piece of equipment.
2. Record the specific item of equipment used for each test. This allows values associated with that item of equipment to be used in test calculations, and flags tests where out of calibration equipment was used.
3. (Where available), configure the direct connection between equipment and computers running QESTLab.

Adding equipment

Each item of testing equipment should be entered into QESTLab.

Step 1. Select the Equipment node in the QESTLab tree and click the New equipment toolbar button .

Step 2. Ensure the correct laboratory is selected, then select the equipment type, and enter a group if required. Groups are used to break equipment types into more defined categories.

Step 3. Click OK and the new piece of equipment will be displayed in the QESTLab tree under the nominated laboratory, equipment type and group.

Step 4. Complete the equipment code, serial number and other details as required. If an item of equipment is set as default then, on test screens where this type of equipment is used, this particular item will be selected by default. Otherwise none will be selected by default as in the example below.

How to Calibrate

NOTE: The documentation on this page applies to QESTLab 3.2 (and earlier) and is no longer applicable in QESTLab 3.3.

Calibration

Each equipment item can have up to four calibration cycles specified. Typically, each cycle will have a different duration and be performed by a different body. Enter the different calibration cycles on the tabs Calibration 1 to Calibration 4.

The balance above has three calibration cycles specified:

1. A monthly in-house user check (shown).
2. A half-yearly external repeatability calibration.
3. An external NATA calibration every 3 years.

The Last Date records the date the equipment was last calibrated.

The Frequency records the required calibration frequency of that cycle.

The Advise field sets a reminder for that cycle.

Recording a Calibration

1. For the appropriate cycle enter the name of the body performing the calibration, then click Record Calibration.

2. Enter any relevant remarks on the Equipment Calibration form, set the date of calibration, and click Calibrate. The remarks will be added to the Calibration History field, and the due date for the next calibration of that cycle will be updated.

Calibration Values

Some equipment types have an additional grid to store the calibration values. Enter the calibration values. These values can then be used on test screens where this item of equipment is selected.

Maximum Dry Density Mould

A typical calibration for an maximum dry density mould is shown below. The mould type should be specified as A or B if used for Australian tests or as 4 or 6 (indicating 4 or 6 inch) if used for American tests.

Proving Ring

Calibration values for proving rings are entered in the format pictured below.

The gauge/load values should be entered in the 'values' tab of the screen in successive pairs. The values in each pair should be separated by a comma. The pairs of values should also be ordered upon being entered, generally in ascending order.

Due for Calibration

QESTLab has several methods by which it advises the user when an equipment item is due for calibration.

1. The equipment screen - the calibration tabs for overdue calibration are highlighted in blue and the due date highlighted in red.

2. The equipment register - the equipment item will be highlighted in red in the QESTLab tree.

3. The test screen - any item of equipment due for calibration will be highlighted in red.

4. Reminder prompts at logon - when a user logs on to QESTLab who has both QESTLab Calibrate equipment rights, and rights to the laboratory containing equipment due for calibration, they will be prompted for each equipment item due for calibration.

Activity - add a new equipment item for your laboratory Expand the Equipment node in the tree. Select the test laboratory and add a new balance. Equipment codes must have the format XXX-laboratory code, where the laboratory code is a four letter code. For example, BA1-ALBU for balance number 1 at the Albury laboratory. Give the new balance the code BA9 plus the test laboratory code. Add two calibration schedules for the new balance - a monthly internal calibration, and a six monthly repeatability calibration to be performed by Australian Calibration Services. Add a seven day reminder for both calibration schedules. Record a calibration for both of these calibration schedules.

MANAGING LOCAL LISTS

This module explains the lists in QESTLab. Lists are used to maintain a variety of information, such as the names of testers, quarries and materials, as well as many others. This information is then available for selection on a number of screens in QESTLab. At Coffey Geosciences some lists will be managed centrally, while others will be managed by each laboratory.

By the end of this module users should be able to maintain all locally managed lists, including:

1. Sampled by (list of field testers)
2. Concrete suppliers
3. Concrete plants
4. Agg/soil materials
5. Agg/soil material source (quarry)
6. Customer requirements

Suggested duration: 30 minutes

Lists in detail

At Coffey Geosciences, each laboratory will have their own versions of the following lists. The fields in each list are described below. Some fields are completely optional and will not be relevant for Coffey Geosciences.

Agg/Soil Material Source

CODE: A unique code for the agg/soil material source

NAME: The name of the agg/soil material source

SUPPLIER CODE: The code of the supplier of this material, from the agg/soil supplier list.

CUSTOMER: xx

COSTCENTRE: optional

Agg/Soil Materials

CODE: A unique code for the material

NAME: The name of the material

SOURCE CODE: The agg/soil material source code from the agg/soil material source list

SPECIFICATION: Choose a default specification for samples of this type. This specification will be selected by default on the aggregate/soil sample screen when this material is selected.

TYPE: The agg/soil material type from the agg/soil material type list

Concrete Plant

CODE: A unique code for the concrete plant

NAME: The name of the plant

SUPPLIER: Supplier code and supplier name from the concrete supplier list

CUSTOMER CODE: xx

BATCH MATERIAL MAPPING: Used for interfacing with QESTMix

BUSINESS: Used for interfacing with QESTMix

REGION: Used for interfacing with QESTMix

AREA: Used for interfacing with QESTMix

EMAIL: Email address of a contact at the plant

COST CENTRE: optional

Concrete Supplier

CODE: A unique code for the supplier

NAME: The name of the supplier

Customer Requirements

REQUIREMENT: A test requirement for a particular customer

Sampled By

CODE: A unique code for each technician

NAME: The name of the technician

NOTE CODE: optional

Activity - add, modify and delete list items Expand the Lists node and select the Agg/Soil Material Source list. Add a new item to this list. Add a new item to the Agg/Soil Material list. Add this material to the new quarry you created above. Select a default specification for the new material. Delete the new material.

MONTHLY REPORTING

QESTLab contains a number of pre-defined management reports. User are able to modify these or create new reports as required. This module explains the process of running monthly management reports.

By the end of this module users should be able to run a report for a desired date range. They should be able to save the report as a .CSV or.PDF file, print the report, or email the report if required.

Suggested duration: 15 minutes

Activity - produce and save a monthly management report Expand the Reports node in the tree. Run the report specified by your trainer. Save the report as a .PDF file to your desktop. Click the Publish Report button and email the report to yourself.