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Overview of the function and operation of RV Online

(the secure area for our participants)

04/10/2019

This manual contains detailed and practical instructions for the online management of your data. You have the following possibilities: Registration

• User-based login • Creation of multiple user accounts for one laboratory number • Ordering an EQA

Result Entry • Online entry of measured EQA values

Evaluation • Download of the evaluation documents

Statistic

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Table of contents

1. Initial step 3

2. Creating a new user account 4

3. Transferring an existing user account from RV-Web 6

4. Transferring further participant numbers 8

5. Adding additional laboratories 10

6. User administration 11

7. Registering EQA tests (ordering) 12

7.1 Calendar Download 14

8. Result entry 15

9. Entering values for virological EQA schemes 17

9.1 Menu of the entry mask 17

9.2 Selection of the EQA scheme 17

9.3 Selection of the parameter (Attention: formerly test category) 17

9.4 Selection of the reagent and test name of the applied test system 18

9.5 Result entry 18

9.6 Result entry of a second test system 19

9.7 Selection of a further parameter (Attention: formerly test category) 19

10. Uploading protocol sheets 19

11. Correcting results 21

12. Download of the evaluation documents 22

13. Statistic 23

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1. Initial step

• Go to the Internet site www.instand-ev.de

• Click on > EQAs Online > Ordering online and entering results.

• Click on the link “To ordering online and entering results”.

Or use the following link: https://rv-online.instandev.de

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2. Creating a new user account NOTE! Please DON’T create a new user account if you already have an INSTAND e.V. participant number.

Should you already have a participant number, please go to point 3

• First click on “Register”.

• Completely fill in the registration form. Fields marked with an (*) are mandatory. Confirm your entries by clicking on “Submit registration”.

• At the end of the registration process you will receive an e-mail with an activation link. Click on this link to verify the user account. This enables us to protect your data from unauthorized access.

• Now you can log in using your e-mail address and password.

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• If you have not yet been assigned to a laboratory, you will be asked immediately after logging in whether you would like to create a laboratory. Confirm this by clicking on “Yes”.

• Enter the master data of your laboratory (institute) as well as any additional addresses for certificates or invoices.

• Make sure to save your master data.

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3. Transferring an existing user account from RV-Web

With the change to our new online system, logging in is now user-based and no longer institute-based. Each user can be assigned to multiple participant numbers.

If you have multiple participant numbers, you will need to complete this process for each of your participant numbers (see point 4). (You will receive a start code for each participant number by post.)

• First log in using your current login details (participant number, password).

• On the next page you will be asked to enter your start code.

• Click on “Continue”.

Enter your participant number and old password and then click on “Log in”.

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• Update your user data and create a new personal password in the following form. Then accept the terms and conditions and click on “Continue”. This user is specified as the administrator. Other users can be can added (see point 6).

• You will then receive an e-mail to verify your user account. This enables us to protect your data from unauthorized access.

• Click on the link in the e-mail to generate the following message:

• After confirming “OK” you can log in with your e-mail address and your new password.

Note: Once this is done, you will only be able to log in with your e-mail address and password!

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4. Transferring further participant numbers See point 3 for details on transferring the first participant number. It is important to transfer each of your participant numbers to the new program.

(You will receive a start code for each participant number by post.)

• Once you have transferred the first participant number, you can transfer further participant numbers as follows:

• Enter the start code corresponding to the participant number.

• Click on “Continue”.

• If your e-mail address is already registered with INSTAND and you would like to be the administrator of these laboratory numbers, click on:

Enter the next participant number and corresponding password here and then click on “Log in”.

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• Enter your existing login details (e-mail address and password).

• Now you can manage multiple labs with one account. If you would like to change to a different laboratory number, simply click on the symbol “change” next to the laboratory number.

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5. Adding additional laboratories

A new participant number will be generated!

If, as the administrator, you would like to add an additional lab to your user account, please proceed as follows:

• Log in with your login details. • Under master data, select “Add laboratory”. • Enter the master data for the additional lab. It will be assigned a new participant/laboratory

number.

• Now you can manage multiple laboratories with one account. If you would like to change to a different laboratory number, just click on the word “change” next to the laboratory number.

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6. User administration In the new “RV Online” system it is possible for the main user to create additional users with different authorizations. Please note: additional users have to be created for each laboratory number.

• Click on Master data > Laboratory administration > User administration. Here additional users can be added and given specific authorizations.

The authorizations represent the following possibilities: Administrator: Account cannot be deleted (all rights). Can add new users. User administration: Can be appointed by the administrator. Can add new users. Order: User can order and cancel EQA tests. Value entry: User can enter and adjust measurement values. Download certificate: User can look at and print out certificates.

• Once you have managed the authorizations of the respective user, click on “Save”. • The newly added user will receive a temporary password by e-mail address.

• The temporary password is used to log in for the first time. In a subsequent step, the user is requested to create a new personal password.

• If the user is already registered, he will only receive an e-mail with information about which laboratory he has been assigned.

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7. Registering EQA tests (ordering) All of the buttons are located under the tab “Welcome” in the upper left-hand corner beneath the INSTAND logo.

• Use the button “Registration”.

• Alternatively you can use the tab labelled “Registration”.

• Both will take you to the order overview. • Use the dropdown menu to select the year and the EQA test you wish to order (1). You will

find all of our EQA tests listed according to topic (2).

(1)

(2)

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• Here you can individually enter your order quantity for each date. The picture below shows you an example on how to order the group 100 for the terms May (3) and October (6).

• Check “Subscription” to activate this order for the next year. This will remain in place until you wish to unsubscribe. To do this, uncheck the box next to the corresponding order (subscription will end the following year).

• Proceed in this manner for all further EQA tests you would like to order.

• If you want to cancel an order, enter the number "0" in the corresponding field. • After finishing all you order, click the button "Next". On the next page you will get a list of your

orders.

• Click on “Order” to place your order (or cancellation). You will receive order confirmation by e-

mail.

Orders can only be modified (cancelled) before the respective registration deadline. Once this registration deadline has passed, orders can no longer be changed.

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7.1 Calendar Download

Under the button “Registration”, you can find the “Calendar download” to create an ICS file for each participant number with entries for the ordering/canceling deadline, dispatch dates and return dates of your EQAs. You can implement these dates directly to your calendar.

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8. Result entry All of the buttons are located under the tab “Welcome” in the upper left-hand corner under the INSTAND logo.

• By clicking on “Result Entry”, you can enter, add and adjust your results from the time the samples are sent until the submission deadline.

• Use the filter function (status / year / date) to select the EQA test for which you would like to enter data. Confirm by clicking on the button “Filter”. Clicking on the group you want to submit your EQA results for to opens the corresponding protocol sheet.

• Some groups only allow an online entry of the results. For these groups we provide an internal laboratory worksheet for download. To access this document, please click on the PDF icon. Please note that these documents are not protocol sheets. Only results entered via RV-Online are included in the evaluation.

• In the results sheet you can enter your methods, device, unit and measurement values. This data is saved for the next EQA test so that only changes (new device/reagent etc.) need to be reentered.

• To change pre-entered data, which are marked in a grey color, click on the button “Unlock” to access these fields and enter your changed information.

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If your test system reports the results not in the predetermined standard unit, please make sure you enter the unit code corresponding for your test systems unit in the column “Unit”. If you have entered a different unit, your values will be converted immediately to our standard unit. This gives you direct control over the plausibility of your values.

If you have already converted your value to our standard unit before entering them to RV-Online, please leave the unit column blank.

• The button “File management” enables you to transfer device printouts.

• Click on “Print preview” to print your entry or safe it in PDF format. We recommend

printing/saving every EQA test as this can be proof that your values were entered before the deadline.

• Click on “Save and back to overview” to save your values. Afterwards, you can enter data for further groups / EQA test results.

• You can change or correct your data until midnight on the day of the submission deadline. • On the overview page you can immediately see which EQA test has yet to be entered (red

light) or has (partially) been submitted (yellow light), or you can manually set the group to “completed” (green light).

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9. Entering values for virological EQA schemes

All buttons are located under the “Welcome” tab in the upper left-hand corner under the INSTAND logo.

9.1 Menu of the entry mask

• By clicking on “Result Entry”, you can enter, add and adjust your results from the time the samples have been sent until the submission deadline.

9.2 Selection of the EQA scheme

• Select the name of the EQA scheme, for which you would like to enter your results (i.e. „Virus Immunology – HIV-1/HIV-2 (Ab)”.

• In this overview you can download internal laboratory worksheets. Please note that these are not protocol sheets. Only results entered via RV-Online are included in the evaluation.

9.3 Selection of the parameter (Attention: formerly test category)

• Select the parameter (formerly test category), for which you would like to enter your results.

Result Entry

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9.4 Selection of the reagent and test name of the applied test system

• First, select the reagent and test name of the applied test system, before entering your results of this parameter. The mask for result entry opens automatically after selection of the test name Please specify the lot number of your applied test and specify the name of the used device.

• After you have entered your test systems specifications, you can enter your results:

9.5 Result entry

• Enter the results of the used test system. Required results are marked with an orange bar. If applicable, please enter additionally your device value “Result (device)” with the corresponding device unit “Unit (device)”

• Click on “Save and back to overview” to save your values. Subsequently, you can enter data for further groups / EQA test results.

• On the overview page you can immediately see which EQA test has yet to be entered (red light) or has (partially) been entered (yellow light), or you can manually set the group to “completed” (green light).

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9.6 Result entry of a second test system

• Please use the “plus symbol”, shown at the corresponding parameter (formerly test category), for result entry of a second test system and enter the results according to the instructions given below (see 9.3-9.5).

9.7 Selection of a further parameter (Attention: formerly test category)

• Select a further parameter (formerly test category) for entering the next results and enter the results according to the instructions given below (see 9.3-9.6).

10. Uploading protocol sheets

• In groups without an online result entry (marked with "only available as hard copy"), the scanned protocol sheets can be uploaded.

• Click on the diskette symbol

• Click on "Add file”, select the scanned protocol sheet on your computer and save it.

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• A green checkmark appears after the successful upload.

• To delete the uploaded sheet, click on the diskette again and right-click the "Delete" dialog box.

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11. Correcting results

You can change the entered values up until midnight on the day of the submission deadline. After the submission deadline this is no longer possible.

• Open the protocol sheet and click on the value to be corrected. You will be asked whether you really wish to change the value. The button “Unlock” only needs to be clicked on if changes are to be made to the manufacturer, reagents or unit.

• Please save and print out all changes in order to facilitate traceability.

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12. Download of the evaluation documents

All of the buttons are located under the tab “Welcome” in the upper left-hand corner under the INSTAND logo.

• By clicking on “Evaluation”, you can see a list of the EQA schemes you have submitted values for.

In this list you can also see the state of the evaluation:

• grey: results have been submitted • green: evaluation has been completed and documents are available • orange: evaluation has been completed and documents are available, but not all parameters

are passed

• You can download your complete evaluation documents ( ) or just the certificates ( ) or the overall view ( ) by clicking on the corresponding button.

• By selecting the checkbox, you can choose several documents for the download.

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13. Statistic

• All of the buttons are located under the tab “Welcome” in the upper left-hand corner under the INSTAND logo.

• Under the menu item “Statistics”, you can generate youden plots as well as box plots and access further statistic information for available EQA results according to your specifications. After selecting the group and the parameter, you can e.g. create method-specific or manufacturer-related graphics.

Important not: These statistics are no official EQA evaluations!