qs software platform feed monitoring module quick start guide … · 2019-03-06 · qs page 4 of 26...

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QS – Qualitätssicherung > Across All Stages <

QS Software Platform

Feed Monitoring Module

Quick start guide for feed companies

- Version 1.0 -

This guide serves to aid feed companies in becoming acquainted with the Feed Monitoring

module of the QS Software Platform. Participation in QS feed monitoring is required for all feed

companies in the QS-System. The entry of sample accompanying data and analysis reports in

the QS Software Platform is new starting 01.04.2008.

Three parties are essentially involved in the feed monitoring "process" via the QS Software

Platform (see illustration 1):

1. The feed company that commissions the sampler to take a sample.

2. The sampler who takes the sample and enters the sample accompanying data into the

QS Software Platform.

3. The commissioned laboratory that records the analysis results for the specific sample

accompanying data into the QS Software Platform.

Once the laboratory has entered the analysis results, the client (the feed company) can view

the analysis result.

Ill. 1: The feed monitoring process

QS

Software-Plattform

QS

Labore

Probebegleitdaten

Analyseergebnisse

Futtermittel-

unternehmen

The following chapters describe how to start the functionalities of the feed monitoring module,

the user types in feed monitoring and how these types have to be set up. Then the guide ex-

plains how to set up a list of favorite laboratories and sampling institutions and how sample

accompany data can be recorded, resp. how one can be commissioned to record such data.

Finally, the guide shall explain how the entered analysis results can be viewed by the feed

company.

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This user guide is organized as follows:

1. Logging in to the feed monitoring module

2. "First steps" – Setup of own profile

2.1 Setup of feed administrator

2.2 Setup of location administrator

2.3 Setup of sampler

3. Setup of favorite lists

3.1 Setup of favorite list laboratories

3.2 Setup of favorite lists sampling institutions

4. Sampling authorization

5. Request for sampling / Entry of sample accompanying data

5.1 Central entry of sample accompanying data by administrator

5.2 Authorizing sampler by administrator

5.3 Entry of sample accompanying data by sampler

5.4 csv upload and download of sample accompanying data

6. Analysis results view

7. Authorization process second laboratory

1. Logging in to the feed monitoring module

The feed monitoring module is embedded in the QS Software Platform. The module can be

called via the internet address:

https://www.qs-platform.info

Illustration 2 shows the login mask of the QS Software Platform.

Ill. 2: Login Mask QS Software Platform

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The feed company's access data has to be entered in the "User ID" and "Password" fields and

confirmed by pressing “OK”. Afterwards, the start mask is shown (see illustration 3):

Ill. 3: Start Mask

Neuer Menüpunktfür das Futtermittelmonitoring

Besides the menu item "master data", the new function "feed monitoring" is now shown to

feed companies. Clicking this function shows the functionalities necessary for feed monitoring

(cf. illustration 4). The individual functionalities are described in the following segments.

Ill. 4: Functionalities of the feed monitoring module

Neue Funktionalitätenfür das Futtermittelmonitoring

2. "First steps" – Setup of own profile

For now, a feed company only receives access data for the QS Software Platform for the legal

representative. With this access data, the legal representative also has all rights and permis-

sions related to the new menu item "feed monitoring". In order to make optimal use of the QS

Software Platform, the application has various user roles (each with their own access data).

User roles assumed by the feed company:

• Feed administrator

• Location administrator

• Sampler

These roles are equipped with various rights and access measures and shall be discussed in

more detail in the following sections.

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2.1. Setting up a feed administrator

The feed administrator has the most rights in the QS Feed Monitoring module. A feed adminis-

trator can set up any (for feed-monitoring relevant) user roles in the QS Software Platform.

The administrator can set up location administrators (cf. chapter 2.2) for all corporate loca-

tions and corporate-wide samplers (cf. chapter 2.3). The feed administrator can inspect all

corporate sample accompanying data and analysis results and independently set up sample

accompanying data for all locations and commission laboratories. The feed administrator can

also authorize samplers or labs to independently take samples at certain locations.

The legal representative sets up the feed administrator in the Feed Monitoring module. To do

so, the administrator logs into the QS Software Platform, calls the menu item "master data"

and the functionality "system participants".

Ill. 5: Call "system participant" functionality

Futtermittelhersteller A GmbH


XXXXXX

XXXXXX

Margaretenstr. 1

53175 Bonn

10.000.000,-

The company data of the feed company is stored in the mask shown. In order to set up a feed

administrator, the legal representative must open the second tab "contact" (cf. illustration 6).

The mask then shows all members of company staff that have been set up in Feed Monitoring.

To set up a feed administrator, click the button "new" in the lower left-hand screen corner.

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Ill.6: Members of staff already set up and the setup of further members of staff


XXXXXX

Peter Schmidt

Susanne Faber

Neuen Benutzer anlegen

The entry mask portrayed in illustration 7 is shown.

Ill. 7: Entry mask for further users

Besides selecting the name of the contact, the role "feed administrator" has to be selected

from the "contact type". It is important to enter the contact data (telephone and email). The

new access data for the QS Software Platform is set to the email address set up here. Once all

data has been entered, click the "OK" button over the orange tab font "user". This sends the

access data to the feed administrator.

The screen shown in illustration 6 now also lists the feed administrator. Clicking the grey

"page" symbol in front of each user shows the information set up. Clicking the "waste basket"

symbol deletes the respective user again.

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2.2. Setting up a location administrator

The location administrator is set up by the feed administrator and has authorizations similar to

those of the feed administrator. The location administrator can independently enter (cf. chap-

ter 5) sample accompanying data, set up samples for the respective location (c.f. chapter 2.3)

and authorize laboratories to independently take samples (cf. chapter 4). A location adminis-

trator’s rights apply only to one location, whereas the feed administrator has access to all

sample accompanying data and analysis results of the entire enterprise (with numerous loca-

tions if applicable).

To set up a location administrator, the feed administrator calls the functionality "location ad-

ministrator" under the menu item "feed monitoring". The mask that appears lists all set up

location administrators (cf. illustration 8).

To set up a location administrator, the feed administrator calls the functionality "location ad-

ministrator" under the menu item "feed monitoring". The process involved in setting up a loca-

tion administrator is similar to that of setting up a sampler (cf. chapter 2.3). After the location

administrator has been set up, locations and bundles have to be allocated to him for which he

should receive access rights on the QS Software Platform.

The location administrator receives his access data for the QS Software Platform.

2.3. Setting up a sampler

In the QS Software Platform, in order to be able to determine which sampler took which sam-

ple, the sampler has to be set up in the application. Sampler may be:

• Individuals,

• groups or also

• automatic samplers

Each sampler receives their individual access data to for the software platform via email (if an

automatic sampler or a group is set up, the email address of the administrator can be en-

tered). The samplers are therefore also able to enter sample accompany data under their own

login. Chapter 5 discusses how samplers are commissioned by administrators resp. how sam-

ple accompanying data is entered into the application. Alternatively, the administrator can also

enter all sample accompanying data centrally.

Samplers can be set up by feed administrators or location administrator. For this, the feed and

location administrator must log into the QS Software Platform with their access data. They

then have to call the functionality "sampler" under the menu item "feed monitoring". The

screen shown then lists all samplers registered for the company (cf. illustration 8) If this func-

tionality is called for the very first time, the list of samplers is empty. To create a new sampler,

the administrator clicks the "new" button on the upper left-hand section of the screen.

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Ill. 8: A list of registered samplers

Name of contact data of the sampler have to be entered in this mask. The contact type "samp-

ler" has to be selected. It is important to enter an email address. The access data for the QS

Software Platform is sent to this address. Once all data has been entered, click the "save" but-

ton in the upper right-hand corner of the screen. This saves all entered data.

Ill. 9: Setting up a new sampler

If the sampler is a certain employee of the feed company, he can be directly listed by his

name. If a group is to be registered as sampler (e.g. all members of staff in raw material re-

ception), the name of the group as well as an email address has to be specified here. In this

case, the software platform can trace which sampler group took a sample, but individuals can-

not be traced in this manner. An email address also has to be entered for an automatic "samp-

ler".

If the feed company commissions a so-called sampling institution or a laboratory, they do not

have to be set up by the feed company as "sampler". They can be directly selected from a list

as sampler (as long as they had been previously selected from the favorites list – see chapter

3). This process is described in detail in chapter 5.

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3. Favorites lists

The feed and location administrator can set up so-called "favorites" lists for laboratories and

sampling institutions. Sampling institutions are companies resp. organization (such as a cham-

ber of agriculture) that can be commissioned by the feed company to take a sample for one or

several locations. Sampling institutions can also be certification bodies - however they have to

be set up separately as sampling institution. Sampling institutions are set up by QS in the da-

tabase. In contrast to laboratories, sampling institutions can only enter sample accompanying

data in the QS Software Platform. They cannot enter or view analysis results.

As in the course of the past years several laboratories and sampling institutions have been

approved by the QS-System, a list containing the respective institutions would be very long.

This is why administrators can set up so-called "favorite lists" for themselves.

The favorites list is used to compile a list of labs that a company works with on a regular basis.

If they have marked laboratories as favorites, only this will be shown when commissioning an

analysis (cf. chapter 5). A separate favorites list contains the sampling institutions with which

the feed company general works with for sampling.

3.1 Creating a favorites list for laboratories

In order to add a laboratory to a favorites list, open the functionality "favorites list laborato-

ries" (see illustration 10) under the menu item "feed monitoring". This list shows all the favo-

rite laboratories. If no favorite laboratories have been selected, the list shall still be empty.

Ill. 10: Functionality "favorite laboratories"

To add a new laboratory to the favorites list, click the button "new" in the upper left-hand

corner of the screen. Then a laboratory selection screen appears (cf. illustration 11).

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Ill. 11: Call laboratory selection screen

This list shows all laboratories that have QS feed monitoring approval. The list is sorted alpha-

betically and the search fields in the upper quarter of the mask can be used to search for a

certain lab name or the QS-ID of a laboratory. A search can be triggered by entering a search

term into a search field and pressing the "update" button in the upper left-hand corner of the

screen.

If you would like to select a laboratory and transfer it to the favorites list, click the grey "ar-

row" symbol in front of the respective laboratory. The OK button has to be pressed in the

screen shown. Finally, the selected laboratory is shown in the list depicted in illustration 8.

By clicking the grey "waste basket" symbol in front of each data record, the specific laboratory

can also be deleted from the favorites list.

3.2. Setup of favorite lists sampling institutions

The "sampling institution" favorite list is comparable to the "laboratory" favorite list. In order

to add a sampling institution to a favorites list, open the functionality "favorites list sampling

institutions" (see illustration 10) under the menu item "feed monitoring". This list shows all

favorite sampling institutions. If no favorite sampling institutions have been selected, the list

shall still be empty.

To add a new sampling institution to the favorites list, click the button "new" in the upper left-

hand corner of the screen as described in chapter 3.1. Then the list appears from which the

sampling institutions can be selected. This list shows all sampling institutions that have QS

feed monitoring approval. The list is sorted alphabetically and the search fields in the upper

quarter of the mask can be used to search for a certain lab name or the QS-ID of a laboratory.

A search can be triggered by entering a search term into a search field and pressing the "up-

date" button in the upper left-hand corner of the screen.

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If the selection list does not contain the desired sampling institution, this means that the insti-

tution has not been set up by QS. The feed administrator resp. a representative of the sam-

pling institution should contact QS in connection with a potential approval.

If you would like to select a sampling institution and transfer it to the favorites list, click the

grey "arrow" symbol in front of the respective sampling institution. The OK button has to be

pressed in the screen shown. Finally, the selected sampling institution is shown in the list de-

picted in illustration 11.

By clicking the grey "waste basket" symbol in front of each data record, the specific sampling

institution can also be deleted from the favorites list.

4. Sampling authorization

There are three ways to enter sample accompanying data in the QS Software Platform:

1. The feed or location administrator enters all sample accompanying data into the QS

Software Platform and commissions a certain laboratory (see chapter 5.1).

2. The feed or location administrator partially enters sample accompanying data in the QS

Software Platform and commissions the sampler, via the application, to take a sample

from a location and enter the remaining sample accompanying data (cf. chapter 5.2.).

3. The feed administered authorizes a sampler, laboratories or sampling institutions with

the sampling of certain locations. Here, the sample accompanying data is setup and en-

tered by the sampler, laboratory or sampling institution.

Variant 3 is administered as follows:

The administrator calls the functionality "sampler allocation" (cf. illustration 12) under the

menu item "feed monitoring".

Ill. 12: "Sampler allocation" functionality

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The screen which then appears is empty at first. Press the "update" button in the left upper-

hand corner of the screen. If "favorite laboratories" has been check marked, only those favo-

rite laboratories and sampling institutions are shown as well as the samplers set up by the

company themselves (cf. illustration 13). If the checkmark for "favorite laboratories" is re-

moved and the "update" button is pressed, all laboratories and sampling institutions with QS

approval are shown.

Ill. 13: Selection list of favorite laboratories and sampling institutions

Select the sampler/laboratory/sampling institution that should be allocated to certain locations.

Then press the "continue" button in the upper left-hand corner of the screen. Then the entry

mask portrayed in illustration 14 is shown.

Ill. 14: Allocation of sampler to locations

Standort A

Standort B

Standort C

Standort D

F00000XYZ

F00000YZX

F00000ZXY

F00000XXZ

Mischfuttermittel (71)




Filter-Feld

This screen shows all locations of the feed company. The screen is divided into two sections:

The upper section contains search fields. Here you can search for a location using a certain

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name or location number. After entering the search terms, press the "update" button at the

upper left-hand corner of the screen. The lower screen section shows all locations that corres-

pond to the search criteria.

By clicking the checkbox in front of each location, the sampler/laboratory/sampling institution

is authorized to independently set up sample accompanying data for this location. A second

click to the checkbox removes the authorization. Once all desired locations have been selected,

press the "continue" button in the upper left-hand corner of the screen. This grants the sam-

plers their access rights. The procedure how sampler can access sample accompanying data is

described in chapter 5.

5. Request for sampling / Entry of sample accompanying data

The feed or location administrator has three ways of entering sample accompanying data into

the QS Software Platform. He can

1. enter all sample accompanying data himself and commission the respective laboratory

with sample analysis (is described in chapter 5.1) or

2. he commissions a sampler/laboratory/sampling institution to enter sample accompany-

ing data for a certain location (is described in chapter 5.2) or

3. he commissions a sampler/laboratory/sampling institution to enter sample accompany-

ing data for several locations (is described in chapter 4).

How a commissioned sampler can enter sample accompanying data into the QS Software Plat-

form is described in chapter 5.3.

Besides the option of entering all sample accompanying data via web entry mask, one can also

download and upload sample accompanying data. This process is described in chapter 5.4.

5.1 Central input of all sample accompanying data by the administra-

tor

Sample accompanying data of a company that should be recorded centrally and entered into

the QS Software Platform must be performed by the feed or location administrator. The feed

administrator can do this for all locations of his company, the location administrator only for

the locations that have been allotted to him. The administrator calls the functionality "sample

accompanying data" (cf. illustration 15) under the menu item "feed monitoring". The screen

that appears shows the sample accompanying data that has been entered. If no sample ac-

company data has been selected, the list shall still be empty. If sample accompanying data has

been set up, it is listed here. Any information that has been recorded for the data record can

be viewed by clicking the grey "page" symbol.

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Ill. 15: List view sample accompanying data

XYZStandort A

Futtermittel-

hersteller A

The administrator must click the "new" button to create new sample accompanying data. An

empty input screen for sample accompanying data appears (see illustration 16).

Ill. 16: Input screen sample accompanying data

All fields that have not been grayed out can resp. must be edited if the administrator wishes to

enter the sample accompanying data centrally and forward it directly to the laboratory.

The different fields have the following content resp. system:

a) Sample type:

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There are two sample types: "regular" and "voluntary" samples. A regular sample is a sam-

ple that corresponds to the QS control plan, i.e. it is inspected in line with the parame-

ters/sub-parameters that are defined for the sampled product pursuant to the QS control

plan. A voluntary sample is a sample that is inspected by sub/parameters that are not de-

fined for feed in the QS control plan.

b) Sample ID:

The sample ID consists of two parts. The first (grey) part is always the QS location number

of the location being sampled and is edited automatically. The second part is a 10-digit al-

phanumeric field that can either be set up by an administrator or (if this function has been

released) be created by the application automatically.

c) Location:

The administrator must select the location for sampling. For this, he clicks the "selection

folder" located to the right of the "location" field. Then the screen listing company locations,

as depicted in illustration 17, appears. The locations are transferred to the sample accom-

panying data screen by clicking the grey "arrow" symbol in the desired location.

Ill. 17: Location selection

Standort A

Standort B

55555

44444

Bonn

Köln

d) Sampler:

In this field, the administrator records which sampler has taken the sample. He can select

the respective sampler from a drop-down field from a list of favorite laboratories/sampling

institutions/internal samplers. He can also click on the "folder" symbol to the right of the

"sampler" field. This shows all laboratories approved by the QS-System. If one of these la-

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boratories has been commissioned by the feed company to take a sample, it can be se-

lected here (but should also be selected from the list of "favorite laboratories").

e) Commissioned laboratory:

In this field, the administrator must state which laboratory analyzes the sample and records

the results in the QS Software Platform. The selected laboratory can view the sample ac-

company data in the QS Software Platform (and enter the respective analysis results) as

soon as the administrator has clocked the "confirm data" button, located above the tab

"sample accompanying data". The drop-down lists shows the administrator a list of favorite

laboratories (see chapter 3). By clicking in the "folder" symbol located to the right of the

field, a list of all approved laboratories appears (please click the "update" button for this). A

laboratory can be selected from this list. This selection is transferred to the sample accom-

panying data screen.

f) Feed description:

Select the feed material for sampling from this field. For this, please click the "folder" sym-

bol located to the right of the "feed description" field. After pressing the "update" button, a

feed selection list appears (cf. illustration 18). The search functionalities in the upper part of

the screen can be used to search for the name of a feed materials or its code (numeration

by feed positive list). Each search order has to be confirmed by pressing the "update" but-

ton. Clicking on the grey "arrow" in front of each feed materials selects that specific feed.

Ill. 18: Feed selection

g) Commissioned parameter resp. sub-parameter:

Click the parameters resp. sub-parameters according to which the feed is to be searched in

the table pictured beneath the "feed description". Clicking a parameter assigns testing ac-

cording to all sub-parameters associated with the parameter. By clicking the "screening"

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checkbox behind the respective parameter, the analysis must be conducted with the aid of

the respective screening method.

If the feed should only be tested for certain sub-parameters (e.g. instead of "heavy metals"

just for "lead"), specify this by selecting the detail symbol (see illustration 19). Clicking the

sub-parameters also assigns the selected parameters. After selecting the sub-parameter,

the screen can be exited by pressing the "OK" button.

Ill. 19: Selection sub-parameter of the parameter "heavy metals"

h) Sampling date:

The sampling date of the sample (in the format "dd.mm.yyyy") must be entered here.

i) Manufacturing date and/or company-internal sample description:

At least one manufacturing date or company-internal sample description is entered here. Of

course, you can also enter both.

j) Sample quantity:

The quantity of the sample taken is entered in this optional field. The measuring unit is

"kg".

k) Country of origin:

Select the country of origin of the sample from this field. The country in which the location

that is being sampled is situated is predefined here. A different country can be selected

however.

l) State:

The state is an optional field. The state from which the sample has originated can be se-

lected with the drop-down function.

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m) Product number:

This field is an optional field which serves to uniquely identify the sample and provide for

better traceability.

n) Trade description:

The field "trade description" is also an optional field for the feed company.

o) Remark:

In this user-defined text field, the administrator can make remarks concerning the sample.

Once the administrator has filled in all required fields and clicked the "confirm data" button,

the information is saved. The data is sent to the selected laboratory and the data record rece-

ives the status "laboratory commissioned". If the administrator clicks the "OK" the entries are

stored. However, they are not sent to the laboratory but to the assigned sampler (see chapter

5.2). The data record receives the status "sampler commissioned".

5.2 Commissioning a sampler by the administrator

If the administrator only creates sample accompanying data but commissions the sampler to

enter the sample accompanying data, he can also do this with the application.

Similar as if the administrator entered the sample accompanying data in their entirety, he calls

the menu item "feed monitoring" and then the functionality "sample accompanying data" (cf.

illustration 15). He then clicks the "new" button in the left upper-hand corner of the screen, as

portrayed in illustration 16.

The further process corresponds to a large extent to the process for the entry of sample ac-

companying data described in chapter 5.1. The difference is that not all required information

has to be entered. Just the commissioned sampler and the location have to be selected. Fur-

ther information such as the feed to be sampled, can but doesn't have to be entered. If the

administrator clicks the "OK" button, his entries are saved and sent to the commissioned

sampler. The data record receives the status "sampler commissioned". Once the sampler has

entered the remaining required sample accompanying data and presses the button "confirm

data", the sample accompanying data is sent to the laboratory and the data record receives

the status "laboratory commissioned".

This way the administrator always sees that status of the data record. How a commissioned

sampler can enter sample accompanying data into the QS Software Platform is described in

chapter 5.3.

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5.3. Entry of sample accompanying data by the sampler

The sampler has two manners of creating or entering sample accompanying data in the QS

Software Platform. He can

a) obtain authorization from the administrator to create and enter sample accompanying

data for certain locations or

b) the administrator creates sample accompanying data in part and commissions the

sampler to take targeted samples from certain locations. Any missing information is

then entered by the sampler.

The process in both cases is very similar:

First the sampler logs into the QS Software Platform with this access data. Under the menu

item "feed monitoring" he then opens the functionality "sample accompanying data". The

screen depicted in illustration 20 shows all sampling orders of the administrator resp. the pre-

viously edited or recorded sample accompanying data records.

If a data record has the status "sampler commissioned", the data record was set up by the

administrator, has to be completed by the sampler and then sent to the laboratory. If a data

record has the status "sample accompanying data set up", some information has already been

entered but the record has not been sent to the laboratory.

The sampler sees the data records that have already been sent to the laboratory under the

menu functionality "analysis results" (status "laboratory commissioned) and which have been

processed by the lab (status "analysis complete"). All other data statuses are not relevant to

the sampler.

Ill. 20: Sample accompanying data for the sampler

XYZ

YYZ

XYY

Standort A

Standort B

Standort C

Futtermittel-hersteller A



XYZ

YYZ

XYY

Standort A

Standort B

Standort C




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The sampler can view detailed information by clicking the grey "page" symbol in front of each

data record. The data input screen depicted in illustration 16 is shown, requiring the input of

the remaining required sample accompanying data.

If the administrator has given the sampler respective authorization to independently create

sample accompanying data for certain locations, the sampler can click the "new" button in the

upper part of the screen shown in illustration 20. This then shows the empty input screen for

sample accompanying data from illustration 16. The sampler must also select the location for

sampling. Clicking on the folder symbol behind the "location" field, described in chapter 5.1,

shows all locations for which he can independently create sample accompanying data.

A sampler cannot select another sampler in the sample accompanying data screen.

The remaining entry of sample accompanying data takes place as described in chapter 5.1.

5.4. csv upload and download of sample accompanying data

Besides the options described in chapters 5.1, 5.2 and 5.3, to enter the sample accompanying

data manually in the screens of the web application, it is also possible to up- and download

sample accompanying data to and from the application with a csv file.

Many feed companies have internal database systems in which they have already stored sam-

ple accompanying data. With the upload functionality, these companies can extract QS-

relevant information from their databases and upload them as a csv file to the QS Software

Platform.

The administrator as well as the sampler can do this. The format template for the csv upload

can be downloaded at the main page of the QS Software Platform under the menu item "help"

(https://www.qs-platform.info/QSSoftware/Hilfe.html) (see illustration 21).

Ill. 21: Format template and manual download

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Feed stuff and location administrators can upload sample accompanying data for all locations

of the company or the respective location. The person sampling can only upload sample ac-

companying data for samples which they were commissioned with.

When uploading the csv file the same systematics apply as for manual entry of the sample

accompanying data: If the administrator or the person sampling uploads the sample accompa-

nying data with fully completed required fields the record is automatically transferred to the

selected laboratory. If the administrator only enters the sampler and the location to be probed,

the record is transferred to the sampler and can/must be further processed by him/her.

The csv files can be downloaded and uploaded by the administrator/sampler by opening the

functionality "sample accompanying data" under the "feed stuff monitoring" menu item. In the

dialog that opens you can see the "upload sample accompanying data" button on the top right

(see figure 22).

Ill. 22: Excerpt upload and download of sample accompanying data

XXX

XXX

Standort A

Standort A

Systemteilnehmer

A

Systemteilnehmer

A

If the administrator or the sampler clicks the "download sample accompanying data", all sam-

ple accompanying data records shown in the list view are downloaded as a single csv file. This

file can then be populated separately from the QS Software Platform (in accordance with the

format requirements of QS) and subsequently uploaded again to the application.

The file must follow the format defined by QS and saved in csv format. it needs to be ensured

that all purely numerical values such as location numbers or QS-IDs are saved as "number

without decimal places". If they are in another format they will not be recognized as whole

numbers.

Should format issues occur during upload of the sample accompanying data they will be shown

as error messages in the QS Software Platform.

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6. View of the analysis results

After the sample plus the sample accompanying data have been sent to the commissioned lab,

the lab can view the sample accompanying data and enter the laboratory data as well as the

analysis results in the QS Software Platform. If the lab has not detected any exceeding values

they can enter the retrieved analysis results into the QS Software Platform without previously

consulting the client. If excess values were detected the laboratory is obligated to consult the

client before making the entries into the QS Software Platform. This process is described in

detail in chapter 7.

If the laboratory was allowed to directly enter the analysis results into the QS Software Plat-

form, the record changes its status to "analysis completed". At that exact time, the client can

view the laboratory accompanying data and the analysis results.

To do so the feed or location administrator need to invoke the "analysis results" functionality

under the "feed monitoring" menu item (see illustration 23).

Ill. 23: List view analysis results

XXX

XXX

Standort A

Standort B

Systemteil-

nehmer A

Systemteil-

nehmer A

Filter- undSuchfunktion

A two-part screen is shown:

In the upper area there are search field which can be used to search for a particular record

(e.g. for a specific sample ID or for samples of a specific product). Using the "Exceedance"

selection field for example, allows you to show samples for which a limit exceedance has been

detected, Every selection or search query needs to be confirmed by clicking the "Refresh" but-

ton in the top-right corner of the screen.

In the lower screen area the list of the completed sample records is shown. Records for which

exceedances have been detected are marked in red.

In the event of limit exceedances the feed company is obligated to report this ex-

ceedance immediately to QS!

Clicking the grey "page" symbol in front of each record allows you to show detailed information

(see illustration 24).

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Ill. 24: Detailed information of an analysis result

XYZ

XYZ

Standort A

Futtermittelhersteller A

Standort A

Analyseergebnisse > Analyseergebnis

The details screen consists of the three tabs "sample accompanying data", "laboratory accom-

panying data" and "analysis results".

On the "sample accompanying data" tab the sample accompanying data entered by the client

are shown. On the "laboratory accompanying data" tab the accompanying data entered by the

lab are shown. These contain for example the information which analyst analyzed the sample

or when the analysis was started and ended. On the "analysis results" tab (see illustration 25)

the parameters and sub-parameters are listed for which the sample was analyzed.

Ill. 25: Detail view "analysis results" tab"

XXX

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In this context it is shown which test method was used on the (sub-)parameter, if residues

were found (and how high these are, how high the limit and reference value and the analysis

headroom of the laboratory are. One row is shown per test (sub)-parameter. If no ingredient

could be verified, the lab enters "n.n." (not verifiable). If an ingredient was not analyzed, "n.a."

is entered and if the lab could not determine an ingredient "n.b." is entered. For Salmonella and

animal components either "positive" or "negative" is entered.

7. Process when commissioning a second laboratory

If during analysis of a sample the laboratory has detected a limit exceedance, the laboratory is

obliged to immediately contact the client before entering the analysis results into the QS Soft-

ware Platform and to communicate the analysis results. In the event of detected limit ex-

ceedances QS does not assume the responsibility for notifying authorities!

Now there are two possibilities how he process can proceed in the QS Software Platform:

1. The client accepts the exceedance and commissions the laboratory to enter the analysis

results in the QS Software Platform. The process then continues as per chapter 5.

2. The client does not accept the exceedance and wants to commission a second laboratory

with the analysis of the sample. In this case the first laboratory is only allowed to enter

non-controversial analysis results and for the critical value it must tick the checkbox

"Clarification required". The process resulting from this is show schematically in illustra-

tion 26.

Ill. 26: Process "Commissioning a second laboratory"

QS

Software-Plattform

QS

1. Labor

Futtermittel-

unternehmen

Probebegleitdaten

Analyseergebnisse

2. Labor

5. Schritt:

QS gibt gemitteltesAnalyseergebnis ein

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After the first laboratory has entered the appropriate parameter "Clarification required" and

has subsequently confirmed the record, the record receives the status "Clarification required"

and becomes visible to the client and QS. Illustration 27 shows that both the client and QS

only see the results of the undisputable parameters. For the disputable parameter "clarification

required" is shown. To have the detailed information of the analysis report shown, the admin-

istrator has to open the "Sample accompanying data" functionality under the "Feed monitor-

ing" menu item and search for the records with status "Clarification required" in the search

dialog.

Ill. 27: View disputable analysis result

XXXStandort A

Systemteilnehmer

A

To commission a second laboratory the administrator needs to open the "sample accompany-

ing data" tab the detailed data record. An additional selection field is shown for the second

laboratory (see ill. 28).

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Ill. 28: Selecting a second laboratory

XXX

XXX

Unternehmen A

Standort A

If the administrator selects a second laboratory and subsequently clicks the "confirm data"

button, the sample accompanying data is sent to the second laboratory. The second laboratory

only sees the originally entered sample accompanying data and the (sub-)parameter for which

"clarification required" was entered buy the first laboratory. They do not see the laboratory

accompanying data and analysis results from the first laboratory and can only assess the dis-

putable parameter.

However, the second laboratory cannot enter analysis results for the disputed (sub)parameter,

but can only mark when analysis results are available. If this was done and subsequently the

record was confirmed by the second laboratory, the record receives the status "Results availa-

ble" (see illustration 29) and becomes visible to the client (if the menu function "sample ac-

companying data has been clicked) and to QS.

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Ill. 29: View "results available"

XXX Standort ASystem-teilnehmer A

The second laboratory has to now contact the client and communicate the analysis results.

After that the client is obligated to immediately get in touch with QS and to communicate the

analysis results of the first and the second laboratory. QS will decide which value (by QS) will

finally be entered for the parameter in the QS Software Platform. Only this value will be saved

in the application,

This manual describes the functionalities of the Feed Monitoring module at the time of becom-

ing operational. The application is successively enhanced with additional functionality (such as

for example the printout of sample accompanying data or evaluations of the analysis results).

QS will inform you about such enhancements,

Should you have any further questions regarding the functionality or the process of

feed monitoring please contact the QS Feed product area or Technical Support at

telephone number: 09001-774453 (0.49 €/minute) or [email protected].

qs software platform feed monitoring module quick start guide … · 2019-03-06 · qs page 4 of 26...

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