Feed Monitoring-Quick Start Guide for Labotories 06_07_2010
Contents
1. 2 1 2 Role laboratory analyst The laboratory analyst is set up by the laboratory administrator and receives his access data via the email address that has been specified by the laboratory administrator The analyst can view the sample accompanying data that has been assigned to him He is authorized to enter respective laboratory accompanying data and analysis results These functions are described in more detail in chapter 4 The laboratory analyst can download sample accompanying data as csv file and upload the data into the lab s LIMS system He can also upload data from their LIMS as csv files contain ing sample accompanying data and analysis results back to the QS Software Platform This variant is also further elaborated in chapter 4 2 1 3 Laboratory laboratory sampler The laboratory sampler is set up by the laboratory administrator and receives his access data via the email address that has been specified by the laboratory administrator The sampler is authorized by the order of a feed company or agricultural coordinator to take samples and to enter the respective sample accompanying data in the QS Software Platform This can be done either directly online or via csv file upload in the QS Software Platform These functions are QS Qualitatssicherung gt Across All Stages lt Page 7 of 24 QS Ihr Priifsystem fiir Lebensmittel described in chapter 3 The sampler however cannot enter or view the analysis results2. QS Qualitatssicherung gt Across All Stages lt QS Ihr Priifsystem fiir Lebensmittel QS Software Platform Feed Monitoring Module Quick start guide for laboratories Version 1 0 The present manual serves to demonstrate the QS feed monitoring process to laboratories approved for QS feed monitoring and to aid in creating a laboratory profile and entering analy sis results Participation in QS feed monitoring has been mandatory for manufacturers of feed and agricul tural coordinators for quite some time now Up to now the analysis results of QS system part ners have been archived decentrally The entry of sample accompanying data and analysis reports in the QS Software Platform is required starting 01 04 2008 Since 01 04 2008 it is also new that feed material testing may only be conducted by QS recognized laboratories The manual shall first describe the general process of QS feed monitoring Chapter 1 describes how laboratories receive their access data for the QS Software Platform How laboratories can set up their own employees and edit their laboratory profile is dealt with in chapter 2 Chapter 3 describes the functionalities surrounding the input of sample accompanying data for labora tory samplers Finally chapter 4 describes how analysis results are entered in the QS Software Platform and chapter 5 briefly covers how completed data records orders are archived Three parties are essentially involved in the feed monit
3. Stammdaten Futtermittelmonitoring Passwort ndern Abmelden Probebegleitdaten gt Probebegleitdaten gt Unterparameter selektieren Probennehmer amp Schlie en Suchkriterien Sortierung Probebegleitdaten Wirkstoffname Wirkstoffname v Zuordnung Probennehmer zu CAS Nummer AWV D p Unterparameter pg Wirkstoffname CAS Nummer AVY Diip o Blei PB o Cadmium Cd o Quecksilber Hg QS Qualitatssicherung gt Across All Stages lt Page 13 of 24 QS Ihr Priifsystem f r Lebensmittel h Sampling date In this field the sampler must specify the date on which the sample was taken using the format dd mm yyyy 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 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 However this field can still be edited I State The state is an optional field The state from which the sample originates can be selected with the drop down function m Product number This field is an optional field which serves to uniquely identify the sample and provide for bet
4. up To ensure that the csv file is uploaded correctly the format must correspond to that de fined by QS The format template for analysis result upload can be found at https www qs platform info QSSoftware Hilfe html 5 View of completed analysis results Once an analysis report has been completed by the administrator or the laboratory analyst the status of the data record changes to analysis completed or clarification required 2nd laboratory commissioned or result available see chapter 4 2 or 4 3 Data records with these statuses are no longer listed under the functionality sample accompany data but un der the functionality analysis results see illustration 28 Ill 28 Functionality analysis results Home Kontakt Impressum Support Hilfe Deutsch lt gt English QS Ihr Pr fsystem f r Lebensmittel Stammdaten Futtermittelmonitoring R ckstandsmonitoring Obst Gem se und Kartoffeln Passwort ndern Abmelden Analyseergebnisse Probebegleitdaten Aktualisieren X Schlie en m mm mu m m am e mm men mm a Anzahl selektierte S tze in Probebegleitdaten 16 Suchkriterien Sortierung _ Analyseergebnisse I De en u A Proben ID Datum letzte nderung Zustand Futtermittelbezeichnung Ra Probenahmedatum von Probenahmedatum bis Probebegleitdaten fie Proben ID Standort Futtermittel EE AN a Similar to the functionality sample accompany data completed
5. 276084250840055 0045520154 A OK robebegleitdaten Analyseergebnisse Daten Best tigen Y Abbrechen Probebegleitdaten Laborbegleitdaten Analyseergebnis Probe lt gt Unterparameter penons Untersuchungsmethode er REKEN VDLUFA Bd III Kap 16 1 4 Bestimmung von Aflatoxin B1 1162 Extraktreinigung durch 65 8 Immunoaffinitatschromatographie D aflatoxin B1 n n mg kg All sub parameters for which there is an analysis order are listed in this tab Besides the names of the sub parameters the testing method of the laboratory is shown with which the laboratory has been approved for by QS If for example a screening method has been imple mented instead of the commissioned testing method the analyst can mark the checkbox screening If conversely the test was ordered with a screening method but was not per formed accordingly the checkbox can be removed by the analyst The analyst enters the results in the result value column Real values are allowed n v for not verifiable n a for not analyzed n d for not determined negative and positive The analyst enters the lab s analysis headroom in the analysis headroom field as absolute values e g 0 002 or relative values e g 2 The analysis headroom is taken into consideration when determining whether the result value exceeds the limit value After the analysis headroom the analyst must enter the legal limit
6. data Home Kontakt Impressum Support Hilfe Deutsch lt gt English 2 QS Ihr Pr fsystem f r Lebensmittel Stammdaten Futtermittelmonitoring R ckstandsmonitoring Obst Gem se und Kartoffeln Passwort ndern Abmelden Probebegleitdaten gt Probebegleitdaten _ Probebegleitdaten amp Aktualisieren X Schlie en Proben ID Fo0000xx 0045521298 A OK Analyseergebnisse Daten Best tigen LY Abbrechen F Probeb leitda Probenart Regul re Probe v ProbeniD F00000XXX 0045521298 Auftraggeber Unternehmen A Standort Standort A a Probennehmer Flockenhaus Joelle vi Beauftragtes Labor QS Qualit t und Sicherheit GmbH Futtermittelbezeichnung F Fe Probebegleitdaten lt gt Probenahmedatum l Pr fparameter Herstellungsdatum l Dioxine T Betriebsinterne l Probenbezeichnung Deoxynivalenol Vomitoxin Probenmenge 00 kg gt DON X al gt Herkunftsland Deutschland v Bundesland v Artikelnummer Handelsbezeichnung l Bemerkung QS Qualitatssicherung gt Across All Stages lt Page 11 of 24 QS Ihr Priifsystem fiir Lebensmittel All fields that have not been grayed out can resp must be edited by the laboratory sampler if the data record is to be transferred to the selected laboratory Depending on client and order the fields of the commissioned sample may be filled differently The different fields have the following content resp system a Sample ty
7. like to download sample accompanying data from one or more clients from the QS Software Platform he calls the functionality sample accompanying data under the feed monitoring menu item The screen shows all previously created sample accompanying data records cf illustration 17 With the filter function in the upper part of the QS Qualitatssicherung gt Across All Stages lt Page 16 of 24 QS Ihr Priifsystem fiir Lebensmittel list the sampler can view only those data records that have the status sampler commis sioned those that can be edited by the sampler Ill 17 Upload and download of sample accompanying data function Home Kontakt Impressum Support Hilfe Deutsch lt gt English QS Ihr Pr fsystem f r Lebensmittel a a aD Stammdaten Futtermittel monitoring R ckstandsmonitoring Obst Gem se und Kartoffeln Passwort ndern Abmelden Probebegleitdaten _ Probebegleitdaten Neu amp Aktualisieren x Schlie en Anzahl selektierte S tze in Probebegleitdaten 13 Suchkriterien Sortierung Proben ID Datum letzte nderung m zustand 2 a Futtermittelbezeichnung F Ral Probebegleitdaten Download Probenahmedatum von Probenahmedatum bis Probebegleitdaten Upload l Probebegleitdaten lI ee eH I a Proben ID Zustand Standort Futtermittel b h dat _inzenmniaenaanmami abae E S The buttons download sample accompanying data and upload sample ac
8. located above the tab sample accompanying data The drop down lists shows the sampler a list of favorite laboratories By clicking in the folder symbol located to the right of the field a list of all approved la boratories appears please click the update button for this A laboratory for sampling can be selected from this list This selection is transferred to the sample accompanying 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 12 The search functionalities in the upper part of QS Qualitatssicherung gt Across All Stages lt Page 12 of 24 QS Ihr Pr fsystem f r Lebensmittel the screen can be used to search for the name of a feed material or its code Each search order has to be confirmed by pressing the update button Clicking on the grey arrow in front of each feed material selects that specific feed Ill 12 Feed selection Home Kontakt Impressum Support Hilfe Deutsch lt gt English QS Ihr Pr fsystem f r Lebensmittel nn Stammdaten Futtermittelmonitoring Passwort ndern Abmelden l amp Aktualisieren X Schlie en Probennehmer ei eee Anzahl selektierte S tze in Futtermittel 387 Probebegleitdaten Suchkriterie
9. value if one exists for the parameter and the respective product cf illustration 22 If there is a reference value for the product parameter combination the column reference value must also be filled The labora tories own determination limit must also be specified QS Qualitatssicherung gt Across All Stages lt Page 20 of 24 QS Ihr Pr fsystem f r Lebensmittel The column clarification required shall be dealt with in chapter 4 2 Ill 22 Detail view Analysis results tab Part 2 Analyseergebnisse _ Probebegleitdaten Aktwalisieren X Schlie en Proben ID 276084250840055 0045520154 A OK Probebegleitdaten Laborbegleitdaten Analyseergebnis Probe lt gt Unterparameter orderlic 0 0000 mg kg 0 0000 mg kg 0 0000 Img kg o lt E Once the analyst has entered all laboratory accompanying data the data is saved by pressing the confirm data button and transferred to the client If the analyst just wants to save the entries but not send them to the client he can click on the OK button in the upper right hand part of the screen If an analysis as a suborder was assigned to a different lab the originally commissioned labor atory is responsible for the entry of all commissioned analysis results in the QS Software Plat form If the entry for a data record is complete and the confirm data button has been pressed the respective record shall no longer be cont
10. Besides the possibilities of viewing sample accompanying data individually on the web applica tion the analyst can also download sample accompanying data from the QS Software Platform Under the menu item feed monitoring he then opens the functionality sample accompanying data In the upper right hand corner of the screen there is a button download sample ac companying data cf illustration 26 Ill 26 Download sample accompanying data button Home Kontakt Impressum Support Hilfe Deutsch lt gt English QS Ihr Pr fsystem f r Lebensmittel Stammdaten Futtermittelmonitoring R ckstandsmonitoring Obst Gem se und Kartoffeln Passwort ndern Abmelden Probebegleitdaten Probebegleitdaten Aktualisieren X Schlie en Anzahl selektierte S tze in Probebegleitdaten 16 Analyseergebnisse Suchkriterien Sortierung Proben ID Datum letzte nderung Ne Zustand a een Futtermittelbezeichnung F Ra l Probebegleitdaten Download l Probenahmedatum von Probenahmedatum bis l Analyseergebnis Upload 7 gt Probebegleitdaten a I E T E BE AAAA AEE EE PN AAE ee a eee ae gr erben AEEA Ei By pressing the button all data records listed in the list view are downloaded as an csv file from the application If only certain sample accompanying data are to be downloaded e g for a certain location or status the search function in the upper part of the screen can be used to search for data records after enter
11. Hilfe Deutsch lt gt English QS Ihr Pr fsystem f r Lebensmittel Neuanmeldung Suche Landwirt Suche LEH Suche Sonstige Benutzer Login OK Sprache Deutsch User ID Abbrechen Passwort Hilfetexte Hilfetexte finden Sie unter dem Punkt Hilfe in der oberen Navigationsleiste Neu F r das R ckstandsmonitoring OGK stehen Ihnen nun ebenfalls Bedienerhandb cher zur Verf gung Support Den Support der Software Plattform erreichen Sie unter der Telefonnummer 09001 774453 oder per Email i Fur Ihren Anruf aus dem Festnetz werden dann 0 49 pro Minute berechnet Neuanmeldung Die Funktion Neuanmeldung auf der Startseite ist nur f r interessierte Unternehmen die noch nicht am QS System teinehmen F r die Anmeldung geb ndelter Betriebe oder weiterer Standorte zu bestehenden Unternehmen stehen Ihnen entsprechende Funktionen nach dem Login zur Verf gung Enter the access data under user ID and password and click the OK button Users that wish to use another foreign language may choose their language from the drop down field language before they enter their log in data Then the main screen portrayed in illustration 3 is shown Ill 3 Main Screen Home Kontakt Impressum Support Hilfe Deutsch lt gt English QS Ihr Pr fsystem f r Lebensmittel l Stammdaten Futtermittelmonitoring R ckstandsmonitoring Obst Gem se und Kartoffeln Passwort ndern Abmelden A Labore F r
12. K Abbrechen Drucken u _ Labor Laborprofil Obst Gem se Name S Qualit t und Sicherheit GmbH und Kartoffeln Laborprofil Fumi Anwender QS ID 031 73555555 StraBe aamin 1 e PLZ 175 Ort Kin Postfach Land T E T nee ee Postfach PLZ su Bundesland Nordrhein Westfalen __ DT Vertrag abgeschickt am 27 06 2007 Vorbelegung Kommunikation _ Kommunikationsverbindung The screen shown is divided into three of four tabs laboratory laboratory fruit vegetables and potatoes if the laboratory is approved laboratory profile feed is described in chapter 2 2 and user The first tab laboratory see illustration 4 shows the address and contact data of the labora tory that have been set up by QS The laboratory administrator cannot make any changes here If something has to be changed e g a new telephone number needs to be entered the laboratory administrator must contact QS and QS shall make the changes The user tab contains all employees set up by the laboratory and new ones can be added see illustration 5 QS Qualitatssicherung gt Across All Stages lt Page 5 of 24 QS Ihr Pr fsystem fiir Lebensmittel Ill 5 The user tab Home Kontakt Impressum Support Hilfe Dewtsch lt gt English Stammdaten Futtermittelmunitoring Rucdustandamonkarnng Obst Gem se und Kartoffeln Passwort Bndem Abmekien Labor Labore D Akualsiaran Schie en A y OK Abbrechen Drucken Labor Labor
13. M J Analyseende TT MM 9 Besonderheiten oder Auff lligkeiten Beurteilung Unterauftrag Oo vergeben Unterauftrag vergeben an The name of the analyst processing the data record is set up in the grey analyst field An internal laboratory number can be entered in the field laboratory internal sample number for internal laboratory traceability purposes In the fields sample entry analysis begin QS Qualitatssicherung gt Across All Stages lt Page 19 of 24 QS Ihr Pr fsystem f r Lebensmittel and analysis end the analyst must enter data using the format dd mm yyyy Both fields problems or peculiarities as well as assessment are optional text fields If the laboratory has assigned the analysis of certain parameters to another laboratory the checkbox suborder assigned can be activated and suborder assigned to with the respective laboratory name in the free text field The results of the parameters tested by the analyst must be entered in the tab analysis re sults see illustration 21 Ill 21 Detail view Analysis results tab Part 1 Home Kontakt Impressum Support Hilfe Deutsch lt gt English 05 Ihr Pr fsystem f r Lebensmittel Stammdaten Futtermittelmonitoring R ckstandsmonitoring Obst Gem se und Kartoffeln Passwort ndern Abmelden Probebegleitdaten gt Probebegleitdaten amp Aktualisieren X Schlie en Proben ID
14. ained in the sample accompanying data list but rather under the menu function analysis results see chapter 5 4 2 Special case clarification required If the laboratory determines that a parameter has exceeded the limit value it is required to contact the client and report this result This must be done before the laboratory analyst en ters the result in the QS Software Platform If the client accepts the exceedance the analyst enters the respective sample accompanying data record incl exceedance in the QS Software Platform If however the client does not accept the exceedance the analyst may not enter the result of the disputed parameter In this case the analyst clicks the checkbox clarification required see illustration 23 and presses the button confirm data For undisputed analysis results the analyst must enter the results directly QS Qualitatssicherung gt Across All Stages lt Page 21 of 24 QS Ihr Priifsystem fiir Lebensmittel Ill 23 Activation of the checkbox clarification required Home Kontakt Impressum Support Hilfe Deutsch lt gt English QS Ihr Pr fsystem f r Lebensmittel Stammdaten Futtermittelmonitoring R ckstandsmonitoring Obst Gem se und Kartoffeln Passwort ndern Abmelden Probebegleitdaten gt Probebegleitdaten BE gicitdaten amp Aktualisieren X Schlie en Proben ID 12760842508xxxx 00455201 54 A OK Analyseergebnisse Daten Best tig
15. analysis reports are shown in a list view A search function in the upper part of the screen helps to find certain data records Clicking the grey page symbol shows the detailed data of the respective data record sample and laboratory accompanying data as well as analysis results 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 support qs platform info
16. are Platform Once the laboratory has received QS approval QS records the master data of the laboratory of the so called laboratory administrator see chapter 2 1 in the QS Software Platform The master data of the laboratory contains the name the address and the contact data This action assigns a unique QS ID identification number to the laboratory QS sets up the laboratory administrator as the person who was the contact during registration process Chapter 2 shall deal with the various roles of lab staff When registering with QS the laboratory states accord ing to which parameters it performs tests and with which methods In line with the parameters recognized by the QS System QS sets up the lab profile for the laboratory in the QS Software Platform Only the laboratory profile for pesticides has to be set up by the laboratories them selves see chapter 2 5 Once the laboratory and the lab administrator has been set up by QS in the QS Software Plat form the laboratory administrator receives an email with his personal access data user ID and password for the QS Software Platform QS Qualitatssicherung gt Across All Stages lt Page 3 of 24 QS Ihr Priifsystem fiir Lebensmittel The functionalities of the QS Software Platform can be reached via https www qs platform info Illustration 2 shows the login screen of the QS Software Platform Ill 2 Login Screen QS Software Platform Home Kontakt Impressum Support
17. aten Bestatigen Abbrechen _Probebegleitdate Fr Probenart Regul re Probe ProbeniD Auftraggeber Standort Po a Probennehmer Hewel Isabell Ja Beauftragtes Labor Futtermittelbezeichnung Fa Probebegleitdaten lt gt Pr fparameter i Probenahmedatum cr a a Dioxine r Betriebsinterne l Probenbezeichnung Deoxynivalenol Vomitoxin Probenmenge 00 k DON S g al gt Herkunftsland Deutschland x Bundesland P v Artikelnummer l Handelsbezeichnung Bemerkung R QS Qualitatssicherung gt Across All Stages lt Page 15 of 24 QS Ihr Pr fsystem f r Lebensmittel The screen corresponds to the screen shown in illustration 11 only that the field client and location are not yet filled The laboratory sampler must first select the sampling location For this he clicks the folder symbol located to the right of the location field A screen then appears after clicking the update button listing all locations for which the laboratory can independently create sample accompanying data see illustration 16 Ill 16 Selection of the location for sampling Home Kontakt Impressum Support Hilfe Deutsch lt gt English QS Ihr Pr fsystem f r Lebensmittel Abmelden Stammdaten Futtermittelmonitoring R ckstandsmonitoring Obst Gem se und Kartoffeln Passwort ndern Probebegleitdaten gt Probebegleitdaten gt Standort selektieren P
18. ations Chapter 3 3 describes how to upload csv files via the laboratory sampler 3 1 Commissioning a sampler Generally the client the feed company or the agricultural coordinator determines which loca tion should be sampled and at which time For this the client sets up sample accompanying data and specifies which lab is responsible for the sampling of a certain location Optionally the client can also enter further information such as e g the type of feed from which the sam ple is to be taken Once the laboratory sampler has logged into the QS Software Platform with his own access data he sees the following view under feed monitoring and the functionality sample accom panying data shown in illustration 10 Ill 10 Sample accompanying data view Home Kontakt Impressum Support Hilfe Deutsch lt gt English QS Ihr Pr fsystem f r Lebensmittel Stammdaten Futtermittelmonitoring R ckstandsmonitoring Obst Gem se und Kartoffeln Passwort ndern Abmelden Probebegleitdaten Neu Aktualisieren Schlie en _ Probebegleitdaten Anzahl selektierte S tze in Probebegleitdaten 1 Analyseergebnisse Suchkriterien Sortierung Proben ID Datum letzte nderung 7 Zustand Futtermittelbezeichnung Ra Probenahmedatum von Probenahmedatum bis Probebegleitdaten __ Proben ID Standort Futtermittel Probenahmedatum QS Qualitatssicherung gt Across All Stages lt Page 10 of 24 QS Ihr P
19. companying data are located to the upper right of the list view If the sampler clicks on the download button he obtains a csv file containing all data records portrayed in the list view He can further process these and upload them back to the QS Soft ware Platform Regardless the sampler can also upload entirely new sample accompanying data and therefore create new data if he has been authorized accordingly by the client The csv files however have to correspond with a format defined by QS A format template can be found at https www qs platform info QSSoftware Hilfe html Once the sampler has filled in all required fields in the csv file the sample accompanying data record uploaded as csv file is automatically set to the status laboratory commissioned and the laboratory can view the data record 4 Analysis results entry Once the laboratory analyst has been registered in the QS Software Platform by the laboratory administrator he receives his access data via email He logs into the QS Software Platform calls the menu item feed monitoring and then the functionality sample accompanying data He then can view all sample accompanying data assigned to the laboratory as depicted in illustration 18 If the laboratory has several laboratory analysts all analysts can view all data records Only once an analyst opens and edits a data record will his username be stored with the data record From then on this data record will no lo
20. da Laborprofil relevant The menu item master data see chapter 2 is relevant for the administration of the labora tory profile and the setup of laboratory employees Functionalities such as view sample ac companying data or input of analysis results can be selected from the menu item feed monitoring see chapters 3 and 4 If the laboratory is also approved for QS residue monitor ing fruit vegetables potatoes the menu bar shows the item QS residue monitoring fruit vegetables potatoes These functions are described in a separate user manual QS Qualitatssicherung gt Across All Stages lt Page 4 of 24 QS Ihr Priifsystem f r Lebensmittel 2 Administration of master data and laboratory profile Once the laboratory administrator set up by QS has logged into the QS Software Platform he sees the screen depicted in illustration 3 Under the menu item master data he can register further lab employees chapter 2 1 and edit his laboratory profile chapter 2 2 2 1 Setting up laboratory staff Once the laboratory administrator has called the functionality laboratories under master data the screen shown under illustration 4 is shown Ill 4 Laboratories Tab Home Kontakt Impressum Support Hilfe Deutsch lt gt English Stammdaten Futtermittelmonitoring R ckstandsmonitoring Obst Gem se und Kartoffeln Passwort ndern Abmelden Labor Labore Aktualisieren Schlie en a v O
21. en Yy Abbrechen Probebegleitdaten Laborbegleitdaten Probe lt gt Unterparameter 0 0000 ng kg 0 0000 ng kg 0 0000 mn mM Innnnn Imava Innnnn maka nnnnn Imasha After activation of the checkbox the data record is visible to the laboratory the client and QS with the status clarification required The laboratory can now no longer change the status of the data record The client shall now commission a second laboratory to re analyze the controversial parame ter For this the old sample accompanying data record is used and sent to the second labor atory The second laboratory cannot see the initially commissioned laboratory nor can it see its laboratory accompanying data The tab analysis results only reveals the disputed parameter and not the analysis results of the uncontroversial parameters see chapter 4 3 If the client commissioned a second laboratory the data record obtains the status 2nd labora tory commissioned Once the second laboratory has determined a result the data record receives the status result available see chapter 4 3 Once QS enters a result the data record is closed and obtains the status analysis complete 4 3 Analysis order second test If an analyst opens the view sample accompanying data he see the data records with the status laboratory commissioned second test He can also perform separate searches for data records with this status see fig 24 Data records with this sta
22. ield and contact data of the laboratory employee are set up It is important to enter an email address as the respective laboratory employee will receive the QS Software Platform access data at this address Clicking the save button above the user tab saves the entry However the screen remains open The entries are saved and the screen is closed by pressing the OK button Once the data has been saved the respective laboratory employee receives an email containing his access data The laboratory administrator can assign the role of laboratory analyst see chapter 2 1 2 or laboratory sampler see chapter 2 1 3 He cannot set up a further laboratory administrator This role can only be set up by QS Besides being able to set up laboratory employees the laboratory administrator also has access to sample accompanying data that has been allocated to the laboratory and all la boratory accompanying data as well as analysis results of the laboratory In addition he can assign various laboratory analysts to the sample accompanying data for processing The labor atory administrator can independently enter laboratory accompany data and analysis results for sample accompanying data These functions are described in chapter 4 In addition the laboratory administrator also has the same permissions as a laboratory samp ler i e he can be commissioned by a feed company or agricultural coordinator to enter sample accompanying data see chapter 3
23. ing the search term press the update button Besides directly entering the analysis results into the QS Software Platform screens the ana lyst can also upload the analysis results as a csv file For this the analyst must once again call the functionality sample accompanying data In the upper right hand part of the screen and below the button download sample accompanying data you see the upload analysis results button cf illustration 27 Ill 27 Upload analysis result button Home Kontakt Impressum Support Hilfe Deutsch lt gt English 2 QS Ihr Pr fsystem f r Lebensmittel Stammdaten Futtermittelmonitoring R ckstandsmonitoring Obst Gem se und Kartoffeln Passwort ndern Abmelden Probebegleitdaten Probebegleitdaten amp Aktualisieren X Schlie en Anzahl selektierte S tze in Probebegleitdaten 16 Analyseergebnisse Suchkriterien Sortierung Proben ID Datum letzte nderung Zustand gt Futtermittelbezeichnung F Ra o Probebegleitdaten Download _ L i Probenahmedatum von l Probenahmedatum bis l Analyseergebnis Upload N Probebegleitdaten I a jazi Proben ID Standort Futtermittel Probenahmedatum B ndler SE D AEE E AAR y AEE AROA E AAEE Ed QS Qualitatssicherung gt Across All Stages lt Page 24 of 24 QS Ihr Priifsystem fiir Lebensmittel You can only upload analysis results for sample accompanying data that has already been set
24. l selektierte S tze in Probebegleitdaten 15 Analyseergebnisse Suchkriterien Sortierung robebegleitdaten Proben ID Datum letzte nderung v Zustand v Futtermittelbezeichnung Ra Probenahmedatum von Probenahmedatum bis Probebegleitdaten w Proben ID Standort Futtermittel Probenahmedatum B ndler_ SES BZ 276064370KXXXXxX Labor beauftragt p 45517425 Zweituntersuchung Standort B Dinkel 09 02 2008 B ndler B ar If not all data records are to be shown at the same time the laboratory analyst can search for certain data records on the basis of sample IDs on the upper part of the screen Each search request must be confirmed by pressing the update button If the laboratory analyst would like to edit a data record view the sample accompanying data or enter analysis results he has to click the grey page symbol in front of the respective data record A screen then appears containing the three tabs Sample accompanying data Labor atory accompanying data and Analysis results QS Qualitatssicherung gt Across All Stages lt Page 18 of 24 QS Ihr Pr fsystem fiir Lebensmittel Ill 19 Detail screen sample accompanying data tabs Home Kontakt Impressum Support Hilfe Deutsch lt gt English QS Ihr Pr fsystem f r Lebensmittel Stammdaten Futtermittelmonitoring R ckstandsmonitoring Obst Gem se und Kartoffeln Passwort ndern Abmelden Probebegleitda
25. n Sortierung Zuordnung Probennehmer zu Bezeichnung a E u u Code Nr nn Fr Code Nr 1 Futtermittel Bezeichnung o gt r nk Wasser a Pd Dinkel 1 01 01 x E gt Dinkel entspelzt 1 01 02 x gt Dinkelflocken 1 01 03 x gt Dinkelspelzen 1 01 04 x gt Gerste 1 02 01 x gt Gerste gesch lt 1 02 02 x gt Gerstenflocken 1 02 03 x gt Gerstenfuttermehl 1 02 04 x gt _ Gerstenkleie 1 02 05 x gt Gerstensch lkleie 1 02 06 x g Commissioned parameter resp sub parameter Select the parameters resp sub parameters according to which the feed is to be searched in the table pictured beneath the feed description Selecting a parameter assigns testing according to all sub parameters associated with the parameter By clicking the screening 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 Then the sub parameters be longing to the parameters are shown see illustration 13 Clicking the sub parameters also assigns the selected parameters After selecting the sub parameter the screen can be ex ited by pressing the OK button Ill 13 Selection sub parameter of the parameter heavy metals Home Kontakt Impressum Support Hilfe Deutsch lt gt English QS Ihr Pr fsystem f r Lebensmittel
26. nger be visible for other analysts from the same laboratory and can no longer be edited by anyone else Generally the analyzed sample does not display any irregularities and the analyst can directly enter the analysis results in the QS Software Platform This process is described in chapter 4 1 QS Qualitatssicherung gt Across All Stages lt Page 17 of 24 QS Ihr Pr fsystem f r Lebensmittel The client must be informed in the event of an pre defined exceedance This process is de scribed in detail in chapter 4 2 In the event of an exceedance the client may decide to com mission a second laboratory with the analysis of the respective parameter Chapter 4 3 de scribes how the second laboratory is to process such a data record Chapter 4 4 describes the upload and download of sample accompanying data resp analysis results from and to the QS Software Platform 4 1 Entry of analysis results Opening the functionality sample accompanying data shows the laboratory analyst the sam ple accompanying data for which he can should enter analysis results cf illustration 18 Ill 18 List view of allocated sample accompanying data Home Kontakt Impressum Support Hilfe Deutsch lt gt English QS Ihr Pr fsystem f r Lebensmittel Stammdaten Futtermittelmonitoring R ckstandsmonitoring Obst Gem se und Kartoffeln Passwort ndern Abmelden Probebegleitdaten amp Aktualisieren X Schlie en Anzah
27. of the Sample accompanying data Lab employees can also each be set up with different roles and receive different access data to the QS Software Platform respectively 2 2 Editing a laboratory profile The screen shown in illustration 7 is called via the menu item master data then the functio nality laboratories and the tab laboratory profile feed Ill 7 Laboratory profile feed monitoring screen Home Kontakt Impressum Support Hilfe Deutsch lt gt English QS Ihr Pr fsystem f r Lebensmittel Stammdaten Futtermittelmonitoring R ckstandsmonitoring Obst Gem se und Kartoffeln Passwort ndern Abmelden Labor Labore 2 Aktualisieren X Schlie en A Yy OK Abbrechen Drucken Anwender Labor Laborprofil Obst Gem se und Kartoffeln Laborprofil Fumi Laborprofil Fumi Pr fparameter Deoxynivalenol Vomitoxin DON Dioxine a Pflanzenbehandlungsmittel Offnen de plese z Polychlorierte Biphenyle PCB Deta l I Polyzyklische aromatische Kohlenwasserstoffe PAK Datensatzes salmonellen Schwermetalle Tierische Bestandteile Zearaleon ZEA I This screen lists all parameters for which the laboratory has received QS approval Besides these parameters the laboratory is not authorized to create or change any other parameters For this the lab must contact QS Clicking the circular grey detail symbol in front of each parameter opens the detail data record for
28. oring process via the QS Software Platform see illustration 1 Ill 1 The feed monitoring process Software Labore Plattform lt A Analyseergebnisse On the one hand the feed companies resp the agricultural coordinators enter sample accom panying data into the application and commission labs with the sample analysis On the other Page 1 of 24 QS Qualitatssicherung gt Across All Stages lt Page 2 of 24 QS Ihr Priifsystem fiir Lebensmittel hand the laboratories enter the respective analysis results for the sample accompanying data Once the laboratory has entered the analysis results for the sample accompanying data they can be observed and evaluated by the client and QS This user guide is organized as follows 1 Logging into QS Access to QS Software Platform 2 Administration of master data and laboratory profile 2 1 Setting up laboratory employees 2 1 1 Role Laboratory Administrator 2 1 2 Role Laboratory Analyst 2 1 2 Role Laboratory Sampler 2 1 2 Editing the laboratory profile 3 Sample accompanying data input 3 1 Commission sampler 3 2 Authorizing input of sample accompanying data 3 3 Transfer of sample accompanying data with a csv file 4 Analysis results entry 4 1 Enter analysis results normal case 4 2 Special case clarification required 4 3 Analysis order second test 4 4 csv upload and download 5 View of completed analysis results 1 Logging into QS Access to QS Softw
29. pe 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 feed pursuant to the QS control plan A voluntary sample is a sample that is inspected by sub parameters that are not defined for feed in the QS control plan No credit is given for voluntary samples in terms of QS control plan compliance b Sample ID The sample ID consists of two parts The first part is always the QS location number of the sampled location of a company and cannot be changed The second part is a 10 digit al phanumeric field that can either be set up by an administrator or if released be created by the application automatically c Location The location for sampling was chosen by the client This section cannot be changed by the Sampler d Sampler In this field the client specifies which laboratory shall be commissioned for sampling As soon as a Sampler opens the data record of the laboratory his user name is set in this field e Commissioned laboratory In this field the sampler must state which laboratory analyzes the sample and records the results in the QS Software Platform The selected laboratory can view the sample accompa nying data in the QS Software Platform and enter the respective analysis results as soon as the administrator has clicked the confirm data button
30. pler logs into the QS Software Platform and calls under menu item feed moni toring the functionality sample accompanying data In the screen which then appears cf illustration 14 the sampler clicks the button new in the upper left hand corner of the screen Ill 14 Creating new sample accompanying data Home Kontakt Impressum Support Hilfe Deutsch lt gt English 2 QS Ihr Pr fsystem f r Lebensmittel Stammdaten Futtermittelmonitoring R ckstandsmonitoring Obst Gem se und Kartoffeln Passwort ndern Abmelden Probebegleitdaten m m m m Probebegleitdaten Neu amp Aktualisieren X Schlie en Suchkriterien Sortierung roben ID Datum letzte Anderung gt ustand gt Futtermittelbezeichnung Ra Probenahmedatum von Probenahmedatum bis Probebegleitdaten __ Proben ID Standort Futtermittel Probenahmedatum B ndler Systemteilnehme After pressing the new button the screen to enter sample accompanying data portrayed in illustration 15 is shown Ill 15 Entering new sample accompanying data Home Kontakt Impressum Support Hilfe Deutsch lt gt English 2 QS Ihr Pr fsystem f r Lebensmittel Futtermittelmonitoring Passwort ndern Abmelden Stammdaten R ckstandsmonitoring Obst Gem se und Kartoffeln Probebegleitdaten gt Probebegleitdaten Probebegleitdaten amp Aktualisieren X Schlie en Proben ID OK Zustand Standort D
31. profi Obst Gem se und Kartoffeln Laborprofil Fur Amwender wende Anwender d D audia Rotter Labor Administrator D Tiup Moller Labor Probennehmer D u on Pulvermachsr Labor Analytiker DR I0ele Flockenhaus Labor Probennehmer DE arma Analy Se Labor Analytiker In the QS Software Platform there are three different user types for laboratories each with different permissions They shall be described in the following sections 2 1 1 Role Laboratory Administrator The laboratory administrator is set up when the laboratory is registered in the QS Software Platform The laboratory administrator is the only one who has permission to set up laboratory employees each with their own respective permissions For this he clicks the new button on the user screen see illustration 5 Then the input screen portrayed in illustration 6 is shown Ill 6 Setting up a laboratory employee Stammdaten Futtermittelmanitoring Rickstandemonmioring Obst Gem se und Kartoffeln Pasewort Indem Abmeujen Labor gt Anwender Akuoalsiaran Schie en Vomame Nachname I Neu Speichem l OK Aboreen Ansprechpartnartyp Kommunkation Talfan Baro 2 Mobi fT Fax Emai O Emai 2 Emai 3 I o Bont Er ORS Sprache Deutsch QS Qualitatssicherung gt Across All Stages lt Page 6 of 24 QS Ihr Priifsystem fiir Lebensmittel In the screen name role contact type f
32. riifsystem fiir Lebensmittel The screen is divided into two sections The upper half is designed for search queries e g for an order search by sample ID for orders concerning the sampling of certain defined feeds or by data records with certain statuses For a laboratory sampler data records have three rele vant statuses a Sample accompanying data set up the sampler has independently set up the sample accompanying data however the input of all required information has not been com pleted b Sampler commissioned the client has set up the data record and commission the la boratory sampler with sampling and input of the remaining information c Laboratory commissioned the laboratory sampler has entered all sample accompa ny data and sent the data record to the laboratory All other data statuses are not relevant to the laboratory sampler After entering the search terms press the update button at the upper left hand corner of the screen The lower half shows a list of sampling orders or previously entered sample accompanying data records The status of the data record shows whether it is a not yet processed order from a feed company or whether the data has already been entered and sent to the laboratory If the laboratory sampler would like to edit a sampling order he has to click on the circular grey page symbol Then the screen portrayed in illustration 11 is shown Ill 11 Detail screen sample accompanying
33. robebegleitdaten amp Aktualisieren X Schlie en a ee Se Le a Suchkriterien Sortierung I Name E gt QS Standortnummer Anmeldestatus PLZ Ort EEE EN Huch und QS ID Filterfeld QS Status 2 v Abmeldedatum von Abmeldedatum bis Zulassungsdatum von re Zugelassen bis von ug bis bis Produktionsarten Produktionsart s gt z Geb ndelt bei F Ra zi Standorte DENE ngemeldetiLieferberechtigt Produktionsart gt ee Fooooozzz 66914 Waldmohr25 11 FR lt a Mischfuttermittel 4 I Qs gt Standart F00000XXX 71139Ehningen 14 12 2010 Status x x Mischfuttermittel 4 I u The upper part of the screen contains various search fields with which certain location numbers or production types can be searched After entering the search terms press the update but ton at the upper left hand corner of the screen To select a location for sampling the sampler must click on the grey arrow symbol in front of the respective data record This transfers the location to the screen shown in illustration 15 The entry of the remaining sample accompanying data is done as described in chapter 3 1 3 3 Transfer of sample accompanying data with a csv file Besides the options described in chapters 3 1 and 3 2 to enter the sample accompanying data manually in the screens of the web application it is also possible to upload and download sam ple requests to and from the QS Software Platform with a csv file If the laboratory sampler would
34. rst test The second laboratory must also fill in the specs for the laboratory accompanying data cf illustration 20 In the tab analysis value the second laboratory only sees the disputed para meter The undisputed results for the other parameters cannot be seen by the second labora tory cf illustration 25 Ill 25 Input result available for second laboratory Home Kontakt Impressum Support Hilfe Deutsch lt gt English 05 Ihr Pr fsystem f r Lebensmittel Stammdaten Futtermittel monitoring R ckstandsmonitoring Obst Gem se und Kartoffeln Passwort ndern Abmelden Probebegleitdaten gt Probebegleitdaten abe gicitdaten amp Aktualisieren X Schlie en Proben ID 1276084250xxxxxx 0045520154 A OK Analyseergebnisse Daten Best tigen Yy Abbrechen Probebegleitdaten Laborbegleitdaten 2 An ua TE CAS Nummer AYY D p Unterparameter Ergebnis liegt vor Once the analyst has determined the result for the controversial value he clicks the checkbox result available and then the button confirm data Now the data record has a second result The second laboratory has to now contact the client and communicate the analysis results The data record is then saved under the menu function analysis results cf chapter 5 QS Qualitatssicherung gt Across All Stages lt Page 23 of 24 QS Ihr Pr fsystem f r Lebensmittel 4 4 csv upload and download
35. tel Phorat on M foo Pflanzenbehandlungsmittel Pirimiphos me i v UF T pflanzenbehandlungsmittelPirimiph thyl eae m Boom Y T pflanzenbehandiungsmittel Vinclozolin rei H m 1 0000 t Va Pflanzenbehandlungsmittel Parathion coal VW 49 0000 Oxydemeton 301 1 Pa Pflanzenbehandlungsmittelmethyl Demeton S 2 T M 1 0000 methylsulfoxid N l Oxydemeton methyl Summe Tr aue Nussdamathan manthad und Pa 4 gt QS Qualitatssicherung gt Across All Stages lt Page 9 of 24 QS Ihr Pr fsystem f r Lebensmittel The laboratory is required to keep the laboratory profile up to date Only if the laboratory pro file is kept complete and up to date can clients be able to commission the tests that they re quire 3 Sample accompanying data input If a laboratory is commissioned by a feed company or an agricultural coordinator to take sam ples and record sample accompanying data the laboratory sampler can make use of the fol lowing functionalities in the QS Software Platform How the laboratory administrator sets up a sampler in the QS Software Platform is described in chapter 2 1 3 This chapter also explains which permissions the laboratory sampler has The manner in which laboratories or laboratory samplers are commissioned with targeted Sampling is described in chapter 3 1 Chapter 3 2 describes how a laboratory can be autho rized by the client to independently set up and enter sample accompanying data for certain loc
36. ten gt Probebegleitdaten Probebegleitdaten Aktualisieren X Schlie en Proben ID 276084250XXXXX0045520154 a OK Analyseergebnisse Daten Bestatigen Yy Abbrechen Probebegleitdaten Laborbegleitdaten Analyseergebnis Probenart Regul re Probe ProbeniD 276084250XXXXX So SS Auftraggeber O Standort e FT Probennehmer Bu ELE DONS ee ee Beauftragtes Labor QS Qualit t und Sicherheit GmbH Futtermittelbezeichnung Dinkel Probebegleitdaten lt gt E Probebegleitdaten lt gt Sel scrq Probenahmedatum 27 03 2008 Pr fparameter Pr fparameter afitoxinBa Ke Herstellungsdatum 26 03 2008 Herkunftsland Dioxine x Betriebsinterne m Probenbezeichnung Deoxynivalenol Yomitoxin Probenmenge DON z 1 00 kg This tab shows the sample accompanying data entered by the client sampler The sample ac companying data can no longer be changed by the laboratory analyst The laboratory analyst must enter all essential accompanying data of the laboratory in the tab laboratory accompanying data see illustration 20 Ill 20 Detail screen laboratory accompanying data tab T Probebesleit Er Aktualisieren X Schlie en Proben ID 276084250840055 0045520154 A OK Analyseergebnisse Daten Bestatigen Vv Abbrechen n m ARRESTERES n Probebegleitdaten Laborbegleitdaten Analyseergebnis Analytiker Hinrichs Alexander Laborinterne Probennummer Probeneingangsdatum Analysebeginn TT M
37. ter 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 sampler can make remarks concerning the sample This field can also be viewed by QS and the commissioned laboratory Once the sampler 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 receives the status laboratory commissioned If the administrator alternatively clicks the OK button the entries are saved but not sent to the laboratory The data record receives the status sampler commissioned If not all required fields are filled but the button confirm data is pressed the data record is not transferred to the laboratory 3 2 Authorizing creation of sample accompanying data The feed company or the agricultural coordinator can authorize the laboratory to independently create and enter sample accompanying data If this is the case the feed company or the agri QS Qualitatssicherung gt Across All Stages lt Page 14 of 24 QS Ihr Pr fsystem f r Lebensmittel cultural coordinator shall independent of QS contact the respective laboratory and discuss the methodology with which the locations are to be sampled The laboratory samplers can then create sample accompanying data for the locations that have been released to them For this the sam
38. the respective parameter The screen which then appears see illustration 8 shows which sub parameters have been set up e g lead and arsenic The laboratory can also speci fy the analysis headroom with which the parameters are tested and how high the limit of de termination is The check active shows which sub parameters of the laboratory have been approved by QS QS Qualitatssicherung gt Across All Stages lt Page 8 of 24 QS Ihr Pr fsystem f r Lebensmittel Ill 8 Detail screen Parameters Home Kontakt Impressum Support Hilfe Deutsch lt gt English 2 QS Ihr Pr fsystem f r Lebensmittel Futtermittelmonitoring R ckstandsmonitoring Obst Gem se und Kartoffeln Passwort ndern Abmelden Labor gt Laborprofil Fumi Aktualisieren X Schlie en OK Abbrechen Unterparameter w Pr fparameter Unterparameter inne Einheit anatysespietraum Nummer mg kg aie T Schwermetalle Quecksilber Hg 7439 97 6 m 0000 mg kg DB Schwermetalle Blei PB 7439 92 1 0 0000 mg kg BP Schwermetalle Cadmium Cd 7440 43 9 Vv Jo 0000 mg kg J i Schwermetalle Arsen As 7440 38 2 Vv Jo 0000 mg kg J Every change or sub parameter needs to be confirmed by clicking the OK button in the top right corner of the screen For the parameter pesticides the laboratory must themselves specify which sub parameters are possible QS only sets this parameter if the laboratory has the respective appro
39. tus are records that had been previously inspected by another laboratory with a result that was not accepted by the client This is why he commissioned a second laboratory with the analysis of the controversial parameter If an analyst sees records with this status this means that the laboratory had been commissioned with a second round of testing for this parameter QS Qualitatssicherung gt Across All Stages lt Page 22 of 24 QS Ihr Pr fsystem fiir Lebensmittel Ill 24 List view second test Home Kontakt Impressum Support Hilfe Deutsch lt gt English Ly QS Ihr Pr fsystem f r Lebensmittel Stammdaten Futtermittelmonitoring R ckstandsmonitoring Obst Gem se und Kartoffeln Passwort ndern Abmelden Probebegleitdaten Probebegleitdaten amp Aktualisieren X Schlie en Anzahl selektierte S tze in Probebegleitdaten 1 Analyseergebnisse Suchkriterien Sortierung Proben ID Datum letzte nderung v Zustand Labor beauftragt Zweituntersuchung v Futtermittelbezeichnung Ra Probenahmedatum von Probenahmedatum bis m m m m Probebegleitdaten IStandortFuttermittel Probenahmedatum B ndler Systemteilnehn Proben ID _ Zustand If the analyst opens the detailed view of the data record he can see the sample accompanying data that the first laboratory has also received cf chapter 4 1 However the analyst does not see which laboratory performed the fi
40. val To complete the laboratory profile the laboratory administrator must open the detail data record of the parameter pesticide in the list shown in illustration 7 If this detail data record is opened for the very first time all possible sub parameters of the parameter pesticide are set up and activated see illustration 9 This means that all sub parameters that have been acti vated can be analyzed by the laboratory If the laboratory cannot analyze certain sub parameters the respective checkmarks should be removed from the sub parameters Specifi cations on the limit of determination and analysis headroom can be edited during each entry of analysis results before the laboratory administrator and laboratory analyst can Ill 9 Detail screen Pesticide Parameter Home Kontakt Impressum Support Hilfe Deutsch lt gt English QS Ihr Pr fsystem f r Lebensmittel Stammdaten Futtermittelmonitoring R ckstandsmonitoring Obst Gem se und Kartoffeln Passwort ndern Abmelden Labor gt Laborprofil Fumi amp Aktualisieren X Schlie en OK Abbrechen Unterparameter m Pr fparameter Unterparameter Numm r IY PfanzenbehandlungsmittelSpiroxamin 54 PATI Pflanzenbehandlungsmittel Propyzamid a 0 M 70 0000 4 1 PflanzenbehandlungsmittelProcymidon ron I M Jp 0000 Permethrin Gesamt Summe 52645 bon o pflanzenbehandlungsmittel let amarai 53 1 1 m PB oooo a Pflanzenbehandlungsmit
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