KPMD IT Solutions Ltd Blades Enterprise Centre Bramall

KPMD (IT Solutions) Ltd Blades Enterprise Centre, Bramall Lane, Sheffield S 2 4 SU, United Kingdom telephone: +44 (0)114 292 2292 fax: +44 (0)870 705 2655 email: mick. daniels@kpmd. co. uk www. kpmd. co. uk Software for external quality assessment and proficiency testing organisers. Title Page programmemanagementsystem Version 3. 0

System Overview Office system: multi-user with MS Access or SQL Server database: modules for Lab (Participant) Management, To Do Items and Distribution Management. Some participants still rely on paperbased results data entry and reports. Data synchronised between office database and website database using web services. programmemanagementsystem Website for participants using Active Server Pages with MS Access or SQL Server Database. Javascript for client-side validation. Internet access for participants for data entry and reports (Acrobat PDF files). Samples sent to participants.

Login Screen programmemanagementsystem Office based system written using Microsoft Visual basic. Net using a SQL Server or Access database. This system runs on PCs using Microsoft Windows connected together over a local or wide area network. Individual user login for administrator or ordinary user level access. Other security levels can be built in, along with Audit Trails as required. Easy searching on name etc

Participant / Laboratory List programmemanagementsystem After logging in, the opening screen displays all participants. Filter displayed records Search options Double-click to view lab records

Lab – Main Details Tab programmemanagementsystem Double-clicking displays a participant’s details. Various Tabs across the top of the form displays different details. Main details: main contact, main address, courier, distributor, currency etc Membership

programmemanagementsystem Lab – Contacts Tab Multiple contacts: Finance contact, manager, Technical contact, quality manager etc

Lab – Finance / Registration Details Tab Multiple registration forms Multiple invoices or invoice request forms (for Finance Dept) programmemanagementsystem

Lab – Correspondence Tab Out-going correspondence generated using Word with Word templates and mail merge. Documents stored centrally for future reference. In-coming correspondence scanned and stored centrally as image. programmemanagementsystem

Lab – Queries Tab Multiple queries: complaints, requests for extra samples, unsatisfactory performance, follow-up, appeals etc Query details programmemanagementsystem

Lab – Queries / Actions Tab Multiple actions for each query: eg letter, visit, phone call, investigation etc programmemanagementsystem

Lab – Cohorts Tab For grouping labs / participants into informal groups for reporting purposes programmemanagementsystem

Lab – Meetings Tab Recording attendance of labs / participants at annual conferences, seminars, training courses, meetings etc programmemanagementsystem

Administration – Lookup Maintenance programmemanagementsystem From the Main Participant List form, an administrator can maintain the various look-up tables. Maintain system data eg system users, distributors, currencies, programme prices etc

Administration – Web Services programmemanagementsystem Web Services are used to transfer data from the office system to the website and vice versa. Update website database using Web Services

programmemanagementsystem Reports Various reports generated using Crystal Reports (enabling export to Word, Excel and Acrobat PDF format) or mail merge using Word and Word templates

Batch Processes programmemanagementsystem To automate the registration process, batch registration/invoices creates all the necessary forms. For batch registration forms and batch invoices / invoice requests

To Do List programmemanagementsystem The To-Do functionality can be used to record participants’ questions, handle complaints, document requests from participants (eg for extra samples), set reminders, etc. A request or complaint can generate many different actions, each of which can be allocated to different members of staff. This To-Do list will be loaded first when a member of staff with allocated actions logs in. Multiple actions generated from queries

To Do List – Action Details programmemanagementsystem

Distribution List programmemanagementsystem The main screen in the Distribution module is the list of distributions. This can be filtered by Scheme (Test / Programme), or by dates. Filter on Programme, dates etc List of distributions Double clicking on a specific distribution (row) loads the Distribution Details form.

Distribution Details Summary data Distribution details Sample details Audit trail / key milestones programmemanagementsystem

Distribution – Main Functions Main Distribution functions: synchronising data with website database using web services, emailing labs about new distribution and reports availability, printing cover letters / instructions, data entry forms, labels, etc, printing picking lists for couriers, participants’ results entry, producing statistics, scoring and distribution reports for printing and as PDF Acrobat files. programmemanagementsystem

Distribution – Results Data Entry Example data entry form: designed to match current forms, quantitative, qualitative and interpretive results, drop-down comboboxes to select look-up data for methods, machines, techniques etc, mark data input as complete, acceptable late return marker, exclude sample marker, Comments for recording reasons for late return, sample exclusion etc, additional data eg reagent lot number, sample received date, test date etc. programmemanagementsystem

Distribution – Reports: cover sheets to accompany samples, data entry forms, labels for samples and paper reports (for nonweb users), picking lists for bagging samples, distribution progress report, distribution results / reports for labs / participants. programmemanagementsystem

Distribution Administration Lookup Maintenance of sample data (as required) Also methods, manufacturers, machines, techniques, units etc. programmemanagementsystem From the Main Distribution List form, an administrator can maintain the various look-up tables which are related to distributions. This normally includes Sample data and can include elements of stock control as well as the management of reference materials if this is applicable.

Distribution Administration Method Example programmemanagementsystem Example of Method maintenance where methods can be used across different schemes / programmes

Participant Report Example 1 Participant’s results programmemanagementsystem Distribution Reports can take many formats ranging from simple tabular presentation of results to multiple graphical representations. PT Organisers often like to present results based on different methods, or instruments for comparison purposes. We will replicate your reports in whatever format is required.

Participant Report Example 2 A mix of tabular data and graphical representation programmemanagementsystem

Participant Report Example 3 Various graph types available, usually with a ‘pointer’ to indicate the participant’s own result, ‘Your Result’. programmemanagementsystem

Website Login Website designed to match client’s corporate image with colours, logo, fonts, images etc. Three elements for participants to log in for added security and to allow individuals within a laboratory to have their own login for audit purposes. programmemanagementsystem

Website Programme Selection Scheme selection using drop-down combo box to display list of distributions. Click a row for data entry form and report. Your programmes Status of each distribution shown. programmemanagementsystem

Website Result Data Entry Screen designed to match paper data entry forms if necessary. programmemanagementsystem Buttons to save data, mark it complete (after which it cannot be changed), and download report (when available). Print a blank results form for data entry. Qualitative, quantitative and interpretive result with validation where required. Drop-down combo boxes for methods, units, machines, techniques etc, with validation of acceptable combinations if required.

programmemanagementsystem Website Participant Registration 1 Some of our clients now use online registration. Existing Participants can login and accept or change their existing registration data. New participants select the tests they wish to subscribe to, and if applicable, choose methods, machines etc that they will be using.

Website Participant Registration 2 programmemanagementsystem Existing Participants confirm or change their existing contact details. Participants can have as many contacts as required, default, report, quality manager, finance etc.