AAFCO Check Sample Program New Data Reporting Website Manual Date of Issue: March 1 st 2014

Transcription

1 Victoria S. Siegel, Ph.D., Chair Collaborative Check Sample Program Committee AAFCO Check Sample Program New Data Reporting Website Manual Date of Issue: March 1 st 2014

2 1. Registered participants in any of the three 2014 programs will receive an e mail from the new Data Reporting Website similar to the following: The log in can be used to report data for any of the three 2014 programs. Click on the website link. For each laboratory participant, multiple users can be registered with a log in and password, provided they have unique e mail addresses. To request a log in for additional users please contact vsiegel@purdue.edu. Be sure to include your AAFCO lab code number in the e mail request. 2. Enter your Login and password and single left click the LOG IN button. Note: You can cut and paste the log in and password from your e mail message. 3. The five main functional pages are accessed using the tabs along the top and the default page is the Samples page. Move between pages by clicking on the tabs (Samples, Reports, User Admin, Information or log out) at the top of the page. 2

3 4. The Samples page is used to enter data for current (Active) samples. You can also look back at data entered for archived samples. Note: you can still report data for a current sample. Once the due date for that particular sample has passed, it will be listed in the Archived Samples screen. To view the label for a particular sample left click on the sample name in the Sample Name/Label column. To report data for an active sample, single left click on DATA SUBMISSION AND RECEIPTS in the Options column. The following instructions apply to data reporting for the Regular program and the Pet Food Program. 5. To enter data you start using the AAFCO method code (white box). The method code documents (ordered numerically or alphabetically) can be downloaded from the Information page on the tab above. Start typing in the method code and a drop down list appears for selection. 3

4 6. Use the mouse or tab to the Result 1 field to enter results. Be sure to verify that your result is calculated in the AAFCO unit shown to the right of the Result 2 field. The result can be entered as a whole number (i.e. 123) or as a decimal number with up to four decimal places ( ). You can record a single result and save the information by clicking the SAVE button or simply pressing Enter on your keyboard. The status will record if you have saved your data (Your data has been saved!). If you make an error and wish to start over, click on DELETE ROW. To report additional analytes single left click Add Row and enter the method code number as before. If you try and enter an invalid or obsolete method code, an error message appears. 4

5 Continue until all your data have been added. Use the SAVE button to save a partially completed data submission. Remember to save your data before you logout. 7. Two results are required to submit the data. The two results can be reported at the same time or at different times, but a single result can only be saved and not submitted. Please note that unless you single left click the submit button, your data have not been submitted for statistical analysis. Use the submit button to officially submit your data. If you checked the box Save the analytes/methods in the table above as the default for your lab for this program before submitting or saving your data, these analytes and method codes will be pre filled the next time you log in to the website. If you need to change your default analytes/methods, click the box Replace your default analytes/methods for this program with the analytes/methods in the table above prior to saving or 5

6 submitting any data and the defaults are updated. Note that data can be submitted at any time, however many times you need, until the final due date for the sample. Data submission completely overwrites any previous submission. So long as the sample is listed in the "Active Samples" panel, you can report data for it. Once a sample has moved to the "Archived Samples" listing, the data entry is closed and you will not be able to report any more data for that sample. Remember to either save or submit your data before logging out of the Data Reporting Website; results are due by the date shown on the sample label. There is a grace period after the results due date and before the sample archives. If a sample is listed in the Active Samples panel then data can be reported. 8. To review reported and/or saved data simply click on the pdf receipt in the Submission receipts table at the bottom of the page. Save copies of your final submissions, recording the AAFCO sample number and your lab number in the filename (i.e pdf), on your local drive. 6

7 9. Data can also be saved in the Excel data entry template provided; left click on the blue text Download Excel data entry template. When you are ready to submit the data you save the Excel file in csv format and then upload using the blue text Upload your csv file. 7

8 After up loading from a csv file you need to submit your data. 10. Special data reporting Instructions for the Mycotoxins Contaminants Program If your lab is enrolled in the Mycotoxins Contaminants Program your Active Samples list will include these samples (listed with a pale green background) when they are active testing rounds (this is a quarterly program). When you click on DATA SUBMISSION AND RECEIPTS the following template is available: 8

9 11. Report any mycotoxin contaminants included in your method scope and described by an AAFCO method code. Start by entering the first three digits of the method code to see the drop down list of available codes for that analyte. Method codes are available for both total mycotoxins and/or individual mycotoxin species (AG1, AB1, AG2, AB2, FB1, FB2, or FB3). Type the code into the method code field. Results shall be reported in the AAFCO unit. Results obtained on day 1 or day 2 are reported separately and are identified as Detected 1 or 2 YES if the result is above your detection limit (type the numerical result in the Result 1 or 2 field). Please note that if you identify your result as Detected YES then the result reported should never be zero. Any results obtained that are below your detection limit (including zero) are identified as Detected 1 or 2 NO. The Result field will be greyed out and your limit of detection is recorded in the Limit of detection field. It is possible that for levels of analytes close to your detection limit, one result could be a detect while the other is a non detect. These should be reported individually as shown in the example below. As for the regular program there is an option to Save the analytes/methods in the table above as the default for your lab for this program, edit that default template using Replace your default analytes/methods for this program with the analytes/methods in the table above or to download the excel file and use that to accumulate your data prior to uploading on the website. If you use the excel file be careful to leave any result fields blank if you are identifying that data as a non detect. See section 8 on page six for details on viewing your data submission receipts, and section 9 on page seven for a more detailed description of use of the Excel file data entry template. Be sure to actively submit any data that has previously been saved before the sample archives. Results are due by the date shown on the sample label. There is a grace period after the results due date and before the sample archives. If a sample is listed in the Active Samples panel then data can be reported. 9

10 12. Use the Reports tab at the top of the page to access reports that are available. Start by selecting the year from the drop down list. All historical data that has been reported by your lab code number since 2010 can be downloaded from this page. Click on VIEW REPORTS in the Options column. 13. The following screen shot lists the reports as (not found) because this sample is still active for reporting and the statistical analysis is not complete. Clicking on the report names will download the report files and report cards once these files are available. 10

11 14. The User Admin tab is where you can update your e mail address or change your password. We recommend that you do this as soon as possible. Use the CHANGE button to provide a new e mail address. Enter your current password (sent in the initial e mail) and the new password and left click the CHANGE button. The password must be 8 characters long. We recommend a mix of alpha and numeric characters. 15. The Information menu gives contact information for the Chair of the Program and also is the place to download AAFCO method code documents. Informational documents will be posted here as required. 15. The Logout tab automatically logs you out of the Data Reporting Website. VSS Version March 01,