How To Manage A Test Laboratory

Transcription

1 Implementation Examples for Lab Management Systems easy innovative individual

2 Lab Management The Challenge Sales Cost Calculation Quotes Order Management Hour Tracking Invoice Customers Marketing Price Discovery Controlling Planning Resources Locations Publishi ng Management QM System Standards Test Plan Test Reports Certification Archive Qualification Test Samples Tools Results Competition Personnel Calibration Data Exchange IT Infrastructure 2015 dacore Datenbanksysteme AG April 2015 Page 2

3 Lab Management Functional Areas to be considered 2015 dacore Datenbanksysteme AG April 2015 Page 3

4 Focused on the Process of a Test Lab Customer Relationship Mgmt Product Data Management Project Management Time & Resource Planning Document Management 2015 dacore Datenbanksysteme AG April 2015 Page 4

5 Objectives and Principles The Objectives: Efficient and Controlled Processes Comprehensible Activities Transparent Expenditures The Principles: The basic system is designed to cover all processes in a test laboratory The functions can easily be compiled based on the modular structure Additional functions or requirements can be realized quickly to fulfill your individual needs and integrate the system in your processes The open architecture offers a variety of possible interfaces to other systems or applications (e.g. SAP, Outlook, Word, Excel, Access, etc.) The usage of standard software avoids additional license costs 2015 dacore Datenbanksysteme AG April 2015 Page 5

6 Customer Customer Customer TestLab Plus Process Overview Contacts Quotations Order Management Contact, Inquiry Quotations incl. Scope of Tests Orders Work Recording Invoicing Marketing Actions Calculations Tests Test Samples Test Reports Evaluations & Reporting 2015 dacore Datenbanksysteme AG April 2015 Page 6

7 Customer Customer Customer TestLab Plus Process Overview Contacts Quotations Order Management Contact, Inquiry Quotations incl. Scope of Tests Orders Work Recording Invoicing Marketing Actions Calculations Tests Test Samples Test Reports Evaluations & Reporting Companies Personnel Companycategories Personnelcircles Companies Personnel Prices Calculation- or Test Templates Employees (Planning) Companies Personnel Prices Employees Resources Test Templates Data needed Laboratory Fields Equipment under Test Measuring Equipment Standards Services 2015 dacore Datenbanksysteme AG April 2015 Page 7

8 Customer Customer Customer TestLab Plus Process Overview Contacts Quotations Order Management Contact, Inquiry Quotations incl. Scope of Tests Orders Work Recording Invoicing Marketing Actions Calculations Tests Test Samples Test Reports Evaluations & Reporting Outlook, Lotus Notes, Groupwise Word Outlook, Lotus Notes, Groupwise Word Project SAP Outlook, Lotus Notes, Groupwise Word Excel Powerpoint Project Intranet/Internet SAP PDMS DMS Interfaces DMS = Document Management System PDMS = Product Data Management System 2015 dacore Datenbanksysteme AG April 2015 Page 8

9 Functional Overview (1) The Integrated Modules: Customer Data Management Contact Management Calculation and Quotation Order Management Time & Resource Scheduling Test Sample Management Management of Test Plans and Templates Assign performed work to Orders and Tests Invoicing (internal costs, external prices) Communication Management Management of Measuring Equipment Integrated Quality Management System PDA supported Barcode or RFID Scanning 2015 dacore Datenbanksysteme AG April 2015 Page 9

10 Functional Overview (2) The Integrated Modules: Creation and Management of Test Reports and other Documents Integrated Image Processing Tools Document Management System (incl. PDF Generation and Electronic Signatures) Multi-Client System Multilingual User Interface Extensive Analyzing and Report Functions Intelligent Query Functions Integrated Messaging System Web interfaces for external Users Administrative Tools Customer Complaint Management 2015 dacore Datenbanksysteme AG April 2015 Page 10

11 Contact Management - Overview Basic Functions: Easy and structured registration and maintenance of customer data Wizard to quickly register business cards Management of company categories and personnel circles Create series letters and individualized series s Export of address data Registration and follow up of customer contacts Export relevant dates to Outlook Assigning Customer Care Managers Automatic notification if customer data were changed 2015 dacore Datenbanksysteme AG April 2015 Page 11

12 Cost Calculation and Quotation - Overview Basic Functions: Define scope of work and the test plan for calculations already Creation of tenders based on calculations Creation of documents based on Word or Outlook templates Automatic creation of folder and file structures Controlling of due dates using Outlook or the internal messaging functions Assign employees in different roles for tenders, orders, tests (technical responsible, project manager, ) 2015 dacore Datenbanksysteme AG April 2015 Page 12

13 Order Management - Overview Basic Functions: Creation and follow up of different type of orders (single orders, standing orders, internal, external, ) Define scope of order and tests (test plan, services, subject areas, standards, ) Plan and check confirmed dates Transparent planning of work on order or test level Easy and instant overview of accumulated costs History of date shifts (or full history function) Creation of status reports to the customer Wizards to split orders or re-assign an order to another customer 2015 dacore Datenbanksysteme AG April 2015 Page 13

14 Time and Resource Planning Basic Functions: Integrated Time and Resource Planning Module Graphical planning in different levels Assign tests, orders or calculations to resources (employees or equipment) Dynamic time scales (past, now, future) Optimized project view Individual resource calendars Individual grouping and selection levels Define and manage timely relations Extended print and export functions Planning of stand by duties, holidays and shift work Different tools for different requirements 2015 dacore Datenbanksysteme AG April 2015 Page 14

15 Test Management - Overview Basic Functions: Create and maintain test plan templates Define a test plan for a test based on these templates (or create an individual test plan) Print out of check lists Define and maintain EUT configuration (or import it from other sources) Print out of bar code labels Recording of work load based on the defined steps of the test plan Quick overview about the progress and the accumulated costs at any time Assignment of resources to test disciplines Wizards to generate new tests or test templates 2015 dacore Datenbanksysteme AG April 2015 Page 15

16 Document Management System Basic Functions: Automatic or semi-automatic generation of test reports (all existing data can be used) Numbering system and version management Document review process with PDF conversion Release of test reports incl. work flow system (with electronic signatures if needed) Archive functions (database or file structure) Export to other document management systems Controlling of due dates (e.g. send back from UL or other authorities ) 2015 dacore Datenbanksysteme AG April 2015 Page 16

17 Scope of a Document Management System for Test Labs Standards, Test disciplines, Requirements Involved persons (participants) Intranet, Extranet, Internet Test Plan (according to order): Determine the functional scope of the tests Performing tests: test results, images Performing tests: test results, images Templates, Compile docs Drafted Test Report *.doc Release, Convert Released Test Report *.pdf Distribution Customer EUT incl. configuration EUT configuration from customer Measuring tools (serialized incl. history) Numbering, Compiling, Converting, Reviewing, Releasing, Signing Filing, Archiving, Retrieving, Permissions, Version management, Archive Meta data management, Distribution, Publishing 2015 dacore Datenbanksysteme AG April 2015 Page 17

18 Order Management - Closing Closing of Orders and Tests: Separate technical closing and commercial closing possible Work flow can be implemented (e.g. inform the commercial department after technical closing) Closing in different levels possible (single tests or all objects regarding to an order) A wizard guides the user through the closing process A detailed list of missing information is generated automatically Direct access to all objects, where data are missing Improvement of data quality (semi-automatic maintenance of EUT configuration, ) 2015 dacore Datenbanksysteme AG April 2015 Page 18

19 Management of Measuring Equipment Basic Functions: Recording base data of measuring tools and equipments (technical data, commercial data, additional documents, ) Management of different calibration intervals Management of all other dynamic tasks (e.g. functional limitations, rentals, tests, ) Full history function Assignment to employees, standards, etc possible Integrated evaluation functions (what measuring tool has to be calibrated next month, ) 2015 dacore Datenbanksysteme AG April 2015 Page 19

20 Standards and Certificates Basic Functions: Archive of standards and external certificates (links to external documents or other storage locations) Create links and dependencies between standards and all other objects Assign standards to measuring tools or employees (e.g. responsible person for updating) Create dependencies of standards and test templates or test plans 2015 dacore Datenbanksysteme AG April 2015 Page 20

21 Master Data Personnel and Companies Basic Functions: Structured recording of company, customer and employee data Easy data update after organizational changes Dial function integrated (TAPI protocol) Direct sending of s possible Define roles and functions for users User profile definable (controls the permissions on object or even field level for a user) Assign a resource calendar to an user Export of contact data to Outlook possible Interface to SAP to update company data available 2015 dacore Datenbanksysteme AG April 2015 Page 21

22 CRM Functions Basic Functions: Customer data at a glance Contacts, quotations, orders, invoices Commercial statistics Tracking of marketing actions Google Maps integration Transfer of address data to navigation systems Geographical customer distribution Travel planning 2015 dacore Datenbanksysteme AG April 2015 Page 22

23 Master Data EUT and Resources Basic Functions: Record EUT (test sample) configuration in different hierarchy levels Assignment to product families possible Import configuration lists from Intranet or Internet or from Excel sheets Different types of resources available (employees, equipment, test tools, ) Different prices systems possible incl. price history Assignment to individual resource calendars possible 2015 dacore Datenbanksysteme AG April 2015 Page 23

24 Test Sample Management Online recording of test samples by customer Offline data exchange (e.g. Excel import) with customers Mobile data recording (PDA, Tablet PC) Import of sample data directly from the test sample Storage location management 2015 dacore Datenbanksysteme AG April 2015 Page 24

25 Expenditure Recording and Tracking Record working hours and other expenditures: Independent applications to record performed working hours and used resource hours (personal view, order view) Immediate overview about the own performance Immediate check of planned and actual values (personnel hours, resource hours, revenue) Automatic alarm or notification system if actual values deviate from the planned values Common tasks can be selected as well Recording of external or additional expenditures (e.g. invoices, travel expenses, ) possible SAP Interface available 2015 dacore Datenbanksysteme AG April 2015 Page 25

26 Invoicing - Overview Basic Functions: Different type of invoices possible (internal, external, groups) Easy understandable view of open and already settled work Unplanned work can be listed separately Shared invoices possible (different accounts or customers for one order) Create documents based on Word or Outlook templates Single bills, partial bills, final bills possible Interface to SAP available 2015 dacore Datenbanksysteme AG April 2015 Page 26

27 Evaluation and Query Functions (1) Integrated Analyzing Tools: The best: the assignment structure makes a lot of standard queries needless Extensive query and evaluation functions answers even complex questions The what s new function shows all actual activities Individual or system wide available filters Export of result lists to Excel, Word, Access or in HTML format Script based export routines (can easily be adjusted) All objects can be opened wherever they are shown 2015 dacore Datenbanksysteme AG April 2015 Page 27

28 Evaluation and Query Functions (2) Integrated Analyzing Tools: Query for relationships Free definable filters (structures and their presentation) Query for measuring result data using wizards 2015 dacore Datenbanksysteme AG April 2015 Page 28

29 Evaluation Functions (Examples) Some examples: Order overview including comparison of planned and actual values (hours, revenue) Test status list for project meetings Evaluation of revenues in different levels (total, per customer, per organizational unit, ) Evaluation of suppliers Monthly based reports (effort and revenue per order, per customer, ) Controlling of invoices Management of measuring equipment data (calibration cycles, ) And much more 2015 dacore Datenbanksysteme AG April 2015 Page 29

30 Integrated Messaging System What has be done by whom when? Event triggered messaging system Auto clean up of input box Object journal (message history) Personalize work lists Open object directly from message or work list 2015 dacore Datenbanksysteme AG April 2015 Page 30

31 Workflows and Test Sequences Processes under control: Automatically generated checklists incl. electronic signatures Test sequences for e.g. whole design verification plans 2015 dacore Datenbanksysteme AG April 2015 Page 31

32 Integrate Your Customers! Web Applications Customer portals Order requests Project tracking Document search KPI s Customer satisfaction survey Integration of suppliers Test equipment monitoring and management 2015 dacore Datenbanksysteme AG April 2015 Page 32

33 Mobile solutions (1) Simplify Data Acquisition (some examples) Log current activities (setup start, test start, test stop, interruption start,...) and resource assignments (which test and which EUT is running in which resource) -> data can be used for time and resource planning and are available immediately. Scanning of used measuring equipment or measuring environment. Test Sample tracking (receiving test samples, assign it to a storage location and a test afterwards,...) Barcode and RFID possible. Different Types of PDA s possible (Windows CE or Windows Mobile based). Offline and online mode (WiFi) possible dacore Datenbanksysteme AG April 2015 Page 33

34 Mobile solutions (2) Intuitive User Interfaces (examples) PDA with easy to use touch screen interface (incl. soft scroll like smart phones) Tablet PC with touch functions External bar code scanners to control Tablet PC functions and input data 2015 dacore Datenbanksysteme AG April 2015 Page 34

35 Mobile solutions (3) Assignment of Pictures (Examples) Using the PDA s camera functions Using conventional digital cameras with Eye-Fi functions Transferring pictures directly to the place where they are needed (e.g. to generate the test report) Automatic compression of resolution and size if needed 2015 dacore Datenbanksysteme AG April 2015 Page 35

36 Infrastructure Examples (stand-alone) Laboratory Users Client applications Direct access (ODBC) Central Database HTTP Internal Customers Web application File System or MS Sharepoint Web Server (IIS, Apache,...) 2015 dacore Datenbanksysteme AG April 2015 Page 36

37 Infrastructure Examples (Multi-Server Concept with Data Synchronization) America Europe Asia/Pacific Trigger controlled Unique ID s Oracle Database Trigger controlled Unique ID s Oracle Database Trigger controlled Unique ID s Oracle Database Activity Tables Locking Information Slave Activity Tables Locking Information Master Activity Tables Locking Information Slave Replication Server Replication Server Replication Server 2015 dacore Datenbanksysteme AG April 2015 Page 37

38 Interfaces Example of an SAP Environment Real existing example of an online data exchange to SAP. The data of performed work are transferred to SAP in this case. Additional advantage: Although each user has this function, only one SAP account is needed. TestLab Plus Application 1 Establish connection and transfer data SAP System TestLab Plus Database 2 Feedback of SAP (e.g. status and counters for cancellation) 3 Archiving in TestLab Plus database. Looking of bookings Real existing example of an file transfer based data exchange mechanism to update customer and company data in SAP. TestLab Plus Application Saving data. TestLab Plus Database SAP System A server application checks the TLPLus database for changes. A file with all necessary data is sent to SAP automatically each hour (adjustable) dacore Datenbanksysteme AG April 2015 Page 38

39 EMC 32 Integration Direct Integration of Measuring Equipment (EMC32 Rohde & Schwarz) Integration of all relevant steps to prepare a test, perform a test and generate the test report including test results Available for Rohde & Schwarz EMC32 at the moment 2015 dacore Datenbanksysteme AG April 2015 Page 39

40 General Issues (1) Language Support What ever is needed. Implemented so far: Single language systems (English, German) Multi language systems (English, German, Spain, ) can be maintained and enhanced by the customer Time Zone Management Independent client based time (local time) Central server time (GMT) additionally for over regional process key figures or work flow Quality Guidelines DIN EN ISO 9001, DIN EN ISO/IEC 17025, DIN EN ISO 10012, ISO/TS 16949, EN ISO 14915, FDA 21 CFR Part 11, GLP 9001: Quality management systems, 17025: Accreditation for test labs, 10012: Management of measuring equipment, 16949: Quality management (Automotive industry), 14915: Software ergonomics, 21CFR11: Electronic records and electronic signatures (Medical industry), GLP: Good laboratory practices (Chemical industry) 2015 dacore Datenbanksysteme AG April 2015 Page 40

41 User Tester Sales Commercials Lab manager Admin TestLab Plus General Issues (2) Permissions and Authorization Role based permission system Adjustable permission matrix Basic authorization against group directory (LDAP) Orders R--- RE-- REN- R--- REND R--- User groups (Roles) Defined by customer, no limits Tests R--- REND R--- R--- REND R--- Documents Objects and system functions Tenders... Permissions Closing - x - - x - Relase of... - x x - x - Sign dacore Datenbanksysteme AG April 2015 Page 41

42 General Issues (3) Licensing model Costs One project One prize! Use it within your company (worldwide) where and how often you want No additional License fees Project specific price on a fixed price basis Depending on the needed functionality and effort 1st step: writing a requirement specification Support Full remote support capabilities using WebEx Remote Support Platform 3rd level support normally is sufficient (standard IT infrastructure is needed) 2015 dacore Datenbanksysteme AG April 2015 Page 42

43 dacore Datenbanksysteme AG Technical Competences (1) Desktop Applications Windows operating systems (starting with Windows 95) incl. integration of all Office Components Programming languages VB6, C# WinForms or WPF PDA Applications Windows operating systems (CE, Mobile 6.2, 2003) Programming language C# Web Applications ASP, ASP.NET, PHP, Java, Java Script under IIS, Apache, Tomcat, IBM WebSpere with Frameworks like e.g Hibernate, Silverlight, etc. Data bases, Back office solutions, ERP systems Microsoft SQL Server or Oracle databases (all versions) Sharepoint Server 2007, 2010 SAP, Microsoft Dynamics, Lexware 2015 dacore Datenbanksysteme AG April 2015 Page 43

44 dacore Datenbanksysteme AG Technical Competences (2) Integration of Measuring Systems (Examples) Rohde und Schwarz, EMC 32 Electro Magnetic Compatibility Direct integration of our application component into the measuring instrument manufacturer software. Complete process automation including measurement preparation and feedback of results. Nexio, BAT EMC - Electro Magnetic Compatibility Bidirectional communication through a dacore-provided API. CAD Computer GmbH, MCPS Acoustics Automatic calling of dacore-provided APIs through scripts in the MCPS system. Condition monitoring, automatic booking of used times, transfer of result values at the end of the measurement. Decoupling from actual measurement software to ensure a correct measurement process in case of a software breakdown. INSYS, TSone Live time and durability tests Bidirectional communication via Web Services. Calling of application components through a PDA user interface. Furthermore the selection of the other applications functionality within the user interface of both manufacturers is possible. W&T Sensor elements An automatic read-out of environmental conditions through miscellaneous sensors (e.g. Web-Thermo-Hygrobarograph for barometric pressure, atmospheric humidity and temperature). Communication via Internet Protocol. Vötsch and Weiss, S!Mpati Environmental Simulation Bidirectional communication through Internet Protocol and XML structured files. Measurement automation via "remote control" out of our applications. Integration into the S!Mpati server environment. Permanent condition monitoring of all test stands out of our applications dacore Datenbanksysteme AG April 2015 Page 44

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