1 ST CONNECTION: HOW TO CREATE YOUR WEB ACCOUNT?

Transcription

1 1 ST CONNECTION: HOW TO CREATE YOUR WEB ACCOUNT? In order to access your member login on AGLAE s web site, you need to create your web account. However, we are afraid that at the moment the access for members is available in French version only. The English version is under construction. So in the meantime the explanations of this tutorial only, not the screens, are in English A web account is unique for one laboratory. For members with s everal sites (several delivery addresses), a web accou nt has to be created for each site. This step will enable you to get the connection parameters for your laboratory. Just click on Créer votre compte web (create your web account) on the home page.

2 1/ Identification: Before carrying on, you need to enter your file number and the name of the representative of your laboratory, available from A.G.L.A.E.. Enter your file number Enter the name of your representative Enter the code displayed (6 LETTERS and/or numbers) in CAPITALS. This code enables to make sure that a «human being», and not a «robot», is filling in the form. File number: this number was assigned when registering with the Association, it is specified on the various documents that we send you. Representative: each year, when registering, your laboratory indicates us the name of your representative. If you do not know this information, you will not be able to carry on, please contact us. 2/ Creation of your web account: Identification of your laboratory Enter your name Select one question from the drop-down list and answer it. ATTENTION: This question will be asked to identify you, especially in case you forget your password. Make sure you remember the answer. Reminder of the of your representative List of the different contacts of your laboratory

3 Once the form is validated: your login and password are sent by to th e representative (this address is reminded in the form) these connection parameters can also be sent to the different contacts of your laboratory if you have ticked the corresponding boxes a confirmation page is displayed to mention that your web account has successfully been created HOW TO LOG IN? To access your member login on AGLAE s web site, you must identify with your login and password. Your connection parameters (login and password) have been sent by to the representative of your laboratory when creating your web account. If you have not created your web account so far, please refer to «1 st connection: How to create your web account?». If you have forgotten your password, please refer to «How to get your password back?». Just go on the home page of AGLAE s web site. Login: your login is your file number, it was assigned when registering with the Association, it is specified on the various documents that we send you. After 3 connection failures in 5 minutes the «IP» address of your computer (unique address for a computer) will be blocked, you will then need to contact us to unblock it.

4 HOME PAGE: A SUMMARY OF IMPORTANT INFORMATION Once your login and password entered, you are directed on the home page of your member login. This page is entirely customized for your laboratory. The aim is to help you with the follow-up of proficiency tests: you will find a review of the different ongoing tasks (available instructions forms, current sending of samples, test reports issued ) for your proficiency tests. Information regarding the Association, the web site, for members only. List of documents recently added to the common library. User assistance. Lists your tests for which the sending is planned in the next 15 days and enables to download the instructions. Lists your tests for which the sending is planned this week and gives the possibility to fill in your acknowledgement of receipt. Lists your tests for which the deadline to submit your results is this week (refer to the warning at the bottom of the page). Lists your tests for which the results review has recently been issued (less than 15 days). Lists all the test reports issued for the current scheme: by clicking on the test ID you can download the test report. Test reports for which you have not submitted any results are indicated in grey: you cannot download these test reports. Lists your tests for which the test report has recently been issued (less than 15 days). The web site does not take into account the receipt of your results sent by to our automatic appli cation (resultats@association-aglae.fr): this means that even though you have already sent your results for a test, this test will anyway be in the list of «résultats d essai à retourner (dernière semaine)» (test results to submit - last week). Only the acknowledgement of receipt rece ived by when submitting your results confirms the correct receipt of your results.

5 HOW TO FOLLOW YOUR PROFICIENCY TESTS ON A DAILY BASIS? From the section «Vos essais» (your proficiency tests), you may find any information linked to the organisation of the proficiency tests: Just click on «Vos essais» (your proficiency tests) in the menu of the members login. Tests are presented by programmes and the programmes by categories. The menu enables you to reach quickly the different categories. By default the tests of the current scheme are displayed. You can find information about the previous schemes from the drop-down list.

6 For each test you may: find important dates (date of sending of samples, deadline to submit your test results, ) download different documents (instructions, results review, test report ) fill in your acknowledgement of receipt of parcels (refer to the section «How to fill in the acknowledgement of receipt of test materials?») receive again your code for a test (refer to the section «How to receive again your confidential code for a test?») modify the supervisor for a test (refer to the section «How to modify a supervisor for a programme?») Enables to modify a supervisor (refer to the Name of the programme and section «How to modify a supervisor appointed. supervisor for a programme»). Displays more or less details on the test. Lists important dates related to the test. Lists the available documents to download (instructions, review of the results, test report, ). If you have not submitted any results for this test, you will not be able to download neither the review of the results nor the test report. Enables to fill in the acknowledgement of receipt of samples (refer to the section «How to fill in the acknowledgement of receipt of test materials?»). Specifies at which stage the proficiency tests are. The web site does not take into account the receipt of your results sent by to our automatic appli cation (resultats@association-aglae.fr): this means that even though you have already sent your results for a test, the message «Résultats d essai à retourner au plus tard le» (test results to submit at the latest for the ) will be displayed. Only the acknowledgement of receipt rece ived by when submitting your results confirms the correct receipt of your results. The results form (Excel file) is stil l sent exclusively by to the addr ess of the supervisor.

7 HOW TO REPORT A COMMENT OR ANOMALY RECEIPT OF TEST MATERIALS? You may report a comment or anomaly when you receive your parcel directly from your member login by completing a prefilled form available in the section «Vos essais» (your proficiency tests): Just click on «Vos essais» (your proficiency tests) in the menu of your member login. During the week of sending of your test materials, click on «Saisir l accusé réception du colis» for the concerned test. A prefilled form is displayed: The name and file number of your laboratory as well as the identity of the test are already mentioned and cannot be modified. The name of the supervisor is entered by default and can be modified. Enter your comment. Click on «Send» to finish. A page of confirmation is displayed: After sending of the a cknowledgement of receipt of the parcel the mes sage «Saisir l accusé réception du c olis» remains in the table of the tests.

8 HOW CAN I DOWNLOAD THE RESULTS FORM (EXCEL FILE) FOR A PROFICIENCY TEST? The results form can be downloaded from your member login of our website. 1/ Just go to and connect with your login and your password. 2/ Then click on «Vos essais» (your proficiency tests) in your members login menu. Before shipment of the samples, find the forms directly in the main table. Anytime, find them in the detailed information of the test by clicking on «+». You can then download all the documents related to a proficiency test in your member s area: instructions, results forms, review of the results, test report and results file (empty then completed).

9 HOW CAN I FOLLOW THE RESULTS I SENT TO AGLAE? For each proficiency testing scheme (PTS) in which you participate, you send us by your results form (Excel file) completed with your analytical results. Our automatic application then saves your results and acknowledges the receipt by within a few hours. As soon as the receipt is confirmed, you can find your completed results form in the member s area of our website. 1/ Go to and log in with your login and password. 2/ Directly on the «page d accueil» (Home page) for the ongoing proficiency tests. NOT RECEIVED RECEIVED

10 3/ in the section «Vos essais» (your proficiency tests) for all the tests. NOT RECEIVED RECEIVED You can also click on the button «+» to open the detail from the related test. Before closing of the test it is always possible to return your results by . The last sending is going to delete the previous one. After closing of the test, the downloadable results form presents your results and your confidential code. Attention, for the proficiency tests closed before April 2011, it is not possible to download your results.

11 HOW CAN I RECEIVE AGAIN MY CONFIDENTIAL CODE FOR A PROFICIENCY TEST? For security reasons your confidential code for a proficiency test can only be returned to the of the representative of your laboratory. 1/ Just go on and connect with your login and password. 2/ Then click on «Vos essais» (your proficiency tests) in the menu of your member login. 3/ Click on «+» to read the details of the concerned test. 4/ Then click on «Recevez le de nouveau à l adresse mail» (receive it again at the address ). Your confidential code is then immediately sent to the indicated address. The sending of the confidential code is only possible once the proficiency test is closed and provided you had submitted results for this test.

12 PREREQUISITES FOR THE RENEWAL OF YOUR REGISTRATION Every year, the Association AGLAE offers you a new scheme of proficiency tests with new features (new parameters, programmes, costs evolution ). This is the reason why renewing your registration from year to year is necessary. This enables you to update administrative and accounting information and above all your selection of proficiency tests. From now on, your registration must be renewed via your member login on AGLAE s web site. However, we are sorry but our website does not exist in English yet. So in the meantime the explanations of this tutorial only, not the screens, are in English HOW TO ACCESS THE RENEWAL OF YOUR REGISTRATION? 1/ Just connect to and enter your login and password. If you do not have your login information yet, you may obtain it clicking on «Créer votre compte web» (create your web account). If you have forgotten your password, you may get it again clicking on «Mot de passe oublié?» (forgotten your password?). 2/ Then click on «Consultez votre inscription» on the home page of your «Espace adhérent» (member login).

13 MEMBER WITH ONE SITE ONLY AND MEMBER WITH SEVERAL SITES One member can have one delivery address only; he is then referred to as a member with one site only. If this applies to you, please refer to pages 18 to 21 Renewal of registration for members with one site. One member can have several delivery addresses and register once for the different sites (with only one invoice); he is then a member with several sites (multi-site). If this applies to you, please refer to pages 22 to 27 Renewal of registration for members with several sites. Should you wish to add or remove some sites to your registration, please contact the Association so that your file is updated before you register.

14 RENEWAL OF REGISTRATION FOR MEMBERS WITH ONE SITE The renewal of your registration will be done in 3 steps: - entry of various information necessary for the renewal of your registration via your login - validation of this renewal with a purchase order or a signed quote - recording of this renewal by the Association ENTRY OF THE RENEWAL OF YOUR REGISTRATION In the section «Inscription» (registration) (refer to How to access the renewal of your registration? page 16), you may visualise the progress of the renewal of your registration: Visualise here the progress of your registration Having clicked on «Saisir votre inscription» (enter your registration), 3 screens of data entry and 1 screen of confirmation will follow. These screens are prefilled with information we already have in our database and referring to your registration for the previous scheme. You just have to check this information and update it if necessary. This data entry must be realised at one time to be saved (otherwise, you will have to start from the beginning again).

15 Screen 1: Administrative information Bar showing you the progress of your registration You will find on this screen different administrative information regarding your file (representative of your laboratory, contact details, accounting information). Check carefully this information and modify it if necessary before going onto the next screen clicking on the «Etape suivante» button (following step) at the bottom of the page. In case of typing error, this screen will appear with an error message at the top of the window. Screen 2: Your selection of proficiency tests List of programmes implemented for the new scheme. Please refer to the technical description of the scheme Er Number of proficiency tests left per programme at the date of registration Cost of the programme for the portion of proficiency tests left 1- Check the programmes in which you wish to participate and modify them if necessary. «ticked box» = registration for the programme 2- Check and modify if necessary the supervisor for each programme by selecting a contact from the list box. You may create a new contact, selecting «Créer un nouveau contact» (create a new contact) in the list box then click on «Etape suivante» (following step) at the bottom of the page to be able to enter the name and address of this new contact. Calculation of the fees corresponding to the renewal of your registration. You may recalculate («Recalculer» button) your fees depending on your addition or deletion of programmes.

16 Screen 3: Your quote You will find on this screen the list of programmes for which you wish to register. The cost of your registration is also indicated. You must mention your purchase order number here if you wish it on your invoice. Be careful, invoices will not be reprinted in case of incorrect typing. Screen 4: Confirmation Once the entry of your registration is finished, a confirmation page will be displayed. An will be sent to you to confirm the correct receipt of your registration. Attached to this , you will find your quote at the PDF format. The representative of your laboratory will be copied into this . From this confirmation page you may also send us your comments or any additional information.

17 VALIDATION AND RECORDING OF YOUR REGISTRATION Once your registration is entered you have to send your purchase order or signed quote, stamped, with a note saying Bon pour accord (okay to go ahead), by fax to + 33 (0) so that it can be accepted and validated. Upon receipt of this document, the Association will carry out at the beginning of January the update of your file and the recording of your registration. You will then receive by your acknowledgement of receipt for your membership and registration, your schedule of proficiency tests, your invoice

18 RENEWAL OF REGISTRATION FOR MEMBERS WITH SEVERAL SITES (MULTI-SITE) One multi-site member has several sites called "secondary sites and one unique invoicing site called main site. To renew a multi-site registration, all the secondary sites will first have to register separately via their own member login. Afterwards, the main site will be able to validate a global registration and produce a common quote. The renewal of your registration will be done in 3 steps: - entry for each secondary site of various information necessary for their renewal of registration via their login - global validation by the main site via his own member space and with a purchase order or a signed quote - recording of this renewal by the Association ENTRY OF THE RENEWAL OF REGISTRATION FOR EACH SITE In the section «Inscription» (registration) (refer to How to access the renewal of your registration? page 16), you may visualise the progress of the renewal of your registration: Visualise here the progress of your registration Having clicked on «Saisir votre inscription» (enter your registration), 3 screens of data entry and 1 screen of confirmation will follow. These screens are prefilled with information we already have in our database and referring to your registration for the previous scheme. You just have to check this information and update it if necessary. This data entry must be realised at one time to be saved (otherwise, you will have to start from the beginning again).

19 Screen 1: Administrative information Bar showing you the progress of your registration You will find on this screen different administrative information regarding your file (representative of your laboratory, contact details, accounting information). Check carefully this information and modify it if necessary before going onto the next screen clicking on the «Etape suivante» button (following step) at the bottom of the page. In case of typing error, this screen will appear with an error message at the top of the window. Screen 2: Your selection of proficiency tests List of programmes implemented for the new scheme. Please refer to the technical description of the scheme Er Number of proficiency tests left per programme at the date of registration Cost of the programme for the portion of proficiency tests left 1- Check the programmes in which you wish to participate and modify them if necessary. «ticked box» = registration for the programme 2- Check and modify if necessary the supervisor for each programme by selecting a contact from the list box. You may create a new contact, selecting «Créer un nouveau contact» (create a new contact) in the list box then click on «Etape suivante» (following step) at the bottom of the page to be able to enter the name and address of this new contact. Calculation of the fees corresponding to the renewal of your registration. You may recalculate («Recalculer» button) your fees depending on your addition or deletion of programmes.

20 Screen 3: Summary You will find on this screen the list of programmes for which you wish to register. The cost of your registration is also indicated. Screen 4: Confirmation Once the capture of your registration is finished, a confirmation page will be displayed. An will be sent to you to confirm the correct receipt of your registration. Attached to this , you will find your registration summary at the PDF format. The representative of your laboratory will be copied into this . This registration summary will also be sent to the representative of the main site so that he can carry on with the global validation (refer to Global validation ). From this confirmation page you may also send us your comments or any additional information.

21 GLOBAL VALIDATION BY THE MAIN SITE OF THE RENEWAL OF REGISTRATION The main site must carry on the global validation of the renewal of the registrations of each secondary site so that a unique quote is produced for all the sites. To do so, the main site must go to the section «Inscription» (registration) (refer to How to access the renewal of your registration? page 16) of his own member login. Visualise here the list of the different secondary sites with their registration progress («Inscription non saisie» - registration not entered or «Inscription saisie» - registration entered). For each site, you may download the registration summary. Visualise here the progress of your global registration Having clicked on «Saisir votre inscription globale» (enter your global registration), 2 screens of data entry and 1 screen of confirmation will follow. These screens are prefilled with information we already have in our database and with information entered by the different secondary sites. This global validation must be realised at one time to be saved (otherwise, you will have to start from the beginning again).

22 Screen 1: Administrative information Bar showing you the progress of your registration You will find on this screen different administrative information regarding your file (representative of your laboratory, contact details, accounting information). Check carefully this information and modify it if necessary before going onto the next screen clicking on the «Etape suivante» button (following step) at the bottom of the page. In case of typing error, this screen will appear with an error message at the top of the window. Screen 2: Your global quote List of programmes implemented for the new scheme. Please refer to the technical description of the scheme Er Number of sites wishing the programme x Number of proficiency tests left per programme at the date of your registration Cost of the programme for the portion of proficiency tests left Detail of the fees corresponding to the global renewal of your registration. You must mention your purchase order number here if you wish it on your invoice. Be careful, invoices will not be reprinted in case of incorrect typing.

23 Screen 3: Confirmation Once the global validation of your registration is finished, a confirmation page will be displayed. An will be sent to you to confirm the correct receipt of your registration. Attached to this , you will find your quote at the PDF format. The representative of your laboratory will be copied into this . From this confirmation page you may also send us your comments or any additional information. VALIDATION AND RECORDING OF YOUR REGISTRATION Once your registration is entered you have to send your purchase order or signed quote, stamped, with a note saying Bon pour accord (okay to go ahead), by fax to + 33 (0) so that it can be accepted and validated. Upon receipt of this document, the Association will carry out at the beginning of January the update of your file and the recording of your registration. You will then receive by your acknowledgement of receipt for your membership and registration, your schedule of proficiency tests, your invoice

24 HOW TO ACCESS YOUR PRECISION RECKONERS (CALCULATION OF YOUR UNCERTAINTY)? The set of files related to precision reckoners (variation models of the precision) can be downloaded from the section «Bibliothèque commune» (common library). At the moment, precision reckoners relate to «chemistry» programmes only. You can download the files related to precision reckoners of the programmes for which you have registered. 1/ Just go on and access your member login with your login and password. 2/ Click on «Bibliothèque commune» (common library) in the menu of your member login. 3/ Then click on «Accès aux calculs de votre incertitude en chimie» (access the calculation of your uncertainty of measurement - chemistry). 4/ You get a new page with the list of reckoners you may download.

25 ABOUT THE SECTION «VOTRE DOSSIER» (YOUR FILE) The section «votre dossier» (your file) will enable you to check various information related to your laboratory and which have been recorded in our database: your contact details (name of the laboratory, telephone, fax, different addresses) your contacts (name and address of the different contacts) your web account (refer to the section «Comment changer de mot de passe» - how to change your password) You may also modify your contact details and your contacts: Just click on «yotre dossier» (your file) in the menu of your member login. Just click on «Modifier vos coordonnées» (modify your contact details) in the section «Vos coordonnées». Just click on «Modifier vos contacts» (modify your contacts) in the section «Vos contacts». Once you have clicked on «Modifier vos coordonnées» ((modify your contact details) or «Modifier vos contacts» (modify your contacts) you will get a prefilled form enabling you to modify the existing information.

26 Modification of your contact details: Prefilled form with current information: just correct it. In this data entry field, you may enter any remarks regarding the modification. Sends your modification request. Modification of your contacts: Prefilled form with current information: just correct it. You may also change the representative or delete a contact. In this data entry field, you may enter any remarks regarding the modification. Sends your modification request. Confirmation of your modification request: After sending your modifications, the page «Votre dossier» (your file) is displayed with a confirmation message. ATTENTION: Information is not modified in real time. It is updated in our database (and on the web site) at least 24h after your request.

27 CAN I MODIFY MY CONTACT DETAILS? You may ask to modify your contact details from the section «votre dossier» (your file). You just have to correct the current contact details in the prefilled form. Once this form is sent, your updates will be shortly taken into account. For more information please read «About the section votre dossier (your file)». CAN I MODIFY MY CONTACTS? You may ask to modify your contacts from the section «votre dossier» (your file). You just have to correct the current contact details in the prefilled form. Once this form is sent, your updates will be shortly taken into account. For more information please read «About the section votre dossier (your file)». WHY ARE MY CONTACT DETAILS OR MY CONTACTS NOT UPDATED? Personal information from the section «votre dossier» (your file) is not updated in real time. Indeed, if you have just asked for a modification of your contact details or of your contacts a minimum of 24 hours is necessary to update your file. If after several days your modifications have not yet been taken into account, do not hesitate to contact us.

28 HOW TO MODIFY THE SUPERVISOR FOR A PROGRAMME? The supervisor is a person within your laboratory in charge of the follow up of proficiency tests. This person receives in particular the documents related to proficiency tests by (instructions, results forms) and the test materials. It is possible from the section «vos essais» (your proficiency tests) to modify the supervisor for a programme: Just click on «Vos essais» (your proficiency tests) in the menu of your member login. Just click on «Modifier le superviseur» (modify the supervisor). A form is displayed per programme with the name of the current supervisors: By default the current supervisor is selected from the drop-down list. To change a supervisor: select for each programme the new contact from the dropdown list or if the contact does not exist, select «Créer un nouveau contact» (create a new contact). This data entry field enables you to mention any comment about the modification. Validate your entry. If you have selected «Créer un nouveau contact» (create a new contact) a 2 nd page is displayed to enter information about this contact. If you have not selected «Créer un nouveau contact» (create a new contact) a confirmation page is displayed. Otherwise the form to create a new contact is displayed with the information to enter about this contact:

29 If you have selected in the drop-down list «Créer un nouveau contact» (create a new contact) you have to enter now the name and address of this contact. You can validate your form. ATTENTION: Information is not modified in real time. It is updated in our database (and on the web site) at least 24h after your request.

30 ABOUT THE SECTION «BIBLIOTHEQUE COMMUNE» (COMMON LIBRARY) We have gathered in a common library the set of documents we wish to make available to members. You will find: meetings reports documents related to quality (guide to interpret the test reports, conduct of the proficiency tests, ) synthesis of different projects undertaken by the Association Just click on «Bibliothèque commune» (common library) in the menu of your member login. Shows a recent document. Lists documents classified per theme. You will find the name of the document, the type of file as well as the on-lining date.

31 HOW TO OBTAIN AGAIN YOUR PASSWORD? If you have forgotten your password, it can be ed again to you: Just click on Mot de passe oublié? (forgotten your password) on the home page. For security reasons, you must identify yourself (file number and name of the representative) and answer the question you had chosen when creating your web account before receiving again your password, as explained here-under.

32 1/ Identification: Before carrying on, you need to enter your file number and the name of the representative of your laboratory, available from A.G.L.A.E. Enter your file number Enter the name of your representative Enter the code displayed (6 LETTERS and/or numbers) in CAPITALS. This code enables to make sure that a «human being», and not a «robot», is filling in the form. File number: this number was assigned when registering with the Association, it is specified on the various documents that we send you. Representative: each year, when registering, your laboratory indicates us the name of your representative. If you do not know this information, you will not be able to carry on, please contact us. 2/ Sending of the password: Identification of the laboratory Recall of the representative address Enter the answer to the question. You have given us the answer to this question when creating your web account. You have to give the same answer so that your password is resent. Once the form is validated: your login and password are sent by to the representative of your laboratory (this address is recalled in the form), a page of confirmation is displayed to indicate you that your password has been sent and to which address.

33 WHY CHANGE YOUR PASSWORD? Your password is unique to your laboratory. Each member of your laboratory who needs to log on uses the same password. For this reason, we advise you change the password when one of your collaborators leaves the laboratory, in case of disclosure to people not concerned, HOW TO CHANGE YOUR PASSWORD? You may get a new password from the section «Votre compte web» (your web account) on the page «votre dossier» (your file): Just click on «votre dossier» (your file) in the menu of your member login. Just click on «régénération de votre mot de passe» (reset your password) in the section «votre compte web» (your web account). The connection parameters are unique for a laboratory. If you reset your password, your colleagues who also login will no longer be able to use the previous password.

34 To reset your password, just fill in the form that will be displayed: Enter your current password. Enter the answer to the security question. You gave us the answer to this question when creating your web account. You must enter the same answer so that your password can be reset. Enter the code displayed (6 LETTERS and/or numbers) in CAPITALS. This code enables to make sure that a «human being», and not a «robot», is filling in the form. Recalls the address of yourrepresentative. Lists the different contacts of your laboratory. Once the form validated: your login and your new password are sent by to your representative (this address is reminded in the form) these new connection parameters can also be sent to the different contacts of your laboratory is you have ticked the corresponding boxes in the form a confirmation page is displayed to mention that your password has been reset

35 HOW CAN I DOWNLOAD MY CERTIFICATE OF PARTICIPATION IN A SCHEME? After closing of the last proficiency test of a scheme (generally in March of the following year), we send you by your participation certificate and the synthesis of yours codes attributed for the scheme. You can now also find this document (from the 2006 s scheme until today) in the member s area of our website. 1/ Just go to and log in with your login and password. 2/ in the section «vos essais» (your proficiency tests). 3/ select the scheme you are interested in and download your certificate. This downloading link is displayed: - Only if you participated to the selected scheme - Only if the last proficiency test of the selected scheme is closed.

36 HOW TO LOG OUT FROM YOUR MEMBER LOGIN? To log out from your member login safely, just click on «Déconnexion» (log out) in the menu of your member login: