Functionality

Qualoupe has a suite of over 30 applications, which provide extensive functionality to cover the needs of all types of laboratory and industry sectors.

Rather than all users having access to all of the applications, applications can be assigned to the  different roles within the laboratory, such as Laboratory Technician, Laboratory Manager, LIMS  Administrator, etc.  So that users assigned to the roles only have access to the applications they need to fulfil their role, which greatly simplifies the users experience.

SAMPLE AND BATCH WORK FLOW




Sample Registration

All work within Qualoupe is based on the management of samples and their associated details and action items. The sample life cycle follows a chain of operations that begins when a sample is logged-in and is completed when the results for the sample are released. The sample status is automatically incremented after completion of any major step (login, receipt, result entry, validation, approval, etc) throughout the sample life.


Batch Registration

Sometimes the Laboratory work flow may require a group of samples to be logged together into the database so that the samples become related under the same batch or lot number.  This is very common in manufacturing companies where they are testing incoming raw material batches and production batches.  It is also a requirement for commercial contract laboratories where a group of samples from a customer are grouped under a customer request number.


Stability Trials Registration

Many organisations need to perform stability trials on products, where samples of the product are stored in different conditions and for differing periods of time.  These samples are automatically scheduled by the stability manager application and will join the work flow just like all other samples.

The stability manager provides the following capabilites.

  • Study creation.
  • Creation of stability protocols, with multiple batches, packaging types and storage conditions.
  • Define sample pulling schedules.
  • Sample storage location.



Projects Manager

The Project Manager enables the laboratory to group its work under various categories. These are often referred to as projects, but local nomenclature may vary and so the names and meanings of the project fields can be tailored to suit the laboratory needs.

With the Project Manager, the user defines a project name, type and description, and can attach documents and allocate members of staff to that project.

Once created, a specific project can then be selected during the Batch, Sample, and Stability Trial Registration processes and thus establishes a link that shows a relationships between samples

Connecting all information related to the individual project allows tasks to be managed effectively for quick retrieval in reports and other analysis options.


Printing Labels and Bar Coding

When registering samples or batches, sample labels can be automatically printed for each sample, these can be human readable and/or bar code labels.




Sample Receipt

Many laboratories log the sample in advance of its delivery, therefore the Sample Receipt step provides a means to formally acknowledge physical reception of the sample. It is optional and is not required where the sample is only ever logged-in upon physical receipt of the samples.

During the Receipt stage samples have their status is changed from ‘N’, for ’New’ sample, to ‘P’ which means that samples have entered the laboratory and results entry is ‘Pending’.


Work  Allocation

Qualoupe provides the capability to assign work to individual users or instruments, this could be the allocation of a method or multiple methods associated with a sample or samples. This allocation of work enables the creation of work list reports for users and creation of sample queues for laboratory instruments.


Results Entry

Once the sample has been logged into the system and received in the Laboratory, test results can be entered. The critically important result entry step consists of entering and posting the results of the tests to the database. This process can be done manually or automatically via instrument interfaces.

At this stage, calculations are executed. These are part of the methods and can range from simple to complex mathematical operations.

Additionally, the time, date, and name of the user recording the result are stored into the data record.

When entered, test results are checked against the specification limits and a status is automatically assigned to the parameter and sample to reflect the comparison of the result to the specification.



Run Manager

Interfacing instruments directly to Qualoupe so that the results are acquired automatically, has the benefit of eliminating transcription errors and saves valuable technician time.

Where an instrument can process multiple samples, the Qualoupe Run Manager enables users to rapidly set up queues of samples to be processed through a specific laboratory instrument for a given method.

QC related samples can be recorded and coded as a number of types such as calibration, control, reference, and standards.  The actual samples and any QC samples can then be placed into the queue in the appropriate positions.

Once the samples have been processed all the sample results in the run can be reviewed in a dynamic cross table view.


Resultss Validation

The Results Validation step allows the analytical data entered for a result to be reviewed. Quality procedures set out by many companies, and regulatory organizations, often require this step to ensure that the recorded results have been correctly acquired and entered into the system.

Typically a member of staff with supervisory authority is permitted to review the results and give each parameter a status of ‘v’ Valid or ‘i’ Invalid.


Sample Approval

Once the results have been entered and reviewed, the sample is eligible for approval. The Sample Approval step constitutes the overall and definitive review of the sample.

It is the last step in the sample laboratory life cycle before results are released and an official sample report or Certificate of Analysis is printed.


KEY DATA CONFIGURATION APPLICATIONS


Before any LIMS can be used certain key data has to be defined for each laboratory.  What tests/methods are used within the laboratory when testing samples, what are the specifications for the types of samples being routinely processed or does the laboratory have generic suites of tests/methods that they assign to samples.  Once this data is defined, it is quick and easy for the user to select the material specification, which would then assign the correct methods and the testing limits to the samples.

Significant amounts of LIMS data relate to companies whether they are customers, suppliers, or associate companies or divisions, and the people within those companies.  In fact samples and batches are often associated with companies and people.

Instruments are widely used in all laboratories and are often assigned to specific methods and of course need to calibrated regularly, so again is key as this type of data substantiates the quality of the results.

The following applications make it easy to define and maintain  this key data.


Methods Manager

In order to achieve maximum productivity or to comply with regulations, a majority of laboratories utilize standardized test methods.

These are either developed according the company’s own criteria or a national or international standards (i.e. EPA, ASTM, USP, etc.). All these test methods have their definition stored in the Method Manager.

Intended for results entry, a method is a standard procedure that indicates:

  • The parameters that are to be identified and/or quantified.
  • The detection limits range against which the parameter(s) is measured.
  • The calculations used.
  • The analyst and instrument used to perform the analysis.
  • The sample preparation method and Standard Operating Procedure (SOP).
  • Descriptive information associated with the method.
  • Consumables used to perform the method can be assigned to the method, so that when samples are processed with the method the stock levels are reduced.
  • Prices to perform the method, standard rate or customer specific prices.



Test Group Manager

Some laboratories need to be able to group methods together under a test, a common reason for this is where there are multiple laboratories often in different sites who do not all use the same instrumentation.  So for example each site will perform metals analysis by different methods, one using ICP, another XRF, and another wet chemistry, by grouping each of these methods under a test group of “Metals Analysis” enables common reporting by the test group for reports such as certificates of analysis.


Material Specifications

In many laboratories, tests are assigned to samples based upon the type of material submitted. The material being tested also determines the amount of the measured constituents and the acceptable limits that ensure the material meets the necessary specification.

Materials could be raw ingredients, finished products, environmental samples, customer submitted samples, packaging, etc.

A specification is a series of tests that must be performed on a particular type of material. A material can have multiple specifications to cater for customer specific specifications and/or where different limits apply to a product such as country specific label declaration limits.


People Manager

The People Manager is a tool enables the recording of all people who interface with the laboratory and the business, this would be members of staff, customers, suppliers, etc.  Detailed records can be created for each person, including addresses, telephone numbers, email accounts, and biographic details such as job title, age, sex, and employer.

It is also possible to assign which people can have access to Qualoupe, this is generally members of staff, however it is becoming more common to allow customers access so that they can run reports “On Demand” and/or access sample results, and even login samples remotely.


Companies Manager

As a lot of LIMS data will relate to external and/or internal companies, it is necessary to be able to create company records.  Each record will contain all of the usual company data, such as addresses (invoice, delivery, head office, etc.), telephone numbers, contacts (links to the people in the people manager), financial data such as currency, and tax regime.

This application supports a multi-tiered structure so that business units can be attached to a company record, so the concept of Head Office, Divisions, Sub Divisions, and so forth is supported.  At each level a full company record is created with all the necessary details.

People who have been defined in the people manager can be assigned against each level.

So in the case of logging in a sample for a customer it is a simple case of selecting the customer, then selecting from a list the company contact.

Also in the case of financial transactions quotations, orders and invoices can be raised against the appropriate customer company record.


Instrument Manager

As many tests are performed using instruments, to ensure that the data results obtained are legitimate and valid, the laboratory must keep track of the condition of each instrument. This is done via calibration and maintenance operations.

The Instrument Manager identifies and holds descriptive information for each instrument and their components. It keeps records of the calibration and maintenance operations and allows for those events to be automatically scheduled.

Moreover, for laboratories operating within a regulated environment, most regulatory guidelines require verification that the instrument is calibrated at appropriate intervals and required maintenance is performed when needed.


FINANCE


Commercial contract laboratories obviously need to charge for the services they provide to their customers, so it is imperative that LIMS provides the financial tools to meet the commercial needs.


Quotations Manager

This allows for the creation of quotations for potential work for customers.  When raising a quotation the user can select the customer, the contact at the customer, and define the potential work by selecting methods to be performed, or materials to be tested. The system will then assign a price for each item, if there is no agreed price for that customer a standard price will be applied.  Discounts and miscellaneous costs can be applied to the quotation.

Once the quote is completed an electronic copy of the quote can be emailed to the customer.


Orders Manager

An order can be raised from an existing quotation, and if no amendments are required it is quick and simple as two mouse clicks, alternatively an order can be raised manually by entering the line items and as is the case for quotations prices will be allocated based on customer specific or standard prices.  Discounts and miscellaneous costs can be applied to the order.

An order can be kept in a open status so that order lines can be added over time, this is extremely useful where blanket orders are provided to cover all work over a period of time.


Invoicing

Invoices are usually raised from orders, however where it is deemed not necessary to raise orders invoices can be produced from a quotation.

As orders can contain multiple line items, invoices can be created for individual or groups of line items until such time as the order has be completed and fully invoiced.  An electronic copy of each invoice can be emailed to the customers.


Miscellaneous Charges

There are many miscellaneous charges that can be included in invoices for work carried out for customers, such as sample preparation, sample disposal, carriage cost to return samples, etc.  This application enables the creation of  standard miscellaneous charges, which can then simply and quickly assisgned to an invoice.


Tax Manager

If a business is selling outside of the UK, it is necessary to be able to define each countries tax regime.  Once the regimes are created these can be allocated to the companies record in the companies manager.


REPORTING


To many laboratories, reports are the finished product of the testing carried out within the laboratory and as such is considered vitally important to both the laboratory and the business.

There are myriads of types of reports used within the laboratory and the business, and though we have strived to create a library of meaningful reports, we are aware that for some businesses these will require some modification and that some new reports will also be required.  To provide flexibility we have selected Crystal Reports as our preferred report design tool, this is widely used all over the globe by tens of thousands of companies to meet their reporting needs.  We have extensive in house expertise with Crystal which enables us to provide support for report design and a design service for customers who would prefer if we carried out this work.

We also run regular training courses on the use of Crystal in conjunction with Qualoupe.

When it comes to running and printing reports we offer two solutions.


Qualoupe Integrated Reporting

All report designs are recorded within a reports manager by defining the report title, description and its design file name, once done the reports can be assigned to any Qualoupe applications.  This means that reports can be run from within the assigned applications, this provides flexibility as the users can decide from where they want to run their reports.


Qualoupe Web Reporting

All reports can also be run through a web portal, which enables both internal and external consumers of reports to remotely run reports over the web.   Anyone using this portal has to login to the application providing user name and password, so that access to this is fully secure, once logged in they will only see reports that they have been granted rights to run.

To many customers having access to run reports over the web is seen as a major benefit and an increased level of service from their supplier of services.  In the case of commercial contract laboratories, this we see as a must have as any perceived improvement of service to the actual customers is good for business.


ADMINISTRATIVE TOOLS


Roles Manager

Qualoupe supports a role-based access control model.  Roles can be created to suit the requirements of each laboratory, typically these would be Laboratory Manager, Laboratory Technician, LIMS Administrator, etc. but essentially any named roles can be defined.  Once the role has been created the applications required to fulfil that role are then assigned, so that the users will only have access to the applications needed for their assigned role.

This simplifies the user interface, as the user will only see the applications assigned to them by their role.


View Licences

The View Licenses program is a licence management system that keeps track of the number of valid licenses and allow an administrator to log in even when no licenses are available.

Qualoupe concurrent-user licenses allow customers to install, or access, the software on an unlimited number of computers terminal or servers. A license server meters usage of the product, enabling no more than the licensed number of users to simultaneously run the product.


View Logins

The View Logins application enables the Administrator to browse and search events related to user account activities.

Using standard Qualoupe query and filtering, information such as abnormal login attempts, time-out sessions, etc. can be retrieved and reports produced.


Error Log

The Error Log application contains events that are logged by the database or programs. It is a centralized log service that reports events that have taken place, such as a failure to start a component or complete an action.

If an error is reported by users, the administrator can start investigating into the causes by looking at the View Error Log for the information written during Qualoupe operation.


Remote Support

Remote Support is a simple application that allows our support staff to connect to Qualoupe remotely, access can only be granted by the customer, hence it is in the control of our customers.  Once connected our support staff can  check the logs, application files etc.

This provides a quick and safe resolution to reported issues.


System Diagnostics

The System Diagnostics application is a simple utility that provides general information about the database, the browser and others various system information.

It is primarily a support tool for troubleshooting to be used in conjunction with Two Fold Software Technical support. Thus, results from diagnostics can be copied to the event log to be sent to the Technical support team.


Bug Tracker

The Report a bug launcher provides a direct link to the Two Fold Software Web based issue management software.

Also called bugtracker, the issue management software, enables users to log issues directly into Two Fold Software’s support databases and to track the progress in solving the issues.

Two Fold believes that customer service is fundamental to our success, this is why we have bug tracker because it makes our support department transparent to our users and ensures the highest levels of service.


Application Manager

The Application Manager allow the administrator to manage all the applications particular settings through one easy to use program.

Thus, it allows to manage access authorization for the application pool, all the way down to function privileges and to defines particular settings for each application as well as customize the help file and icon associated with it.

Users can also set up third party application so that they appear within Qualoupe and can also assign privileges to these applications.


System Settings

The System Settings application provide the administrator with one simple interface to manage the various system wide settings and to define values of parameters for the software in order to accommodate local nomenclature and layout preferences.

System settings mainly set defaults for Qualoupe, such as default language, password policy, local and miscellaneous settings. The settings are divided into separate tabs.


Printers

The Printer application provides an easy way to connect and manage multiple network printers.


Workstation Manager

The Workstation and Printers applications provide two alternative ways to connect printers to network computers.


Formatted Numbers

Many laboratories preferred to work using sequential samples in their pre-LIMS days.  Previous generations of LIMS forced laboratories to change to using non-sequential numbering in order to implement a LIMS.  Essentially it became a necessary evil as part of the trade-off to achieve performance.

With the formatted number manager it is possible to ensure that all LIMS samples, batches and projects can be assigned unique numbers when they are created.  These numbers are centrally controlled, so in cases where multiple labs exist, the samples can be logged in across the labs and allocated sequential sample numbers for each lab.  The same applies when samples are assigned to batches by Qualoupe it is feasible to log sequential sample numbers for the samples in a batch.


Units

To promote consistency and ease of use, Qualoupe allows users to select units of measure from a pre-defined list rather than typing in a value.

Units’ values are managed and defined in the Unit Manager according to the laboratory nomenclature requirements. Each record represents a unit of measure value that can be used via lookups for the various programs that deal with units, such as defining testing methods, batches of samples, samples, etc.



Translations

For organisation with laboratories spread across different countries, the use of language translation, or localization when using different nomenclature, becomes a more compelling aspect of the software. With the Translation program, Qualoupe provides a way to adapt the software to the cultural and linguistic requirement for each laboratories and allow the user to redefine elements such as the fields, columns name, message boxes, etc to any foreign language or local terminology.