Shepherd · Shepherd system, in an easy and effective way in order to be well understood by the...

Document Address Revision # Author Date Released by Date

F. Perez 18/Nov/2010

Shepherd User Manual

COTECNA TRADE SERVICES 2, Clos Belmont P.O. Box 6155 CH-1211 GENEVA 6 Tel. + 41 22 849 69 00 Fax + 41 22 849 69 49 [email protected] www.cotecna.com


Cotecna Trade Services page 2/160 23-Aug-11

Table of Contents

2. SYSTEM 5

2.1 Roles 5

2.2 System Access 6

2.3 System Log-Off 7

3. SYSTEM SERVICES 8

3.1 Samples 9

3.1.1 New Sample Creation 9

3.1.2 Search and Results 15

3.1.3 Actions 23

3.2 Laboratory Orders 31

3.2.1 Search Criteria 32

3.2.2 Actions 39

3.3 Reports 68

3.3.1 Search Criteria 68

3.3.2 Search Results 70

3.4 Administration 71

3.4.1 Analyses 71

3.4.2 Methods 92

3.4.3 Units 99

3.4.4 Products 103

3.4.5 Categories 109

3.4.6 Companies 114

3.4.7 Locations 122



3.4.8 Ports 128

3.4.9 Users 135

3.5 Personal Settings 141

3.5.1 Change Password 141

3.5.2 Change Language 142

3.6 Statistics 143

3.6.1 Search 143

3.6.2 Save As Excel 146

3.7 Help 148

3.8 Super Admin Role 150

3.8.1 Offices 150

3.8.2 Global Settings 153



1. INTRODUCTION

This manual aims to describe all the functionalities of the Shepherd system, in an easy and effective way in order to be well understood by the final user.



2. SYSTEM Shepherd is a web-based system that allows coordinating the elaboration of the laboratory tests of the samples provided by the clients.

2.1 Roles The Shepherd application manages the following roles:

Role Permissions

Administrator

This role allows users to: - - Manage:

Analysis;

Methods;

Units;

Products;

Categories;

Companies;

Locations;

Ports;

Users. - Create Samples and Laboratory Orders; - Access published Reports.

Analyst

The users assigned with this role are able to: Register the results of an analysis;

Generate a Report;

Set a Laboratory Order with the status “Complete”;

Reopen an Order.

Supervisor

This role allows users to: Create a new Sample and its Laboratory

Order;

Access the reports that have been published;

Validate/Invalidate an Order;

Generate reports;

Access the analysis results;

Publish/Un-publish an Order after it has been validated.

Operator This role allows users to: Create a new sample.

Client This role allows users to:

Access the results report of an Analysis after it has been published.

This role allows users to:



Commercial

View the list of samples, and view the details of each sample;

Create a Laboratory Order and assign the analyses;

Edit the list of analyses, from an LO already created;

View the list of Laboratory Orders, but he/she is not able to see its details.

2.2 System Access The system presents a login screen where the user must write the assigned user name and password and then click the [Log On] button.

The system will verify the authenticity of this information, providing the access rights and the user’s options according to the user’s profile. The password is confidential and all system users must have one assigned. The password must contain a combination of numbers and letters. The user can also choose the language of the application.



2.3 System Log-Off The user can log off at any moment by selecting the [Log Off] option located at the superior right corner of the screen.



3. SYSTEM SERVICES The system will show a Services Menu, the available services will be shown according to the login user’s profile.

The screen will show the following menus and services:

Options Description

Samples

This option allows managing the samples: Create a new sample;

Search for registered samples, which must be processed;

Edit, view and delete samples;

Create a Laboratory Order for a sample.

Laboratory Orders

This option allows managing the Laboratory Orders:

Search LOs;

View, edit and delete LOs;

Access the analyses.

Reports The report option allows searching for different reports that were added to the application.

Administration

This option permits to configure the different selection lists:

Analyses;

Methods;

Units;

Products;

Categories;

Companies;

Locations;

Ports;

Users.

Personal Settings

This option allows modifying the user password and the system language:

Change password; Change language.

Statistics This option allows the user to obtain statistics

about the samples using the: Gross Margin Calculation.

Help

This option allows the user to download the:

User Manual in English; and,



User Manual in Spanish.

3.1 Samples This option allows managing the samples that have been registered in the application. The user can create a new sample and/or edit, view or delete the existing ones. It is also possible for the user to search for specific samples.

The screen is divided into 3 sections: New Sample, Search and Actions.

3.1.1 NEW SAMPLE CREATION



To create a new sample, the user must click the [Create]button.

Next, the screen shows a form that must be filled out, which allows the user to register the following information:

Product: name of the product to be analyzed;

Client: name of the Client who requested the analysis (or the owner of the product);

Is third party: if yes, then the analysis is requested by an external client; if not, then the analysis

is requested by Cotecna;

Reception Date: date when the sample was received;

Description: short description of the sample;

Sample State: this field is used to indicate the state of the sample;

Comdiv File: this field is used to register the number of Comdiv file related to the sample;

Quantity Of Samples: number of samples received;

Shelf: name or number of the shelf where the sample is located;

Shelving: name or number of the Shelving where the sample is located;

Inspector: name of the inspector who took the sample;

Days Before Expiration: number of days before the sample expires;

Port: name of the port where the goods are loaded or uploaded;

Vessel: name of the vessel where the goods are transported;

Location: name of the place where the inspection/sampling is carried out;

Destination: name of the final destination of the goods;

Packing: Short description of the packing used for the goods;

BL Date: Bill of Loading date;

Packing Seal: indicate the number of seals used to package the goods;

Tonnage: total tons of the goods;

Number Of Lots: tonnage (total) / X tons according to the type of goods -> for dry goods, the

inspector must take various samples every 500 tons;



Holds: this option allows the user to register the information about the number of tons located

inside each cargo hold;

Selected Sample Set: set of samples that was chosen for the analysis -> for dry goods, the

analyst can choose one set from 5 different sets;

General Armed Sample Sets Written: number of armed sets (after splitting the goods in

groups), used for the analysis;

General Armed Sample Sets Encoded: number of armed sets (after splitting the goods in

groups), to be stored in the respective shelf for future audit;

3Kg Armed Sample Set Written: number of armed sets sent to the Chamber of Commerce (for

analysis);

3Kg Armed Sample Sets Encoded: number of armed sets sent to the Chamber of Commerce (for

future audit);

Envelope Enumeration: codification of the bags containing the samples; and,

Other Companies: name of other companies involved in the sample process.



The “New Sample” screen gives the user the possibility to add some information that has not yet been registered in the system, this options are:

a) Add Client: this option will open a screen that allows entering the information of a new client. After entering the requested information, the user must click [Save] to keep the information.

b) Add Port: this option allows entering the information of the port where the sample will be placed or received. After filling out the requested information, the user must click [Save] to keep the entered information:

c) Add Location: this option allows entering a new location that has not been registered on the system yet, the user must click [Save] to keep the entered record.

d) Add Hold: this option allows the user to register the information regarding the number of tons that have been placed in each cargo hold, where the merchandise is stored.



e) Select Company: this option allows registering third companies (importer, exporter, loader or supplier) who are part of the sample process. The user must select the role of the company and all the records are displayed on the “Company” combo box:

At the bottom of the “New Sample” screen the user will also find a check box option to Send Email To Supervisors, which notifies that a new sample has been added to the system. NOTE: If this option is selected the notification mail about the creation of a new sample will be sent also to the users with a commercial role.

The user must finally click [Save] to register the sample information, and an automatic ID number will be generated. If the user clicks the [Cancel] button, he/she will go back to the Samples main page.



3.1.2 SEARCH AND RESULTS The “Search” section permits the user look for a specific sample file by entering different search criteria:

Sample Number: number of the sample file;

Product: name of the product used in the sample file; The user can enter the first letter of the product’s name and a list will be automatically displayed, where he/she can choose the desired item:

Vessel: name of the vessel registered on the sample file; The user can enter one or more characters to make a search according to the vessel’s name, the vessel column from the samples list will show all the vessel names containing such letter, an “S” in the example below.



Received in this range dates: From – To, these fields allow entering a range of dates to locate a sample file; this is the date when the sample was received;

Status: unassigned / assigned, the search will be done according to the file status;

Client: the name of the client company; The user can enter one or more characters to make a search according to the client’s name, the client column from the samples list will show all the client names containing such letter, a “T” in the example below.



Reset: this button clears up the information entered in the search criteria fields; and,

Search: this button starts the search process.

The following grid shows a list of all the found samples according to the entered criteria:



The list shows the following information:

Sample Number: ID number assigned to the sample file;

Product: the product name used for the sample;

Client: the name of the client company;

Reception Date: date when the sample file was registered in the system;

Days Elapsed: this is the number of days elapsed since the Reception Date to the current date;

Vessel: the name of the vessel registered in the sample information;

Status: this indicates if the sample is assigned or not to a laboratory order. Documents: if the user clicks the document icon, a new screen to upload a sample document

will appear. By default, the information is displayed chronologically, from the newest order created to the oldest one. At the bottom of the list the user will find an option that allows navigating in between the different pages. The user can select the First and/or Last buttons to see the initial or the final Samples List page, respectively.



If the user requires, the samples’ list can be sorted alphabetically or numerically, ascendant or descendant, by clicking the column label. The arrow direction ( / ) indicates if the information displayed is ascendant or descendant.

3.1.2.1 Upload Sample Document If the user clicks the document icon from the Documents column in the results list, the system shows a new screen to upload a document linked to the sample.



The user will see the Samples – Document Management screen:

The user must click the [Browse] button to select a file from the computer archives:



Next, the user must click the [Upload] button to save the file in the Shepherd database. The user can upload any type of file, but its maximum size must be 5MB.

After uploading a document, the user will be able to see it in the Documents List.

The user can select the Download link to view it.



Or, the user can also select the [Delete document] button to eliminate the document.

To go back to the Samples List screen the user must click the [Back] button.



3.1.3 ACTIONS On the “Sample List” screen the user will find the following icons and buttons:

View Sample: this button allows opening the selected sample file and viewing the information

registered;

Modify Sample: this button allows opening the selected sample file and modifying the file

information;

Delete Sample: this option allows deleting the selected file, it is important to mention that only

the samples with an Unassigned status can be deleted;

Save As Excel: this button allows creating an Excel file of the current sample list;

This option allows placing a Laboratory Order for the selected sample.

This button appears in the supervisor and administrator role only).

3.1.3.1.1 VIEW SAMPLE

When the user clicks the “View Sample” button , the information of the selected sample file is shown.



The user can click the [Back] button to return to the Samples main page.

3.1.3.1.2 MODIFY SAMPLE

The user when selects the Modify Sample button , the sample form is shown.



The user will find three buttons at the bottom of the screen:

Back: this option redirects the user to the Sample main page.

Generate Report: this option opens a PDF document that shows the sample report. This document can be also saved in the user’s computer. The report will be shown as follows:

Save: this option allows the user to store the modified or added information.

3.1.3.1.3 DELETE SAMPLE

To eliminate a file from the list, the user must select the Delete Sample button . This button is enabled only when the user selects a file with Unassigned status. After the user clicks the delete button, an action confirmation message appears.

3.1.3.1.4 SAVE AS EXCEL

When the user clicks the Save As Excel exporting button , the information of the current list will be sent to an Excel file. The Excel document will appear as follows:



3.1.3.1.5 CREATE A LABORATORY ORDER This button allows the user to create a Laboratory Order (LO) for the selected sample. The following screen will appear:



The user will be able to see some basic information about the sample at the upper part of the screen. This window will show the possible analyses that can be made depending on the product registered on the sample. At least one of those options must be selected:

There is also a Notes box, where the user can write information about the selected analysis. It is also possible to notify the Analysis area about the creation of a new Laboratory Order by checking the Send Email To Analysts option, the following e-mail will be sent:



Finally, the user must select the [Register] button to save the Laboratory Order. A Laboratory Order ID number is generated automatically.



3.2 Laboratory Orders In this page the user can manage the Laboratory Orders registered in the system. The user will also be able to select the “Go to Analyses” option to access the information regarding the tests done to the sample. This page contains two sections: Search and Results and Actions.



3.2.1 SEARCH CRITERIA In this section the user can enter different search criteria in order to look for a specific Laboratory Order. The user will find the following fields in this section:

Sample Number: it allows searching a file according to the given Sample number;

Order Number: it allows searching file by its ID number;

Product: the product name used in the Laboratory Order can be entered in this field; The user can enter the first letter of the product’s name and a list will be displayed, where he/she can choose the desired item:

Assignment Range of Dates: From – To, Dates on which the Laboratory Order was assigned to the analyst.

Status: the search can be done by selecting a specific Order status: All, Open, Completed, Closed or Published;


Search: this button starts the searching process.



After clicking the [Search] button, the Laboratory Orders’ list contains the following information:

Sample Number: sample number;

Order Number: Laboratory Order ID number; Product: name of the product, for which the Laboratory Order was requested;

Assignation: date when the Laboratory Order was requested;

Status: indicates in which part of the process the Order is, it can be: - Open: indicates that the order was requested; - Completed: indicates that the analysis has been taken and the process has finished; - Closed: indicates that the order has been validated by the supervisor; and, - Published: indicates that the supervisor has published the Order information.

Documents: If the user selects the left document icon , he/she will be able to upload a

document linked to the sample and if the user selects the right document icon , he/she will be able to upload a document linked to the laboratory order.

Reports: this option shows the latest report that has been generated as a result of the analysis. This report can be downloaded.

By default, the displayed information is sorted according to the Assignation date.



If the user requires, the list can be sorted alphabetically or numerically, ascendant or descendant, by clicking the column label. The arrow direction ( / ) indicates if the information displayed is ascendant or descendant.

3.2.1.1 Upload Sample Document



If the user clicks the left document icon from the Documents column in the results list, the system shows a new screen to upload a document linked to the sample.

The user will see the Samples – Document Management screen:






3.2.1.2 Upload Order Document

If the user clicks the right document icon from the Documents column in the results list, the system will show a new screen to upload a document linked to the laboratory order.



The user will see the Laboratory Order – Document Management screen:

The user must follow the same steps explained previously on the Upload Sample Document section to upload, view and delete a document.



3.2.2 ACTIONS The “Laboratory Orders List” screen contains the following icons and buttons:

View Laboratory Order: this button allows opening the selected Laboratory Order and viewing

the registered information;

Modify Laboratory Order: this button allows opening the selected Laboratory Order and

modifying the file information;

Delete Laboratory Order: this button allows deleting the selected file;

Save As Excel: this button allows creating an Excel file of the current sample list; and,

This option directs the user to the Analyses option.

The following options are shown only for users with a Supervisor role:

This option allows users to validate more than one LO at the same time. To do so,

the user must select the Orders with a “Complete” status, using the check box next to the LOs, and then

he/she must press the [Validate Order] button. The status of the Laboratory Orders will then be

changed to “Closed”.

This option allows users to publish more than one LO at the same time. To do so, the

user must select the Orders with a “Closed” status, using the check box next to the LOs, and then he/she

must press the [Publish Order] button. The status of the Laboratory Orders will then be changed to



“Published”. If the LO didn’t have a report already created, this it is automatically built at this point. An

e-mail for each order is sent to the Client.

3.2.2.1.1 VIEW A LABORATORY ORDER

When the user clicks the View Laboratory Order button , the information regarding the selected Laboratory Order file is shown.

*For the users with Commercial role The user with a commercial role will be able to see this screen with more detailed information:



Note: the users with Analyst role will also be able to see the Notes section, as well as the analyses that were requested for the laboratory order.

3.2.2.1.2 EDIT LABORATORY ORDER

When the user selects the Modify Laboratory Order button , the LO edition screen is shown, where the user can add notes, check or uncheck the analyses to be done (this option is enabled just for users with Supervisor or Commercial role) and view the history of the Laboratory Order (this refers to all the developed analyses, with its results and the users responsible for them).



If the user wants to store any new change, he/she must click the [Save] button. To return to the Laboratory Orders main page the user must click the [Back] button. *For the users with Commercial role The user with a commercial role will be able to see this screen with more detailed information:



If the user wants to store any new change, he/she must click the [Save] button. To return to the Laboratory Orders main page the user must click the [Back] button. The following option applies only for the Commercial role: A user with Commercial role can add an Analysis to the Laboratory Order at any stage.



The user can check the desired analysis from the Analyses List and click the [Save] button:



Note: the analyses that are still in progress cannot be edited.



3.2.2.1.3 DELETE LABORATORY ORDER

To eliminate a file from the list, the user must select the Delete Laboratory Order button . This button is enabled only when the user selects a file with an “Open” status.

After the user clicks the [Delete] button, an action confirmation message is shown:

3.2.2.1.4 SAVE AS EXCEL

When the user clicks the Save as Excel exporting button , the information of the current list will be send to an Excel file. The Excel document will appear as follows:



3.2.2.1.5 GO TO ANALYSES

This option allows the user to set the status of an Order according to the user role. The screen has three sections: the Laboratory Order Information, the Overall Test Result and Analyses List.



1. LABORATORY ORDER INFORMATION This section shows the Order number and the product used for the analysis.

Additionally, the user can add photos of the analysis. Once the option is selected, the screen will show the field that allows uploading a photo. The fields that are shown are the following:

File: in this section the user must press the [Browse] button, which allows selecting the file that will be uploaded from the computer archives. Once the file is selected, the image name will be shown;

Comment About The Image: in this field the user must add a remark or a text about the image;

Upload: the user must press the [Upload] button to start the uploading process.



*The upload status bar indicates the progress of the uploading process;

Delete: the delete button allows eliminating the image. It is enabled only when the user selects a file from the list; and,

Added images list: this section allows viewing the images that have already been added.

Comment about the image: contains the comment that was previously entered; and,

Image: the image can be viewed by clicking the [View image] link.

The user must click the [Back] button to return to the Laboratory Order Analyses.

2. OVERALL TEST RESULT



In this section the user can indicate if the overall tests results were successful or not (based on all the analyses applied), by choosing the “Pass” or “Fail” buttons. The user can also select the “None” option if he/she does not want to qualify the total test result of the Laboratory Order. The user must click [Save] to register the changes.

3. ANALYSES LIST In this section the user will find an analyses list, which contains all the different types of analyses that will be made to the sample. The options showed in this section are the following:



Go To Results: When the user selects this option, the “Enter Parameter Results” screen is shown. This screen is divided into three sections:

3.1 Laboratory Order Information

The user will find the following information in this section: - Analysis: shows the name of the analysis;



- Product: shows the product being analyzed; - Repetitions: indicates the number of test repetitions made; and, - Add Component: if the user has the analyst role, he/she will be able to add a new

component to the analysis and to enter the results information on the parameters fields.

When the user clicks the “Add Component” option, a new window is shown, where he/she can add a new component. This option appears only with the analyst role.



It is also possible for the user to select other analyses where he/she wants to include the new component that is being added; this means that when the user reviews the other analysis (Analisis de basicos in the example above) it will already contain the new component. The user will also have the option to Edit or Delete the added component. It important to mention that the Edit option will allow the user to modify only the name of the component, the analyses selected can’t be unchecked.

3.2 Overall Analysis Result

In this field the user can indicate if the overall analysis result was successful or not.

3.3 Results Information In this section the user must enter the parameters results, according to the tests that were developed. The results of an analysis can be registered only by users with Analyst role.



The user must press [Save] to store the changes; otherwise he/she can click the [Back] button to return to the Laboratory Order Analyses page.

The user can also click the “View History” link to view a small summary of the made analysis:

Generate Report: this button configures the report to be created for the analysis.

Note: The user can chose which analyses he/she desires to be shown in the report. To do so, the user can mark or unmark the checkboxes located next to each analysis on the Reportable column.



After selecting the desired analyses, the user must click the [Save] button and then the [Generate Report] button to see the report. Note: Only the Analyses that have already been Fulfilled will be shown in the report. Therefore, even if an In Progress analysis is selected as Reportable, this will not appear in the report.

When the Generate Report option is selected, a new screen containing the following options is shown:

- Report Template: this combo box displays the list of the available report templates; - Responsible: name of the person responsible for the report; - Observations: free text area where the user can enter relevant information regarding

the analysis; - Notes: free text area where the user can enter additional information regarding the

analysis; and, - Report date: the user must select the date when the report was issued. This date will be

shown in the report.



- Generate: this option allows creating the report. A message will then appear in the “Generate Report” screen indicating that the report downloading process will soon start.

The report will appear as follows:



The report is created and saved automatically in the system. The application gives the users the option to save the report in another location, different from the one set by default.

Note: For Argentina, the Generate Report screen will show a pre-established Report Template: “Template Argentina con Arancel” (Template Argentina with Fee).



Such report will show a section containing the total value of the Analyses’ Fees; if the Analyses did not have any fees this value will be shown as cero (0).

- Generated as Revised: this option allows the user to generate an official or final report.



Moreover, the user can select the Get Old Reports link to view a list of all the revisions made for a specific Order:



The user can view these files by clicking the Download link.

Back: this button allows the user to return to the Laboratory Orders List.

Complete Order: the user must click this button to indicate that the process was completed, and the Order status changed to “Completed” (this option is available only for the Analyst role).



Reopen Order: this option appears after the [Complete Order] was selected and it allows setting the Laboratory Order with an “Open” status (this option is available only for the Analyst role).

Up and Down: this button allows the user to place the different analysis (first, second, third, etc.) in the order in which he/she wishes them to appear in the report.



The following options are shown only for users with a Supervisor role:

Validate Order: this option allows the user with a Supervisor role to validate an order which has a “Completed” status. The status of the Order will then be changed to “Closed”.



Invalidate Order: this button appears after the validation has taken place and it reverts the validation process.

Publish Order: this option is enabled only when the order has been already validated and it allows publishing the Order. The new status will then be changed to “Published”. If the LO didn’t have a report already created, it will be automatically built in this point.

Unpublish Order: this button appears after the Order has been published and it reverts the publish action.

Once the Laboratory Order has been published, the client will receive an e-mail indicating this. The e-mail will have attached the final report of the Laboratory Order.



The following option applies only for users with a Commercial role: A user with a Commercial role will only be able to see the Reports once the status of the Laboratory Order is set to Published.



Important Note: *This change applies only to Argentina When a new report of a Sample where new analyses were added to the laboratory order once this was closed and published is generated, the new report will have a legend in the Observations section indicating that this report is an update of the original report:

“EL PRESENTE ES UNA ACTUALIZACION DEL INFORME ANTERIOR N. …”



3.3 Reports This option allows viewing the reports created for the different Laboratory Orders, after they have been published. This option is available for the Client and Supervisor roles.

3.3.1 SEARCH CRITERIA This section allows entering information to do a specific search. The criteria available are:

Order Number: it allows searching a file according to its ID number;

Product: in this fields the user can enter the product name used in the Laboratory Order; The user can enter the first letter of the product’s name and a list will be displayed, where he/she can choose the desired item:

Published Range of Dates: From – To, this option allows searching the published documents according to a specific date range.

Reset: this button clears up all the information entered in the search criteria area;




3.3.2 SEARCH RESULTS This option shows by default all the reports created for the Laboratory Orders. It also displays the results according to the search criteria entered. The information shown in this section is the following:

Order Number: Laboratory Order ID number;

Product: name of the product for which the Laboratory Order was requested;

Client: name of the company who owns the product;

Publication Date: date when the laboratory analysis was published; and,

Report: this option shows the laboratory report, which is available for downloading.

By default, the information displayed in this area is sorted by the Publication Date. If the user requires, the search results can be sorted alphabetically or numerically, ascendant or descendant, by clicking the column label. The arrow direction ( / ) indicates if the information displayed is ascendant or descendant.



3.4 Administration This section permits to configure all the basic parameters of the site, such as users, methods, companies and more. When the user locates the cursor in the Administration label, all the options available for this menu will be displayed. This option is available only for the Admin users.

3.4.1 ANALYSES This option shows the Analyses List where the user can configure the analyses type. This page is divided into three sections: New Analysis, Search and Other Actions.



3.4.1.1.1 NEW ANALYSIS This option allows adding a new analysis to the system. To do so, the user must click the [Create] button.

The user will then be directed to a new screen where he/she must enter the information described below:

Id: identification code of the analysis;

Name: name of the analysis type;



Method: the user must select an analysis method to be used with this analysis; *The user can also select the “New Method” link to include a new method:

Repetitions: number of times that this analysis must be made or applied;

Description: information that explains the process of this new analysis; Reportable: the user must check this option to include this analysis in the report, otherwise it

will not appear as part of the report; and,

Define Required Analyses: this option allows selecting the analyses that must be performed before entering the results of the new analysis; this means that the new analysis is dependent on other analysis/ses.

This list shows all the analyses which don’t have any "Required Analyses" associated to them.



For other analysis, the “Required Analyses” list won’t include “Analisis 001”, for example, since it has some analyses associated to it.

The number of required analyses selected is then shown in the main screen of the analysis:



Fees: it allows the user to add a cost for the analysis service. A new window will then open, where he/she has to enter the required information.

For the analyses that already have fees assigned, the name of the link changes to “Edit fees". The user has also the option to “Delete Fees” that have been already registered, if no longer required.



Back: button that directs the user back to the Analysis List screen.

Save: to store the changes made in the system.

3.4.1.1.2 SEARCH The Search area permits the user to enter different information to do a specific search. The options available in this area are the following:

Method: allows choosing a method type;

Name: the user can enter the analysis name; The user can enter one or more characters to make a search according to the analyses’ name; the name column from the analyses list will show all the analyses names containing such letter, a “G” in the example below.



Id: allows making a search using the identifier of an analysis;

Status: allows making a search according to the analyses status, Active and/or Obsolete;

Reset: this button clears up the information entered in the search criteria area; and,


The information displayed in the “Analysis List” is the following:

ID: identification number of the analysis;

Name: name of the analysis type;

Method: type of method used for this analysis;

Repetitions: number of times this analysis has to be made;

Reportable: indicates if this analysis is part of a report or not; and,

Status: indicates the status of the analysis, Active or Obsolete.



If the user requires, the search results can be sorted alphabetically or numerically, ascendant or descendant, by clicking the column label. The arrow direction ( / ) indicates if the information displayed is ascendant or descendant.

3.4.1.1.3 ACTIONS “The Analysis List” screen shows by default all the analysis created, but it also shows the analysis according to the search criteria. The user can also find the following action buttons in this section:

View Analysis: this button permits to open the selected file and view the registered information;

Modify Analysis: this allows opening the selected file and modifying the file information; and,

Delete Analysis: this option allows eliminating the selected file.

3.4.1.1.4 VIEW ANALYSIS

When the user clicks the View Analysis button , the information about the selected file is shown on read-only mode.



This screen will also show the parameters added for the analysis.

3.4.1.1.5 EDIT ANALYSIS

When the user selects the Modify Analysis button , the Edit Analysis screen is shown, where the user can edit/change all the information related to the analysis.



The “Reportable” option indicates if the analysis will be added to the report or not. Below you will find the screen shots for each case, when generating the report:

1. With the Reportable option selected:



The analysis information is shown in the Report:



2. Without the Reportable option:



The Analysis information is not shown in the Report:



3.4.1.1.6 NEW PARAMETER

This section presents 2 options to create a parameter: Numeric or String.



Numeric: it permits to enter a numeric reference as a parameter. The user must fill the following information:

- Notation: name of the parameter (this a mandatory field);



- Units: permits to select a unit measure from the drop-down list (this is a mandatory field);

- Description: brief parameter description; - Minimum Acceptable Value: minimum value that the result can obtain; - Maximum Acceptable Value: maximum value that the result can obtain; - Formula: formula that permits to obtain the analysis result. When the user clicks the

Formula icon , he/she can enter the values for the formula. If there are some numeric parameters which had been saved before, it is possible to create a new Formula which depends on the value of the first parameter.

- Precision: it determines the precision range of the results. The precision configured defines the number of decimals used to express the result values on the report; and,

- Reportable: This check box must be selected if the user wishes to show the parameter in the report. NOTE: If the analysis is “Not Reportable” (the Reportable option was not selected), none of the parameters will be shown in the report even if some of them were checked as “Reportable”.

The screen shot bellow shows the report when the “Reportable” option has been selected for the Parameter as well as for the Analysis:



Important Note: if the Analysis has some Required Analyses defined, the parameters type formula can be created using the parameters of the required analysis (including the parameters type formula).

a) Analysis #1: this analysis has the defined parameters marked in red.



b) Analysis # 2: for this example, this analysis will have Analysis #1 defined as required.

c) In the parameters section, for analysis #2, the user will be able to use the parameters defined for the analysis #1.



String: this option permits to add a description of the parameter, it contains the following options:

- Notation: name of the parameter; and - Description: brief description of the parameter.

If the user desires to store the made changes, he/she must click the [Save] button. To return to the Analysis main page, the user must click the [Back] button. NOTE FOR ARGENTINA OFFICE ONLY: The Parameter Information screen has a check box named “Is Average”. This option will be show in the report, the values of the numeric parameter (formula or not) of the analysis will be shown as an average, as long as it has more than one repetition.



After creating the Laboratory Order, the user will need to enter the values of the parameters in the Results section. In the “Enter Parameter Results” screen, the user will find a link named “Average”, this option will show the user the value that will be printed on the report.

*The values that will appear as an average in the report are only those that have the “Is average” option selected.



3.4.1.1.7 DELETE ANALYSIS

To eliminate a file from the list, the user must select the delete button . This button is enabled only when the user selects a file. After the user clicks the delete button, an action confirmation message is shown:



3.4.2 METHODS This option permits to manage the methods types. The Method List screen presents two sections: New Method and a Methods List.

3.4.2.1.1 NEW METHOD By clicking the [Create] button, the user can add a method to the current list.

Following, a new screen appears where the user can add the method name and the uncertainty value.



Note: Uncertainty is a value expressed in %, which indicates the deviation in test results. If the uncertainty is smaller, then the quality of the results is better. It may seem similar to tolerance, but tolerance mainly indicates whether a value is within the allowed parameters or not. In the Shepherd application this value is for reference only, it does not affect the information that is entered into the system as a result of the tests.

At the end of the section, the user can find the following buttons:

Back: button that directs the user back to the Method List screen; and,

Save: button that allows storing the made.

3.4.2.1.2 METHODS LIST “The Methods List” screen displays all the Methods created. The information that is shown is the following:

View Method: This button permits to open the selected file and view the information registered.

Modify Method: This button opens the selected file and modifies the file information.

Delete Method: This option eliminates the selected file. Method: name of the registered method; and,

Uncertainty: uncertainty value of the method.

Documents: when the user clicks on the document icon , the system shows a new screen to upload a document linked to the method.



Upload Method Document

If the user clicks the document icon from the Documents column in the results list, the system shows a new screen to upload a document linked to the method.

The user will see the Method – Document Management screen:




3.4.2.1.3 VIEW METHOD

When the user clicks the View Method button , the information about the selected file is shown on read-only mode.

3.4.2.1.4 EDIT METHOD

When the user selects the Modify Method button , the Edit Method screen is shown, where the user can modify the registered information.



If the user wishes to store the made changes, he/she must click [Save] button. To return to the Methods main page, the user must click the [Back] button.

3.4.2.1.5 DELETE METHOD

To eliminate a file from the list, the user must select the Delete Method button , this button is enabled only when the user selects a file. After the user clicks on the delete button, an action confirmation message is shown:



3.4.3 UNITS This option allows managing the measuring Unit options that are used in the application, it contains two main sections: New Unit and Unit of Measurement List.

3.4.3.1.1 NEW UNIT When the user presses the [Create] button, the screen displays a form that allows adding a new unit to the application. The user must enter the Unit name and its symbol.



The user will also find the following action buttons:

Back: button that directs the user back to the Unit List screen; and,

Save: button that allows storing the changes made in the system.

3.4.3.1.2 UNIT OF MEASUREMENT LIST The “Unit of Measurement List” screen displays the list of the created units and shows the following buttons and information:

View Unit: this button allows opening the selected file and viewing the registered information;

Modify Unit: this button allows opening the selected file and modifying the file information; and,

Delete Unit: this option allows eliminating the selected file. Unit of Measurement: measure unit name; and

Symbol: symbol that represents the unit.



3.4.3.1.3 VIEW UNIT

When the user clicks the View Unit button , the information about the selected file is shown on read-only mode.

3.4.3.1.4 EDIT UNIT

When the user selects the Modify Unit button , the Edit Unit screen is shown, where the user can modify the registered information.



If the user wishes to store the made changes, he/she must click the [Save] button. To return to the Unit main page, the user must click the [Back] button.

3.4.3.1.5 DELETE UNIT

To eliminate a file from the list, the user has to select the Delete Unit button ,this button is enabled only when the user selects a file. After the user clicks the delete button, an action confirmation message is shown:



3.4.4 PRODUCTS This option manages all the product files registered in the application, it has three main sections: New Product, Search and Product List.

3.4.4.1.1 NEW PRODUCT To add a new product in the system, the user must click the [Create] button.



Next, a form that allows adding a new product will appear. The information that needs to be entered is the following:

Name: name of the product that is going to be added;

Category: the user can choose from the drop-down list the category name;

Description: brief description of the product;

Days before expiration: number of days before its expiration;

Applicable Analyses: this option displays a list of the available analyses that can be made to the product;



Back: button that directs the user back to the Products screen; and,

Save: button that allows storing the made changes.

3.4.4.1.2 SEARCH The Search area permits the user to enter information to look for a specific product. The options available in this area are the following:

Category: a drop-down list that shows the category options;

Reset: this button clears up the information from the search criteria fields; and,




The information shown on the Product List is the following:

Product: name of the registered product;

Category: name of the category to which the product belongs to; and,

Master Category: name of the category group.



The information of this section can be sorted in an ascendant or descendant order, as it was explained above.

3.4.4.1.3 PRODUCT LIST

The “Product List” screen displays all the Products that have been created. The action buttons that are shown are the following:

View Product: this button allows opening the selected product and viewing the registered information;

Modify Product: this button allows opening the selected file and modifying the file information; and,

Delete Product: this button allows eliminating the selected file.

3.4.4.1.4 VIEW PRODUCT

When the user clicks the View Product button , the information about the selected file is shown on a read-only mode.

3.4.4.1.5 EDIT PRODUCT

When the user selects the Modify Product button , the Edit Product screen is shown, where the user can modify the registered information.



If the user wishes to store the made changes, he/she must click the [Save] button. To return to the Product main page, the user must click the [Back] button.

3.4.4.1.6 DELETE PRODUCT

To eliminate a file from the list, the user has to select the Delete Product button , this button is enabled only when the user selects a file. After the user clicks the delete button, an action confirmation message is shown:



3.4.5 CATEGORIES This option manages the categories options registered in the application. It has three main sections: New Category, Search and Category List.

3.4.5.1.1 NEW CATEGORIES To add a new category to the system, the user must click the [Create] button.



Next, a form that must be filled in order to add a new category will appear. The information to be entered is the following:

Name: name of the new category;

Master Category: the user can choose from the drop-down list the master category name;

Description: short description of the new category;

Back: button that directs the user back to the Category screen; and,

Save: button that allows storing the made changes.

3.4.5.1.2 SEARCH This area permits the user to enter information to look for a specific category. The options available in this area are the following:

Master Category: drop-down list that shows the master category options;





3.4.5.1.3 CATEGORY LIST The “Category List” screen displays all the categories created. The information and action buttons that are shown are the following:

View Category: this button allows opening the selected file and viewing the registered information;

Modify Category: this button allows opening the selected file and modifying the file information; and,

Delete Category: this option allows eliminating the selected file.

Category: name of the category; and,

Master Category: name of the category group.



3.4.5.1.4 VIEW CATEGORY

When the user clicks the View Category button , the information about the selected file is shown on a read-only mode.

3.4.5.1.5 EDIT CATEGORY

When the user selects the Modify Category button , the Edit Category screen is shown, where the user can modify the registered information.



If the user wishes to store the made changes, he/she must click the [Save] button. To return to the Category main page, the user must click the [Back] button.

3.4.5.1.6 DELETE CATEGORY

To eliminate a file from the list, the user has to select the Delete Category button , this button is enabled only when the user selects a file. After the user clicks the delete button, an action confirmation message is shown:



3.4.6 COMPANIES This section allows managing the companies options registered in the application. It contains three main sections: New Company, Search and Companies List.

3.4.6.1.1 NEW COMPANIES To add a new company to the system, the user has to click the [Create] button.



Next, a form that must be filled up to add a new company is shown. The information to be entered is the following:

Name: name of the new company or enterprise; Country: name of the country where the company is located;

City: name of the town where the company is located;

Address: company location in the city;

Roles: roles to which this company is assigned to;

Back: button that directs the user back to the Company screen; and,



Save: stores the made changes. Once the information is saved, an option to add a New Contact is shown. To do so, the user has to click the [Create] button.

Next, the following options will appear:

Name: name of the contact;

Business Telephone: work telephone number;

Mobile Telephone: contact’s mobile number;

Email: contact’s email address;

Fax: contact’s fax number;

Back: button that directs the user back to the Edit Company screen; and,

Save: stores the changes made to the system.



When the information is saved, the user is sent back to the Edit Company screen and he/she is able to see the registered information.

3.4.6.1.2 SEARCH This area permits the user to enter information to look for a specific company.



The options available in this area are the following:

Country: drop-down list that shows the country options;



The “Companies List” screen shows by default all the companies created, but it also shows the companies according to the search criteria.

Name: name of the registered company;

Country: name of the country where the company is located; and,

City: name of the city where the company is located.



3.4.6.1.3 COMPANIES LIST The “Companies List” screen displays the created companies. The action buttons that are shown are the following:

View Company: this button allows opening the selected file and viewing the registered information;

Modify Company: this button allows opening the selected file and modifying the file information; and,

Delete Company: this option eliminates the selected file.

3.4.6.1.4 VIEW COMPANY

When the user clicks the View Company button , the information about the selected file is shown on a read-only mode.



3.4.6.1.5 EDIT COMPANY

When the user selects the Modify Company button , the Edit Company screen is shown, where the user can modify the registered information.



If the user wishes to store the made changes, he/she must click the [Save] button. To return to the Company main page, the user must click the [Back] button.

3.4.6.1.6 DELETE COMPANY

To eliminate a file from the list, the user has to select the Delete Company button , this button is enabled only when the user selects a file. After the user clicks the delete button, an action confirmation message is shown:



3.4.7 LOCATIONS This option manages the locations registered in the application. It contains three main sections: New Location, Search and Location List.

3.4.7.1.1 NEW LOCATION To add a new location to the system, the user has to click the [Create] button.

Next, a form that must be filled up to add a new location is shown. The information to be entered is the following:



Name: name of the location, site or warehouse where the product is stored;

Country: name of the country where the location is;

Back: button that directs the user back to the Location screen; and, Save: store the changes made to the system.

3.4.7.1.2 SEARCH This area permits the user to enter information to look for specific location. The options available in this area are the following:

Name: name of the registered location; The user can enter one or more characters to make a search according to the location’s name, the location column from the locations list will show all the location names containing such letter, an “I” in the example below.






The “Location List” screen shows by default all the analysis created, but it also shows the analysis according to the search criteria.

Location: name of the registered location; and,

Country: name of the country where the location is placed.



3.4.7.1.3 LOCATION LIST The “Location List” screen displays the created locations. The action buttons that are shown are the following:

View Location: this button allows opening the selected file and viewing the registered information;

Modify Location: this button allows opening the selected file and modifying the file information; and,

Delete Location: this option eliminates the selected file.

3.4.7.1.4 VIEW LOCATION

When the user clicks the View Location button , the information about the selected file is shown on a read-only mode.



3.4.7.1.5 EDIT LOCATION

When the user selects the Modify Location button , the Edit Location screen is shown, where the user can modify the registered information.

If the user wishes to store the made changes, he/she must click the [Save] button. To return to the Location main page, the user must click the [Back] button.

3.4.7.1.6 DELETE LOCATION

To eliminate a file from the list, the user has to select the Delete Location button , this button is enabled only when the user selects a file. After the user clicks the delete button, an action confirmation message is shown:



3.4.8 PORTS This menu allows managing the port options registered in the application. It contains three main sections: New Port, Search and Port List.

3.4.8.1.1 NEW PORT To add a new port to the system, the user has to click the [Create] button.

Next, a form that must be filled up to add a new port is shown. The information to be entered is the following:



Name: name of the new port;

Country: name of the country where the port is located;

Abbreviation: port abbreviation;

Hours Per Shift: number of shift hours for which the port is available;

Shift Start Time: the hour when the shift period starts;

Shift End Time: the hour when the shift period finishes;

Back: button that directs the user back to the Port screen; and,


Once the information is saved, the option to add a New Docking Bay is shown. To do so, the user has to click the [Create] button.



Next, the following options will appear:

Name: name of the docking bay;

Abbreviation: docking bay abbreviation;

Back: button that directs the user back to the Edit Port screen; and,


When the information is saved, the user is redirected to the Edit Port screen and he/she is able to see the registered information.



3.4.8.1.2 SEARCH

This area permits the user to enter information to look for a specific Port. The options available in this area are the following:

Name: name of the registered port; The user can enter one or more characters to make a search according to the port’s name, the name column from the samples list will show all the port names containing such letter, a “C” in the example below.






The “Ports List” screen shows by default all the analysis created, but it also shows the analysis according to the search criteria.

Name: name of the registered port;

Abbreviation: port abbreviation assigned;

Hours Per Shift: number of hours allowed for shifting; Shift Start Time: the hour when the shift period starts; and,

Shift End Time: the hour when the shift period ends.



3.4.8.1.3 PORT LIST The “Port List” screen displays the created ports. The action buttons that are shown are the following:

View Port: this button allows opening the selected file and viewing the registered information;

Modify Port: this button allows opening the selected file and modifying the file information; and,

Delete Port: this option eliminates the selected file.

3.4.8.1.4 VIEW PORT

When the user clicks the View Port button , the information about the selected file is shown on a read-only mode.

3.4.8.1.5 EDIT PORT

When the user selects the Modify Port button , the Edit Port screen is shown, where the user can modify the registered information.




3.4.8.1.6 DELETE PORT

To eliminate a file from the list, the user has to select the Delete Port button , this button is enabled only when the user selects a file. After the user clicks the delete button, an action confirmation message is shown:



3.4.9 USERS This option manages the users registered in the application. It contains three main sections: New User, Search and Users List.

3.4.9.1.1 NEW USERS

To add a new user to the system, the [Create] button must be selected.

Next, a form that must be filled up to add a new user is shown. The information to be entered is the following:

User Name: name of the user to be created;



Password: key series to enter to the application;

Confirm Password: repeat the series entered in the previous field;

Name: name of the user owner;

Title: user’s title;

Email: user’s email address; Is Laboratory Responsible: check that indicates if this user will be set as a laboratory

responsible;

Roles: list that allows assigning different roles to the user;

Back: button that directs the user back to the User screen; and,


3.4.9.1.2 SEARCH This area permits the user to enter information to look for a specific user. The options available in this area are the following:

User Name: name of the registered user;

The user can enter one or more characters to make a search according to the user name, the user name column from the users list will show all the user names containing such letter, an “A” in the example below.





The “Users List” screen shows by default all the analysis created, but it also shows the analysis according to the search criteria.

User Name: name of the registered users;

Name: name of the users’ owner;

Roles: the role set for this user; and,

Email: user email address.



3.4.9.1.3 USERS LIST The “Users List” screen displays all the created users. The information showed is the following:

View User: this button allows opening the selected file and viewing the registered information;

Modify User: this button allows opening the selected file and modifying the file information; and,

Delete User: this option eliminates the selected file.

3.4.9.1.4 VIEW USER

When the user clicks the View User button , the information about the selected file is shown on a read-only mode.



3.4.9.1.5 EDIT USER

When the user selects the Modify User button , the Edit User screen is shown, where the user can modify the registered information.




3.4.9.1.6 DELETE USER

To eliminate a file from the list, the user has to select the Delete User button , this button is enabled only when the user selects a file. After the user clicks the delete button, an action confirmation message is shown:



3.5 Personal Settings This option permits the user to configure or modify his/her password and application language.

3.5.1 CHANGE PASSWORD This screen permits to change the user’s password. The options that appear in this page are the following:

Old Password: here the user must enter the current password;

New Password: here the user must enter the new password;

Confirm Password: here the user must re-enter the password written in the previous field; and,

Save: button that permits to store the new information.

*A password must contain 8 or more characters.



3.5.2 CHANGE LANGUAGE This option permits the user to configure the language of the application. The user can choose between English and Spanish.

Once the language is chosen, all the options will appear in the selected language.



3.6 Statistics

This option allows the user to obtain statistics regarding the samples using the Gross Margin Calculation. This option is available only to the user who has assigned a Supervisor role.

3.6.1 SEARCH The Gross Margin Calculation screen contains different search criteria:

Sample Number: number of the sample file;

Company: name of the client company; The user can enter one or more characters to make a search according to the company’s name, the company column from the search results section will show all the company names containing such letter, a “T” in the example below.



Analysis: name of the desired analysis; The user can enter the first letter of the analysis’ name and a list will be automatically displayed, where he/she can choose the desired item:

Received in this range dates: From – To, these fields allow entering a range of dates to locate a sample file; this is the date when the sample was received;

Product: name of the desired product;

The user can enter the first letter of the product’ name and a list will be automatically displayed, where he/she can choose the desired item:



Comdiv File: number of the Comdiv File;


Search: this button starts the search process. After clicking the search button, the user will be able to see the samples list according to the entered search criteria:

*The results list will show both the sample files which have a laboratory order associated and those

which don’t.



The results list will contain the following information:

Reception Date: date when the sample was received;

Product: name of the product;

Analysis: list of the analyses that were chosen for a specific laboratory order;

Company: name of the client company;

Sample number: number of the sample file; and,

Comdiv File: number of the Comdiv File.

3.6.2 SAVE AS EXCEL The user can select the Save As Excel button to download the obtained samples list in an Excel format.

The user can open or save the Excel file:



3.7 Help

The user can select the Help menu to download the Shepherd User Manual in English and/or the Shepherd User Manual in Spanish in PDF format.

When the user select English or Spanish version, the selected manual is opened: The Shepherd User Manual describes all the functionalities of the Shepherd system, in an easy and effective way in order to guide and assist the final user.



3.8 Super Admin Role The Super Admin role has the option to manage the Global Settings of the application. After the user logs in, the following screen will be shown:

Once in this screen, the user will be able to create, modify or delete the offices registered in the application.

3.8.1 OFFICES This option manages the offices registered in the application.

3.8.1.1.1 CREATE NEW OFFICE To create a new office, the user has to click the [Create] button:



Next, a form that must be filled up to add a new office is shown. The information to be entered is the following:

Office Information

Code: code of the new office;

Name: the complete name of the new office;

Language: the language of the new office, it can be English or Spanish; and, UTC Difference: hours from UTC difference.

Administrator for the Office User Name: name that the administrator will use to login to the application;

Password: key series to enter to the application; and

Confirm Password: repeat the series entered in the previous field.

Configurations Sample Number Code: the format that the system will use as part of the number assigned to a

sample; and,

Laboratory Order Number Code: the format that will be used as part of the number assigned to the laboratory orders.



In order to keep the added information, the user must click the [Save] button. The application will return to the main Office List, the new added office will be listed.

3.8.1.1.2 EDIT OFFICE

When the user selects the Modify Office button , the Edit Office screen is shown, where the user can modify the registered information.




3.8.1.1.3 DELETE OFFICE

To eliminate a file from the list, the user has to select the Delete Office button , this button is enabled only when the user selects a file.

3.8.2 GLOBAL SETTINGS This option gives the super admin user all the options to configure the application. When the user clicks the [Global Settings] button, the following options are displayed:



3.8.2.1.1 OFFICES When the user selects this menu option, the screen shown is the same as described above.

3.8.2.1.2 CONFIGURATION This option allows the user to modify the values managed by the Samples and the Laboratory Orders for each office. When the user clicks the [Configuration] menu option, a list like the one below will be shown:



3.8.2.1.3 EDIT CONFIGURATION

When the user selects the Modify Configuration button , the Edit Configuration screen is shown, where the user can modify the registered information.




3.8.2.1.4 COMPANY ROLES This option allows the user to manage the roles of the application, in general.

3.8.2.1.5 CREATE COMPANY ROLE To add a new company role to the system, the user has to click the [Create] button.

Next, a form that must be filled up to add a new company role is shown. The information to be entered is the following:

Code: the code the company will have;

Name in English: the English name of the Role;

Name in Spanish: the Spanish name of the Role;



Back: button that directs the user back to the Company Roles List screen; and,

Save: store the changes made to the system.

3.8.2.1.6 EDIT COMPANY ROLE

When the user selects the Modify Company Role button , the Edit Company Role screen is shown, where the user can modify the registered information.


3.8.2.1.7 DELETE COMPANY ROLE To eliminate a file from the list, the user has to select the Delete Company Role button, this button is enabled only when the user selects a file.



After the user clicks the delete button, an action confirmation message is shown:

3.8.2.1.8 REPORT TEMPLATES This option allows the user to manage the templates used in the application.

3.8.2.1.9 UPLOAD TEMPLATES To add new templates to the system, the user has to click the [Browse] button. Next, an explorer window will appear, where the user can search the file he/she wants to upload, and finally click the [Upload] button.



The uploaded file will be listed on the Report Template list.



3.8.2.1.10 DELETE TEMPLATE

To eliminate a file from the list, the user has to select the Delete Template button , this button is enabled only when the user selects a file. After the user clicks the delete button, an action confirmation message is shown:

Shepherd · Shepherd system, in an easy and effective way in order to be well understood by the...

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