Note: available features will vary based on your Qualer package.
Dashboard
Company Dashboard
The company dashboard provides stakeholders with a ‘birds-eye-view’ of their organization. Because user profiles are configurable, the company dashboard can be tailored to what is pertinent for that user’s day to day responsibilities. A complete Company Dashboard will provide visibility into each of the organization’s sites and the affiliated Assets and Work Orders.
Asset Manager
Asset
An asset is a piece of equipment that is tracked in Qualer.
Asset Name
Identifying name of the asset. This is searchable.
Asset Description
Further information about the asset. This is searchable.
Serial Number
Main identifier of the asset. This is searchable and can be sorted A-Z or Z-A.
Asset Tag
Secondary identifier of the asset. This is searchable and can be sorted A-Z or Z-A.
Equipment ID
Another unique identifier. Typically, this is used instead of an asset tag or as the vendor's identifier for a customer asset. This is searchable and can be sorted A-Z or Z-A.
Legacy ID
Old identifier of the asset. This is searchable.
Asset User
Equipment owner. Purely informational but can be searched and sorted by A-Z or Z-A.
Class, Criticality, Condition
Informational pieces about the asset that are set in Administration. These are filterable at the top of the asset manager.
Asset Pool
Asset pools can be used as a tag for individual or groups of assets and can be linked to specific internal SOPs. For example, asset pools can be created for assets that are Loaners, GMP regulated, Capital/Non-Capital Assets, etc. This is filterable at the top of the asset manager.
Multi-Component System
Feature to tie assets together, like various parts of an HPLC (high performance liquid chromatography) that are serviced separately. To learn more, go here: Multi-Component System.
Site
Main location of the asset. There can be multiple sites that belong to one company. These can be added in Administration. This is filterable at the top of the asset manager.
Room
Physical room within a particular site. These can be added in Administration under Sites. This is filterable at the top of the asset manager.
Station
Physical station within a room (like a bench). These can be added in Administration under Sites > Rooms.
Location
Additional information about where an asset is, like on the wall. This is searchable.
Department
Larger grouping for who owns the assets. One department can have assets at multiple sites. These can be added in Administration. This is filterable at the top of the asset manager.
Container
Physical container within a station (like box 1). These can be added in Administration under Sites > Rooms > Stations.
More information you can find HERE
Custodian
An employee within the portal. Being the custodian of an asset means the user can sign up for any of the "My Assets..." notifications in his/her profile. This is filterable at the top of the asset manager.
Purchase Date
When the asset was bought.
Purchase Cost
How much the asset cost.
Activation Date
When the asset was placed in service.
Deprec. Basis
How much an asset's cost declines over time.
Asset Lifespan
How long the asset is expected to be in service for before needing replacement or retirement.
Deprec. Type
Type of depreciation the asset will have over time.
Retirement Date
When an asset was placed out of service.
Salvage Value
An estimated resale value of the asset.
Retirement Reason
Why the asset is being placed out of service. This is required when a retirement date is input.
Sale Date
When the asset was sold.
Sale Price
How much the asset was sold for.
Warranty
Information about a manufacturer warranty the asset may be under.
Title
Name of the warranty.
Activation Date
When the warranty begins.
Expiration Date
When the warranty expires.
Document Number and Section
SOP number and section the asset's service should follow.
Notes
Important information to know when the asset is being serviced. This will show as a yellow sticky note on the work item fulfillment screen (i.e. where the checklist, as found, and as left sections are).
Attributes
Users can add unlimited custom attributes at the asset and product level for internal assets or clients' assets. This will allow users to capture necessary information about the asset and how it is used. This information can then be used to influence the service requirements, leveraged in reports, and display on relevant service order fulfillment screens. These attributes can be configured for each asset independently via configuration in the Asset Manager or can complement attributes configured for the product models in the Product Manager.
Asset Record
For any asset within Qualer, you can store past/present/future service records.
To learn more, go here: Registering An Asset
Product Manager
Product
A product is a manufacturer and part number. Multiple assets can be linked to one product.
Manufacturer
Maker of the product.
Part Number
Model number of the product.
Product Type (also known as "Parent Category")
Main category of the product.
Sub-Category (also known as "Child Category")
Specific category of the product.
Product Name
Model name of the product given by the manufacturer.
Description
Additional information about the product, like the range of use.
Parts & Accessories
Pieces that can be applied to products. These will be available to add at the work item level or work order level.
To learn more, go here: Product Manager
Assets > Maintenance Plans
Maintenance Plans
Maintenance Plans are used to define your requirements for keeping each asset in a state of control. Each plan can contain one or multiple segments, which are defined as Maintenance Tasks. Each task in the plan defines the service type and the service interval between each step. Maintenance Plans can be configured to use results to determine the next steps.
Plan Template
For service providers, a plan template can be created instead of a maintenance plan. Maintenance plans are for internal assets or standards. A plan template, however, can be a generic plan that can be applied to customers' assets.
Maintenance Task
A segment or objective within a Maintenance Plan. Each Maintenance Plan can have multiple Maintenance Tasks. For example: If you have an Annual Maintenance Plan, some Maintenance Tasks within that plan could include Cleaning, Calibration and Quality Inspection. Each Maintenance Task can have different procedures, service intervals (dates), and service providers.
Advance recall period
When the asset tied to the plan should look due for service. This is before the true asset's due date. For example, an asset should look due on the first of the month. After the first of the month, the asset will be considered past due.
Past due grace period
Another way to have an asset look due for service that is not its actual due date. Past due grace period is after the true due date. For example, an asset should look due on the last day of the month. After the last day of the month, the asset will be considered past due.
Subcontracting (also known as "Outsourcing")
It is possible to create a linked order with selected work items to be fulfilled separately from the main order. The arrangements between the original vendor and the subcontractor are not visible to the original customer. From his point of view, the work is performed by his vendor. The subcontractor doesn't have access to the original client. From his point of view, it is just a regular work order fulfilled for the original vendor being his client in this case. This allows for streamlined productivity when multiple vendors are used to fulfill an order.
To learn more, go here: Maintenance Plans
Assets > Manage Vendors
Vendor (also known as "Service Provider")
Companies that fulfill the work or are used as subcontractors.
Assets > Service Requests
Service Request
A Service Request can be initiated by both the Asset Owner or the Service Provider. Service Requests are defined as orders that should be fulfilled externally by your vendors. Service Providers will use Service Requests to maintain their standards/tools and other internal assets with their vendors. Whereas Asset Owners, will use Service Request to submit and manage service proposals to and from their vendors. Service Request submission can be done in the Toolbox or within the Service Module.
To learn more, go here: Request Service from Your Vendor
Service > Work Orders
Work Order
A work order can be initiated by a customer or internal employee for a customer. These work orders can be done for client assets or internal assets. A work order is defined as service done internally. A service request can be created from a work order if work needs to be subcontracted out.
To learn more, go here: Work Order Manager and Processing A Work Order
Service > Work Items
Work Items
Individual assets (internal or client) that are currently on work orders in various stages.
To learn more, go here: Change Item Statuses
Qualer Applications
To use Qualer's integrated applications, go to Service > Work Orders and download the various apps.
Qualer Direct
Can be used to integrate with reference standards, like a balance, so the readings are automatically captured on a work item fulfillment screen (i.e. as found or left).
Qualer Direct is a Windows application that is installed on the computer to which an external tool (like a precision balance) is connected via the COM port or COM-USB adapter. Qualer Direct is capable of receiving the data from the serial port and transmitting it as keystrokes into the open Qualer web form during calibration.
Additionally, Qualer Direct is capable of ensuring that the balance that sends the data is the one that is selected in the Qualer web form for traceability purposes.
When Qualer Direct is configured, it is also possible to disable manual input and enforce direct data capture.
Qualer Direct does not require network access for operation, but it is using the ClickOnce installation technology that is capable of checking for the new version release availability and installing the update automatically upon confirmation. For that functionality to work, a regular HTTP/SSL browsing channel should be available on the installation PC. This is normally a requirement anyway since Qualer calibration forms are web-based.
To learn more, go here: Qualer.direct
Qualer Sense
Can be used to integrate with environmental standards so the environmental data is automatically captured on a work item fulfillment screen (i.e. as found or left).
Qualer Sense is a Windows application that is installed on the computer that access to the local network that also hosts the IP-based environment sensor. It reads the data from that environment sensor and sends it back to Qualer at specified time intervals. Environment data is then populated into the work orders as they are being completed.
Qualer Sense requires a regular HTTP/SSL browsing channel to be able to send environment data to Qualer API. It can also receive information from Qualer during room/environment configuration. This information includes the room identifier that is used to send the environment data back and valid range boundaries for each environment parameter.
Qualer Sense is using the ClickOnce installation technology that is capable of checking for the new version release availability over the same HTTP/SSL channel and installing the update automatically upon confirmation.
Qualer Print
Can be used with the print queues to immediately send incoming files to the configured printer without any additional questions or interactions.
Qualer Print is a Windows application that is installed on the computer that has direct connection to a printer or to a local network with network printers. Qualer Print is capable of listening to special Qualer print queue, which can be configured to accept certificates and labels from work orders as they are being generated. If the document appears in the desired print queue, Qualer Print will download it and send to the configured printer automatically. This allows for certificates and labels to be printed out immediately as they are created in the work order.
Qualer Print requires a regular HTTP/SSL browsing channel to be able to listen to the print queue and download the printable certificates and labels. It does not send any information back to Qualer.
Qualer Print is using the ClickOnce installation technology that is capable of checking for the new version release availability over the same HTTP/SSL channel and installing the update automatically upon confirmation.
To learn more, go here: Automatic Printing
Qualer Excel
Qualer Excel Add-In is a plug-in installed on a PC with Microsoft Office. It injects a “Qualer Save” button into Microsoft Excel to facilitate transmission of Excel documents directly to Qualer work orders. Excel file should be instrumented with special headers, which happens automatically, when Excel file is uploaded to the work order for the first time. After that any changes made to the Excel file downloaded from the work order, can be committed back with a single click on the “Qualer Save” button that appears in the Excel ribbon tool bar.
Qualer Excel Add-In requires a regular HTTP/SSL browsing channel to be able to send Excel file data back to Qualer work order. It does not receive any information back from Qualer.
To use this, a blank Excel template must be stored within a measurement parameter here:
When the Excel is download from the as found/left section in the work item fulfillment screen, there will be Qualer button. When the Qualer button is clicked, it will automatically upload the Excel to the Labels & Reports section of the work item fulfillment as long as that page is still open in the browser.
To learn more, go here: Qualer.Excel
Products > Product Specifications
Product Specifications
Specifications are a set of test points. A test point is a nominal/expected value that an asset is going to be tested at along with a tolerance that the measured value is acceptable between. One specification can contain one or multiple test points. Specifications are applied in the as found and as left sections of the work item fulfillment screen.
Product Specification
A specification that can only be applied to one product. The asset that is being tested must be attached to the same product that the specification is tied to in order for the specification to show as a selection.
Generic Specification
A specification that can be applied to a certain category. The asset that is being tested can be tied to any product, but the product must be the same category as the specification's category in order to show as a selection.
Parameter
Main measurement set that is being tested like "OHMS" in the above picture. Also known as "measurement/parameter" in the service levels.
Measured Quantity
Type of unit of measure like temperature, length, resistance, etc.
Unit of Measure
Specific magnitude of a quantity like inches, centimeters, ohms, etc.
Reference Value
The value that the asset is tested at. Also known as the "nominal" or "expected value".
Accuracy
Tolerance that the reading must be within in order to pass.
Precision
A value that the standard deviation of multiple readings must be less than in order for the test point to pass.
Accuracy Class
Instead of trying to achieve a pass or fail, the asset may be tested for what class it falls into. For example, a ring gage can fall in Class X or XX depending on how far off the nominal the measured reading is.
To learn more, go here:
Document Manager
The document manager is a module that allows users to store critical documents that relate to their organization’s operations. In this area, users can view and reference documents. Functionality features such as searching for and filtering are available here. The Document Manager can be restricted to only authorized users. Examples of documents to be stored could be internal SOPs or training documents.
Administration > Employees
Employees
All users that have access to the Qualer portal.
Security Roles
Also known as "permissions" that the employee has. For example, they have a permission to manage internal assets or edit client account information.
Group Membership
To learn more, go here: Security Groups
Events & Notifications
A notification can be pushed to a user’s My Tasks portal or via text message/email and is triggered by an action (e.g. sign-off needed, job assignment, job status, assets due for service). The notification preferences can be defined at the user level and can be configured; making it easy for collaboration between multiple departments & organizations.
To learn more, go here: Employee Administration
Administration > Sites
Sites
Various locations within the company. Assets can be segmented per site and users can have permissions to just one, a few, or all sites.
Shipping Options
Allows users to set up different shipping options for different territories or regions. To learn more, go here: Tax Territories
Tools (also known as "Reference Standards")
These are the company's internal assets in the Asset Manager that can be used to calibrate other equipment. To learn more, go here: Tool Management
Role
Roles match the "measured quantity" that are found in the specification as well as the service level measurement sets. These are the specific types of measurement the standard can measure. For example, a hygrometer can measure temperature and relative humidity.
Uncertainty
To learn more, go here: Formula Evaluation, Uncertainty Assignment, and Techniques
To learn more, go here: Site Administration
Administration > Basic Information > Registration & Certification
The registration is where the scope of accreditation is held. Within the certification, the actual CMC scope that is found on the certificate can be built to set the uncertainty values when the measured mean is outside of the company's uncertainty budget.
Administration > Operation Settings
Client Classification
Various group names that clients can be linked to. This will assist in filtering in the Manage Clients view.
Asset Pools
A grouping mechanism for assets in the Asset Manager. SOPs can be linked to the pools so users must check that they followed the SOP before moving the asset to another pool. To learn more, go here: Asset Pools
Company Lookup
Custom item statuses, order cancel reasons, asset conditions, and more can be set up here.
Areas
Areas are used as folders/filters/tags for organizing assets, documents, products, and orders. You can use the same Area Classification for multiple modules or for just one. Each area classification creates a filter category in the user interface of each module. Folders and sub-folders can be created for added granularity.
Can also be used to create "Tool Groups" which are seen in the as found and as left screens during work item fulfillment when a tool is selected.
Company Link
Place to set up hyperlinks within the portal. These can be urls to websites outside of Qualer or for surveys used in Qualer. To learn more, go here: Company Link
Print Queues
Print queues are configurable by a company and can be associated with specific types of reports and/or specific employees. When a report is generated (manually or automatically) it ends up in a print queue that is configured to accept this type of report. Additionally, a print queue may accept only reports generated or uploaded by specific employees. To learn more, go here: Automatic Printing
Change Management
Rules that can be set to require reasons or logs when assets, asset service records, or asset maintenance plans are edited, added, or deleted by internal employees or vendors. Note: if you do not see this feature, please contact support to have it turned on. To learn more, go here: Change Management
Validation Rules
Rules that can be set to require certain fields to be filled out on assets. Certain fields can also be turned off so they are invisible in the asset information. To learn more, go here: Field Validation and Visibility Rules
To learn more, go here: Operation Settings
Administration > Notification Settings
The email templates for sending portal invites, automatic notifications (seen in the employee profile), and manually sent emails through work orders are set here. The generic email template that shows, including the subject line and reply to email, can be adjusted. To learn more, go here: Notification Settings
Administration > Service Capabilities
Capability
Service Capabilities allow system administrators to define the types of instruments and the corresponding services offered by your organization for fulfilling internal or external work orders/requests. To learn more, go here: Service Capabilties
Service Level
Service Levels allow you to create all the distinct services your company provides with the ability to elaborate and define all the options and tasks relevant both to your service team and/or your customers. Service Levels can be defined for services performed internally on your company assets, and/or can be configured for your customers to select from when requesting service from your company. To learn more, go here: Service Levels
Service Option
To provide more granularity about a service, options can be added to a level. These can be priced differently as well. For example, there may be an accredited level and standard level for a caliper calibration. Then there may be options for 0-6" caliper and a 0-12" caliper.
Task
List of items in the Checklist that must be complete during a service.
Measurement/Parameter
Type of measurement taken when the level(s) is applied. This is also known as "Parameter" in the specification.
Report Definitions
All reports (e.g. certificates, invoices, etc.) that are ready to be generated at either the item or order level.
Pricing
Labor
Per hour or flat charges that can be added at the item level of a work order.
Parts
Products that are set as a part (e.g. battery) in the Product Manager. Prices can be defaulted in the pricing. Parts can be added at the item or order level.
Service Charges
Service Charges, Part Charges, and Repair Charges can all be applied to a Work Order within Qualer.
To learn more, go here: Service Pricing
Administration > Service Workflows
Note: steps mentioned below can be turned off by clicking on the status name. Additional text and complexity can be added as well.
Work Request Flow
The flow for when work is requested internally for a vendor to complete.
Submission
Creating the order.
Approval
Someone internally must approve the order before it is officially sent to the vendor.
Fulfillment
Vendor is completing the order.
Sign Off
Internal sign off/check of the order after it is completed by the vendor.
External Work Order Flow
The flow for when client assets are fulfilled. This is only for Qualer service providers.
External Order Acceptance
Someone internally must accept the client order before it can be scheduled.
Estimation & Scheduling
Employees can be assigned to the order during this phase and a due date can be set. Nobody can work on the order until it is pushed to Fulfillment.
Fulfillment
Order is completed and data is collected.
Quality Control
Order is checked by quality and either passed or failed. If QC fails the order, it is pushed back to Fulfillment.
Vendor Sign Off
Order must be go through another sign off or check internally before the client sees the order.
Client Sign Off
This is an option the clients can turn on in their portal if desired. If it is turned on the client's side, they must approve the order from the service provider before the order is officially completed. They can reject the order which would push it back to one of the steps above (depending on which are turned on).
Shipment
This step allows the order to be marked as not shipped, partially shipped, and shipped.
Payment
This step allows the order to be marked as not paid, partially paid, paid in full, or overpaid.
Closure
Official end of the order. Documents can no longer be generated.
Internal Work Order Flow
The flow for when internal assets are serviced internally.
Submission
Creating the order.
Approval
Order must be approved internally before it can be scheduled.
Estimation & Scheduling
Employees can be assigned to the order during this phase and a due date can be set. Nobody can work on the order until it is pushed to Fulfillment.
Fulfillment
Order is completed and data is collected.
Quality Control
Order is checked by quality and either passed or failed. If QC fails the order, it is pushed back to Fulfillment.
Sign Off
Order must be go through another sign off or check internally before it is completed.
Closure
Official end of the order. Documents can no longer be generated.
Work Item Flow
Certain item statuses can be set which lock users from working on the item unless they have permission to. To learn more, go here: Work Item Workflow
Other Terms
Client Sponsored Portal
One half of the bi-directional ecosystem. Allows clients (asset owners) to submit service requests, review certificates, view their assets and many other business functions.
Cloud-Based Infrastructure
Qualer’s Enterprise Asset Management Software is a proprietary cloud-based asset management software. The Enterprise Asset Management Software is a Closed System, as defined in 21 CFR 11. Qualer uses Microsoft Azure Cloud; essentially meaning organizations can collaborate in real-time whenever and wherever they have an internet connection.
Qualer Search
The first metrology search engine that debuted at the NCSLI Conference in August 2017. Qualer Search is the first application that uses the Metrology Information Infrastructure (MII) data standard, providing users full visibility to accredited service organizations and their capabilities.