database instructions residue monitoring fruit, vegetables ... · database instructions residue...

Version: 15.05.2014 Status: • Release

Database instructions

Residue monitoring

Fruit, vegetables, potatoes

Wholesale and

Coordinators production

Database instructions Residue monitoring fruit, vegetables, potatoes

wholesale and coordinators production


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Index

Explanation of symbols/buttons in the database

New

Refresh

Edit

Save

Close

Please note: Do not click on the browser’s “back” button and do not click another button until one page

has been fully loaded (note your browser’s progress bar).

Please note: If you need a placeholder, please enter a percentage sign (%), i.e. if you need to filter by name, location number etc.

1 Registration .............................................................................................. 3

1.1 Login to the database ....................................................................................... 3 1.2 Forgot your password? ..................................................................................... 3 1.3 Change password ............................................................................................. 4

2 Residue monitoring ................................................................................... 4

2.1 Menu item sampler ........................................................................................... 5 2.1.1 Create a new sampler ................................................................................................... 5 2.2 Menu item sampling requests (only for coordinators) ...................................... 6 2.2.1 Download and upload of sample related data ................................................................... 6 2.2.2 Export function ............................................................................................................. 6 2.3 Menu item sample related data ......................................................................... 7 2.3.1 Set up new sample related data ..................................................................................... 8 2.3.2 Upload sample related data .......................................................................................... 12 2.4 Menu item analysis results ............................................................................. 13 2.4.1 View analysis results ................................................................................................... 13 2.4.2 Release sample .......................................................................................................... 13 2.4.3 Export functions ......................................................................................................... 14 2.5 Menu item external analysis ( only for wholesale) ......................................... 15 2.6 Menu item comparison tonnage sampling ....................................................... 15 2.7 Menu item prefered recipient.......................................................................... 16 2.8 Menu item favoured laboratories/SI .............................................................. 16 2.9 Menu item release analysis results ................................................................. 17 2.10 Menu item allocation of locations ................................................................... 18




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1 Registration

1.1 Login to the database

https://www.qs-plattform.de/index_english.html

Enter user-ID

Enter password

Click

1.2 Forgot your password?

Click forgot password?

Enter User-ID

A new password will be sent to the email address that was entered for the legal

representative of the scheme participant.

Database https://www.qs-plattform.de/index_english.html

Click database login Enter user-ID and password

Click forgot password




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1.3 Change password

For reasons of safety, please change your password immediately and regularly.

Click change password

Enter old password

Enter and repeat new password

Click

2 Residue monitoring

Sample related data and test results are administered in the residue monitoring menu.

Menu „Residue monitoring“

Wholesale Coordinator

Click change password

Enter old password

Enter new

password

Repeat new

password

Residue monitoring




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2.1 Menu item sampler

It is useful to create a sampler if a person in the company shall be able to enter sample

related data.

The samplers

receives own login data for the residue monitoring module

can set up sample related data and view analysis results for locations allocated to

them

has no access to master data and analysis results

Overview of created samplers

click to display a list of all samplers created

click to open the detailed information related to a sampler

delete sampler with

2.1.1 Create a new sampler

Click

Please enter sampler´s data completely and correctly

Tick checkbox „Approval fruit, vegetables, potatoes“

Contact data: Telephone number and email address are mandatory

Log-in data will be sent to the email address that was entered for the sampler

Sampler Refresh with

Open detailed information with Delete with Create new sampler with

Enter and save sampler´s data with

Choose approval fruit, vegetables, potatoes




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Save with

Close with

Edit with

Delete with

Note: Samplers can only set up sample related data for locations that have been

allocated to them (s. chapter 2.10)

2.2 Menu item sampling requests (only for coordinators)

Call up menu item sampling requests to display a list of randomly chosen bundled

locations at which samples must be taken.

Click to display a list of locations at which samples must be taken. The column

„sampling term“ shows the deadine until which the sample has to be taken.

Note: The sampling term has been exceeded at locations which are marked

with

Click to open sampling requests and related detailed information

Fill in gaps as described in chapter 2.3

2.2.1 Download and upload of sample related data

You have the option to download a list of sample related data related to the sampling

requests (see section 2.3) as a csv file, edit, and upload again.

Click „download sample related data“ to download the csv file

After editing upload the file in the menu sample related data (s. chapter 2.3.1)

2.2.2 Export function

Click the button „ download data“ to export an overview of the

samlping requests as an excel file

Only for coordinators: Sampling requests Refresh with Open sampling request with Download and upload of sample related data Export function




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2.3 Menu item sample related data

Sample related data for samples which have been taken in the context of residue

monitoring can be set up here.

Sample related data can be in four different states:

Sample related data set up

Sampler commissioned

Laboratory commissioned

Analysis completed

Overview of sample related data

click to display a list of all entered sample related data which are not in the

state „analysis completed“

click to open sample and related detailed information

click to export the list of the sample related data

Button allocation sampler

By clicking the button a list of the sample

related data including the allocated samplers can be downloaded

The list contains the telephone numbers of the locations at which the samples need

to be taken to make contacting the locations easier.

Sample related data

Refresh with

Open detailed information with




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2.3.1 Set up new sample related data

Click

Select type of sample:

Regular samples: all samples which have been taken in accordance with the QS

control plan

Optional sample: all samples of harvestable or ready for sale products that do

not fall under the QS-control plan

Release Sample: taken in the course of a non-complying regular sample. With a

release sample the scheme participant can restore its eligibility of delivery to the

QS sytsem for the non-complying product.

Pre-harvesting samples: Samples of not harvestable or not ready for sale

products. Do not fall under the QS control plan

Select location:

Click

Click to display an overview of all locations

Click to select the location

Note: The first part of the sample ID corresponds to the location number. The second

part of the sample ID can be selected by oneself or is automatically assigned by the

database.

Set up new sample related data with

Type of sample

Location

Location number Free selectable part




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Select sampler:

Click and select prefered sampler/ sampling institution or

Click and select sampler/sampling institution

Note: As long as the check mark "favorites" is ticked, only the prefered sampling

institutions will be displayed. To show all sampling institutions, remove the check mark

and click .

Select laboratory:

Click

Select laboratory with

Note: As long as the check mark "favorites" is ticked, only the prefered laboratories will

be displayed. To show all laboratories, remove the check mark and click .

Select product:

Click

Select product with

Select assigned method:

The application determines automatically, which analytic methods – according to the QS

control plan - shall be applied for the selected product.

Note: Only mandatory methods for higher-level products (eg apple) are selected

automatically. Please check in the control plan, if there are different mandatory methods

for specific products (eg apple Germany) and adjust the methods if necessary.

If you want additional methods, you can add them under "assigned methods".

If you remove preallocated methods, you have to mark the sample as "optional sample".

Select country of origin:

Click and select the country of origin

Sampler Laboratory

Product Assigned method Country of origin




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Select origin:

Click


Click to select a location

Select place of origin:

Click and select place of sampling

Item number, Palett identification number, lot number: optional

Enter sample quantity: Enter the quantity in g or kg

Date of sampling:

Enter the date of sampling as follows:„dd.mm.yyyy“

Enter the time:

Enter the time oft the sampling as follows: „ss:mm“

Enter sampling from to (optional):

Can be used to set the sampler a time frame for sampling

Time frame will be set automatically on one year if the fields are not filled in

Select determination state:

Click and select the determination state

Select producer:

Enter producer directly with its location number

If you do not know the location number, click

Enter either the full location number or QS ID or part of a name (in the form

%name%) in the search field. The complete postcode or town is mandatory

Click

Select federal state:

Click and select the federal state

Select type of cultivation:

Click and select the type of cultivation

Origin Place of sampling Item number

Sample quantity Date of sampling Time Sampling from to Determination state Producer Federal state Type of cultivation




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Select discharger (optional)

Click


Click to choose the location

Particularities and noticeable problems (optional)

Free text field eg notes for the laboratory

Option 1: Entrust sampler

If the sample shall be taken by a sampler, he must be comissioned by you.

Click

After transfering the sample data to the sampler, he enters the missing information

and forwards the data to the laboratory.

Note: The sample related data can be edited as long as they are in the status „ sampler commissioned”.

Option 2: Forward to laboratory

The sample is in the status „laboratory commissioned“ and can not be edited

anymore.

For any corrections click and enter the

reasons for the request as free text. QS can reset the data record. You will be informed as soon as the data record can be edited again. After editing, please click again "forward to laboratory".

Discharger Particularities

Entrust sampler

Forward to laboratory




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2.3.2 Upload sample related data

You have the option to upload several sample related data simultaneously using a csv

file, instead of entering them separatetly into the software platform. You can find a style

sheet here:

Style sheet: https://www.qs-plattform.de/QSSoftware/documents/EN/csv-

template_sample_relative_data_upload_OGK.xls

Click the button „release sample“

Select the csv file by clicking the button „Durchsuchen“ (Browse)

Click to upload the file

Note: The upload is only worthwhile for a larger number of assigned samples (eg 10

samples).

Upload sample related data

Select csv file

Upload file




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2.4 Menu item analysis results

The analysis results reated to the samples are entered into the QS database by the

laboratory. The status of the sample related data changes to "Analysis completed". At

the same time, the commissioner is able to view the analysis results.

2.4.1 View analysis results

Click to display a list of all analysis results

Click to open sample and related detailed information

Note: yellow background samples: Substances were detected.

Red backgorund samples: samples with an excess of the maximum residue level and / or

with a substance which was marked by the laboratory as not approved for the culture.

For any corrections click and enter the

reasons for the request

2.4.2 Release sample

A release sample is taken as part of a non-complying regular sample. Through a release

sample the scheme participant can restore its eligibility of delivery in the QS scheme for

the non-complying product.

Click to open the complained sample

Click

Edit the sample related data and commission laboratory/ sampler (see chapter 2.3)

Note: This way you can only commission release samples for non-complying samples

that were taken on your behalf. You can commission release samples for non-complying

samples taken by a different scheme participant by creating new sample related data

and select "release sample" as sample type (s. chapter 2.3).

Analysis results View analysis results

Refresh with

Open analysis results with

Release sample Open data with




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2.4.3 Export functions

You have the option to download analysis results and other data as an excel file in order

to edit them more easily.

Button received test reports

Click to download an overview of all

completed analysis results

Button product/active substance

Click to download an overview of which substance was

found in which product

Button maximum exhaustion

Click to download an overview of the maximum

exhaustion of the substances whuch were found

You have the option to filter the results by "exhaustion of the legal limit value in

percent"

Button multiple residues

Click to download an overview of the samples with multiple

residues.

You can see how many residues were found and whether maximum residue levels

were exceeded.

Button allocation sampler

Click to download an overview of the analysed samples

including the allocated sampler.

The list contains the telephone numbers of the locations at which the samples need

to be taken to make contacting the locations easier.

Export functions




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2.5 Menu item external analysis (only for wholesale)

You can see all analysis results which are not your samples and for which you have been

authorized here.

Click to open sample and related detailed information

2.6 Menu item comparison tonnage sampling

You can calculate the number of samples which you need to analyze according to the QS

control plan here.

Choose the product by clicking

Tonnage: Enter the quantity of the product concerned (in tons)

Click to calculate the number of samples you need to analyze

Only for wholesale: external analysis

Open analysis results with Comparison tonnage sampling




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2.7 Menu item prefered recipient

You can set up a list of your prefered recipients here. This is useful for the release of test

reports.

Choose

Click to display a list of the scheme participants

Choose recipient with

2.8 Menu item favoured laboratories/SI

You can select the laboratories and/or sampling institutes (SI) with which you usually

cooperate here. Sampling institutions are companies or organizations that may be

commissioned by you with sampling or entering sample related data for one or more

locations.

Select

Select laboratory/SI with

The favorite laboratories / SI appear when creating sample data from the drop-down

menu sampler and must not be selected from the list of all laboratories / SI

Prefered recipient

Create new prefered recipient with

Refresh with

Choose recipient with

Favoured laboratories/SI Create new favoured laboratory with




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2.9 Menu item release analysis results

You have the option to allow other scheme participants to view selected analysis results.

Click to display a list with the scheme participants

Click to select the scheme participant who shall be able to view the test report

Note: As long as the check mark "prefered customers" is ticked, only prefered

customers are shown! To view all recipients remove the check mark and click .

Click

Click to display a list of all sample related data

Click to select analysis results

Click

Release analysis results Refresh with Select scheme participant with

Refresh with Choose analysis results with




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QS Fachgesellschaft Obst-Gemüse-Kartoffeln GmbH MD: Dr. Hermann-Josef Nienhoff Schedestraße 1-3, 53113 Bonn Tel +49 228 35068-0 [email protected]

2.10 Menu item allocation of locations

You can grant your samplers and / or laboratories the permission to independently set

up sample related data for all or selected locations of your company here.

Click to display a list of all users

Note: As long as the check mark "favourites" is ticked, only prefered users are shown!

To view all user remove the check mark and click

Select the user with

Click

Click and allocate the user to the location with

Save with

Allocation of locations Refresh with Select the user with

Refresh with

Allocate the user to the location with

mailto:[email protected]

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