Tag ArchiveNew Releases

ByGraham

Version 3.6.0 will be Released this Week

Here’s an update on what’s in version 3.6.0. We plan to start building the release today (4th April, 2017).

Reporting Changes

New Man-Hours Report 

A new report has been added to the Quick Report feature.  The report shows a row for each person, with each row containing:

 

Name
Days Worked in the Period
Total Hours Worked in the Period
Average Hours per Day
Week 1
Hours Worked Day 1
Hours Worked Day 2
Hours Worked Day 3
Hours Worked Day 4
Hours Worked Day 5
Hours Worked Day 6
Hours Worked Day 7
Week 1 Total Hours
Week 1 Average Hours per Day
Week 2

Week 3

Week 4

The hours are taken from Jobs (Technician Hours, Assistant Hours, Supervisor Hours) and also from Tasks.

manhours

If no hours have been worked then the column is displayed with a yellow fill.

If the average number of hours falls below the Target Daily Hours on the staff tab of the personnel property page, then the cell is displayed with a red fill.

Quick Report Changes – Contract Financials

In the Quick Report utility the way that contract renewal costs are calculated has been changed. This label for this report item has been changed from “Renewal Cost” to “Cost in Period“. Previously this value was simply the sum of the Total Cost field from all contracts which started in the reporting period. This did not accurately reflect multi-year contracts. It also did not distinguish between contract renewals and new contracts.

The new calculation reflects the funding that is required for contract payments, regardless of whether they are/were new contracts, renewals, or multi-year contracts. For single-period contracts (i.e. contracts where the Year 1 Start Date, Year 2 Start Date etc.are empty), then the calculation is the same as before. i.e. the sum of the Total Cost field from all contracts which started in the reporting period.

However, for multi-year contracts the value reported is the sum of the Year 1 Cost, Year 2 Cost etc, for all dates which lie within the reporting period.

For example, consider the single-period contract below.

If Quick Report is run for any period starting 1/1/2017 this contract will report a Cost in Period of £1000. i.e. the entire contract cost, assumed payable as soon as the contract commences.

However, now suppose that the same contract has the following multi-year values:

(Note: for the sake of simplicity the dates below are for months within a year, rather than multiple years)

In this case the Quick Report will ignore the Total Cost and will report on the individual year values as shown below.


The TNA Report

This now includes the staff grade and the training date for each model.

Equipment Changes

There have been some significant changes to the equipment screen.

1. The appearance of the general tab of the equipment property page has changed in order to reduce overcrowding on the screen and to allow more fields to be added. 3 separate tabs have been added within the general tab, as shown below:

a. Risks

b. Notes & Description

c. Miscellaneous

2. Three new fields have been added to the general tab of the equipment property page, Training Risk, Risk Likelihood & Risk Consequence.

The Training Risk field is read-only and is copied from the model. The likelihood & consequence fields are initially copied from the corresponding fields on the mode record but can be subsequently edited.

3. The appearance of the financial tab of the equipment property page has changed in order to reduce overcrowding on the screen and to allow more fields to be added. Purchase and replacement information have been split into 2 separate tabs within the financial tab, as shown below:

a. Purchasing

b. Replacement

4. Three new fields, Order Value, Associated Costs & Commission Request, have been added to the financial tab of the equipment property page (see above)

5. The appearance of the data tab of the equipment property page has changed in order to reduce overcrowding on the screen and to allow more fields to be added. There are now 3 separate tabs, as shown below:

Data Connections

This tab holds information about the various databases that this device connects to. This information is all new for version 3.6.

b. Communication Ports

c. Data Security

The following new fields have been added to this tab:

Data User (Service) – The service or department which uses the data on this device

Licensing – How the associated databases are licensed.

6. A new tab, Loans, has been added to the equipment property page to show the loan history of the device.

7. A new field, Audit Date, has been added to the miscellaneous of tab the equipment property page.

In addition, the field labelled “e-Quip (PM) Code” has been relabelled “BOQ Code”. The reason is that e-Quip PM no longer exists as a stand-alone product since its functionality has been incorporated into e-Quip. The name BOQ Code also more accurately reflects the purpose of the field.

Some cosmetic reorganisation has been required in order to make room for this field.

8. A new field, Calibration Date, has been added to the technical tab of the equipment property page.

Job Changes

1. A new tab, Courier(s) has been added to the job property page.

This can be used to record up to 2 courier pickups & deliveries for a job.

2. A new job warning has been added to notify users if the last PPM job for the device was not completed.

Bulk Update – Jobs & Equipment

1. For the equipment and job property pages, bulk update now supports the ability to append field contents rather than replacing them.

This is fully described in this blog article.

Adding Devices to PPM Schedules

1. A new option has been added to the equipment summary screen context menu Add the Selected Assets to a PPM Schedule.

This allows the 1st PPM date to be scheduled based on the installation date of each selected device.

Models

1. A new tab, Features/Risks, has been added to the model property page.

While it was originally intended to be used to identify multiple, model-specific risks, it can also be used to define any list of model-specific attributes.

Sites

1. A new reference data type, Site Type, has been added.

2. The new Site Type field has been added to the miscellaneous tab of the site property page.

Contract Changes

1. A new field, Contact, has been added to the general tab of the contract property page.

2. Some additional fields had been requested for multi-year contracts and the financial tab was getting very full, so we have added the new fields and moved everything relating to multi-year contracts onto its own tab. As you can see it’s still a busy screen!

multiyear

Many of the values were originally found on the financial tab the contract property page while the following new fields have been added:

Multi-Year Discount Amount
Multi-Year Discount %
Per-Year Discount Amount
Per-Year Discount %
Per-Year Invoice No

3. When scheduling jobs from a contract using the Contract Scheduler, there is now an option to create a project to group the jobs together.

Contract-Based PPM Scheduling

We have added an option to the Contract Visit Scheduler to allow all of the jobs that are created to be linked together into Projects.

schedule

The example above will create 2 projects as shown below:

projects2

Not only does this make the jobs easier to find but the projects are also a useful place to link documents associated with the visit (rather than with the individual jobs).

Personnel

1. A new field, Target Daily Hours, has been added to the staff tab of the personnel property page.

This field is used by the new man-hours report (see above).

2. The personnel import utility now allows email address to be imported.

3. When a person’s work location changes and the person is added to competence groups the model policy competence requirements are applied automatically.

Customers

1. A new field, Site, has been added to the details tab of the customer property page

Customer Contracts

1. A new field, Contract Status, has been added to the general tab of of customer contract property page.

2. A new field, Invoice, has been added to the financial tab of of customer contract property page.

3. The Cover tab of the Customer Contract property page has been enhanced to allow callout charges to be defined for each cover period as well as labour charges for work done both inside & outside of those periods.

4. On the Financial tab of the Customer Contract property page the Parts Discount (%) now allows a maximum of 10 characters. Previously it was not possible to add negative values with multiple decimal places.

Commission Requests

1. The following fields have been added to the additional items tab of the commission request property page.

Purchase Date
Installation Date
Location
Service
Recalc. PPM Date

This now allows a single commission request to be used to commission similar devices for different locations in separate batches. For example, you might set up a commission request to be used whenever a particular model is commissioned. This would ensure that all new devices would be correctly commissioned, assigned to the correct PPM schedule, etc.

2. Until this version, when future PPM jobs were created the Planned Date for the jobs was taken from the First PPM Date field on the technical tab. This was not suitable when new batches of devices were added to an existing commission request. A new option, Recalc. PPM Date, has been added to the additional items tab which forces the PPM planned date for each item to be:

Installation Date + PPM Schedule Frequency

This option can also be set when adding batches of additional items.

3. On the technical tab, whenever either the Installation Date or PPM Schedule is changed the user is asked if the First PPM Date field should be changed. The date suggested is:

Installation Date + PPM Schedule Frequency

Competence Groups

1. A Locations tab has been added to the competence group property page. This now allows a competence group to relate to multiple, unrelated, locations. Previously it was possible to associate multiple locations to a competence group only by using child locations.

2. A new utility, Refresh Competence Groups, has been added to the personnel summary screen. This will reset the person’s membership if competence groups based on location.

3. First Name, Middle Name & Surname columns added to allow more flexibility in how personnel are sorted

4. When a personnel record is edited and the Leaving Date is set, that person is now removed from all competence groups. The personnel import does the same thing.

5. A button has been added to the TNA tab of the competence group property page labelled Apply Policies.

This resets the Required Competence Level for all TNA records for the competence group to match the model / staff grade policy (which is set on the model property page).

cg

Training Events

1. A new field, PO No, has been added to the financial tab of the training event property page.

PPQ’s (Pre-Purchase Questionnaires)

1. The PPQ property page window caption now says “PPQ/PAQ Properties” to reflect the new term, Pre-Acquisition Questionnaire, which is becoming more widespread.

2. Two new lookups, Model & Supplier have been added to the Details tab of the PPQ property page. The model brand & supplier are also displayed and can be filtered on.

ppq

Jobs created in this way now also have the default job status and priority specified by the role.

Loans

1. A new field, Tested With, has been added to the Miscellaneous tab of the loan property page. This is for use by libraries which routinely perform electrical safety tests on all devices as they are returned.

2. Two new tabs have been added for community-based loans, Delivery & Collection. These tabs contain an address (which might be different to the patient’s address) and additional delivery/collection notes.

3. A system option has been added to prevent the issue of loans on a device if its PPM is due or overdue (see below). If this option is not set then a warning will be displayed whenever a device which is due maintenance is loaned.

4. A new Quick Loan utility has been added for use by libraries which routinely perform electrical safety tests on all devices as they are returned.

New Loan Consumables Screen

We needed to implement loan consumables very quickly and so initially we did this as reference data. This allowed us to record the issue and return of consumables with loans but prevented some of the features that we knew would eventually be needed. Most importantly, consumables weren’t able to support stock. We have now added a loan consumable screen to address this.

consumable

Consumables were previously managed using the Reference Data Manager. This is no longer the case.

Out of Hours Loan Application

1. The ability to enter free text in the “2. Who are you?” field has been added.

2. It is now possible to enter a Bed or Bay No.

Leases

1. Two new fields, Capital Asset Value & Residual Asset Value have been added to the financial tab of the lease property page.

Capital Asset Value: this is the capital price of the assets that would have been paid had they been purchased. This is used by the lessor to determine the lease payments and to calculate the residual asset value. This is also the value that is added to the hospital’s asset books.

Residual Asset Value: this is the amount the assets are worth at the end of the lease. It is determined by the initial capital value, the depreciation rate and term, and the residual percentage that is decided at the start of the lease. This residual value is used to calculate the buyout cost of the asset at the end of the lease.

Suppliers

1. Two new fields, Certification Review Date and Certification Review By have been added to the general tab of the supplier property page.

Spare Parts

1. A new field, Shelf Life (Weeks), has been added to the general tab of the order property page.

2. On the locations tab of the spare part part property page, the lookup which was previously labelled Cost Centre is now labelled Ownership Type. The purpose of this field is to indicate the ownership of parts held in this location, such as ‘Owned by Trust’ or ‘Owned by Customer’.

Spare Part Orders

1. A new field, Requisition No, has been added to the general tab of the order property page.

2. An auto-generate button has been added next to the PO No field

Equipment Categories

1. Bulk Update support has been added to the equipment category property page

The User Manager

1. It is now possible for a user administrator to set a default filter for any screen for a user.

The User Manager utility now has an additional tab, Default Filters. This grid shows one row for each summary screen.

To set the user’s default filter simply double-click on the appropriate row and select the filter or click the Set Default Filter button. Either method will show the filter selector below.

Not sure of the difference between a base filter and a default filter? A base filter cannot be removed by the user. i.e. it will always be added to every filter that the user sets. Suppose that the user has a base filter of:

[Equipment Status <> ‘Decommissioned’]

If the user sets the filter:

[Location = ‘Holly Ward’]

Then the actual filter that will be applied will be:

[Equipment Status <> ‘Decommissioned’] AND [Location = ‘Holly Ward’]

A default filter can be changed or deleted at any time by a user. It simply specifies the data that should be shown when the user first displays that screen. In the example above the user’s default filter is ‘Devices with Unfinished non-PPM Jobs’. Every time this user logs in to e-Quip, then the first time the equipment summary screen is displayed then all devices with unfinished non-PPM jobs will be displayed, but the user can apply other filters at any time.

2. Bulk Update support has been added to the User Manager.

This allows you to set any of the following information for a selection of users:

Note: The check-boxes on this screen are interesting in that they are tri-state boxes. When they are displayed as a small black square this means “leave this value as it is”. When displayed as a tick this means “set this value” and when displayed as unticked this means “clear this value”.

It is likely that we will also use tri-states for all other bulk update utilities.

Roles

1. It is now possible to prevent users from clicking Show All Records on a per-screen basis. In the past this could be either enabled or disabled for the entire application. You could always make e-Quip give you a warning on certain screens but you couldn’t prevent a user from ignoring the warning.

warning

2. Support for a shared dictionary (by role) has been added. You can also grant permissions to add new words to the dictionary.

When using the spellchecker if the user is able to edit the dictionary then the “Add to Dictionary” button (see below) will be enabled.

3. A new role setting, Set Technician to Current User, has been added. If this option is set then whenever a user in this role creates a new job, the personnel record associated with the current user is assigned to the job technician, provided that the personnel record has a personnel type class of Can be Assigned to Jobs.

4. New role options have been added to control the behaviour of the Column Chooser. These options determine whether or not system and calculated columns are displayed in the Column Chooser.

Standard, System & Calculated Columns Visible 

Standard & Calculated Columns Visible

Standard & System Columns Visible

Only Standard Columns Visible

5. New role options have been added to define the job types for jobs created from with commission & decommission requests.

These options apply when jobs are are create by clicking the “Create …” button on the commission & decommission request property pages

System Options

1. A new system option has been added to prevent loans for devices who’s PPM is due or overdue.

2. A system option has been added which forces the budget associated with a location to be copied to new assets.

3. A system option has been added which forces child assets to be relocated if the location of the parent device changes.

As you can see, this is quite a big release. As always, any feedback would be appreciated.

ByGraham

GS1 and Data Matrix Labels

With the increasing popularity of GS1 data matrix equipment labels seem to be becoming more common. GS1 doesn’t mean that you have to use data matrix but I suppose that moving to GS1 makes people focus on things like equipment labelling. GS1 allows you to use whatever symbology you choose, but data matrix is a very popular choice. It is now possible to print GS1-compliant data matrix labels directly from e-Quip.

The first thing to bear in mind when designing labels is that there are two main parts to the label: the bits designed to be read by humans and the bits designed to be read by machines. The human-readable part is there for your convenience and can pretty-much contain whatever you like, although there will be some GS1 rules about what must be included in order to be officially compliant.

The machine-readable component needs to encode the entire GS1 GIAI (Global Individual Asset Identifier). If you’re familiar with GS1 you will know that this is made up of several pieces:

GIAI Identifer – The fixed text “8004” which tells software that the data which follows is a GIAI.

GS1 Company Prefix – an 8 digit code assigned by GS1 which identifies your organisation. For example, the GS1 prefix for the Cambridge University Hospitals NHS Foundation Trust is 50552071

GS1 Sub-Prefix – An organisation is free to sub-divide itself into as many divisions as it chooses using a sub-prefix. The length of the sub-prefix depends on the size of the organisation. A length of 1 digit allows up to 10 sub-divisions (0-9), 2 digits allow 100, and so on. It is the organisation which decides the size of the prefix that they need.

Don’t confuse sub-prefixes with locations. In GS1 these are called GLN’s (Global Location Numbers)

The Equipment No – the code that your organisation uses to identify the device.

Putting all of these together gives you a GIAI: 8004505520710125452

This must be encoded into the machine-readable portion of the label, which is commonly a bar code or a data matrix code. You might also want to present some of this information in the human-readable part of the label.

dm1

Here’s an example of a GS1 data matrix label printed from within e-Quip. Note that the human-readable part of the GIAI has been formatted with dashes and brackets to make it a little more readable. The dashes allow the GS1 prefix and sub-prefix to be seen. In this example I have used the Addenbrooke’s prefix and assumed a sub-prefix length of 3. The original Equipment No is also included. The data matrix does not include any of this formatting – when you scan the data matrix all that is read is “8004505520710125452”.

Below you can see a real label from Addenbrooke’s. They use very clever labels with built-in passive RFID tags.

dm4

So, how did we print our label in e-Quip? You will probably be aware of the Microsoft Word reports which e-Quip can produce. Well, a bar code label is just a Word equipment report, albeit a very small one. There is an example from an earlier version of e-Quip below.

barcode1

How you design these reports is explained in the documentation. It is very simple and simply involves creating a Word document with mail-merge tags to identify which values should be taken from the database. This is what the document for the label above looks like.

barcode2

The item of text that says <<EquipmentCode>> is Word mail-merge field. The value EquipmentCode tells the report to replace this text with the Equipment No from the database (i.e. 25452). In Word the font for this text is set to “C39P24DlTt 20 point”. This is a free Windows bar code font. The way that this font works is that every character between “*” and “*” will be displayed as a bar code. It’s all fairly straightforward.

Unfortunately things aren’t quite so simple when it comes to data matrix. It’s not possible to format a data matrix encoding just using a font or to control its size by simply setting a font size. The Word extract below shows how to design a data matrix label.

dm3

I have used a Word table to help me lay the label out. There are a few things to notice here:

<<EquipmentCode>> – As before, this means “replace this text with the Equipment No from the database”

<<GS1_GIAI{32,32}$DM>> – This is a bit more complex:

GS1_GIAI – This is a database field name (just like EquipmentCode). You can see it in the e-Quip Column Chooser just like any other field. It contains the full GIAI for the device, i.e. 8004505520710125452. It is built dynamically from the Healthcare Provider GS1 Prefix and sub-prefix, with 8004 at the beginning at the Equipment No at the end.

$DM – Tells the reporting system that this is a data matrix code, not ordinary text

{32,32} – The size that you want the data matrix code to be

<<GS1_GIAIPreamble>> – This is another new field which we have added to e-Quip (and is available in the Column Chooser). It formats the first part of the GIAI into a human-readable format: (8004)-50552071-001

<<EquipmentCode>> – This appears a 2nd time to show the fully-formatted human-readable identifier: (8004)-50552071-001-25452

<<ProviderName>> – This is another field name to be substituted from the database. There are hundreds of fields available. For example you might want to add:

<<SerialNo>>, <<LocationShortName>> or <<ServiceShortName>>

How does the data matrix code get printed? As soon as the report processor spots the $DM marker in the Word document it calls an internal routine to create a data matrix image of the GS1_GIAI (read from the database) with a size read from “{32,32}”. It writes this bitmap to a temporary file. This file is then inserted into the Word Document.

We hope that you find this new functionality useful. As always, any feedback is always welcome

 

 

 

 

 

 

 

 

ByGraham

Coming Soon – Version 3.3.0

Version 3.3.0 will be released at the end of March 2016. Although some additional features might find their way in between now and the final release, here is a summary of the new features:

1. Embedded Documents – New Feature
a. It is now possible to store document contents within the database rather than linking to files in the Windows file system

docs1

There is a blog post about this feature here

2. Loans

The loan property page has been redesigned following the Loan SIG meeting and discussions with users. There have also been significant enhancements to support community loans

loans1

loans2

loans3

loans4

loans5

a. The following fields have been removed from the general tab of the loan property page and added to the miscellaneous tab

Config
Requested By (lookup)
Borrower
Site
Provider
Customer
Pre-loan Decontamination
Loan Request
Returned By (free text)
Returned Condition

b. The following fields have been added to the general tab of the loan property page

The three fields Brand, Model & Category have been combined into a single field labelled Device
Created By – read only
Requested By (free text)
Accepted By (free text)
Damaged

c. The address tab of the loan property page has been renamed to Community

Two new fields, Delivery Hub and Collection Hub have been added to support community loans

d. A new consumables tab has been added to the loan property page allowing consumables to be issued with a loan. Consumables are defined using the Reference Data Manager

e. A new miscellaneous tab has been added to the loan property page. Its primary purpose is to hold the redundant fields which have been removed from the general tab

f. When a loan is issued to a patient, any alerts associated with the patient will be displayed

Patient alerts are defined on the patient property page

g. A loan report has been added. This is intended to be used to print loan delivery sheets when delivering loans to patients but can be used whenever a printed loan sheet is required. This is accessible using the Report Manager or directly from the loan property page with the Print button

3. Patients

The patient property page has been significantly enhanced to support community library operations

a. The following new fields have been added to the general tab of the patient property page

NHS No
Date of Birth
Date of Death
Alert 1
Alert 2
Alert 3

The alerts are displayed whenever a loan is issued to this patient

alert1

b. A new loans tab has been added to the patient property pageto display all loans made to this patient. New loans can also be issued from this tab

patients1

c. A new equipment tab has been added to the patient property page to display all devices that have ever been loaned to this patient

patients2

d. A new jobs tab has been added to the patient property pageto display all jobs raised on devices while they were loaned to this patient. Note that it is possible to create a new job from this tab

patients3

4. New Feature – Community Dispatch

A new feature has been added to support device library operations in the community. Both loans and jobs can now be easily created directly from the patient property page. The community dispatch is essentially the mechanism which schedules the delivery/pickup of those loans and attendance for those jobs.

Suppose that over a number of days a number of loans and jobs are created. In a community environment it may be necessary to arrange suitable dates when it is convenient for engineers or library staff to attend. A common scenario is that one or more vans will be scheduled to visit different patients on given dates. This is the purpose of the community dispatch

dispatch1

Both loans and jobs can be easily “dispatched” directly from the patient property page

dispatch2
A dispatch sheet can be produced which shows all of the patients being visited along with the loans to deliver or pickup and the jobs to carry out

5. Jobs

a. The equipment risk level is now displayed on the job summary screen

b. Two customer-definable alerts have been added to the job property page

These alerts are populated by the SQL-Server procedures qJobAlert1 & qJobAlert2 which may be customised on a per-customer basis

jobs1

c. The equipment support level field is now saved in the job record when a job is completed. This means that if the support level changes any historic jobs will show the support level at the time that the job was done.

d. The equipment warranty expiry date is now displayed on the general tab of the job property page

e. Support for client validation has been added to job tests

f. A new field Community Dispatch, has been added to the general tab of the job property page

6. Template Traceability & Auto-Update – New Feature

a. Job templates are a key part of the PPM process. Very often, when a PPM job is completed the next PPM job is automatically scheduled using a job template. If the template is edited then in the past this has only affected new jobs which are subsequently created from the template. A new feature has been added so that whenever a template is edited, if any non-started jobs exist which were originally created from that template then the user is asked if those jobs should be updated.

templates1
This is particularly useful when the template involves checklists

7. System Job Checklists – New Feature

a. It is now possible for job checklists to be created and saved independently from either jobs or job templates. This can simplify job management for common tasks.

For example, suppose that a visual inspection is carried out on a device as part of a job. Rather than having to manually enter the details the user can select a pre-defined checklist which can either replace the current checklist or be added to any existing items.

check1

check2

8. Job Task Summary Screen

a. The following job fields have been added to this screen:

Call Date
Work Start Date
Work End Date
Close Date

9. Device Competence Policy

On the model property page when specifying device-user competence policy requirements it is now possible to specify a training course. This is also displayed on the competence matrix (TNA) screen and the TNA property page.

cg1

10.Contracts

a. Support for 10-year contracts has been added to the financial tab of the contract property page

contracts1

b. A Purchase Order No field has been added to each year for multi-year contracts on the financial tab of the contract property page.

c. A new field, Vendor, has been added been added to the financial tab of the contract property page

d. A new field, Callout Charge, has been added been added to the financial tab of the contract property page

11. Models

a. An additional picture has been added to picture tab of the model property page

moedls1
b. It is now possible to link models directly to a competence group from the model summary screen

c. Two new fields, Holds Patient Data & Is Test Equipment, have been added the the general tab of the model property page. These values are copied to the equipment record when an asset is created

12. Spare Parts

a. An additional picture has been added to picture tab of the spare part property page

b. The Serial No field on the locations tab of the spare part property page has been renamed to Serial No/Lot No

13. Spare Part Locations (Bins)

a. Location has been added to the spare part location bulk update

14. Equipment

a. A new field, Security Watermarked has added to the miscellaneous tab of the equipment property page

b. For decommissioned devices there is now a link to the decommission request on the financial tab of the equipment property page

c. A link has been added to the new additional model picture on the general tab of the equipment property page

d. Three new fields have been added to the miscellaneous tab of the equipment property page:

They are intended to be used if a device is added for a model which has not yet been added to the database

uncoded

15. The Asset Finder

a. The fields Support Level & Last Missed PPM Date have been added to the Asset Finder (Equipment QBE)

16. Commission Requests
a. A free-text field Requested By has been added to the general tab of the commission request property page. The original Requested By lookuphas been renamed to Requested By (Staff)
b. It is now possible to create a commissioning job using a job template from the technical tab of the commission request property page

cr1

c. It is now possible for a system administrator to specify individual mandatory fields for this screen using the Role Manager

17. Decommission Requests

a. It is now possible to create a decommissioning job using a job template from the checks/authorisation tab of the decommission request property page

dcg1

b. An additional option has been added to the checks/authorisation tab of the decommission request property page which allows users to specify that all jobs (other than non-started PPM jobs) should be closed (i.e. locked)

dcg2

c. It is now possible for a system administrator to specify individual mandatory fields for this screen using the Role Manager

18. Suppliers

a. A new field, Accepts Credit Cards has been added to the financial tab of the supplier property page

19. Healthcare Providers

a. A new field, GS1 Sub-Company Length, has been added to the miscellaneous tab of the healthcare provider property page. In the GS1 standard a company prefix can be assigned to any organisation by an awarding body. This is an 8-character value.

Each organisation is free to create sub-divisions of that prefix. For example, suppose that My Hospital NHS Trust has been assigned the GS1 Company Prefix of 12345678. All barcode labels for any assets owned by this Trust will be in the following format (the dashes are only included for clarification, they are not part of the GS1 code):

8004-12345678-98765

Where:
8004 indicates that the barcode identifies a device
12345678 indicates that the device belongs to My Hospital NHS Trust
98765 is the Equipment No

Suppose that the Trust wanted to refine its labelling to differentiate between assets owned by Facilities, Catering & Medical Physics. The Trust is free to allocate sub-codes as follows:

0 – Facilities
1 – Catering
2 – Medical Physics

All barcode labels for any assets owned by this Trust will now be in the following format (again, the dashes are only included for clarification, they are not part of the GS1 code):

8004-12345678-2-98765

Where:
8004 indicates that the barcode identifies a device
12345678 indicates that the device belongs to My Hospital NHS Trust
2 indicates that the device belongs to Medical Physics
98765 is the Equipment No

In the example above, by using a single digit My Hospital NHS Trust is restricting itself to 10 sub-divisions, 0-9, but organisations can choose as many digits as they need. The larger the organisation then the more digits they would require. Clearly, it is not possible to identify the Equipment No component of the device unless the length of the sub-organisation code is known.

That is the purpose of this new field

20. Equipment Categories

a. A new field, Life (Years) has been added to the miscellaneous tab of the category property page. When a model is created this field is copied from the category

21. Brands

a. A new tab, Suppliers, has been added to the brand property page to record all of the suppliers associated with a brand

brands

22. Customer Contracts

a. The Parts Discount (%) field on the financial tab of the customer contract property page can now accept negative values

23. Medical Device Alerts – Asset Links

a. A bulk update facility has been added to the MDA – Asset link screen. This is useful for setting the hazard status of multiploe devices affected by a medical device alert
24. New Feature – Screensets

a. A screenset is a combination of a filter and a grid layout. To a certain extent they behave like reports. Screensets are described here

25. System Options

a. Column filtering is a powerful feature available within all summary screens which allows for data to be searched based on Microsoft Excel filtering methods

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It does, however, have a drawback when used on a column containing a very large number of different values. The example above shows a filter on a brand column. The filter is able to very quickly build a list of all of the brands which appear in the screen and to display them in a list. This is not so simple if a column is chosen which has a very large number of different values. Suppose for example that the Job No column was filtered and the job summary screen was displaying 50,000 jobs. It can take a long time to collect 50,000 job numbers and to add them to this list, and the list would be very long.

In previous versions of e-Quip there has been fixed limit (1000) to the number of different values that will be displayed in a column filter. When this limit was exceeded the list was not populated.

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Note that the other Excel-style filter options could still be used:

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A new system option Maximum Excel Column Filter List Items has been added to allow this number to be controlled by a system administrator

26. Reference Data

a. The Test Software entity, used when adding test equipment to jobs, can now be managed using the reference data manager

b.A new reference data entity, Loan Consumable, has been added. This allows consumables to be issued with loans

c. A new reference data entity, Community Dispatch Status, has been added

27. Report Manager Changes

a. Support has been added to the Report Manager for .DOCX (Microsoft Word 2007 onwards) reports

b. The Copy Report facility within the Report Manager has been modified to make it simpler to create new reports

28. The Lookup

a. The lookup control now saves column widths, column sort order and window size on a per-user, per-computer basis

29. The Linked Document Manager

a. The Linked Document Manager now saves column widths, column sort order and window size on a per-user, per-computer basis

30. System Code Reset

a. From time-to-time it may be necessary to reset the sequence of numbers that are automatically generated when e-Quip creates new jobs, assets or loans. This can now be done using the system options utility. This function is only available to users who have been granted permission to run the system option utility

reset
31. TNA Report

a. The cross-tab TNA report now shows the model headings colour-coded by risk

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b. The cross-tab TNA report has been enhanced to allow filtering by competence group

c. It is now possible to run this report for all risk levels

As always, any feedback would be much appreciated

 

ByGraham

Coming Soon – Version 3.2.0

Version 3.2.0 is about to be released. Rather than extract all of the new features into this article I have posted a PDF version of the documentation here. Have a look at the “What’s New in this Version” chapter.

To summarise:

1. Automated Email Feature

a. A new mechanism has been added to support the fully automated generation of emails. Currently, emails can be generated in the following situations:

Job creation
Job completion
Job lists

It is planned to extend this shortly to include other entities, such as loans, training expiry etc.

b. An Email Designer has been added to allow system administrators to design the auto-generated emails

c. A new user option has been added to control the ability to edit emails

2. Models

a. A new tab has been added to the model property page to record the competence policy for that model for each staff grade.

The policy defines the level of competence required and also the method by which that competence is to be achieved.

If the Auto-Update checkbox is checked then whenever a policy changes all competence groups affected are updated (i.e. the policy competence is copied to the Required Competence Level for each competence group).

b. Two new fields, Risk Likelihood and Risk Consequence have been added to the general tab of the model property page. These values are optionally inherited from the equivalent fields on the miscellaneous tab of the category property page.

There has been some slight cosmetic adjustment on this screen to accommodate this change

3. Competence Groups

a. The new model-specific policy competence level and method of achievement are displayed on the TNA tab of the competence group property page.

4. The Competence Matrix

a. The new model-specific policy competence level and method of achievement are displayed on the competence matrix summary screen.

b. The new model-specific policy competence level and method of achievement are displayed on the TNA property page

c. The new personnel fields Is on Maternity Leave and Is on Long-term Leave are displayed on the competence matrix summary screen.

d. The new personnel fields Is on Maternity Leave and Is on Long-term Leave are displayed on the TNA property page

e. The TNA property page has been reorganised to make it clearer which fields can be edited

b. The TNA Finder has been enhanced to allow all TNA records wherethe competence level achieved is lower than the model-specific policy competence level

5. Personnel
a. Two new fields have been added to the staff tab of the personnel property page:

Maternity Leave
Long-term Leave

This information is also visible on the competence matrix summary screen and on the TNA property page

Staff who are on either long-term or maternity leave are excluded from the training KPI’s

6. The Asset Finder

a. The Asset Finder (asset Query by Example) utility has been enhanced to improve searching for devices on contract.

A lookup has been added to allow searches on customer contracts and two checkboxes have been added. Ticking these checkboxes forces the asset finder to only return devices which are currently covered by the contract and not those which were on contract but where the cover period has ended.

A lookup has also been added to allow searching by customer.

7. Spare Parts
a. A new field, Site, has been added to the general tab of the spare part property page. This is intended to be used by multi-site organisation who manage spare parts on a per-site basis

8. Commission Requests

a. Two new fields have been added to the financial tab of the commission request property page:

Customer
Customer Contract

9. Decommission Requests

a. An option to force the removal of the device(s) from customer contracts has been added.

b. Support for this new option has also been added to the Role Manager

10. Equipment

a. A new lookup, Technician, has been added to the contacts tab of the equipment property page

Whenever a job is created for the device this technician will be copied to the job Technician field

b. A new audit trace has been added for Support Level. A shortcut to the audit viewer for this trace is available from the general tab of the equipment property page

11. Equipment Import

a. The asset import utility has been enhanced to allow support level and e-Quip Code to be imported.

In the Import Wizard the e-Quip Code field is labelled as Alternate Code since that is how most users refer to it, even though its original intended purpose is to hold the BOQ (Bill of Quantities) code from the e-Quip PM system

12. Equipment Categories

a. The Details tab of the category property page has been renamed to miscellaneous

b. The two risk fields on the miscellaneous tab of the category property page have been renamed from RBM Likelihood and RBM Consequence to Risk Likelihood and Risk Consequence

13. Jobs

a. A Patient field has been added to general tab of the job property page. When the Equipment No is selected then if the device is currently on loan to a patient then this field is set to that patient

b. A new field % Downtime has been added to the work done tab of the job property page. This is intended to be used by organisations who pay downtime penalties where a job may not incur the full penalty.

14. Training Courses

a. A link to a training certificate document has been added to the general tab of the training couse property page

15. Reference Data

a. A new reference data type, Competence Method, has been added to support competence policies. This is intended to indicate how a particular role or staff grade is to achieve a given level of competence.

16. User Options

a. A new user option Never Open Property Page after a Search has been added to prevent e-Quip from automatically opening a property page after a search if the search returns a single record

17. System Options

a. A new system option Reschedule as Floating after Missed PPM has been added to force PPM scheduling to float after a missed PPM.

b. Two new system options have been added to control how job bulk update affects job financial information:

Update Job Financials on Bulk Update
Update Job Part Costs on Bulk Update

Job bulk update normally has no affect on job financials but these options allow this to be changed

18. The Footprint Manager

a. The footprint manager has been enhanced to support Parent Site inclusions on the following screens:

Contract
Customer Contract
Loan

ByGraham

Coming Soon – Version 3.1.0

We are getting 3.1.0 ready to release, probably before the end of March. The same software will also be released as 2.16.0 for those who still need support for Windows XP Service Pack 2. More development has gone into the device user competence functionality following great user feedback. A user-specific dashboard has been added along with changes to the Pocket PC to allow fast issue and return of multiple items. There are some significant changes in this version, all of which were requested by users.

Here is the full list of changes:

1. Per-User Dashboard

a. The dashboard can now be configured on a per-user basis. This feature is available from the User Manager utility.

2. Equipment

a. For users with small form-factor devices such as Windows tablets, scrolling has been added to the equipment property page. The scrollbars (both horizontal and vertical) appear automatically whenever the full page will not fit on the screen.

b. A new field, Last Missed PPM Date field has been added to the technical tab of the equipment property page.

Whenever a job is changed to have a status class of Missed PPM this new field is set to be the current date. The field is not affected by subsequent completed PPM jobs.

3. Look For

a. The Look For panel has been modified so that whenever Excel-style column filtering causes any row to be hidden, the panel background becomes cross-hatched.

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This provides an immediate visual reminder that some data has been hidden and is more obvious than relying on the values in the status bar.

4. Simplified Microsoft Word Document Printing

a. To simplify the report printing process it is now possible to use the Report Manager to make a particular report the default for the current screen. To do this, run the Report Manager and click on the report. Next click the Properties button. A check-box is available which will set the report to be the default.

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b. If a default report has been set for the current screen then that report can be printed for all selected rows from the Print item on the context menu.

Note that the standard Windows hotkey combination for Print is Ctrl + P, which is recognised by e-Quip. However, in earlier versions of e-Quip Ctrl + P was used as the shortcut to show a property page. This has changed to Alt + Enter.

c. A new button, Print & Close has been added to the Office ribbon on the job property page. Clicking this button will cause the default job report to be printed and then the property page will be closed.

If a default job report has not been defined then the Report Manager will be displayed.

5. Query-by-Example

a. A Save button has been added to the following QBE screens:

  • The Asset Finder
  • The Job Finder
  • The Loan Finder
  • The TNA Finder

This makes it much easier to save complex filters without needing to use the Filter Wizard.

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b. Budget has been added to the Job Finder

c. The ability to search on child sites has been added to the Job Finder

6. Device User Competences

a. It is now possible to import competence records from Microsoft Excel. The import allows all TNA editable fields to be updated.

An additional mechanism has been added to allow a simplified approach to be taken where the spreadsheet simply records:

  • The person
  • The device
  • Is this person required to use the device
  • Is this person competent to use the device

The person must be identified using the Employee No field (which is equivalent to Assignment No in ESR). The device can be identified by either the model name (if it uniquely identifies a single model) or a combination of brand, model and category.

The responses to questions c & d may be any of:

  • Yes
  • Y
  • No
  • N
  • True
  • False
  • 1
  • 0

A system option is available to allow “Yes” to question c to be mapped to a particular required competence level. A similar option is available to allow “Yes” to question d to be mapped to a particular achieved competence level.

In the example below suppose that the User & Competent columns are mapped to Required Competence Level of User and Achieved Competence Level of User respectively.

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The import would set the TNA as follows:

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b. The competence group mechanism has been enhanced to make it simpler to move personnel competence requirement & achievement records from one competence group to another. Also, if a person is removed from all competence groups, their competence records can still be viewed from the personnel record.

c. Support for location-specific competence groups has been added.

It is now possible to link a competence group to a location and to control how personnel should be added or removed from competence groups as their location changes.

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If the “automatically add staff added to this location to this group” check-box is checked, then whenever a personnel record is updated and the person’s location is set to this value, then that person will be added to the competence group.

If the “automatically delete staff leaving this location from this group” check-box is checked, then whenever a personnel record is updated and the person’s location is changed from this value, then that person will be removed from the competence group.

Note that both of these options can apply to multiple competence groups. This mechanism supports personnel changes made by:

  • Editing the personnel record
  • Bulk updating the personnel record
  • The personnel import mechanism

d. The Certification Date field has been removed from:

  • The TNA tab of the competence group property page
  • The competence matrix
  • The TNA tab of the personnel property page

This field was originally intended to record the date that a certificate was awarded but this is not necessary as it duplicates functionality of the training event screen.

e. The TNA tab of the personnel property page now shows both records of competence requirements (generated from competence groups) and competence achievements that may no longer be associated with a competence group.

f. The TNA Finder has been reorganised, and new features added. It is now simpler to search for people whose achievements do match their requirements, and also competences which expire within a given time-frame.

The TNA Finder is shown above in section 5

g. A TNA property page has been added to the competence matrix

This means that it is now possible to edit these records without using grid editing. It also means that it is that it is now possible to link competence-related documents to a person/model combination. For this reason Quick Link has been added to the context menu for this screen.

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h. The Role Manager has been enhanced to allow administrators to control which parts of the TNA property page can be edited.

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i. A new field, Responsible, has been added to the general tab of the competence group property page to record the name of the person responsible for managing this group.

j. The following changes have been made to the competence matrix, the TNA tab of the personnel property page and the TNA tab of the competence group property page

Removed:

  • Certification Date
  • Effective Date
  • Refresher Due Date
  • Verified – now covered by Status

Added:

  • Declaration Date
  • Verification Date
  • Review Date
  • Alternative Review Date
  • Status (e.g. approved, rejected etc)
  • Professionally Registered (read from the personnel record)

The Review Date field is calculated as follows:

Maximum of( Declaration Date, Verification Date ) + Minimum of( Model Validity, Competence Group Validity)

The Alternative Review Date field may be manually entered if a different date is required.

7. PPM Week Numbers

a. e-Quip now uses ISO 8601 week numbers. Maintenance week fields can be found on the miscellaneous tab of the location property page, and the scheduling information tab of the PPM property page.

Maintenance dates are calculated from week numbers in several situations:
a.1. Commission Request: On selecting a location the maintenance week for that location is suggested as the first PPM date. In addition, if the location is associated with a PPM schedule then the user is asked if the new device(s) should be linked to that schedule.

a.2. Commission Request: On selecting a PPM schedule, the preferred maintenance week for that schedule is suggested as the first PPM date.

a.3. Asset Add New: If the user’s role setting of “Assign PPM Schedules by Location on Commissioning” is set and the selected location is associated with a PPM schedule then the user is asked if the new device should be linked to that schedule. The user is asked if the first job should be created. If so, the job planned date is based on the location maintenance week

a.4. Relocate & Reschedule the Selected Assets: When the new location is selected, if it is associated with a PPM schedule that schedule is copied to the Transfer To PPM schedule lookup. The maintenance week from the new location is suggested as the date for the first PPM.

b. When adding one or more devices to a PPM schedule using the Add the Selected Assets to a PPM Schedule utility, if the selected schedule has a preferred maintenance week the user is asked if that date should be used.

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8. Personnel

a. The training passport has been redesigned and now supports RAG (red/amber/green) conditional formatting

b. A new field, Training Manager, has been added to the staff tab of the personnel property page. This field is intended to indicate the person who is responsible for managing this person’s training records.

c. A new field, Professionally Registered, has been added to the staff tab of the personnel property page. This field can be used in conjunction with miscellaneous tab of the staff grade property page where professionally registered staff can be authorised to self-certify their competence.

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d. Four new fields have been added to the staff tab of the personnel property page to manage how Job and Equipment No’s are assigned when working with the Detached Client

Rather than allocating Job and Equipment No’s during the check-out process, each engineer can be assigned a batch of these which will be used whenever they are working remotely.

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9. Commission Requests

a. On the general tab of the commission request property page, a button has been added to allow an Equipment No to be auto-generated.

b. An Equipment Status drop-down has been added to the general tab of the commission request property page. When a commission request is first created the equipment status is set to be the default value for the current user’s role.

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c. On the additional items tab of the commission request property page the Add Batch button now has an option to either use system-generated Equipment No’s or to create a batch starting from a given number.

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d. A new Job Priority drop-down has been added to the technical tab of the commission request property page. This value is copied to any equipment records created from the commission request.

10. Decommission Requests

a. It is now possible to set the database actions on decommissioning on a per-role basis.

b. It is now possible to add multiple devices to the additional items tab of the decommission request property page from the asset summary screen.

c. The ability to click the Update Database button on the checks/authorisation tab of the decommission request property page is now controlled by a user-level permission.

11. PPM Scheduling

a. It is now possible to remove items in bulk from PPM schedules from the scheduled equipment summary screen. Select the assets to remove from the schedule and select Delete from the context menu.

Note: If you remove a device from a schedule in this way then any future PPM job for the device/schedule will be deactivated.

b. It is now possible to move devices from one schedule to another in bulk from the scheduled equipment summary screen. It is also possible to change the planned date of the associated PPM job if required. Select the assets to remove from the schedule and select Change Schedule from the context menu.

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c. On the scheduled equipment summary screen, Location and Site have been added to the Look In drop-down

d. Whenever the system automatically creates a new PPM job as part of the PPM post-processing, the estimated hours field on the work done tab of the job property page is set to be:

The estimated hours field for the appropriate model from the models tab of the PPM schedule property page, or
The estimated hours field from the general tab of the PPM schedule property page

12. Suppliers

a. A new field, VAT No, has been added to the financial tab of the supplier property page.

13. Sites

a. A site field has been added to the following property pages:

  • Contract
  • Customer Contract
  • Budget
  • Invoice

b. A new field, Job No Prefix has been added to the miscellaneous tab of the site property page. This field is used when creating a new job to force a site-specific prefix to job numbers.

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14. Jobs

a. For users with small form-factor devices such as Windows tablets, scrolling has been added to the job property page.
The scrollbars (both horizontal and vertical) appear automatically whenever the full page will not fit on the screen.

The screen capture below also shows the new Is Billable feature.

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b. It is now possible to force a warning if a job is billable. This behaviour is controlled by a new system option. If this option is set then the user is warned if a job is billable. This is recalculated whenever any of the following job values are modified:

  • Job Type
  • Equipment No
  • Customer
  • Customer Contract
  • Contract
  • Fault Type
  • Fault Cause

The function dbo.JobIsBillable() is called to do this evaluation. This function in turn calls the client-defined dbo.JobIsBillable_Local()

c. Two new fields: Travel Time and Mileage have been added to the tasks tab of the job property page. These fields are also shown on the tasks summary screen.

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d. If a job is created for a device whose location has the Job No Prefix field set, then that prefix will be prepended to the Job No.

15. Loans

a. A new lookup, Job No, has been added to the supplier tab of the loan property page. This is intended to link a job with a supplier loan if a supplier provides a loan device while repairing an item.

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16. Suppliers

a. A new tab has been added to the supplier property page to allow up to 5 additional contacts to be recorded. This is in addition to the personnel links on the contacts tab.

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This new tab does not require personnel records to be created.

17. Orders & Deliveries

a. On the general tab of the order property page the Date Raised field now supports both dates and times

b. On the general tab of the delivery property page the Delivery Date field now supports both dates and times

18. Pocket PC Synchronisation

a. Synchronisation to the Pocket PC has been modified so that you must login to e-Quip before data can be copied to the Pocket PC. The user account must have the Can Check-Out permission set.

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b. An option has been added to the synchronisation to the Pocket PC to allow only library devices to be copied. All personnel records where the personnel type class is Library Staff will also be copied.

c. Synchronisation from the Pocket PC has been modified so that it allows new equipment records to be copied from the Pocket PC. The reporting has also been improved with the ability to export to Excel both the data being imported and any errors which may have occurred.

19. Pocket PC Application

a. The Pocket PC application is now able to add new equipment records.

b. The Pocket PC application is now able to edit all equipment record fields.

c. A new tab has been added to the equipment detail page on the Pocket PC application. This is useful when carrying out device audits to record the various labels that may be attached to a device.

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20. Pocket PC Loan Manager

a. The Pocket PC Loan Manager application has been comprehensively revised to make it much faster and simple to issue multiple and return loans.

21. User Management

a. Previously certain tasks required that a user be an administrator. This was too general in that a user permitted to reopen closed jobs, for example, would also be allowed to create and edit user account etc. Several new user classifications have been added:

  • Role Manager
  • Audit Viewer
  • Re-Open Closed Jobs
  • Detached Client or PDA Check-in
  • Detached Client or PDA Check-out
  • The user can click Update Database in decommission requests

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b. A new tab has been added to allow user-specific dashboard items to be configured.

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c. On the group property page there is now a button to select all records

22. The Detached Client

a. The detached client check-out process has been significantly improved, greatly simplifying an engineer’s ability to work off-site.

In the past the check-out process worked by copying a database backup from the server to the laptop. This was a complex procedure and involved copying a very large backup file across the network. For large databases this was not practical. Now, check-out selectively copies data from the server to the laptop, optionally on a per-site basis. It is a much faster process and can be performed over relatively slower networks.

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23. Staff Grades

a. A new field, Professionally Registered Staff can Self-Certify Competence, has been added to the miscellaneous tab of the staff grade property page.

24. New System Options

a. A system option has been added to prevent missed PPM jobs (i.e. jobs with a Job Status Class of Missed PPM) from being edited.

b. A system option has been added to force the equipment status to be changed when an asset is reactivated.

c. A system option has been added to control whether the user should be warned if a job is billable.

d. A system option has been added to control whether the technician should be copied from a scheduled PPM job being completed to the new PPM job be created

25. Reference Data

a. A new reference data type, TNA Item Status has been added. This is intended to be used to record the validity of competence matrix entries. Currently two status classes are available:

  • Approved
  • Rejected

 

ByGraham

Coming Soon – Version 3.0.0

Version 3.0.0 was released on 25th October, 2014. Here are the key features in this version. There are a few features which made it into the release which aren’t mentioned here, so to get the full details have a look at the documentation

At long last, Branch has been renamed to Service. It was always a challenge to find the “least wrong” name for “organisational unit with responsibility for a device”. Just about whatever you can think of (Department, Directorate, Division, Owner, Cost-Centre etc ) is correct sometimes and incorrect at others. The last user-group agreed that Service is probably the best choice.

GS1 support has been added which allows devices to be uniquely identified based on hospital or company-specific codes issued by GS1. Simon at Addenbrooke’s is a GS1 expert and he will be able to give you details about this new standard and how it affects medical device management.

There have been quite a few changes related to equipment loans. A new patient screen has been added and loans can now be linked to patient records rather than using free text. You can also record the patient’s Waterlow score & pressure ulcer grade, as well as the device configuration and the patient’s bed/bay. A new Patient Auto-Loan utility has been added. This is very similar to the existing Quick Loan utility but has more patient data and also allows loans to be audited (to record changes in Waterlow score, device configuration etc). Loan delivery lists have also been enhanced to included this information.

There have also been some significant changes in the area of external contract management now that more non-NHS organisations are using e-Quip. Customer contracts now support item-specific values for level, cost, start & end date, and there is now a customer contract equipment schedule bulk update utility. This utility allows prices to be adjusted by a given amount or percentage. Customer contracts also now support multiple years.

Here is a full list of the changes so far:

1. Branches

a. Throughout the application the term branch has been replaced by service. If you have any saved filters which explicitly mention the word branch then these should be edited. Internal names (within the database) have not been changed. Thus, SQL filters will continue to function as before.

Should you come across an occurrence of branch that has not been renamed, either on-screen or in a report or filter, please could you contact your support organisation.

b. Two new fields: Budget & GS1 GLN have been added to the miscellaneous tab of the service property page.

2. All Summary Screens

a. A new utility, Load Filter, has been added to the ribbon for all screens. This allows a filter to be loaded without having to run the Filter Wizard.

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3. GS1 Support Added

a. I will publish a blog article on the implications of GS1 very shortly. GS1 allows medical devices, locations, companies and organisations to be uniquely identified. I will let you all know when the article has been posted. This has involved changes to the site, customer, service & location property pages.

4. Rigel 288 Import

a. The Rigel 288 import utility has been enhanced to allow existing PPM jobs to be closed rather than new jobs to be created. If the Create Jobs and Use Existing Scheduled PPM Jobs check-boxes are both checked, then for each test which is processed, if there exists a single, non-started scheduled PPM job for the device, then that job will be updated. Otherwise a new job will be created as before.

 

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5. Jobs

a. New Behaviour: When a technician is selected the mileage and hourly travel rates are copied to the financial tab (unless the equipment is on a customer contract, in which case these rates come from the contract).

6. Competence Groups

a. On the equipment summary screen the utilities Create a Competence Group for these Devices and Add these Devices to a Competence Group have been enhanced so that either virtual models or physical models may be added to the competence group. Virtual models are parent models which allow you to create alternative names for models. This is particularly useful for competence groups since clinical staff often refer to medical devices using different names than engineers. Virtual models also allow a group of models to be referred to by a single name (e.g. Medical Gases).

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7. Patient Data

a. A new entity type, Patient, has been added to support loans and loan delivery lists

patient

The Patient Screen

 

7. Loans

a. New Behaviour: When a loan is issued to a location then an equipment location history record is created.

b. The following fields have been added to the loan property page:

– Device Configuration
– Patient
– Bed/Bay
– Waterlow Score
– Waterlow Score Date
– Pressure Ulcer Grade

Loan

The Loan Screen

c. A new utility, Patient Loan, has been added. This is very similar to the Quick Loan (Auto-Issue/Return) utility but features more patient-related information.

Loan2

9. Loan Delivery Lists

a. Loan delivery lists have been enhanced to to support:

-Device Configuration
-Patient Record
-Waterlow Score
-Pressure Ulcer Grade

10. Contracts

a. Contract Level has been added to the contract schedule items. This means that different devices on a contract can now have different levels of cover.

b. Contract Level has been added to the Contract Equipment Bulk Update utility.

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c. A new field, Has Visit, has been added to the contract schedule items. Its default value is TRUE. The Create Contract Visit Jobs utility will only create a job for a contract schedule item if this flag has been set.

10. Customer Contracts

a. A new field, Multi-Year End Date has been added to the general tab of the customer contract property page.

cc1

b. The following fields have been added to the financial tab of the customer contract property page:

– Year 1 Start Date Year 1 End Date Year 1 Cost
– Year 2 Start Date Year 2 End Date Year 2 Cost
– Year 3 Start Date Year 3 End Date Year 3 Cost
– Year 4 Start Date Year 4 End Date Year 4 Cost
– Year 5 Start Date Year 5 End Date Year 5 Cost

cc2

c. The following editable columns have been added to the customer contract schedule items:

– Level
– Start Date
– End Date
– Cost
– Cost VAT

In this respect customer contracts now behave in the same way as maintenance contracts. When an item is added to the contract the item start & end dates are copied from the contract. This allows devices to be removed from or added to customer contracts part-way through the contract term.

These new values can be viewed and edited from either the customer contracts tab of the equipment property page, or the equipment schedule tab of the customer contract property page.

d. The read-only equipment field Fully Comprehensive Price is now displayed on the equipment schedule tab of the customer contract property page.

e. A bulk update utility has been implemented for customer contract equipment schedules. This is similar to the existing utility for maintenance contracts but it also allows for prices to be adjusted by a specified amount or percentage.

cbu2

f. The utility Add the Selected Assets to a Customer Contract (available from the equipment summary screen) has been enhanced to allow cover dates to be entered.

eqcon

12. Models

a. The financial tab of the model property page has to modified to separate maintenance costings used by 3rd-party equipment management organisations. A new field has been added to show the cost (to a company) of a service for devices maintained under a full-comprehensive contract.

model2

13. Equipment

a. Two new configurable warnings have been added to the banner at the top of the asset property page. In the example below the left-hand warning is the current contract code while the right-hand alert displays the cover level. These can be configured to display whatever you choose by modifying the procedures qAssetAlert1_Local & qAssetAlert2_Local.

assetflag

 

In this example this device is currently covered by contract 284 and the cover level is PPM Only.

b. The ability to view the model picture (as defined on the picture tab of the model property page) has been added to the general tab of the equipment property page.

modelpic

c. The customer contract tab has been enhanced to allow the following values to be edited on a device-specific basis.

– Level
– Start Date
– End Date
– Cost
– Cost VAT

d. The new field “Fully Comprehensive Price” on the financial tab of the model property page has been added to the financial tab of the asset property page. Because of space limitations it is labelled as Fully Comp Price. This value is copied from the model record when the model is selected and can be overwritten.

This field is intended for use by 3rd-party maintenance organisations only to assist with contract price estimating.

assetppm

e. The utility Add the Selected Assets to a Customer Contract has been enhanced to allow cover dates to be entered.

14. Deliveries

a. A new mechanism has been added to allow traceability of spare parts in bins linked to orders. This is enabled using a new system option. When a spare part is delivered and is to be assigned to a particular bin (spare part location), the system will now create a new spare part location, copying the spare part location code from the original bin and appending the order number to it.

The example below shows a spare part (GRS-1234) which initially has a stock of 5 in “Bin 1” (Code 01234).

bin1

 

After creating 3 orders (12345, 12346, 12347) for quantity 8, 10 & 12 respectively, note the spare part locations created below:

bin2
The original bin (code 01234) still has its orginal stock of 5, while new bins have been created for each order. Notice that the bin code has been modified by appending the order code to it.

When using this part on jobs the user can now select which ‘batch’ was used, thus giving traceability between parts used and orders.

bin3

 

bin4

This also allows different prices to be calculated for parts depending on the order that they came from.

15. Priority-Based PPM Scheduling

e-Quip version 2.15.0 includes a new priority-based PPM scheduling feature. As soon as I get a few minutes spare I will post a “What’s New in 2.15.0” article, but I thought I’d give you a preview of this feature.

Suppose that a device is on 4 schedules:

a. 2-Yearly
b. Annual
c. 6-Monthly
d. 3-Monthly

At some point in time the jobs for this device are scheduled as follows:

ppm1

What happens when the Annual job is closed? Without priority-based scheduling e-Quip would add the frequency (12 months in this case) to the planned date (1/1/2000) and schedule the next job for 1/1/2001. This means that 2 jobs are now scheduled for the same date, 1/1/2001, the next annual and the next 2-yearly.

In situations where a higher frequency PPM includes all work done on lower frequency PPM’s (e.g. the 6-monthly job does all of the work done on a 3-monthly plus some additional work), e-Quip users have, in the past, overcome this problem by defining schedules with longer frequencies. For example, if the 2-yearly includes all work done by the annual, then the frequency of the annual schedule is actually 2 years rather than 12 months. This is, however, not the optimal solution and doesn’t work correctly for every possible combination of frequencies.

With priority-based schedules, closing the annual job on 1/1/2000 will calculate the Next PPM Date as 1/1/2001, but will detect that a job already exists on (or around) that date, and that job is for a PPM schedule having a higher priority. In this case, the frequency (12 months) is added to the Next PPM Date, giving 1/1/2002. That date is then checked again in the same way. Since no existing jobs will be found the next annual job will be scheduled for 1/1/2001.

When the 3-monthly job is completed in April 2000, the Next PPM date would normally be 1/7/2000, but a job for a higher priority schedule (in this case the 6-monthly) already exists around this date. Therefore 3 months is added to 1/7/2000 (giving 1/10/2000) and existing jobs are re-checked against that date. Because no higher priority jobs exist then the next job is scheduled for that date.

When the 6-monthly job is completed in July 2000, the Next PPM date would normally be 1/1/2001, but a job for a higher priority schedule (in this case the 2-yearly) already exists around this date. Therefore 6 months is added to 1/1/2001 (giving 1/7/2001) and existing jobs are re-checked against that date. Because no higher priority jobs exist then the next job is scheduled for that date.

The screen-shot below shows (in green) the result after 1 year.

ppm2

How does the system detect whether or not an existing job clashes with a job being rescheduled? There is a new system option which defines a system-level date window (in days). Consider the example of when the 6-monthly job is closed in July 2000. The initial rescheduling date is calculated as 1/1/2001 (1/7/2000 + 6 months). If the system window is defined as 30 days then e-Quip searches for all non-started PPM jobs for this device which have a planned date between 1/7/2001 + 30 days and 1/7/2001 – 30 days, i.e. between 2/12/2000 and 31/1/2001. If any jobs are found which are for a higher priority PPM schedule, then that job is checked against another window.

The job being closed is for the 6-monthly (priority 50) schedule, and the existing job is for the 2-yearly (priority 100). The smaller of these 2 frequencies is 6 months which gives a new window of between 1/1/2001 + 3 months and 1/1/2001 – 3 months, i.e. between 3/10/2000 and 1/4/2001. The Next PPM Date is then checked against this window. If it lies within the window then the frequency is added (i.e. 1/1/2001 + 6 months) giving 1/7/2001. This date is then re-checked in the same way. Eventually the date is scheduled as 1/7/2001.

A new field, Scheduling Priority, has been added to the  scheduling information tab of the PPM schedule property page to support this feature.

ppm3

16. Footprint Manager
a. The Footprint Manager has been enhanced to support a new entity type: Parent Site.

Suppose that a site hierarchy has been created as follows using virtual sites:

– UK
—- Northern Region
——- Hospital 1
——-Hospital 2
—- Southern Region
——-Hospital 3

If a group has an inclusion set on [Parent Site = Northern Region] then they will be able to see data equipment, job, site & location related to Northern Region, Hospital 1 & Hospital 2

NOTE: This feature does not apply to exclusions

Sublists on property pages deliberately ignore this setting. Suppose that a user opens the equipment property page for a device currently in Northern Region. It would be misleading if its service history tab, for example, were only to display jobs carried out while the device was in that site.

17. The Dashboard
a. The Role Manager has been enhanced to allow customer-defined dashboard items to be configured
b. The Role Manager has been enhanced to allow the order of the dashboard items to be modified

18. Reference Data

a. A new reference date type, Pressure Ulcer Grade has been added. This is used on the patient and loan screens.

19. System Options

a. A new system option has been added which forces the equipment-related warnings on the job property page to be re-displayed on editing. Previously these warnings (e.g. on contract, under warranty, subject to hazard etc) were only displayed on job creation.

b. A new system option has been added to enable the new spare part location creation mechanism (see above)

c. A new system option has been added to set the size of the priority-based PPM scheduling window.

d. New system options have been added to set the role and group which should be used when clinical users log in.

e. A new system option has been added to set the colour of CLOSED jobs in the job summary screen and on the service history tab of the asset property page.

f. A new system option has been added to specify whether the linked RFID database should be updated whenever an asset is created. This is used when ALL devices are tagged with passive RFID tags when linking to the Harland Simon Discovery Database

There may be a few other changes which make it into version 2.15.0 depending on time. As usual, any feedback would be welcomed.

 

 

ByGraham

Coming Soon – Version 2.14.0

Version 2.14.0 is just about to be released, with improved support for location-based PPM Scheduling, automated job & delivery emails, tighter links between spare part consumption and replenishment, along with an editable & searchable device-user TNA plus new reporting features .

1. Automated EMails – New Feature
a. The ability to send preformatted emails has been added to the job property page.

Note the integration with the job details microsite in the email above. When the email button is clicked the email preferences screen is displayed.

Notice that there are two blocks of standard text. One is intended to be used when the job is first created and the other when the job is updated. The checkboxes allow you to automatically copy the email to the caller, the call contact, the technician and/or the job contact. These checkboxes are only enabled if the appropriate job fields have been completed. For example, the caller checkbox is only enabled if the Caller EMail field has been completed.

The format of the email can be manually edited and standard text can be defined in the system options utility.

b. The ability to send preformatted emails has been added to the delivery property page. The email mechanism is similar to that for jobs (see above). One slight difference is that emails are sent automatically when a delivery is saved: there is no need to click the EMail button. The button is there to allow emails to be resent.

Delivery emails have a variable length depending on the number of lines in the delivery and the number of jobs which are awaiting the parts which have been delivered.

2. Spare Parts, Jobs and Order Enhancements

The link between the consumption of spare parts (via jobs) and the re-ordering of spare parts has been improved.

a. The spare parts tab on the job property page has been enhanced to improve the interface with stock orders.

A Status column has been added, which may have any of the following status classes:

– Fitted
– To be Ordered
– To be Ordered Urgently
– Ordered
– Arrived

Another column has been added labelled Rec. Stock. This is a check-box to indicate that it is recommended that this part should be stocked.

 

b. These two columns have also been added to the spare part job link screen. On this screen the status column (described above) is labelled as “Use Status”. Filter support has also been added for these new columns (including Look For).

c. A new job status class of Parts Arrived has been added. When a delivery is received, if a job has been specified in the appropriate order line, then the job status is set to the first (ordered by status code) job status which has a status class of Parts Arrived.

d. On the line-item tab of the order property page, the behaviour of the Job No lookup has changed. This is used to associate an order line with a specific job. Previously this lookup used the CONTAINS search method. i.e. when searching for Job 123 the system searched for all jobs which contain 123 in their job number. This is a very slow search option and forces the system to examine every job. This has now been changed to STARTS WITH, which is a much faster search.

The previous behaviour can be restored by setting a system option.

e. On the line-item tab of the order property page, the behaviour of the Auto-Fetch Line Items Utility has been enhanced. Previously it analysed the current stock for all items available from the specified supplier and compared each with its minimum stock level. If a part is below its minimum then the target stock level is used to calculate the quantity which need to be ordered. This behaviour is unchanged, but a new feature has been added which automatically generates order lines for parts which have been specified on uncompleted jobs.

Note that only spare parts which are flagged (on the job screen) as having a status class of To be Ordered and To be Ordered Urgently are added to the order.

3. Commission Requests

a. On the requested for tab of the commission request property page, selecting a location now copies the branch and healthcare provider from that location to the provider and branch lookups.

b. It is now possible to commission multiple devices from the commission request property page. An additional tab, labelled Multiple Items has been added in which you may enter any number of Equipment and Serial numbers.

c. The technical tab of the commission request property page now uses the Preferred Week field of the PPM schedule to suggest the first PPM date. 


4. New Feature – Decommission Requests

a. A new data entity, Decommission Request, has been added. This provides a formalised way of decommissioning an asset and consistently removing it from contracts, PPM schedules etc.

 

 

a. A new reference data entity, Decommission Request Status, has been added.

5. Device User Competences

a. A Save (as distinct from Save & Close) button has been added to the competence group property page.

b. Excel-style column filtering has been added to the people and models tabs of the competence group property page.

c. QBE has been added to the competence matrix summary screen

d. Support for Bulk Update has been added to the competence matrix summary screen.

e. An additional column, Service, has been added to the competence matrix summary screen. In the near future the Branch field throughout e-Quip will be renamed to Service. As this particular screen is more likely to be used by clinical users (as opposed to engineering users) the term Service is used here in preference to Branch.
6. Equipment

a. The fields Site Path, Model Path & Branch Path have been added to the equipment summary screen.

b. The Asset Finder has been enhanced to allow site, location, model, category and branch children to be included in the results.

 

7. Jobs

a. The Team field has been added to the Quick Job screen.

b. A utility has been added to the work done tab of the job property page to allow hours to be entered in hours and minutes rather than decimal fractions of hours. When editing a job record a small stopwatch icon appears next to the following fields:
– Technician Hours
– Assistant Hours
– Supervisor Hours
– Overtime Hours

Clicking this icon will show the screen below:

c. The audit viewer has been added to the Technician field of the work done tab of the job property page. This allows technician changes for a job to be viewed without using the audit viewer utility. 

8. PPM Schedules

a. A new field, Preferred Week, has been added to the scheduling tab of the PPM Schedule property page. This field is used by commission requests to suggest the date for the first PPM for a device.

 

9. Location-Based PPM Scheduling – Device Relocation

a. Location-based PPM Scheduling is a very common practice, whereby particular locations are visited at specified times and all devices in that location are then serviced. This results in an administrative overhead when devices are moved. If, for example, 50 devices are moved from one ward (where they were previously serviced every February) to another, which will be serviced in April. Although it is a trivially simple task to bulk update the equipment records to change their location there remain other things to be done, such as:

– Remove the devices from the February Schedule
– Add the devices from the April Schedule
– Find all of the outstanding February jobs and change their schedule and planned date

A new Device Relocation utility has been added to simplify and automate this process as much as possible.

The screen below shows how 50 devices from Larch Ward (currently scheduled in week 40) can be moved to Larch Ward, and then rescheduled for week 40.
First, the 50 assets are selected on the equipment summary screen and the relocate utility is run. Initially the grid shows the scheduled PPM jobs for the selected devices. The Original Planned Date column shows that these devices have been scheduled for Week 40. When the user selects the new location (Holly Ward), if that location is associated with a PPM schedule then the schedule is selected automatically. If the location has a maintenance week value then this is displayed and the corresponding new PPM date is shown.

The user can now choose to a) reschedule the jobs for the specified date (naturally the date can be changed) and b) to change the schedule associated with each job.

The Delay column is used to show the time period between the last PPM for a device and its new scheduled next PPM date. The value is displayed in weeks. If this value is greater than 52 the row is displayed in red to alert the user that the next planned maintenance is more than 1 year since the last. This is a clear limitation of location-based scheduling: when devices are moved maintenance will either be done early (which is wasteful of resources) or late, which introduces an element of risk.

When the user clicks the Relocate button then each device will be:

– Removed from the Holly Ward PPM schedule
– Added to the Larch Ward PPM schedule
– Relocated to Larch Ward (with the move audited and added to the location history)
– The planned date for each PPM job will be changed
– The PPM schedule for each job will be changed

Note that you may also change the branch of the device when relocating it.

It is important to note that this relocation mechanism is designed to be used in organisations where location-based scheduling is regular use. The jobs shown in the grid above are only the jobs which are on a location-based schedule for the current location. In this example, the location “Holly Ward” is associated with a PPM Schedule called “Holly Ward” and each of the jobs is also associated with that schedule. Jobs that might be on other schedules will not be shown. Also, if there is no scheduled PPM job for the device then the device will still appear in the list but the Job, Schedule & Planned Date columns will be blank. For these devices, clicking Relocate will change the location (and possibly the branch) but will not affect the PPM scheduling of those devices.

10. New Reports

a. A new reporting option has been added to the dashboard screen. This report produces a Microsoft Excel spreadsheet which shows performance information over a specified period. By default this period is the previous calendar month, but this can be modified by the user. It is also possible to filter the report based on:
– Site
– Location
– Branch
– Team

The report is run from the dashboard screen by clicking the Quick Report button on the ribbon.

 


11. System Options

a. A new EMail tab has been added to the Options utility to support the new job and delivery email automation.

I will email the user-group once this version comes out of beta-test.

As usual, any comments are welcome.

 

ByGraham

Coming Soon – Version 2.13.0

Version 2.13.0 will be going into beta in the next few days. It is now possible to update user competences directly within the grid on the TNA screen. This is also the screen to use for training management: finding out whose competences are expired or expiring, KPI’s etc. But there are plenty more features.

1. Device User Competences

a. The introduction of the competence group feature has made competence requirements and competence awards redundant. These two screens have been removed. The competence requirement and award tabs on the personnel property page have also been removed.

a. The use of competence matrix screen has changed. Previously it was used by the competence requirement / competence award mechanism (which is now obsolete). This screen nows shows the combined TNA’s from all competence groups, making it ideal for reporting. It can be filtered by risk level, personnel, staff grade, location, model etc.

Two new Look For items have been added: Expired & Expiring. These show competences which have expired or which are about to expire.

This screen supports the following default colour coding:

Red Foreground – Underlined: The person is a user of the device but no competence details have been recorded.
Red Foreground: The person is a user of the device but the competence details have expired.
Amber Foreground: The person is a user of the device and the competence details will expire in 1 month.
Green Foreground: The person is a user of the device and the competence details are current.

The summary screen supports direct editing within the grid, PDF & Excel Export, Auto-Pivot, Auto-Sum and all of the other features which are normally available on summary screen.

2. New Feature – PPM Calendar

a. Functions have been created to allow a PPM Calendar for any/all devices to be produced. A system-owned shared asset screen layout named ‘PPM Calendar’ has been added to the system. This screen layout shows 52 new columns (each based on these new functions) which show if any maintenance is due in those particular weeks. When exported to Excel these columns can be formatted using conditional validation to display an easy-to-read calendar. There is also a monthly version of the calendar with 12 columns rather than 52.

Note that this calendar can handle devices on multiple PPM schedules and also schedules which repeat multiple times within a year. For example, if a device was on a 3-monthly schedule with the first job being scheduled for 1/1/2014, the calendar would show maintenance scheduled for:1/1/2014, 1/4/2014, 1/7/2014 & 1/11/2014.

You can find a blog article about the calendar here.

3. Equipment

a. A new tab, Alerts, has been added to the equipment property page. This tab shows all medical device alerts which have been associated with this device. Note that this tab is only displayed if there are alerts to display. i.e. an empty grid is never displayed. To open the medical device alert property page, simply double-click on any record in this grid.


b. A new field, Replaced By, has been added to the financial tab of the equipment property page. This field is read-only, and is the inverse of the Replacement For field. i.e. If A was replaced by B then B is the replacement for A.

c. Support for conditional validation has been added to equipment properties. The Role Manager has been modified to include this.

4. PPM Schedules

a. It is now possible to define model-specific estimated work times for PPM schedules.This means that it is possible to estimate in advance the workload for PPM jobs on a model-specific basis.

 

5. Documents

a. Inactive support has been added to documents.

6. Jobs

a. A new field, Budget, has been added to the spare parts tab on the job property page. This field is also shown on the spare part job links summary screen.

b. Three new fields, Battery Checked, Battery Reconditioned & Battery Replaced have been added to the work done tab of the job property page. If any of these fields are checked then the appropriate dates on the equipment record will be updated with either the work or work start dates.

c. It is now possible to hide and/or lock fields on the general, work done, financial and third-party tabs of the job property page.

d. A new field, Estimated Hours, has been added to the work done tab of the job property page.

e. A new field, Estimated Cost has been added to the financial tab of the job property page.

7. Sites

a. The miscellaneous tab of the site property page has been extended to support parent sites (of any depth of nesting). This now makes it possible to create virtual sites to group physical sites together.

Site Paths can be used as the basis for filters to restrict users’ access to data.

8. System Options

a. A new system option has been added to specify the start date of “Week 1” for the new PPM Calendar report.

9. Locations

a. A new lookup, Budget, has been added to the miscellaneous tab of the location property page. There has been some slight cosmetic rearrangement of other fields to accomodate the new field.

10. Loans

a. The Auto-Loan utility has been modified so that device contamination can be recorded when a device is returned.

b. The Auto-Loan utility has been modified so that loan type can be recorded when a device is issued.

11. Commission Requests

a. New behaviour. If a commissioning job is selected on the technical tab of the commission request property page then when the equipment record is created that job will be linked to the newly-created device.

b. A new field, This will be a library device, has been added to the requested for tab of the commission request property page. When the equipment record is created its library status will be set to AVAILABLE.

c. The field Maintain on Contract has been moved to the financial tab of the commission request property page and has been relabeled Arrange Contract When Warranty Expires.

d. A new lookup, Contract, has been added to the financial tab of the commission request property page

12. Deliveries

a. When the last line of an order is received (as a delivery), the delivery date of the order is set automatically.

13. Rigel 288 Import

a. The Rigel 288 import utility has been extended to allow the import of the technician who carried out the test. The “Service Code” field of the Rigel 288 CSV file should contain the personnel code of the technician.

14. Equipment Import

a. The behaviour of the equipment import utility has changed. If an Equipment No is encountered which already exists then the asset is updated with the information in the spreadsheet. Previously duplicate records were ignored. This makes this utility far more useful for audits than it was before.

15. The Report Manager

a. The Report Manager is now able to process Microsoft Word 2007 and 2010 documents (.DOCX).

16. Contracts

a. The covered equipment screen now honours the show/hide inactive records settings (i.e. equipment linked to inactive contracts may be hidden).

17. Spare Parts

a. Inactive spare part locations are no longer displayed on the locations / bins tab of the spare part property page.

b. The spare part bins screen now honours the show/hide inactive records settings (i.e. inactive bins may be hidden).

c. Grid editing on the spare part bins screen now supports editing the Inactive field.

As always, if you have any feedback then please get in touch.

 

ByGraham

Coming Soon – Version 2.12.0

Version 2.12.0 goes into beta release tomorrow. It should be on general release a week after that. We have packed a lot of new functionality into this version but the major new features are: Loan Delivery Lists, Loan Collection Lists, Competence Groups, the Training Passport & Aggregate Invoices.

Loan Delivery & Collection Lists

These represent a new and simpler way to create multiple loans. I recently posted a blog article about these new features. You can read it here

Competence Groups

This new feature has been attracting a lot of attention recently. Its first public demonstration was at the recent NAMDET conference and it was very well received. We first announced competence groups in this blog article, but it has already been improved significantly.

Since the publication of that article we have added support for competence levels, both for the competence required and the competence gained. The levels are:

1. Decontamination
2. Setup
3. User
4. More advanced user
5. Trainer
6. Link trainer
7. Assessor

A 2nd change is that a person’s ability to train and/or assess other users is now model-specific. Previously it was simply a tick box on the personnel screen. On the TNA (Training Needs Assessment or Analysis) pge you can only select trainers or assessors from people correspondingly qualified.

Perhaps the biggest change from a usability perspective is that it is now possible to create and manage competence groups from both the equipment and personnel screens. Suppose you want to create a competence group for ITU. From the equipment screen you can search for all equipment located in ITU, then simply select it all and use the Add to Competence Group or Create Competence Group menus to associate each individual model with the competence group. Then, from the personnel screen you can select all staff who work in ITU and add them to the competence group, again using the Add to Competence Group or Create Competence Group menus. Competence groups can now be  created in seconds.

In order to support all of this new functionality we have also improved the personnel import. Previously, if the import encountered a personnel record which already existed it simply ignored it and skipped to the next record. Now, the information in the spreadsheet is used to update the personnel record. This means that you can now do a monthly update from ESR to keep your personnel records up-to-date.

The TNA page is now also displayed on the personnel screen so it is very easy to report on an individual’s competences. We have also added a new report, called a Training Passport, to the personnel screen. This produces a very handy document that staff can use during their annual appraisals.

We are currently in the process of adding another web micro-site which will allow staff to view and update their own training records.

Aggregate Invoices

The business module can now create a new type of invoice. Previously it created either base-charge or supplemental invoices. Base-charge invoices are for a fixed amount to perform some particular function. You might, for example, have a customer contract which pays you twice a year to carry out two PPM visits. Supplemental invoices are associated with a job and the amount of the invoice depends on the chargeable elements of that job.

An aggregate invoice is associated with multiple jobs. Each invoice line shows the applicable charges for each job. When aggregate invoices are auto-created the user is shown a list of all jobs completed under a chosen contract within the invoice period. You can either link all jobs to the invoice or select a number of jobs from the list.

Jobs

a. A new field, Vehicle, has been added to the financial tab of the job property page.

Audit Viewer

a. The ability to export to Microsoft Excel has been added to the audit viewer.

Equipment

a. A new tab, customer contracts, has been added to the equipment property page. This serves the same purpose as the normal contracts tab but is for customer contracts only. Note that once a customer contract has been associated with the asset the customer lookup (on the financial tab) cannot be changed.

Also note, it is not possible to associate a customer contract with an asset until the customer (on the financial tab) has been set.

System Options

a. It is now possible to associate a user-interface style with a database. This might be used to provide a markedly different user experience when using a training database, for example, in order to remind users that they are not connected to the usual database.

Job Parts Screen

a. The field Planned Date has been added to this screen and also to the Filter Wizard for this screen.

Linked Document Manager – New Behaviour

a. When displaying document links for equipment or jobs, the Linked Document Manager now display any documents linked to all medical device alerts associated with the device in question.

Quick Job

a. When the Quick Job screen opens the Job No field is no longer given focus. This prevents users from inadvertently changing or deleting the Job No.

Orders

a. On the order summary screen the Look For search has been extended to allow searching on the Requested By field.

Reference Data

a. A new data type, Vehicle has been added. This is used on the job job property page.

b. A new data type, Loan Delivery List Status has been added. This is used on the Loan Delivery List property page.

c. A new data type, Loan Collection List Status has been added. This is used on the Loan Collection List property page.

d. A new data type, Competence Type Class has been added. These are used to assign meaning to competence types. The following classes are available:

Decontamination: the ability to decontaminate the device
Setup: the ability to setup or configure, but not use, the device
User 1: the ability to use the device
User 2: the ability to use all features of the device, to interpret its output etc
Assessor: the ability to assess other peoples’ competence to use (or setup, decontaminate etc) the device
Trainer: the ability to train other people to use (or setup, decontaminate etc) the device
Link Trainer: the ability to train people who will in turn train others

e. The equipment library status value Not in Library has been renamed to Not a Library Item in order to reduce confusion as to its meaning

ByGraham

Coming Soon – Version 2.11.0

There are quite a few new features arriving with version 2.11.0. here is a summary, but if you download this PDF document you will see a full description of the new features under the first topic, “What’s New in Version 2.11.0“. The new Commissioning Request functionality is proving very popular and there have been quite a few changes made to it to respond to user requests.

1. Job Bulk Update – New Behaviour

a. Job bulk update now supports updating the following sub-lists:

•Test
•Tasks
•Spare Parts
•Checklists

This is the first time that sub-lists have been updateable using Bulk Update.  Note that sub-list bulk update is cumulative. This means that if you bulk update several jobs to add a number spare parts, for example, then the parts specified in the bulk update are added to the spare parts currently used by each job.

2. Orders

a. New Functionality – Order Merge

It is common that over a given period a number of orders or requisitions will be created for the same supplier. Before submission to the supplier it is often useful to be able to combine all of those orders into a single new order. This is the purpose of the order Merge utility.

It allows a number of orders to be selected for a specified supplier, and then creates a new order for that supplier comprising all of the line items from each individual order.

b. A warning is given if an order is raised for a supplier for which there is already an outstanding order.

c. A warning is given if a spare part is ordered which is already on order.

3. Asset Import – New Functionality

a. It is now possible to import equipment records from a spreadsheet using the Excel Import Wizard. The data that can be imported are:

•Equipment No
•Serial No
•Status
•Brand
•Model
•Category
•Site
•Location
•Healthcare Provider
•Branch
•Contract
•Customer
•Budget
•Risk Level
•Library Status
•Purchase Supplier
•Notes
•Last Repair Date
•Last PPM Date
•Purchase Date
•Warranty End Date
•Unit Price
•Unit Price VAT
•Installation Date
•Replacement Date
•Order No
•Order Date
•Invoice No
•Invoice Date

If any of the following do not exist in the database then they will be created:

•Brand
•Model
•Category
•Site
•Location
•Healthcare Provider
•Branch
•Contract
•Customer
•Budget
•Risk Level
•Library Status
•Purchase Supplier

Note that a model will only be created if model, brand and category are all specified.

4. Medical Device Alerts

a. A new field, Priority, has been added to the general tab of the medical device alert property page. There have been some minor cosmetic changes to accommodate the new field.

b. A new field, Completed By, has been added to the action tab of the medical device alert property page.

5. Spare Parts

a. A new field, Maximum Stock Level has been added to the general tab of the spare part property page.

b. The read-only field Quantity on Order shown on the ordering tab has been copied to the general tab of the spare part property page.

6. New Functions

a. The following new functions have been added:

Equipment

dbo.GetCurrentCustomerContractId( @EquipmentId, @DateVal ) has been added.

Personnel

EngineerTotalLabourHoursInPeriod( @PersonnelId, @StartDate, @EndDate )
EngineerTotalLabourHoursLastMonth( @PersonnelId, @Today )

Branch

dbo.BranchLabourHoursInPeriod( @BranchId, @StartDate, @EndDate )
dbo.BranchLabourHoursLastMonth( @BranchId, @Today)

dbo.RelativeBranchLabourHoursInPeriod( @BranchId, @StartDate, @EndDate )
dbo.RelativeBranchLabourHoursLastMonth( @BranchId, @Today )

General

dbo.TotalLabourHoursInPeriod( @StartDate, @EndDate )
dbo.TotalLabourHoursLastMonth( @Today )

7. Commissioning Requests

a. When a new equipment record is created from the Commission Request by clicking the Create Equipment Record button, then if a PPM Schedule and First PPM Date have been entered then the new equipment record is linked to that schedule and the first PPM job is created (if the PPM Schedule is configured to auto-schedule jobs).

b. A new field, Engineer, has been added to the general tab of the commissioning request property page.

c. On the general tab of the commissioning request property page, the check-box previously labelled This is a New Device, has been moved and re-labelled This is a New Device Type.

d. Two new fields, Purchase Date and Ownership Type, have been added to the financial tab of the commissioning request property page. Both of these values are copied to the new equipment record (if it is created directly from the commissioning request).

e. Two radio buttons, From Installation Date and From Purchase Date, have been added to the financial tab of the commissioning request property page. These specify how the warranty period for the device is top be calculated.

These values are used to calculate the equipment Warranty End Date (if an equipment record is created directly from the commissioning request). The warranty period (in months) from the commissioning request is added either to the installation or purchase date.

f. A new field, Installation Date, has been added to the technical tab of the commissioning request property page.

g. Three new fields, This is a Replacement for an Existing Device, Replacement For and Replacement Reason, have been added to the Requested For tab of the commissioning request property page.

8. Models

a. A new lookup, Training Risk, has been added to the general tab of the model property page. There have been some minor cosmetic changes to the property page to accommodate the new lookup.

9. PPQ’s

a. A new field, Date of Birth, has been added to the details tab of the PPQ property page. There have been some minor cosmetic changes to the property page to accommodate the new field. The purpose of this field is to indicate the date on which this model was first placed on the market.

10. Contracts

a. The following fields have been added to the financial tab of the contract property page:

•Accepted
•Year 1 Start Date Year 1 End Date Year 1 Cost Accepted
•Year 2 Start Date Year 2 End Date Year 2 Cost Accepted
•Year 3 Start Date Year 3 End Date Year 3 Cost Accepted
•Year 4 Start Date Year 4 End Date Year 4 Cost Accepted
•Year 5 Start Date Year 5 End Date Year 5 Cost Accepted

The purpose of the Accepted field is to record that the contract (either as a whole or for an individual year) has been receipted on the hospital financial system. With many financial systems, when goods which have been ordered are delivered a GRN (or Goods Received Notification) is created. In the case of maintenance contracts there is not a material object which is delivered. In these cases it is common to manually create a GRN on the finance system once the contract has been ordered.

11. Loans

a. The following fields have been added to the loan summary screen:

•Equipment Brand
•Equipment Model
•Equipment Category

b. The loan summary grid now supports grid formatting:

•High (Red) – Open loans more than 1 month old
•Medium (Amber) – Open loans where the equipment is due (or overdue) maintenance

12. Equipment

a. A new field, Owner Budget, has been added to the financial tab of the asset property page. This field is intended to be used in the unusual situation where a device is on long-term loan to a department which assumes financial responsibility for the device.

b. New fields have been added to the technical tab of the asset property page to indicate the nature of any clock built into a device.

c. The equipment property page header now displays the central section in blue if the device holds patient data. A tooltip will display the text “This device holds patient data” if the mouse is moved over this part of the screen.

d. If a device is currently covered by one or more contracts, then a check-box will appear on the contract tab.

e. A new option, On Contract, has been added to Look For on the equipment summary screen. This will show all devices which are currently covered by one or more contracts.

f. The field Asset No, on the general tab of the equipment property page has been renamed to Capital Asset No, in order to more clearly indicate its purpose

13. Jobs

a. A new warning has been added when a job is created for a device to indicate if the device has reached the end of its life.

The warning text will depend on the reason that the device is deemed to be at the end of its life. The reasons can be:

•The equipment planned replacement date has passed
•The equipment actual replacement date has passed
•The model retirement date has passed
•Based on the purchase date the equipment life has expired
•Based on the installation date the equipment life has expired
•Based on the purchase date the equipment has fully depreciated
•Based on the installation date the equipment life has fully depreciated
•Based on the purchase date the model life has expired
•Based on the installation date the model life has expired
•Based on the purchase date and the model depreciation period the equipment has fully depreciated
•Based on the installation date and the model depreciation period the equipment has fully depreciated

b. A new warning has been added when a job is created for a device to indicate if the device holds patient data.

c. On the spare parts tab of the job property page, a check-box has been added labelled By Model. Checking this box forces the Parts Enquiry button to perform a model-specific search.

14. Reference Data

a. A new Order Status Class, Merged, has been added. When orders are merged, the status of each merged order is changed to a status with a class of Merged.

b. A new Job Type Class, Call Log, has been added. When a job is created via the web call-logging utility, the job type will be set to the first job type (ordered by code) which has a class of Call Log.

c. A new Loan Request Status Class, Unfulfilled, has been added.

15. Role Manager

a. A new tab, Spare Part Options, has been added to the Role Manager. This tab allows the following fields to be flagged as mandatory:

•Part No
•Brand
•Team

b. A new role-level option has been added to the Job Options tab of the Role Manager. The purpose of this option is to prevent unauthorised users from changing the values in the following job checklist columns:

•Description
•Value From
•Value To

16. User Administration

a. The Group Manager has been enhanced to allow the permissions for users of the tablet application to be configured.

17. Documentation Update

The documentation has been updated to include the web applications, namely:

•The Ward User Web Application
•The Tablet Application for Engineers
•The Call Centre Job-Logging Micro-Site
•The Call Centre Job Summary Micro-Site
•The Dashboard Micro-Site
•The Job Details Micro-Site