ORDER PROCESSING: Requirements of a LAB Software

LAB softwares help companies improve productivity of their operations, and quality of their deliverables. A LAB Software focuses on companies that deal with Chemical Inspection, Sampling, Analysis and Sample Retention which the customers find incredibly valuable for ensuring accuracy and compliance in such critical areas.

A LAB software is a comprehensive solution for managing the entire lifecycle of samples, from initial inspection to final retention. Some refer to this cycle as a Cradle to Grave control of all samples. A LAB software takes your customer orders for performing inspection at source, taking samples, securely transporting to your lab, perform lab analysis, and comprehensive management of retains. Together with our QISS QMS software, you will have your operations under an Iron Dome. The integration of QMS software with a LAB software, provides a robust framework for quality management, ensuring that every step of the process is meticulously controlled and documented. This “Iron Dome” approach offers significant peace of mind to our clients, knowing their operations are both efficient and compliant.

A LAB software offers a seamless and integrated approach to managing the entire workflow of chemical inspection, sampling, and analysis. By combining these three distinct platforms, you ensure that every stage—from order initiation to final reporting—is efficiently managed and interconnected. A LAB software controls the steps from the initiation of the order, while performing the required work, while performing laboratory analysis, and reporting to customer the in process and end results. This integration enhances accuracy, traceability, and overall productivity.

The first platform is the one for Order Processing.

Briefly a LAB software controls all the steps of an order process for any customer as indicated below:

1. A LAB software is designed to comprehensively manage the entire order process for any customer.

2. Order Entry

   1. A LAB software is central to your entire workflow, starting right from the moment orders are received by the Dispatch & Scheduling Department. By entering orders into the LAB software, you ensure that all subsequent steps—from testing requirements to final reporting—are seamlessly integrated and tracked.

   2. Using saved templates for order entry is a smart strategy! By prepopulating much of the information, you can significantly speed up the process and reduce the chance of errors. It is also efficient to automatically exclude work groups not involved with a specific order, ensuring that only the relevant teams are tasked.

   3. With a LAB Software, you have the flexibility to manage orders based on your specific needs. You can choose to release orders immediately for processing or mark them as pending if you need to gather more information or wait for certain conditions to be met. This feature helps streamline the workflow and ensures that you can make timely decisions to meet customer expectations.

   4. A LAB software has various reports available to see what work is scheduled and what is pending.

3. Field Staff Work Assignment Tasks for this order

   1. Field staff receives an order that indicates the following:

      1. Job Specific information including customer, product, inspection requirements, sampling requirements, and urgency of the testing of each sample.

      2. A LAB software meticulously logs all job-specific information, including customer details, product specifications, inspection requirements, sampling needs, and the urgency of testing for each sample. This comprehensive approach ensures that every aspect of the job is clearly documented and managed, which enhances the accuracy and efficiency of your operations.

      3. By capturing all this detailed information, the LAB software helps ensure that each sample is handled according to its specific requirements, leading to more reliable results and higher customer satisfaction.

      4. HAZMAT information

      5. A LAB software provides field staff with detailed, job-specific work instructions. This ensures that each task is carried out with precision and clarity, tailored to the unique requirements of each job.

      6. Field staff play a crucial role in the inspection and sample collection process. By following the detailed, job-specific work instructions provided by the LAB software, they ensure that all necessary samples are gathered accurately and efficiently for each order.

      7. The LAB software should prepare preprinting sample tags for each sample point which is a cost saving strategy! This ensures that each sample is clearly labeled and tracked from the moment it is collected. It helps in maintaining organization and accuracy throughout the entire sample management process. By having these tags ready in advance, your field staff can efficiently gather and label samples, reducing the risk of errors and improving overall workflow.

      8. At some sampling stages, the ship's loading is on hold until test results are received from the lab. This is a critical part of the process! Ensuring that the ship’s loading is on hold until test results are received underscores the importance of accurate and timely analysis. By rushing samples to the lab for expedited testing, your field staff play a vital role in maintaining the integrity and safety of the shipment. This approach helps with any potential issues before they arise, ensuring that only compliant and safe products are loaded.

      9. A LAB software is crucial for managing the complexities of resampling and retesting when suspect lab results arise. By handling the additional scheduling, sampling, and reporting, the LAB software ensures that these processes are efficiently managed and documented. This capability helps in maintaining the accuracy and reliability of your results, even when unexpected issues occur.

4. Samples collected for this order.

   1. Logging All tagged samples are logged into the LAB software upon arrival ensuring that every sample is accurately tracked from the moment it enters your facility. This step is crucial for maintaining a clear chain of custody and ensuring that all subsequent analyses and processes are based on reliable data.

   2. The LAB software typically transfers samples to the lab for testing. This is a crucial step in ensuring that all necessary analyses are performed accurately and efficiently. This step is integral to maintaining the quality and reliability of your results.

   3. The LAB software should add another layer of flexibility to your operations! By shipping samples to customer locations as required, this ensures that your clients have access to the necessary materials for their own analyses or records. This capability enhances customer satisfaction by providing them with timely and convenient access to their samples.

   4. The remainder of samples are placed into retained storage or “Retain.” That makes sense! The remainder of samples into retained storage, or “Retain,” to ensure that they are securely stored until they are needed or until their disposal date. This organized approach helps in maintaining a clear and efficient sample management system.

   5. Sample Handling is an extremely useful feature of the LAB software! By reminding you of sample location and which samples are scheduled for disposal, the LAB software helps ensure that your sample retention process is both efficient and compliant with regulations. This automated reminder system reduces the risk of keeping samples longer than necessary and helps maintain an organized lab environment.

   6. Overall, the LAB software is a comprehensive and efficient system that manages every aspect of the sample lifecycle, from order initiation to final disposal or shipment.

5. Lab Staff Work Assignment Tasks for this order.

   1. Using pre-prepared templates to generate testing requirements and data specifications ensures consistency and accuracy in your lab operations. This helps your lab staff to efficiently perform their analyses and report data into the LAB software.

   2. The LAB software is integral to your lab operations, ensuring that all analysis data is accurately reported and managed. This centralized system helps in maintaining consistency and traceability throughout the entire process.

   3. Upon completion of all tests, the software sends data to management for approval even after normal business hours, the LAB software ensures that the workflow continues smoothly without unnecessary delays. This capability enhances overall efficiency and helps in meeting tight deadlines.

   4. Allowing management to approve test data or request additional work directly through the LAB software should ensure that any necessary follow-up actions are clearly communicated and efficiently managed. This capability helps in maintaining exact standards of quality and responsiveness.

   5. The LAB software should provide the flexibility for the Lab Manager to send approved analysis data from anywhere—whether in the office or at home—truly enhancing the efficiency and responsiveness of your operations. This capability ensures that communication is always timely, which is crucial for maintaining smooth workflows and meeting customer expectations.

6. Customer Service Work Assignment Tasks for this order.

   1. The Customer Service team plays a crucial role in ensuring that all shipment information is accurately compiled and documented according to customer requirements. This detailed documentation of activities and results must be invaluable for maintaining transparency and trust with your clients.

   2. Guess what? Would it not be wonderful if there was a LAB software that handled all the above requirements in a seamless fashion.

QIA, the provider of software solutions to Quality Management Systems since 1994, has come up with their latest product in the market by the name of QISS LAB which does all that has just been described.

1. 3. QISS LAB is flexible enough to be programmed to meet most of your customers’ reporting needs. The ability to automate and customize reporting can significantly reduce manual work and improve efficiency.

   4. The Customer Service team at QISS LAB is integral to the billing process, ensuring that all necessary details are accurately forwarded to accounting for invoicing. This streamlined approach helps in maintaining efficiency and accuracy in your financial operations.