QISS LAB Field Activities Overview:
The QISS LAB system is designed to streamline and integrate various processes within companies dealing with Chemical Inspection, Sampling, Analysis, and Sample Retention. Here is how it benefits the field staff:
- Key Role of Field Staff: Field staff are responsible for inspecting and gathering the necessary samples and information for the order process.
- Field Platform: This platform is a crucial component of the QISS LAB system, supporting field staff in their tasks from the start to the end of their duties.
QISS LAB Platform Overview for Field Processes:
- Field Order Management: This process streamlines the management of field orders, ensuring that tasks are organized and tracked from start to finish.
- Equipment and Maintenance: Manages the maintenance and calibration of field equipment, ensuring that all instruments are in optimal working condition.
- Process Automation: Reduces manual work by automating various field processes, speeding up the workflow.
- Smooth Operations: Ensures activities are conducted smoothly, minimizing delays and errors.
- Prompt Reporting: Facilitates the prompt reporting of results, which is crucial for supporting customer satisfaction and meeting expectations.
Benefits to the Field and Inspection Staff using QISS LAB:
- QISS LAB is designed to manage the entire order process for any customer comprehensively. QISS LAB is central to your workflow, starting right from when orders are received by the Dispatch & Scheduling Department. By entering orders into QISS LAB, you ensure that all subsequent steps—from testing requirements to final reporting—are seamlessly integrated and tracked.
- 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.
- Field staff play a crucial role in inspecting and collecting samples. By following the detailed, job-specific work instructions QISS LAB provides, they ensure that all necessary samples are gathered accurately and efficiently for each order.
- QISS LAB provides essential documents, including Work Orders, Standard Operating Procedures (SOPs), Safety Data Sheets, ISO standards, HR policies, forms, and Training Records controlled by QISS QMS. Only the current revision is provided for the task at hand.
- QISS LAB directs the Field Staff to collect product samples from customer sites, pack them in transportation containers, and securely deliver them to your laboratory. Field staff receives an order that indicates the following: Job-specific information includes customer, product, inspection requirements, sampling requirements, and urgency of testing each sample.
- QISS LAB prepares preprinted sample tags for each sample point, a cost-saving strategy ensuring clear labeling and collection tracking. This helps support organization and accuracy, reducing errors and improving workflow.
- QISS LAB meticulously logs all job-specific information, including customer details, inspection requirements, sampling needs, product specifications, and the urgency of testing for each sample. This comprehensive approach ensures that every aspect of the job is documented and managed, enhancing your operations' accuracy and efficiency.
- QISS LAB has various reports available to see what work is currently scheduled and pending.
- With QISS LAB Software, you can manage orders based on your needs. You can immediately release orders 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 daily workflow.
Customer Service Work Assignment Tasks for this order.
- Shipment Information Compilation and Documentation
- Gather Shipment Details: Collect all necessary shipment information from relevant departments.
- Verify Accuracy: Cross-check the details to ensure they meet customer requirements.
- Document Activities: Record all activities and results meticulously to maintain transparency and trust with clients.
- Update Records: Ensure all information is updated in QISS LAB for easy access and future reference.
- Reporting with QISS LAB
- Customize Reports: Use QISS LAB to tailor reports to customer specifications.
- Automate Reporting: Set up automated reporting processes to reduce manual work.
- Review Reports: Regularly review generated reports for accuracy and completeness.
- Client Communication: Share the customized reports with clients promptly.
- Billing Process
- Collect Billing Information: Gather all necessary billing details from the shipment and service records.
- Verify Details: Ensure all information is accurate and complete before forwarding to accounting.
- Forward to Accounting: Send the verified billing details to the accounting department for invoicing.
- Follow-up: Monitor the invoicing process to ensure timely and accurate billing.
By focusing on these tasks, your Customer Service team can help maintain efficiency, accuracy, and customer satisfaction throughout the order process.