DHC Systems Getting Started – electronic Quality Assurance (eQA)

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Service Level Agreement (SLA):

• High priority issues, such as scan failures, upload failures, and outages: 1 hour
• Medium priority requests and system troubleshooting: 4 hours
• Low priority, general questions, information requests, and other non-critical issues: 24 hours

eQA Specific Terminology

• QA: A "QA" is the barcode, or qr code, scan activity. Most of the time, this is an Employee, but it could be a piece of equipment, or other object, system or process that needs Quality Assurance. This is generally located on the employees badge, or on a Performance Review (QA) document. A "QA" will almost always have more than one "Check" assigned to it and can have up to 25.
• Check: A "Check" is what should be checked for the employee. Once a "QA" scan occurs the list of "Check(s)" is presented to the manager for evaluation.
• Fast QA's: When two, or more, different "QA"s are logged by the same individual within a very short period of time, they are flagged as a "Fast QA".
• Standard Title: The Standard Title, such as Housekeeping, will be used to identify the role and tasks that are assigned with it. When adding a new employee, or editing an employee, this Standard Title will be available.
• Standard Tasks: The Standard Tasks will be assigned to the Standard Title entered above. Each employee assigned to the Standard Title will have the Standard Tasks, below, assigned to them automatically.
• Organization: Reports based on "Organization" are specific to the QA's done for, or by, employees within the reporting structure of the user that is signed in. For example, a Manager reports on their organization, or a Director might report on the Managers in their organization.
• Facility: Reports based on "Facility" cover all QA's, whether the QA is done for, or by, an employee within the organization, or reporting structure, of the user that is signed in. For example, the facility would be everyone working within multiple organizations.

Any Dashboard, or page, can be printed using the "Print Page" button in the upper right corner of the page.

Power BI Dashboards

The first Dashboard that you are presented with after logging in to DHC Systems uses Power BI. This Dashboard gives you a top level view for the day, as well as Sat and UnSat Checks for the last 15 days. MRC appears on the page first, followed by eQA below that.

You can also access this initial Dashboard any time after logging in by clicking "Dashboard" in the navigation bar:

Next, we will go through each section of the Dashboard for eQA. We will start from the top left, work our way right, then down, to the right, and down to the larger chart.

The top left visual is the "QA's Today" chart. Here you should see an hour-by-hour count of the total QA's that were conducted.

You can hover over any datapoint to see the actual value.

You can also hover your mouse over the upper right corner to reveal "Focus mode". Clicking this will open the chart in a larger view.

The upper right consists of six cards. The first shows a count of "QA's Today" which displays the number of Quality Assurance records that were complete for the day.

Next to the QA's is "Checks Today" which provides the number of Checks completed for the day. Remember a QA can have up to 25 Checks associated with it.

The last tile of the row is the number of "Images" that have been uploaded for the day. Each QA that is submitted into the system has the opportunity to have an image attached.

Below the "QA's Today" tile you will see "Sat Today". This is a count of the "Sat", or Satisfactory, Checks that were completed for the day. Adding "Sat Today" and "UnSat Today" will equal the value in the "Checks Today" tile.

After the Sat Checks count you will find the "UnSat Today" count. This is the number of "UnSat" or Unsatisfactory Checks for the day.

The last tile in this section is the number of "Fast QA's" that were flagged for the day. Please refer to the "Terminology" article for any definitions that are unfamiliar.

The large chart in the second row is the "Checks Today". Here you will see the number of Checks conducted throughout the day. Green represents "Sat Checks" and Red represents "UnSat Checks".

Similar to others charts, you will also notice that hovering over a data point provides additional detail.

Moving to the right from the "Checks Today" chart you will see "Sat Ratio Today". This will provide the percentage of Checks that were marked as "Sat" vs those that were "UnSat". A rating of 100% would indicate all Checks conducted were Satisfactory, while a rating of 50% would indicate half were "Sat" and the other half were "UnSat".

The next tile is "Fast Scans by User". As indicated in the title of the chart, it is the "Fast Scans" that were flagged in the system for the day, by User.

Clicking the bar above the User to filter some of the other charts.

The final chart on the main Dashboard is the "Last 15 Days Checks Sat vs UnSat". As the title implies, it is the activity of Checks over the last 15 days. Hovering over any of the data points reveals the details of the Sat and UnSat, including the date.

• Standard Title: The Standard Title, such as Housekeeping, will be used to identify the role and tasks that are assigned with it. When adding a new employee, or editing an employee, this Standard Title will be available.
• Standard Tasks: The Standard Tasks will be assigned to the Standard Title entered above. Each employee assigned to the Standard Title will have the Standard Tasks, below, assigned to them automatically.
• Notes/Comments: Enter any notes, or comments, you would like to appear at the bottom of the form, below the task list, when an employee with this Standard Title is scanned. This is optional.

The fields available are:

• Standard Title - The title given to the set of Checks, or tasks.
• Tasks - This is a count of the Checks, or tasks, that are assigned to the Standard Title.
• Employees - The number of employees assigned to the Standard Title.
• Actions - Click 'Edit' to change the tasks, or checks, for an item, add notes or change the Standard Title.

eQA Standard Title List Tips and Tricks

• Clicking the arrows at the top of any column will sort the column:
• Hover your mouse over the question mark icon, , for tooltip pop-ups:
  • 
• Use the "Show ## entries" drop down menu to show more or less entries:
  • 
• Use "Search" to find records faster:
  • 

The fields available are:

• Employee - The name and ID of the employee that is being QA'd.
• Title - The Standard Title of the employee being QA'd.
• Tasks - This is a count of the Checks, or tasks, that are to be done for the QA'd employee.
• Manager - An Employee can be assigned to a specific Manager, or user, shown here. Click the name, or ID, in this column to see a report for that user.
• Director - This is the name and ID of the Director that the Employees Manager reports to. Click the nanme, or ID, in this column to see a report for that user.
• Timestamp - This is the last time this QA was completed. Click the date to see the activity on that day.
• Actions - Click 'Edit' to change the tasks, or checks, for an item, add notes or change the assignment. Click 'Delete' to remove the employee from the list.

eQA Employees List Tips and Tricks

• Clicking the arrows at the top of any column will sort the column:
• Hover your mouse over the question mark icon, , for tooltip pop-ups:
  • 
• Use the "Show ## entries" drop down menu to show more or less entries:
  • 
• Use "Search" to find records faster:
  • 

Add 1 New QA - Short Form

Note: The Short Form uses a "Standard Title". If you have not added any Standard Titles to the system, the drop-down list may be limited. For instructions for creating Standard Titles, see the article Adding Standard Titles and Tasks in eQA.

1. From the navigation bar, expand the "eQA - Admin" menu, then click "Add 1 Employee"
2. Enter the Employee Name
3. Enter the Employee ID
4. Select a "Standard Title"
5. Enter Optional Notes or Comments
6. Click the "Add Employee" button
7. Once the QA has been added, it is available to print through "Export Employees"

Add 1 New QA - Long Form

Note: The Long Form is mainly used with a "Standard Title" has not been added to the system, or it is unavailable.

1. From the navigation bar, expand the "eQA - Admin" menu, then click "Add 1 Employee"
2. Click the "Switch to Long Form" button at the top of the form
3. Enter the values for the Employee (QA) you would like to add
   • Employee Name = Enter the name of the Employee as you would like it to appear in reports and when QA's are conducted.
   • Employee ID = The ID of the Employee that will be QA'd.
   • Task 1 - Task 25 = The item, or task, that is to be checked for the Employee QA. Essentially, this is the checklist to be reviewed during the QA.
4. Click the "Add Employee" button
5. Once the QA has been added, it is available to print through "Export Employees"

Bulk Add Employees

1. From the navigation bar, expand the menu, then click "Bulk Add Employees"
2. Download a fresh template using the "Download" button, if you already have the template you can skip this step.
3. Fill in the template with as many new QA's as you would like. There are several columns in the template:
   • employee_name = The Name of the Employee that will be QA'd
   • employee_id = The ID of the Employee that will be QA'd
   • step_1_name - step_25_name = The Checks that should be conducted, up to 25 per QA, or row
   • company_abbr = This is the abbreviation for your company account
4. Save the completed template to your local system
5. Click the "Choose File" button and locate the template that you just saved
6. Click "Upload"
7. Once the Scans have been loaded, they are available to print through "Export Scans"

Troubleshooting Bulk Add Employees, or QA's

If you are unable to find the Employee that you added to the system please check the following. These are the most common reasons an Employee does not show:

• Refresh the page. Sometimes the page gets cached in the browser and may not display the most recent data.
• Incorrect value in the "company_abbr" field.
• Correct "company_abbr" value but it is in the wrong column. For example, if I put "dhcs" (my company_abbr) in the "step_25_name" column, it will not show in my account.
• If the file fails to upload, please make sure the file is saved as a .csv. It is always a good idea to download a fresh copy of the template as the fields may have changed.

There are number of ways to refresh the page:

• The simplest way to help is by clicking the "Reload Content" button that is available on each page, for exactly this purpose.
• The other option is to click the "Refresh" button in your browser.
• You can also press the "F5" key on your keyboard while on the page you would like to refresh.
• For really tough ones, you can hold the "ctrl", or control, key on your keyboard then press "F5".
• Then try logging out and back in.

To Edit an Employee in eQA, Short Form:

1. From the navigation bar, expand the "eQA - Admin" menu, then click "Employee List"
2. From the "eQA Employees List" locate the record you would like to edit.
   • Using "Search" in the upper right of the table will filter any field for the query
3. Once you have located the record you would like to edit, click "Edit" to open "Edit Employee (short form)"
   • Clicking "Delete" will remove the record
4. Select the applicable "Standard Title", if you would rather edit each Check individually, click the "Switch to Long Form" button
   • Employee Name is not editable
   • Employee ID is not editable
   • Current Title displays the Standard Title currently assigned to the employee. If the field is empty then no Standard Title is currently assigned.
5. Enter any options "Notes"
   • Notes will load into the QA and appear to the user that scans the Barcode/QR Code
6. Click "Update Employee" to save the changes

The next time a user scans the Barcode/QR Code for this Employee the changes that were made will load for them and attach to the completed QA

To Edit an Employee in eQA, Long Form:

1. From the navigation bar, expand the "eQA - Admin" menu, then click "Employee List"
2. From the "eQA Employees List" locate the record you would like to edit.
   • Using "Search" in the upper right of the table will filter any field for the query
3. Once you have located the record you would like to edit, click "Edit" to open "Edit Employee (short form)"
   • Clicking "Delete" will remove the record
4. Click the button titled "Switch to Long Form"
5. Make changes to the following:
   • Employee Name = The Name of the Employee that will be QA'd
   • Employee ID = The ID of the Employee that will be QA'd
   • Task 1 - Task 25 = The checks, or tasks, that should be reviewed by the manager, up to 25 per Employee
   • Notes = These notes will load into the Scan and appear to the user that scans the Barcode/QR Code
6. Click "Update Employee" to save the changes

The next time a user scans the Barcode/QR Code for this Employee the changes that were made will load for them and attach to the completed QA

The fields available are:

• Manager Name - The name of the manager that will be conducting QA's.
• Manager ID - The ID of the manager that will be conducting QA's
• Director Name - The name of the managers Director
• Director ID - The ID of the managers Director
• Regional Name - The name of the managers Regional Director
• Regional ID - The ID of the managers Regional Director
• Employees - This is a count of the employees assigned to the manager.
• Assign - Here you can immediately assign a Manager to yourself by clicking 'Me' or open the form to assign to 'Someone Else'.

This is how these fields are used in the system:

• Manager Name and Manager ID - Having an Employee assigned to a Manager has several benefits:
  • Auto-populates the name, ID, Director, and other fields when the Employee code is scanned
  • Streamlines reporting connections, improves reporting consistency, and helps to make connections across reports.
  • Populates the "Employee Reports" by showing the Employees that are assigned to the signed in Manager.
• Director Name and Director ID - Assigning the Manager to a Director has the following benefits:
  • Streamlines reporting connections, improves reporting consistency, and helps to make connections across reports.
  • Populates the "Manager Reports" by showing the Managers that are assigned to the signed in Director.
  • Populates the "Employee Reports" by showing the Employees that are assigned to the signed in Manager.
  • Enables the connections between the Manager, Director and Organization reporting.
• Regional Name and Regional ID - Assigning the Regional Director has the following benefits:
  • Enables the connections across all levels of Management to the Organization reporting.
• Employees - You can use this value for the following:
  • Quickly see if a Manager has the correct number of people reporting to them.
  • Verify the Manager has the correct Director and Regional Director assigned.
  • Quickly get to a list of Employees that need to be assigned, or reassigned.
• Assign - This quick action column allows the following:
  • One-click to assign a Manager to yourself by clicking "Me"
  • Enter the process to assign a Manager to someone else by clicking "Someone Else"

eQA Managers List Tips and Tricks

• Clicking the arrows at the top of any column will sort the column:
• Hover your mouse over the question mark icon, , for tooltip pop-ups:
  • 
• Use the "Show ## entries" drop down menu to show more or less entries:
  • 
• Use "Search" to find records faster:
  • 

How to Export QA's - Print Full Page

1. From the navigation bar, expand the menu and click "Export Employees"
   • There is also a shortcut from the "Bulk Add Employees" page, just click the "Bulk Export" button there
2. Click the "Browser Print" option next to "Print Options"
   • When printing from Chrome it may be necessary to expand 'More Settings' then check the box under Options for "Background Graphics"
3. A full page of the QA's to print will open, click the button
4. Select your printer and click "Print"
5. Once printed, cut each code out and place them in the applicable location
6. Note: By default, the most recent 20 QA's loaded into the system will display
   • You can show more by clicking the "Show 100..." to show the most recent 100 Scans, 200 for the most recent 200, and so on. The follow the steps above to print.
   • 

How to Export QA's - Download, and/or Print, a PDF File

1. From the navigation bar, expand the menu and click "Export Employees"
   • There is also a shortcut from the "Bulk Add Employees" page, just click the "Bulk Export" button there
2. Click the "PDF Print or Download" option next to "Print Options"
   • Please note that the PDF option is available for 50, or less, QA's due to the time it takes for the file to be created
3. A new page that contains the PDF will open
4. Print is available from the icon
   • If "Print" is selected, you will want to select your printer then click "Print"
5. Download is available from the icon
   • If "Download" is selected, you will want to name your file and choose the applicable location on your computer to save it for printing later
6. Once printed, cut each code out and place them in the applicable location
7. Note: By default, the most recent 20 QA's loaded into the system will display
   • You can show more by clicking the "Show 100..." to show the most recent 100 Scans, 200 for the most recent 200, and so on. The follow the steps above to print.
   • 

How to Export QA's - Using a Word Processor (such as Word)

1. From the navigation bar, expand the menu and click "Export Employees"
   • There is also a shortcut from the "Bulk Add Employees" page, just click the "Bulk Export" button there
2. Highlight the codes on the page by clicking your mouse above the first one that you want to print. Then drag, while holding down your mouse button, down to the last code that you want to print.
   • In this example, I would be selecting the first three QA's only, but this can work for any number of QA's.
   • 
3. Copy the codes to your clipboard
   • Press the keys "ctrl" and "c" on your keyboard to copy
   • Press the keys "control" and "c" on your keyboard to copy
   • Right-click your mouse in the highlighted area and choose "Copy"
4. Open a blank Word, or other Word Processing program, and paste in the contents from your clipboard
   • Press the keys "ctrl" and "v" on your keyboard to copy
   • Press the keys "control" and "v" on your keyboard to copy
   • Right-click your mouse in the highlighted area and choose "Paste"
   • HINT: Depending on the number of Scans you are trying to print, it may be necessary to change the layout of the page to horizontal
     • 
5. Print from the word processor page
6. Once printed, cut each code out and place them in the applicable location, or area
7. Note: By default, the most recent 20 Scans loaded into the system will display
   • You can show more by clicking the "Show 100..." to show the most recent 100 Scans, 200 for the most recent 200, and so on. The follow the steps above to print.
   • 

How to Export QA's - Attach to Employee Assessment Document

1. From the navigation bar, expand the menu and click "Export Employees"
   • There is also a shortcut from the "Bulk Add Employees" page, just click the "Bulk Export" button there
2. There are two ways to accomplish this
   1. Right-click on the code, then select "Copy", or "Copy Image"
      • 
   2. Similar to the "Using Word Processor" section, however, highlight only one code and name
3. Open the Employee Assessment document, and paste in the code that you copied to your clipboard
   • Press the keys "ctrl" and "v" on your keyboard to copy
   • Press the keys "control" and "v" on your keyboard to copy
   • Right-click your mouse in the highlighted area and choose "Paste"
4. Print from the Employee Assessment
5. Once printed, you can scan the code to conduct the assessment
6. Note: By default, the most recent 20 Scans loaded into the system will display
   • You can show more by clicking the "Show 100..." to show the most recent 100 Scans, 200 for the most recent 200, and so on. The follow the steps above to print.
   • 

Scanning the Barcode or QR Code:

1. Open the reader app on your device
   • This can be the camera with QR code reader built-in or any standalone, free, Barcode/QR Code reader app
2. Allow the app to scan the code which will open the default browser on your device
3. Complete the Checks listed, marking them as "SAT", "UNSAT", or "NA" if it is not applicable
4. Add "Notes" if needed
5. Enter your "Employee ID Number"
   • If the Employee is assigned to you, this will be automatically filled
6. Enter "Your Name"
   • If the Employee is assigned to you, this will be automatically filled
7. Enter your "Director Name"
   • If the Employee is assigned to you, this will be automatically filled
8. Click "Submit"
9. You can be done here, or proceed to upload an image
10. Top upload, click the "Upload Image" button
11. Click "Choose File", this will open a dialog on your device
    • Take a new photo (this is the most common)
    • Select an image from your device
12. Click "Upload Image" to send the image to the system and attach it to the scan
    • Alternatively, you can "Email Image" to open your default email application. This will automatically add the Scan ID, record and image to an email with the correct destination email address.
13. Once you receive the "Upload Complete" message, you are finished uploading and attaching the image to the scan

Below are some screen shots of example screens from the mobile scan.

1. The Checks List
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2. Checks Completed
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3. Upload Option
   • 
4. Upload Complete
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