Manage Lab



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4. Manage Lab

[accordion title=”4.1 Start Building Your Inventory”]


[/accordion] [accordion title=”4.2 Manage Lab Categories”]


[/accordion] [accordion title=”4.3 Performing Cal/Check/Standard or Maintenance Procedures”]




4.1 Start Building Your Inventory


4.1.1 How to Create a Piece of Equipment

The Equipment category is a general listing of equipment used in labs that may or may not be specific to your lab. Though you may have multiple pieces of equipment with the same model, items in this list is a catalog of individual equipment models. Your Lab Equipment Inventory will be where you have multiple pieces of equipment with the same model.

Once items have been added to this section you will then be able to build your lab inventory from the items you have created, as well as those currently in the system. When creating a new equipment item you will enter in the manufacturer, model number, equipment image, life expectancy, and equipment category for that piece of equipment. This is also where you will choose the equipment’s maintenance and calibration procedures that will be routinely performed on that item.

Creating a New Piece of Equipment
  1. In the Equipment category, click + New Equipment to create a new piece of equipment
  2. Enter in the following information for that item:
    1. Equipment Name
    2. Equipment Mfg (from list of equipment manufacturers or add new manufacturer)
    3. Equipment Category (from list of equipment categories or add new category)
    4. Model Number
    5. Life Expectancy
    6. Maintenance Procedure
    7. Cal/Check/Standard Procedure
    8. Equipment Image (from file)

If a piece of equipment exists in the Equipment category that is in your lab and no changes are required, it can be immediately added to your inventory. If there is existing piece of equipment that you have in your but wish to make changes to the item or use different maintenance and calibration procedures, click “Make Editable Copy” and an internal copy of the equipment will appear in your equipment list editable for changes.

4.1.2 How to Create Equipment Cal/Check/Standard & Maintenance Procedures

These equipment procedures are used to perform routine maintenance and calibrations on pieces of equipment in your laboratory. The procedures created maintain the frequency to which the piece of equipment requires maintenance or a calibration, along with a description of the procedure, any AASHTO or ASTM standards associated with the equipment, and the ability to create a procedure form or attach a template file with the requirements to complete the procedure.

There are already default procedures on some equipment that have been created on the Administration level that are available for all labs to use. These default procedures can be made editable for your own lab in Cal/Check/Standard Procedures or Maintenance Procedures under the Manage Lab tab. A copy of the procedure labeled ‘internal’ will appear and can be edited specifically for your equipment.

For each procedure, a Template File and Procedure Form may be used for calibration and maintenance procedures. After uploading a template file when creating a new procedure, you will have the ability to create and edit a Procedure Form to contain any information required for the equipment procedure.

  1. Procedure Form – created by the user on the R18LabQMS software, that is used to complete the calibration or maintenance procedure. The form may provide information on how to perform the calibration, a checklist to follow to complete equipment maintenance, and a place to enter in equipment verification data.
  2. Template File – a file that is currently being used in your lab to perform maintenance or calibration procedures, or both. This can replace the Procedure Form, or be used in addition to the Procedure Form.
Creating a Cal/Check/Standard or Maintenance Procedure
  1. In the Cal/Check/Standard Procedures list, click + New Procedure to create a new procedure
  2. Enter information for the following:
    1. Procedure Name
    2. Internal Number (designated in-house procedure number)
    3. Procedure Type (Cal/Check/Standard only)
    4. Description
    5. Frequency (AASHTO R18 Annex A1 contains a list for maximum intervals on equipment calibration)
    6. Related AASHTO and/or ASTM Standards (Cal/Check/Standard only)
    7. Template File (Optional)
    8. Click Save to confirm the information entered
      1. If no Template File was added after clicking Save, you will be taken to the form creator/editor screen to create a Procedure Form
      2. If a Template File was added, then you will be taken to the Equipment Procedure page.

4.1.3 How to Add Equipment to Lab Equipment Inventory

The Lab Equipment Inventory category is the inventory of equipment currently in your lab. If you have multiple pieces of equipment with the same manufacturer and model number, you will add these to the inventory separately. Each piece of equipment listed is added from the equipment created in the Equipment category. When adding the equipment, you will select Cal/Check/Standard and Maintenance dates for completing the appropriate procedures which reoccur to the frequency set when creating each Cal/Check/Standard and Maintenance Procedure. Purchase information about the equipment will also need to be entered such as the cost, purchase and in-service dates, and serial number.

Add Equipment to Lab Equipment Inventory
  1. 1) In the Lab Equipment Inventory category, click + Lab Equipment to add a piece of equipment to the inventory
  2. 2) Enter the follow information required for the item:
    1. Select Equipment Name from dropdown menu
    2. Select Equipment Condition Received from dropdown menu
    3. Serial Number
    4. Cost (if applicable)
    5. Purchase Date
    6. In-Service Date
    7. Age (at time of purchase or in-service date)
    8. Next Cal/Check/Standard Date
    9. Next Maintenance Date

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4.2 Manage Lab Categories


4.2.1 Edit Lab Information

Review or edit your lab’s physical address.

4.2.2 Lab Equipment Inventory

This is where you can view the items in your inventory in a detailed list, add new equipment to your inventory, as well as take equipment out of service. Equipment taken out of service will remain in the list for 5 years. Equipment information may also be changed, including the dates for the next Maintenance or Cal/Check/Standard Procedures. Maintenance and Cal/Check/Standard procedures created for each piece of equipment can also be viewed and completed from this category.
See How to Add Equipment to Lab Equipment Inventory for more information.

4.2.3 View AMRL Requests

View any pending lab access AMRL requests, as well as view and edit any auditors with access to your lab.

4.2.4 Maintenance Procedures

See How to Create Equipment Cal/Check/Standard & Maintenance Procedures for more information.

4.2.5 Cal/Check/Standard Procedures

See How to Create Equipment Cal/Check/Standard & Maintenance Procedures for more information.

4.2.6 Equipment

This is a global list of equipment and is the first step to building your Lab Equipment Inventory. The list of equipment can be items that are currently in your lab, as well as items that will never be used in your lab. Add new items to this list if one does not exist for your piece of equipment. When adding new items, this is where maintenance and calibration procedures to be performed on the equipment are added, along with its manufacturer, equipment category, model number, life expectancy, and an image of the equipment.
See How to Create a Piece of Equipment for more information.

4.2.7 Equipment Manufacturers

The section provides a generic list of equipment manufacturers. Manufacturers can be added to this list if the manufacturer of the piece of equipment you are trying to add is not listed. Add a new manufacturer by clicking + Equipment Manufacturer and enter the name of the manufacturer.

4.2.8 Equipment Categories

This section is a list of categories related to the type of equipment being used or its purpose. A generic list of categories has been provided, add new equipment categories by clicking + Equipment Categories and enter in the name of the equipment category. These categories can also be edited and removed.

4.2.9 Test Methods

Test Methods, Test Method Categories, ASTM Standards, and AASHTO Standards, are all interconnected for the Technician Training and Evaluation. Test Methods contains the titles for a generic list of standards that are performed in the laboratory. This listing will be used when performing Technician Training and Evaluations as a title of the test method will need to be selected. Create a new test method by clicking on + New Test Method; select a category for the new test method and enter in the name of the test method.

4.2.10 Test Method Categories

For each Test Method a Test Method Category is selected. This is important when performing the Technician Training and Evaluation, as each test method for which a technician is proficient in, the test method will be categorized by its Test Method Category. Add a new category by clicking + New Test Method Category and enter in the name of the category.

4.2.11 ASTM Standards

This is a list of ASTM designations for each Test Method. For each Test Method selected for the Technician Training and Evaluation, its corresponding ASTM designation will need to be chosen, if one exists for that test. Add a new standard designation by clicking + New ASTM Standard and enter in the standard designation.

4.2.12 AASHTO Standards

This is a list of AASHTO designations for each Test Method. For each Test Method selected for the Technician Training and Evaluation, its corresponding AASHTO designation will need to be chosen, if one exists for that test. Add a new standard designation by clicking + New AASHTO Standard and enter in the standard designation.

4.2.13 Organizational Chart

View, create, or edit the employee structure of your laboratory. Users added in the in the Users tab can be organized in the chart by clicking Edit Organizational Chart. From here click, drag, and drop users in the structure of your laboratory. If you want to add a user, click Add New User and enter the name, email, position, role, and a résumé for the new user, then place them into the correct branch of your organizational chart. Once organizational chart is completed, save changes and preview chart.

4.2.14 Positions

This section contains the list of positions and titles for the users in your laboratory. Create a position by clicking + Lab Position, type in the name, upload or type in a job description, and click the check-box if this position is part of the ownership/managerial structure.
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4.3 Performing Cal/Check/Standard or Maintenance Procedures


4.3.1 Completing a Cal/Check/Standard Procedure

Open the software to the Dashboard and select a Cal/Check/Standard procedure required for a piece of equipment under the Approaching Deadline or Needs Attention sections. This will open the R18LabQMS&174; Procedure Form required to be filled out to complete the procedure. On the right of the form contains information on the equipment being calibrated, this includes the manufacturer, model, serial number, last calibration date, next calibration date, and more. The equipment information is important to note when performing the calibration to calibrate the correct equipment. On the main layout of the form contains the information required and information needed to perform the calibration. This includes, but not limited to date of calibration, procedure instructions, verification equipment, calibration data, and comments and recommended action sections. Begin by reading through the Procedure for the calibration and before proceeding prepare all equipment and verification equipment for the procedure. Take the appropriate measurements and record all data into the Procedure Form. Make note of any adjustments or changes to the equipment and enter those notes into the sections provided at the bottom of the form. Review the data, fill out “Procedure Performed By” section, and submit the form. Certain procedures may have a Template File to complete and this may be in-place of a Procedure Form. In this case, download the Template File and perform the procedure as instructed, completing the procedure by attaching the Template File to the form and submitting the calibration procedure.

4.3.2 Completing a Maintenance Procedure

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