section: purchasing and inventory subject title: inventory ... · management system\uhn_mount sinai...

$: Section: Purchasing and Inventory Subject Title: Inventory ... · Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\$
Department of Microbiology

Quality Manual

Policy # QPUMI03001

Page 1 of 67

Version: 1.1 CURRENT

Section: Purchasing and Inventory Subject Title: Inventory Management System User

Manual Prepared by QA Committee

Issued by: Laboratory Manager Revision Date: 9/13/2018

Approved by Laboratory Director:

Microbiologist-in-Chief

Next Review Date: 11/1/2019

Uncontrolled When Printed

UNIVERSITY HEALTH NETWORK/MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY

NOTE: This document is Uncontrolled When Printed. Any documents appearing in paper form that do not state "CONTROLLED COPY "in are not controlled and should be checked against the

document (titled as above) on the server prior to use.

Management System\UHN_Mount Sinai Hospital Microbiology\Quality Manual Policies and Procedures\Purchasing and Inventory\

Inventory Management System User Manual

Receiving Process .......................................................................................................................................................... 2 Receiving Inventory ...................................................................................................................................................... 3

Receiving inventory pre-labelled with an RFID barcode .......................................................................................... 3 Receiving Non-Abbott Inventory labelled with a 1D/2D Barcode (NOT pre-tagged with RFID) ............................ 7 Receiving Non-Abbott Inventory WITHOUT any Barcodes (pre-tagged with RFID) ............................................ 11

Releasing Quarantined Inventory ................................................................................................................................ 16 Shipment(s) that Failed QC .................................................................................................................................. 18

Consuming Products .................................................................................................................................................... 19 When to Consume ................................................................................................................................................... 19 How to Consume .................................................................................................................................................... 21

A. Consumption by Handheld Device ............................................................................................................ 21 B. Consumption through AlinIQ Software ..................................................................................................... 24

How to “Undo” Consume ...................................................................................................................................... 26 Other Purposes for Consuming ............................................................................................................................ 27 Best Pick Options ................................................................................................................................................ 28

Physical Inventory ....................................................................................................................................................... 29 Unexpected Items ................................................................................................................................................... 31 Items Requiring Manual Scanning ...................................................................................................................... 33 Manual Reconciliation / Commit in AlinIQ ........................................................................................................ 34

Reviewing and Montoring Inventory Data .................................................................................................................. 41 Monitoring Inventory Expiration Dates ................................................................................................................... 41 Monitoring low stock items ..................................................................................................................................... 43 Monitoring Inventory Expiration Dates ................................................................................................................... 50

Printing an Inventory Report ........................................................................................................................... 52 RFID Printer ............................................................................................................................................................ 56

A. Installing a New RFID Label Roll followed by Printer Calibration ........................................................... 56 B. Calibrating RFID Printer due to Issues ...................................................................................................... 60 C. Calibrating RFID Printer Manually due to Error ....................................................................................... 61 D. Calibration Proof Test ................................................................................................................................ 63


Quality Manual

Policy # QPUMI03001

Page 2 of 67



Manual





Receiving Process


Quality Manual

Policy # QPUMI03001

Page 3 of 67



Manual





Receiving Inventory

All inventory received in the laboratory must be entered into the Inventory Management System

(IMS) and be labelled with RFID barcodes.

Inventory received will be labelled with one of the following barcodes. Follow the procedure

matching the type of barcode on your inventory.

A. Abbott products that come Pre-tagged with an RFID barcode

B. Non-Abbott products that come with a 1D/2D barcode (NOT pre-tagged with RFID)

C. Non-Abbott products that come WITHOUT a barcode (NOT pre-tagged with RFID)

Receiving inventory pre-labelled with an RFID barcode

All inventory with RFID labels must be received within the IMS system.

Technician duty

Use a handheld IMS device to receive pre-labelled RFID inventory.

1. Log In to the handhand IMS device

Scan your USER ID BARCODE

Touch so that cursor appears in box.

Enter as the pin

2. Touch “Receive” on the Main Menu

3. Touch Receive ASN so it is highlighted; Select “Open”.

4. Select Location of inventory using drop down arrow.

Ensure mode is on “RFID” to received inventory.

Select to change mode

Active Mode

1


Quality Manual

Policy # QPUMI03001

Page 4 of 67



Manual





To change mode between “RFID” and “Barcode”:

Select Mode button

Toggle between RFID and Barcode until RFID is selected

(Barcode refers 2D or 1D barcodes)

5. Beside the inventory to received, press and hold the handheld trigger slowly moving the

handheld reader over products to read RFID tags.

As items are detected, the handheld reader beeps.

Continue moving the handheld reader around/over the product until beeping stops–

indicating all tags are read.

A message will appear indicating the reconciliation process is complete. When beeps

stop, release the trigger.

6. Once all items on an ASN have been completely received, it will display 100%. Any

incomplete ASNs will still be under the “Incomplete” tab on that screen.

DO NOT press “Complete” until you have reviewed the Unexpected Item(s), if any.

Unexpected Item counts are items found during the handheld scanning that are not

associated to any ASN.

7. To view the unexpected items, select view.

REMOVE ALL ITEMS on this “Unexpected Item(s) list” by checking all items on

the left box and tap “Remove” at the bottom.

Press “Yes” when it asks if you’re sure you want to remove the items.


Quality Manual

Policy # QPUMI03001

Page 5 of 67



Manual





8. Press “Close” to return to previous screen with the list of ASNs.

9. To view more information about any particular ASN order(s), hold the cursor over a

highlighted ASN. A “Details” button will pop up where you can click to see more

information.

10. If for whatever reason the RFID mode does not pick up the pre-tagged items (i.e.

defective RFID tags), you can also scan each item by barcode to receive. However,

you will need to reprint ASN RFID tags from the in-house RFID printer (See Step#15

for instructions). Abbott should be notified by IMS Super Users in this case.

11. If all ASNs reach 100%, press “Complete” on bottom left, then press “Yes” to send the

data to the server. The completed ASNs will now be listed under the “Processed” or

“Complete” tab.

12. Check for remaining Incomplete ASNs. Completed (100%) ASN(s) will be removed

from the “Incomplete” tab. Incomplete ASNs will stay in the “Incomplete” tab until it

reaches 100%.


Quality Manual

Policy # QPUMI03001

Page 6 of 67



Manual





13. Notify an IMS Super User or Senior Technologist that one or more ASN shipment(s)

have been received.

IMS Super User or Senior duty

Each ASN shipments must be reviewed after they have been received.

14. Log into the IMS software on a desktop computer

15. Under “Ordering” click on “Shipments”.

There will be a number in brackets beside the “Shipment”, indicating the number of

ASN RFID shipments received and not yet viewed.

The details of each ASN order, whether if Expected/Incomplete or Completed can be

reviewed here. Once you highlight a particular ASN number, you can view by

Overview, Items, Line Items or History.

If an RFID label needs to be reprinted on any of the items on an ASN order, it can be

printed from “Items” tab.


Quality Manual

Policy # QPUMI03001

Page 7 of 67



Manual





Receiving Non-Abbott Inventory labelled with a 1D/2D Barcode (NOT pre-tagged with RFID)

Inventory with 1D (Long)/2D (Square) barcodes shall have templates configured into the IMS

program for ease of receiving the product. RFID labels will be generated for all inventory for

further use with the system.

***Only products from the following 5 Suppliers can be received using this method:

Abbott Diagnostics BioMerieux

BIO-RAD Roche

Somagen (Monospot)

Use a handheld IMS device to receive 2-D barcode inventory.

1. Log In to the handhand IMS device

Scan your USER ID BARCODE

Touch so that cursor appears in box.

Enter as the pin

2. Select “Print Tags” on the main menu. The “Select Supplier and Template” screen will

display.

1


Quality Manual

Policy # QPUMI03001

Page 8 of 67



Manual





3. Select the “Supplier Name” dropdown to select the applicable supplier.

4. Touch the “Template” dropdown to select the applicable pre-defined supplier

barcode template. Printer will always be “RFID Printer”.

5. Choose Supplier, then choose Template.

Examples:

6. Tap “Open”. The Printing Parameters Display screen appears.


Quality Manual

Policy # QPUMI03001

Page 9 of 67



Manual





7. Scan in the Product IDLotExpiration. The handheld highlights the template fields

in the order the barcode data must be scanned into the template. Each scan populates

the template with information specific to the scanned barcode.

NOTES:

If you inadvertently scan an incorrect barcode for a template field, tap the field

on the handheld and scan the correct barcode.

If there is only one barcode to be read for the template, the handheld highlights

all the applicable template fields at once, so you only need to scan the barcode

ONCE. (See Example Below)

8. Tap in the “Quantity” field to enter the number of tags to print. You can also use the

arrow buttons to increase or decrease quantity.

9. Tap “Print” to send the tags for printing. You will be prompted to confirm the print

operation

(and reminded to ensure the same Lot and Expiry if printing multiple tags).

10. Click “Yes” to print the tags. A confirmation displays indicating the tags have been

sent for printing.


Quality Manual

Policy # QPUMI03001

Page 10 of

67



Manual





NOTE: If an error message displays (“Unexpected IMS Error message”), that

indicates there is mismatch between the item’s expiration tracking value (on or off) in

the selected template and the Supplier Catalog. Select a template that matches the expiration tracking value in the Supplier Catalog and complete the scan again.

11. Click “OK” when prompted for confirmation. Screen will return to Main Menu.

12. Tags will Print Apply the printed tags to the items as appropriate.

13. Once you have created and printed RCN tags all barcoded 3rd

party item(s), you must

receive them into inventory prior to taking any other action on it. Tap “Receive” from

the main menu.

14. Highlight Receive Printed Tap “Open”Select Virology for both Cost Center and

Location UNCHECK Receive against purchase order Select “OK”.

15. Press and hold the trigger on the handheld reader. Slowly move the handheld reader

over products to read RFID tags. Continue moving the handheld reader around/over

the product until beeping stops, or until the number of item(s) expected to be

scanned has incremented to its fullest (e.g. 15/15), then release the trigger. If the

scanned item(s) do not match a line item, they will be added to the Unexpected Items

count (this may be due to other barcodes being picked up while scanning using the

RFID mode that are not part of that order to be received).


Quality Manual

Policy # QPUMI03001

Page 11 of

67



Manual





NOTE: If there are any Unexpected Item(s), Tap View, check ALL items that are on the list,

and tap “Remove” to remove all items that were accidentally picked up by handheld scanner

during receiving that are not part of that order.

16. Once those Unexpected Item(s) have been removed, screen will revert back to the above

image. Press “Receive” to receive the items.

17. Press “Yes” when prompted to confirm reception.

18. Press “OK” when prompted that reception was successful.

19. LOG OUT from the Handheld when done.

Receiving Non-Abbott Inventory WITHOUT any Barcodes (pre-tagged with RFID)

Inventory with standard 1-D barcodes must have RFID labels and be received in the IMS system.

RFID labels will be generated for all inventory for further use with the system.

1. Log onto the IMS software on a desktop computer

2. Go to “Manual Item Creation” Under Ordering

3. Select Cost Center (1) Select Product (2) Create Items for Product (3)


Quality Manual

Policy # QPUMI03001

Page 12 of

67



Manual





You can filter items by any headings (4): Supplier, Name (Name of product), List

Number (Part#) .

You can also find item by typing “*” before and/or after item name as a wild card in

name field then press “ENTER”.

NOTE: If you cannot seem to find item on this list, go to the link below and look for the

company’s name for that item, and then 4) search again under “Supplier”.

T:\microbiology\1_Microbiology Inventory\0_1_New Weekly Combined Inventory\1_New

Weekly Combined Inventory\1_Combined Inventory List_2017.xls

4. A window will pop up where you can enter the quantity of item rec’d, the Lot# and the

Expiry date. (i.e. 10 Boxes of BAP, enter “10” for quantity; 3 boxes of Penicillin Etest,

enter “3”)


Quality Manual

Policy # QPUMI03001

Page 13 of

67



Manual





Enter Lot# and Expiry Date:

If same lot as before, can choose from “Existing Lot”

If new lot, choose “New Lot” and enter Lot Number and Expiration Date.

If it’s an item that does NOT have Lot Number of Expiry Date, select “None”

Press “OK”.

Example: 1 box of Lot# B1234 of β-Lacta reagent+2 boxes of lot# B4321of β-Lacta

reagent rec’d

Enter differently as quantity 1 of Lot# B1234 and quantity 2 of Lot# B4321

5. 1) “Print Selected Tags” OR 2)“Print All Tags” 3) “Confirm Reception”

All items that were confirmed reception will be removed automatically from that

list.

The “Items to receive” list should be BLANK if you have received everything

you have ordered an RFID tag for.

NOTE: DO NOT “Print all Tags” if some tags have already been printed! DO NOT

print any tags more than once unless tag is defected or voided. ONLY print tags until you

have confirmed that ALL INFORMATION IS CORRECT (Lot# & Exp. Date)

4) You can also change the Lot# or Expiry Date if you have entered anything wrong

5) You can also delete any items if you have added them by mistake or have miscounted


Quality Manual

Policy # QPUMI03001

Page 14 of

67



Manual





6. Affix RFID tags to corresponding items. Try to make them easily visible.

PLEASE MATCH TAGS TO THE CORRECT ITEMS AND LOT #!!!

Affix RFID tags to media plates received individually by sleeve, not box, as

picture below (i.e. BHI agar w/Casein, BHI agar w/6mcg Vancomycin,

Haemophilus media etc…)


Quality Manual

Policy # QPUMI03001

Page 15 of

67



Manual





If a BOX of products is received (i.e. BAP plates, Vitek AST cards, Kimwipes

etc…), affix ONE RFID tag to the outside of the BIG box, not individual items.

7. When stocking have the RFID tags visible and not overlap each other too much.

Note: Potential interferences against RFID tags are overlapping tags, bent/damaged,

or if they are behind or surrounded by too much liquid or metal medium.

Affix individual sleeves of

media plates as follows

(ones not received by box)


Quality Manual

Policy # QPUMI03001

Page 16 of

67



Manual





Releasing Quarantined Inventory

Inventory received pre-tagged with an RFID barcode are automatically Quarantined by the IMS

program.

These products must be released from quarantine once their QC has been performed and passed.

For shipments with failed QC follow section: Shipment(s) that Failed QC

1. A Senior Technologists will be notified by email when required inventory QC has been

successfully completed and shipment is ready to be released from quarantine.

2. Log onto AlinIQ IMS from designated desktop computers.

3. Click on Quarantine Control from main IMS screen below Stock Management.

4. Select Cost Center by only checking the box beside Virology. Press “View by Shipment”.

5. Click on “+” (Red arrow) to expand.

6. Find the shipment you would like to release from Quarantine and expand that the items under

that shipment by clicking on the “+” beside it.


Quality Manual

Policy # QPUMI03001

Page 17 of

67



Manual





7. Highlight each item, individually one at a time, under the expanded list, then press “QC

Checkout”.

*ALL ITEMS under that expanded list must be individually highlighted & QC checked

out!

8. Once all items from that shipment have been QC checked out (has a yellow unlock symbol

beside all items), highlight the SHIPMENT then press “Release Shipment Lot”.

9. Type in comment “QC passed.” Press “OK”.

That shipment of reagents will then disappear from the Quarantine Control Screen.


Quality Manual

Policy # QPUMI03001

Page 18 of

67



Manual





Shipment(s) that Failed QC

Once a shipment failed QC has been investigated and proved to be due to defective inventory

Put Failed QC shipment aside, separate from the current and available shipments.

Mark with visible note on shipment “DO NOT USE! FAILED QC”.

To Fail Shipment from QC in IMS:

i. Follow steps #1-6 as above for releasing shipment from quarantine.

ii. At step #7, instead of “Release Shipment Lot”, select “Fail Shipment Lot”

(Note: all items still need to have “QC Checkout” individually prior to this)

iii. Enter comment “QC Failed”. Press “OK”.


Quality Manual

Policy # QPUMI03001

Page 19 of

67



Manual





Consuming Products

All products labelled with RFID barcodes must be consumed using the IMS system.

Consumption is often done using a handheld device, but can also be done though the AlinIQ

software.

When to Consume

Follow the guidelines below for when to consume the product.

ALWAYS remove and discard RFID TAG as soon as product is consumed.

Bacteriology:

Media

Boxes (i.e. BAP,

MAC, Denim Blue)

Sleeves (i.e. BHI with

casein, OX/VANCS

plates)

consume a box when removed from fridge

KB / Etest consume when empty

Supplies / Reagent /

Test kit kept in

original location

(eg. Denka, BLacta)

Exception:

E.coli O157

Crypto Ag Kit

consume when empty

consume when opened

Reagent moved to

bench rack/cart /

shelf/drawer

(eg. Strep grouping,

Vitek cards, BA plates,

Vitek Saline)

consume when removed from original storage location

Mycology:

Any items removed

from Bacteriology

laboratory and moved

to the Mycology area



Quality Manual

Policy # QPUMI03001

Page 20 of

67



Manual





Virology:

All items consume when opened



Quality Manual

Policy # QPUMI03001

Page 21 of

67



Manual





How to Consume

A. Consumption by Handheld Device

1. LOG IN – Scan your USER ID BARCODE

2. Touch so that cursor appears in box.

3. Enter Pin

4. Select “Consume Product” in Main Menu

5. Select “Start” at the Consume Product Screen

6. Select Purpose “Consumed” Press “Select”.

7. Scan item(s) to be consumed. Press “Complete” when done.

8. If any items have already been consumed, are expired or expiring soon, they will indicate as

“Consumed”, “Expired” or “Expiring soon” under the Alert field.

1


Quality Manual

Policy # QPUMI03001

Page 22 of

67



Manual





9. AlinIQ IMS will display a warning message for any scanned items that are not

consumable. (i.e. an item has already been consumed or was not received). Already

consumed or unreceived items CANNOT be consumed. You may choose to remove or

replace these items from the list. Choose “Remove” most of the time.

You can “Remove” those items from the Consume Product list, or “Replace” if you can find

a better choice of item to replace that item.

10. If any of the item(s) scanned has existing inventory with an earlier expiry date than the one

you wish to consume, the Alert field will indicate “Better Pick” or “Issue”. You must then

physically confirm you have picked the right lot.

Note: For products with a valid expiration date, please try to use up products with the

most recent expiry date first before opening newer ones (i.e. All media plates, all

reagents/calibrators/controls/test kits etc…)

11. Select “Ignore” if you choose to consume the item regardless due to following reasons:

a) If you cannot find that product with an earlier expiration date even though IMS

suggests a better choice (i.e. someone forgot to consume that item from earlier lot)

b) If the product(s) you wish to consume their expiry date technically doesn’t really

matter (i.e. Plastic pipettes, tips, tubes or reagent vessels etc…)

OR


Quality Manual

Policy # QPUMI03001

Page 23 of

67



Manual





12. Select “OK” if you can find that product with an earlier expiry date and wish to consume that

instead.

13. Press “Complete” when you’ve checked that everything is OK.

14. Press “Yes” to send to AlinIQ IMS Server.

15. REMOVE RFID Tags on all items that have been consumed and discard in designated metal

discard bins (one in Virology and one in Bacteriology).

16. REMEMBER TO LOG OUT!

(Automatic log-off will occur 10 mins after idle use)

Non-Abbott Inventory Tags

Abbott products RFID Tags

(Note SGTIN barcode on top right)


Quality Manual

Policy # QPUMI03001

Page 24 of

67



Manual





B. Consumption through AlinIQ Software

Products may be consumed using the AlinIQ Software when Handheld devices are not

functioning.

Note: To consume products through AlinIQ, the serial numbers of products are required.

1. Log onto AlinIQ IMS on designated desktop computers.

2. Click on “Inventory Stock” under “Stock Management”

3. Select Cost Center (Green arrow) of the item(s) you wish to consume Click “View by

Item” (Red arrow) Click “+” (Blue arrow) to expand the list

4. Highlight the item you wish to consume. Click on “Consume” on the left (Red arrow as

shown below). If you cannot find the item, you can filter by typing in the FULL Serial

Number of the item you wish to consume in the “Filter” field (Red circle).


Quality Manual

Policy # QPUMI03001

Page 25 of

67



Manual





At this screen, you can Consume, Change Location, Change Cost Center, Change Lot/Exp.

Date, Print Tag or Review Item History by highlighting the item and selecting any of these

actions on the left for that item.


Quality Manual

Policy # QPUMI03001

Page 26 of

67



Manual





How to “Undo” Consume

In a situation where a product was consumed in error, it will require to be”un-consumed” in

the IMS.

Note: Consult IMS Super Users for handling undo consumption of any product.

The product serial number must be known when attempting to undo a consumed action.


2. Click on “Inventory Event History” under “Reporting and Logging”

3. Select Cost Center of the item you wish to undo consume (Red arrow) Change the date

range, if needed (Red circle), so that it includes the date the item was

mistakenly/incorrectly consumed Type in the Serial Number of the item you wish to

Undo consume.

**You must know the serial number of the product you wish to undo consume. Find that

product and highlight it.

4. Once the item is found and highlighted, press “Undo Consume” as diagram below.


Quality Manual

Policy # QPUMI03001

Page 27 of

67



Manual





5. After pressing “Undo Consume”, a window will pop up asking you to enter a comment. Type

in the reason for undoing the consumption of this product (i.e. Consumed by mistake or

consumed for incorrect reason etc.)

6. Press “OK”.

Other Purposes for Consuming

Other options are provided when consuming inventory including:

Expired

Damaged

Recalled

Accidentally Printed Tag

Contaminated

QC Failed

Loaned

When you consume due to “Expired, Contaminated, Damaged, QC Failed, Recalled,

Loaned or Accidentally Printed Tag”, the handheld is not programmed to recognize the

difference between these reasons as opposed to consuming due to consumption. Therefore,

the alert message on left will still show up. Press “Ignore” in these cases.


Quality Manual

Policy # QPUMI03001

Page 28 of

67



Manual





Best Pick Options

To assist users on determining the best choice for consuming an item, the system provides

alerts to assist in the Best Pick options. Following are the criteria for items flagged as not best

for consumption (In order of severity):

Criteria Description Category

Quarantined The segregation of stock for the purpose

of quality control testing. Not Consumable

Expired or Soon to

Expire Lot number expiration date is past the

present date or will expire in 2 days.

Issue but consumable if

required

In Pending

Consumption RFID Transaction was setup to

delay consumption of products.

Issue but consumable

if required

Pending

Reception

Items have not been received into

inventory due to missing Cost Center or

Lot/Exp information

Not Consumable

Consumed Items already consumed. Not Consumable

Dislocated

Items Items placed into dislocation status. Not Consumable

Exceeded

Consumption

Units

On hand consumption unit is less than

the minimum item consumption unit. Not Consumable

Intersite Order

Approved Items Items approved for use by another

cost center. Not Consumable

Intersite Order

Intransit Items Item approved and is in transit status to

be used by another cost center. Not Consumable

Better Pick

The item is directly consumable, but

another item exists that may be a better

pick (e.g. item with expiry earlier than the

scanned item).

Consumable

Item Condition

Log Logged information about the condition of

a received box.

Issue but consumable if

required

Unexpected Item has not been received in inventory Not Consumable


Quality Manual

Policy # QPUMI03001

Page 29 of

67



Manual





Physical Inventory

The IMS allows physical inventory to be performed by detecting RFID tags using a handheld

device. This function is inclusive of all inventory stocks labelled with an RFID barcode tag.

This process allows a periodic check of the current existing inventory in stock against the real-

time inventory data reported by the AlinIQ Inventory Management System, making sure their

counts match as close as possible in order to maximize the accuracy of the real-time inventory

system.

It is recommended to review inventory data for expired or soon expire items before commencing

physical inventory.

1. LOG IN – Scan your USER ID BARCODE

2. Touch so that cursor appears in box.

3. Enter Pin

4. Select “Physical Inventory” in Main Menu

6. Make sure the Handheld is in RFID mode!

To Change Mode: - Tap “Mode” (Bottom right)

- Select RFID Mode

- Leave RFID Power at High

- Tap “Save”

Select “Start” at the Physical Inventory Screen

7. Choose by highlighting the department where you would

like to perform a Physical Inventory (Bacteriology or

Virology), then press “Select”.

8. Go to all corresponding storage rooms/areas/fridges/freezers

in designated department; Press and hold Trigger on

handheld. Slowly move the handheld reader over products to

1


Quality Manual

Policy # QPUMI03001

Page 30 of

67



Manual





read RFID tags. As items are detected, the handheld reader beeps. Continue moving the

handheld reader around/over the product until beeping stops–indicating all tags are read.

When beeps stop, release the trigger.

*You may be required to move things around a little to allow all tags to be read, especially

for items that are stored tightly packed together (i.e. Antibiotics - KB and Etest, freezer box

dividers, any items where they are closely stacked that their RFID labels are completely

hidden or not visible etc…)

INVENTORY STORAGE ROOMS/AREAS/SHELVES/FRIDGES/FREEZERS

Bacteriology Virology Rm 1481 Storage Room Old (SRO) Shelves One to Five Rm 1438 Storage Room New (SRN) – All except Plexus cart

Main Walk-in Fridge (MIRM18) Rm 1465 Virology/Serology:

Rm 1469 Cold Room (MIRM2) – 2nd

Walk-in Fridge HABCO fridge (MIRT16)

Fisher Scientific Reagent Fridge (MIRM22) Thermo Fridge (MIRT14)

Equipment Room Thermo Scientific Freezer (MIFM1) – KB

disks and Etests

Kenmore Freezer (MIFT13)

Thermo Fridge (MIRT13) - Architect

Shelf beside Walk-in Fridge MIRM18 – Orange

Biohazardous disposal containers

Shelf/Cart behind Roche CMV MIANT12-6 (Ken)

Evolis cupboards beside bench

Plexus cart facing women’s washroom – Large white labels 8CMSE cupboard

Rm 1465-4 Virology Clean Room:

Shelves + Kenmore Freezer (MIFT11)

Viral Load Room:

Shelves + Around bench space

Viral Load Clean Room:

Kenmore Freezer (MIFTZ)

Sanyo Freezer (MIRT12)

**Please note inventory locations are approximate and may subject to change without notice**

Example:

i. 1256 = total number of items with an RFID tag that are currently in stock in bacteriology.

ii. As you do physical inventory, you are expecting to pick up RFID tags and therefore the

number beside “Expected” will increase while the number beside “Missing” will decrease as


Quality Manual

Policy # QPUMI03001

Page 31 of

67



Manual





tags are scanned. Each beep on handheld means an item/tag has been scanned or picked up

by RFID.

iii. Continue doing physical inventory in all storage rooms/areas/fridges/freezers for designated

department until the number beside “Expected” is as close as to the starting number 1256, or

until the number beside “Missing” is as close to Zero as possible (See last diagram above)

9. Press and hold the “View” button beside the “Missing” number, if any, until a list comes up.

Scroll to see EACH item on that list and physically check to see if you can locate them based

on their Serial Number.

o If you CAN locate the item (i.e. it’s still there and unconsumed), then tag did

not pick up possibly due to defective tag/tag is wet, has moisture/tag is affixed

in front of metal or liquid medium etc… MANUALLY SCAN by Barcode

Mode the Serial Number of the item to remove it from the missing list.

o If you CANNOT locate the item, then it may have been used but was not

consumed Leave as is.

***All Missing Items should be checked! Especially the antibiotics!

10. Press “Complete” to send your physical inventory count to the AlinIQ IMS.

11. Log out of handheld. Proceed to next step in IMS.

Tip: Usually if there are multiple Serial Numbers of the same item in the missing list

Investigate!

Unexpected Items

If there are unexpected items, these could be:

Tags picked up by the handheld which are not part of the Bacteriology inventory; Or

Tags that have already been consumed

i. Press the “View” button beside the Unexpected Items number.

ii. Press the touchscreen with the stylus or finger until the pop-up menu appears.

iii. Press “Select All” to check all item boxes.

iv. Select “Remove”, then “Yes” when it prompts you to remove the selected item(s).


Quality Manual

Policy # QPUMI03001

Page 32 of

67



Manual





*FINAL GOAL: Expected # = 1256 (or as close as possible)

Missing # = 0 (or as close as possible)

Unexpected Items = 0

iv. Press the “View” button beside the “Missing” number, if any, and manually search

for those items to see if they are actually there but just that the tag did not pick up or

scan for whatever reason (i.e. defective tag/tag is wet or has moisture/tag is affixed in

front of metal or liquid medium etc…). In these cases where the items are confirmed

to be present, change the mode of the handheld to Barcode Mode and manually scan

the RFID Tag using barcode.

v. If items under the “Missing” list are NOT present after physically checking, leave as

is.

vi. Press “Complete” to send your physical inventory count to the AlinIQ IMS.

vii. Log out of handheld. Proceed to next step in IMS.


Quality Manual

Policy # QPUMI03001

Page 33 of

67



Manual





Items Requiring Manual Scanning

There are some items that do not have RFID tags or items difficult to due to interferences with

radiofrequency detection.

A. The following items would most likely require manual scanning using the Barcode mode

because their tags are affixed in front of liquid or metal medium, which creates interference

that prevents the RFID labels to be read properly.

Bacteriology:

ITEM LOCATION

Modified Kinyoun Stain for Norcardia Kit –

Methylene Blue

4I in Old Storage Room

Modified Kinyoun Stain – Sulfuric Acid 1% Sol’n 4I in Old Storage Room

Swab A2B Transport media single (IC for NML) 3J in Old Storage Room

Label Ink Roll for Receiving Media Gun 1A in Old Storage Room

WASP Printer Ink Cartridge 1H in Old Storage Room

Vitek GNI & GPI cards Small Bacteriology Walk-In Fridge (MIRM2)

Any items where the RFID tag is wet or has

moisture (i.e. items stored in freezers where there

may be excessive condensation/moisture

accumulated; wet items due to leaking fridge)

Bacteriology -20oC freezer for antibiotics (MIFM1)

Large Bacteriology Walk-In Fridge (MIRM18) –

during periods where there is leaking


Virology:

ITEM LOCATION

Cobas Omni Specimen Diluent Virology Reagent Fridge (MIRT16)

Cobas Omni Lysis Reagent Virology Reagent Fridge (MIRT16)

Any items where the RFID tag is wet or has

moisture (i.e. items stored in freezers where there

may be excessive condensation/moisture

accumulated)

Virology Clean Room Freezer (MIFT11)



Quality Manual

Policy # QPUMI03001

Page 34 of

67



Manual





B. The following items are NOT tagged by the RFID system and require manual counting.

Bacteriology:

ITEM LOCATION

Pulse-Field Inventory Pulse-Field bench

Nitrile AloeTouch XS Gloves from Medline

Items for Students Only

Autoclave Filters and Wash-up room Detergent

Items marked “No Tag”

Items ordered as needed T:\microbiology\1_Microbiology

Inventory\0_1_New Weekly Combined

Inventory\1_New Weekly Combined

Inventory\1_Combined Inventory List_2017.xls


Virology:

ITEM LOCATION

Evolis Tips 1100ul (Bio-Rad) New Storage Room

Immucor Red Indicator Cells Fridge in Virology (Rm 1465)

HP laserjet 600 M601 Virology seniors desk

MPX Printer HP laserjet P2055 MPX Amplilink Printer

Roche Taqman HP laserjet P2015 Beside printer by Roche CMV instrument

Virology Accessioning MP laserjet 400 M401n On shelves in Virology Accessioning area

Architect Printer OKI B4600 Architect bench

4800 Xenon Lamp Viral Load Room

Hamilton Star Plastic Chute (10/role) Hamilton unit storage space

Anhydrous Ethyl Alcohol Bacteriology Fume Hood Cupboard

Hazardous Waste Labels Rm 1475 Media/Reagent Room


NOTE: If low or no stock for the above manual count items, notify senior

Manual Reconciliation / Commit in AlinIQ


Quality Manual

Policy # QPUMI03001

Page 35 of

67



Manual





After a physical inventory is completed and sent to IMS using the handheld device, it must be

reviewed from an AlinIQ IMS computer for Manual Reconciliation / Commit.

1. Log onto AlinIQ IMS from designated desktop computers.

2. Click on Physical Inventory from main IMS screen under “Stock Management”.

3. Click on Handheld Scan Results from Physical Inventory Screen (Red arrow). Make

sure the dropdown is in “View in Process Only” (Blue arrow).

4. Another screen will pop up. The most recent handheld scan result (usually only one there) should be

highlighted. Click “New Review”, then click “OK”.


Quality Manual

Policy # QPUMI03001

Page 36 of

67



Manual





5. Type in the Date and your initials in the Review Name box; Check the box (Red arrow)

to include the Scan Results. Press “OK”.


Quality Manual

Policy # QPUMI03001

Page 37 of

67



Manual





6. Correct Items - Items that are in stock and found in their expected location.

Missing Items - Items expected in stock but missing from the handheld scans. They are

most likely:

Items that were consumed while you are performing physical inventory count

Items that were used up/in use but tags were not consumed yet thrown out

Items that are still in stock but the handheld did not pick up the tag and you could

not or missed to locate them

New Items – Items never seen before by AlinIQ IMS, but were seen by the handheld

scans during Physical Inventory.

Different Location – The handheld scans found items in a different location than

expected.

Returned Items - The handheld scan found items that were previously consumed.

In transit – The handheld scan did not see these items because they are currently in

transit between two locations (e.g. items that were sent to a satellite site, but have not yet

arrived at their destination).

Pending Receptions – Items that were moved to a location where it’s associated Cost

Center doesn’t match the Cost Center of the new location. Upon selecting the Commit

button, these items will be moved to the Pending Receptions workflow awaiting a Cost

Center update by the user. Also, items that were initially in pending reception state will

be listed.

Undefined - Items that were scanned but do not meet the criteria of the other categories

(e.g. an RFID security tag left on a purchased consumer item) and AlinIQ IMS is not

certain how to apply a disposition.

Overridden – Any changes made by the user (i.e., transactions removed or locations

changed during any of the previous seven workflows) before selecting the Commit

button.

System Modified - Items that have changed location or status (e.g. moved, consumed,

received, etc.) after the Physical inventory scan.


Quality Manual

Policy # QPUMI03001

Page 38 of

67



Manual





7. Make sure the Missing Items aren’t tags that weren’t scanned; if any items from this list

are found to be present in stock and unopened for whatever reason, highlight the item(s)

and press “Manual Reconciliation” (At top left). Try to check all items especially the

antibiotics, reagent kits, or same items that appear with different serial numbers.

8. Under Missing Items, check the “Cost Center” column and make sure everything is from

the same cost center in which you performed your physical inventory. If not, highlight

those items that don’t belong and press “Change Location” (On top, to the right of

Manual Reconciliation)

9. No items should be in the Different Location. If there is, include Step#13-14.

10. If everything else looks OK, press “Commit” (At bottom) to complete the physical

inventory. Press “OK”.

11. After committing the Physical Inventory, all the leftover Missing Items, if any, will be

automatically consumed, while the Correct Items and any leftover Returned Items will

be left as is.


Quality Manual

Policy # QPUMI03001

Page 39 of

67



Manual





12. All completed physical inventory reviews can be viewed again in the future if needed by

filtering the drop-down menu as above diagram.

Note: If there are items under Different Location, perform Steps #13-15 as well

13. Go to Inventory Stock, Choose either but ONE Cost Center. View by items Expand

all items.


Quality Manual

Policy # QPUMI03001

Page 40 of

67



Manual





14. Click once/twice on “Location” column (Black arrow) until you see the items which

don’t belong in this Cost Center. Highlight all items that don’t belong, click on “Change

Location” (Red arrow).

15. Repeat Steps #13-14 for the other Cost Center.


Quality Manual

Policy # QPUMI03001

Page 41 of

67



Manual





Reviewing and Montoring Inventory Data

The IMS has the ability to monitor inventory data and maintain records and documentation in

regards to supplies and waste management.

Monitoring Inventory Expiration Dates


2. Go to “Inventory Stock” under “Stock Management”

3. Choose Cost Centers – Bacteriology, Virology or All (Green arrow).

Click on “View by Item” (Red arrow). Then expand the list by clicking on the “+” sign

beside the selected Cost Center (Blue arrow).

4. Click TWICE on “Expiration Status” (Black arrow) until all the expired items show up on

the top.


Quality Manual

Policy # QPUMI03001

Page 42 of

67



Manual





5. You can do the same with items that are under Warning status, which pertain to items that

will soon to expire within the next 14 days.

(Click on the “Expiration Status” tab until all the warning items appear on the top)

For instructions on handling expiring / expired media, see Inventory Review Procedure

QPUMI03006


Quality Manual

Policy # QPUMI03001

Page 43 of

67



Manual





Monitoring low stock items

Monitoring low stock items in AlinIQ can generate lists of inventory that have reached the set

minimum limit and require ordering.

The IMS Order Requests is used to generate this list for each department as per their ordering

schedules. Before this list is generated, physical inventory for that particular department should

have been completed.

1. From AlinIQ IMS on designated computers, click on “Order Requests” under “Ordering”

from Main Menu page.

2. Make sure the order request screen is BLANK before you start!

**If there are already existing items on the screen before you start, highlight ALL items by

using “Shift+Left click on mouse”, then click “Delete Selected”. Press “Yes” when it

prompts you.

Select “Cost Center” (1)Click on “Low to Max” (2)

3. A window will pop up where you select the appropriate cost center again by

checking/unchecking the box. Press “OK” then press “Yes”.


Quality Manual

Policy # QPUMI03001

Page 44 of

67



Manual





4. Press “OK” again.

5. Press “+” to expand the list of items added for order request.

6. Sort the items by Supplier by clicking once on the Supplier column.

If an item is NOT needed (i.e. Discontinued; surplus of supplies etc…) you can

highlight the item(s) and click on “Delete Selected” at the top of the list. (Some items

may need to be manually checked to ensure stock count, in case multiple boxes were

opened but not consumed ).


Quality Manual

Policy # QPUMI03001

Page 45 of

67



Manual





7. When everything on the list looks good, click on “Submit All”. Press “OK”.

8. Export to Excel by clicking on “Quick Report”. Follow the layout of the report below and

click “OK”. (Use < or > arrows to adjust layout)


Quality Manual

Policy # QPUMI03001

Page 46 of

67



Manual





9. Click on “EXCEL” to export. Select “Open”. This step may take a few minutes.


Quality Manual

Policy # QPUMI03001

Page 47 of

67



Manual





10. Wait until the excel file appears. Save it as filename Date + Tech Initials (i.e. 2017.07.31

JKC) in specific folders as per department protocol.

Bacteriology: T:\Microbiology\1_Microbiology Inventory\0_1_New Weekly Combined

Inventory\IMS Weekly Order Report 2017

Virology: T:\Microbiology\Virology\Inventory Lists\Weekly Inventory Forms

11. From this exported excel list, you may edit, add or delete items as needed. Note the

comments under field “Material ID”, where it may show instructions of how to order, and/or

when to order according to circumstances (i.e. Order when low, check before order, 1 box =

20 units etc…)

12. Bacteriology has a weekly and bi-weekly list of standing order items.

Weekly Bi-Weekly

Brilliance UTI Clarity/CNA Bi-Plate

(CPS4/CNA)

Haemophilus Selective Agar (HI)

Blood Agar 5% Sheep (BAP) Mueller Hinton Agar Plus (MH)

C.N.A W/5% Sheep Blood (CNA) Mueller Hinton Agar Plus 150MM

(Large MH)

Fastidious Anaerobe Agar (BRUC) Chocolate Enriched (CHOC)

ESBL Isolation Agar (MCPOD) Selenite Broth 10ML (SEL)

MacConkey Agar W/O Salt (MAC) Campy Agar (Blood-Free Mod) –

(CCDA)

Denim Blue Agar (Chromogenic

MRSA)

Hektoen Enteric Agar (HEK)

Sorbitol MacConkey Agar (SMAC)

Anaerobic Brucella Agar w/LKV

(LKV)

Brilliance VRE Agar (VRE)

BHI+10% Sheep, CCG (MHB)

EBM

IMA

BHI W/GENT 500(1)/BHI W/STREP

2000(2) (HLA)

BHI Agar W/6MCG VANCOMYCIN

BHI Agar with Casein

MH W/4% SALT & OX (ACUO)

MH with 4% SALT (ACU)


Quality Manual

Policy # QPUMI03001

Page 48 of

67



Manual





VISA ISOLATION AGAR I

If any of the above items appear on your order request list, manually check how low the

stock is and adjust the set weekly or bi-weekly quantities to order accordingly if needed.

13. Lastly, on the exported and saved order request excel file, format the following:

Delete top 4 Rows; Delete left 2 Columns

Select Cell A1 (Supplier) Insert Table (see below)

A window will pop up. Make sure to check box “My table has headers”.

Sort Supplier Column by A to Z.

Adjust Column widths to show all contents of Supplier, Product Name, List Number and

Material ID.

Highlight Column “Quantity” a slightly different color so that it stands out (this column

shows the quantity of each item the seniors or designate need to order).

Highlight all cells with content Add “All Borders”


Quality Manual

Policy # QPUMI03001

Page 49 of

67



Manual





Go to File Print. Under Settings, use Landscape Orientation, Narrow Margins, Fit All

Columns on One Page, and Print Selection.

PRINT to appropriate printer. Leave on Senior or designate desk.

Save Excel file and Exit.

See Example of Order Request Printout below:


Quality Manual

Policy # QPUMI03001

Page 50 of

67



Manual





14. Seniors Technologists or designate who do the ordering will edit/add/remove items from this

list as needed.

15. Go back to the Order Request page in AlinIQ IMS and DELETE all items.

***Highlight ALL items by using “Shift+Left click on mouse”, then click “Delete

Selected”. Press “Yes” when it prompts you.

Monitoring Inventory Expiration Dates


7. Go to “Inventory Stock” under “Stock Management”

8. Choose Cost Centers – Bacteriology, Virology or All (Green arrow).

Click on “View by Item” (Red arrow). Then expand the list by clicking on the “+” sign

beside the selected Cost Center (Blue arrow).

9. Click TWICE on “Expiration Status” (Black arrow) until all the expired items show up on

the top.


Quality Manual

Policy # QPUMI03001

Page 51 of

67



Manual





10. You can do the same with items that are under Warning status, which pertain to items that

will soon to expire within the next 14 days.

(Click on the “Expiration Status” tab until all the warning items appear on the top)

For instructions on handling expiring / expired media, see Inventory Review Procedure

QPUMI03006


Quality Manual

Policy # QPUMI03001

Page 52 of

67



Manual





Printing an Inventory Report

The IMS is capable of generating a report for inventory based on different criteria.

The procedure below can be used to generate reports for discarded inventory due to the

following reasons: expired, recalled, damaged, contaminated, QC Failed, loaned or accidentally

printed tags.

To generate a report for consumed and discarded stock due to expiration


2. Click on “Inventory Event History” under “Reporting and Logging” .

1)Select Cost Center 2) Select Date Range of the report you wish to create 3) Click

“Refresh” 4) Type in Expired then “Enter” in the Desc/Purpose field to filter 5) Click on

“Quick Report”.

3. When pop-up appears, you can edit and save the layout as diagram below so the report can

include these selected fields. Press “OK” when done.


Quality Manual

Policy # QPUMI03001

Page 53 of

67



Manual





4. You can then Export as an Excel file to be edited and/or saved by clicking on “EXCEL”

(Black arrow), then “Open” and “Save as” after the excel file is opened.

Note: This step may take a few minutes before the Excel file is generated.

5. The Director or designate will review these files on a yearly basis or as needed in order to

monitor the disposal of outdated or unusable supplies.

Note: Items consumed WITHOUT a Desc/Purpose were missing items automatically consumed

after committing to a physical inventory count.

To generate a report for expired or soon to expire stock on hand


2. Click on “Reports” under “Reporting and Logging”.

3. Highlight “Expired Status Report” under “Status Reports”. Click on “Run Report” (Black

arrow)


Quality Manual

Policy # QPUMI03001

Page 54 of

67



Manual





4. Choose the “Cost Center” (Red box) Choose “Number of Days to Expire” (Red circle)

Click on “View Report” (Red arrow)

5. You can directly print this report from this page by clicking the “printer icon” (Black arrow),

or export it as XML, CSV, PDF, EXCEL or WORD files (Red arrow).


Quality Manual

Policy # QPUMI03001

Page 55 of

67



Manual






Quality Manual

Policy # QPUMI03001

Page 56 of

67



Manual





Troubleshooting

RFID Printer

Calibration is needed in the follow circumstances but requires different calibration steps

depending on the situation:

Each time after installation of a New Roll of Label

Each time the RFID Printer has a jam or is rebooted; tags are not printing properly or it’s

printing an increased number of VOID tags.

If the RFID Printer consistently goes into “ERROR” (Manual calibrate)

*After each calibration, regardless of method/situation, a “Calibration Proof Test” (CPT)

must be performed (See Section D for instructions). If CPT failed, repeat calibration steps

from Section B until it passes!

A. Installing a New RFID Label Roll followed by Printer Calibration

Follow the instructions below to install a new roll of labels onto a RFID Printer.

Specific calibration steps must be performed each time a new roll is installed.

Printer Components:


Quality Manual

Policy # QPUMI03001

Page 57 of

67



Manual





Installing Label Roll:

1. Open Printer cover. Avoid touching any portion of the

Printhead element, except when performing routine

maintenance.

2. Open printhead assembly by turning the

Printhead-open Lever (1) counter-

clockwise.

3. Ensure that the Printhead Assembly

pops-up. If not, gently pull up on it. The

PAUSE AND ERROR lights will be

solid amber on the Control Panel.

4. Pull out the media supply guide as far as

it goes

5. Place the roll of media on the media

supply hanger. Push the roll back as far

as it will go.

6. Slide the media supply guide, until it

touches the edge of the roll.


Quality Manual

Policy # QPUMI03001

Page 58 of

67



Manual





7. Feed the RFID tags through the rollers

and rear media guides and position them

beneath the Printhead Assembly.

8. If necessary, loosen the thumbscrew on

the bottom of the upper media guide (1)

and slide over to be adjacent to the

media. Tighten the thumbscrew once the

guide is in position. Ensure that the

guide does not rotate while tightening

the thumbscrew. Otherwise, the media

will not track properly.

9. Position the left edge of the media

against the front left guide.

10. Close the Printhead Assembly by

pressing down on the assembly (1) and

turning the Printhead-Open Lever (2)

clockwise to the CLOSED position.


Quality Manual

Policy # QPUMI03001

Page 59 of

67



Manual





11. While the printer is still “Paused” (3) press the CALIBRATE button (2) on the Control

Panel.

RFID tags feed though the printer until the media is calibrated.

12. Once calibrated, press FEED (5) on the Control Panel a few times to ensure that the printer is

consistently feeding tags.

13. At this point, open the Printhead Assembly to rewind any tags that were fed during the

calibration procedure (refer to step 2 and 3).

14. Close the Printhead Assembly and rotate the Printhead-Open Lever clockwise to the

CLOSED position (refer to step 10). The printer is in the READY state.

15. Press the PAUSE (4) button on the Control Panel to return

to the normal printer operation. The printer feeds a few

tags.

16. Close the printer cover. Ensure that the POWER light is

the only one illuminated on the Control Panel.

17. Proceed to “Calibration Proof Test”.


Quality Manual

Policy # QPUMI03001

Page 60 of

67



Manual





B. Calibrating RFID Printer due to Issues

Each time the RFID printer has a jam, is rebooted or has issues such as not printing properly or is

printing more than usual number of VOID tags, it may require a different calibration method.

The assistance of an IMS Super User should be used for the following procedure.

1. Press SETUP/EXIT (1) on the Control

Panel to enter the Configuration Menu.

2. Navigate to the RFID TAG CALIB

menu option by pressing the

NEXT/SAVE (2) or PREVIOUS

buttons on the Control Panel to cycle

through the menu.

3. Press + (3) to run the RFID calibration.

4. When prompted for a password, enter

the calibration password 1234 by

pressing + to cycle through digit values

and - to move to the next digit position

of the password.

5. Select NEXT/SAVE (2) on the Control Panel. The RFID TAG CALIB menu option

displays.

6. Remove one RFID tag from the liner of the media directly in front of the Printerhead

Assembly. Allow about 1.25in (32mm) of the media to extend out in front of the printer to

allow for back feeding during the RFID Calibration procedure.

7. Press + (3) to run the RFID calibration.

8. The printer starts to perform the RFID calibration by slowly backing the media under the

Printhead Assembly. Once complete, the printer feeds a few blank tags.

9. Press SETUP/EXIT to bring up the SAVE CHANGES menu options.

10. Press NEXT/SAVE to save the changes as PERMANENT. The printer’s display should

indicate PRINTER READY.


Quality Manual

Policy # QPUMI03001

Page 61 of

67



Manual





11. Printer is calibrated. Open Printhead Assembly, roll back any blank tags that were fed during

calibration to ensure no wastage.

12. Proceed to “Calibration Proof Test”.

C. Calibrating RFID Printer Manually due to Error

If the labels are not calibrating properly after power up or after head close, a full manual media

and ribbon calibration maybe necessary to calibrate the printer to the labels.

Use this procedure to adjust sensitivity of media and ribbon sensors.

Use this procedure if printer runs into error mode and would not calibrate regularly

IMPORTANT: Follow this procedure exactly as presented. All of the steps must be performed

even if only one of the sensors requires adjustment. You may press MINUS (-) at any step in

this procedure to cancel the process.

1. From the Front Panel LCD of the printer press Setup/Exit and scroll until you see:

Media and Ribbon

Calibrate +

2. Press PLUS (+) to start the calibration procedure.

The LOAD BACKING prompt displays.

3. Open the printhead.

4. Remove approximately 8 in. (203 mm) of labels from the backing, and pull the media into

the printer so that only the backing is between the media sensors.

5. Note: If you are using Black Mark Media load media assuring the Black Mark is not over

the Reflective Sensor.

6. Leave the printhead open.

7. Press PLUS (+) to continue.

The REMOVE RIBBON prompt displays.


Quality Manual

Policy # QPUMI03001

Page 62 of

67



Manual





8. Remove the ribbon (if used).

9. Close the printhead.


The message CALIBRATING PLEASE WAIT displays. The printer adjusts the scale (gain) of

the signals that it receives from the media and ribbon sensors based on the specific media and

ribbon combination being used. On the sensor profile, this essentially corresponds to moving the

peak of the graph up or down to optimize the readings for your application.

When calibration is complete, RELOAD ALL displays.

11. Open the printhead and pull the media forward until a label is positioned under the media

sensor.

12. Reload the ribbon (if used).

13. Close the printhead.


The printer performs an auto-calibration. During this process, the printer checks the readings for

the media and ribbon based on the new scale established, determines the label length, and

determines the print mode. To see the new readings on the new scale, print a sensor profile.

15. Proceed to “Calibration Proof Test” .


Quality Manual

Policy # QPUMI03001

Page 63 of

67



Manual





D. Calibration Proof Test

This procedure ensures that the RFID printer was calibrated properly, and confirms that the

RFID serial number of the printed label/tag matches with its shown Barcode serial number.

***It MUST be performed post ANY RFID Printer calibrations!

1. Using the IMS handheld device, from Main Menu select “Consume Product”.

2. Change “Mode” to RFID and “RFID Power” to Very Low and Save.

3. Press “Start”. Select any Purpose (Doesn’t matter, we are only testing. DO NOT

COMPLETE consumption action!)

4. Print ONE tag of any item from AlinIQ IMS.

5. Take this printed tag to a relatively secluded location, away from all other inventory RFID

tags). Scan this tag using the handheld at Very Low RFID mode.

6. The handheld should beep once and show one item was picked up with its serial number.

Ensure this serial number MATCHES with the serial number that’s shown on the actual

printed tag.

7. If serial numbers match CPT Passed! Printer is OK to use.

If serial numbers DON’T match CPT Failed! Recalibrate RFID Printer as per Section

B Repeat CPT until passes.


Quality Manual

Policy # QPUMI03001

Page 64 of

67



Manual





Head Open Error

i. Check Upper/Lower sensor alignment

ii. Check for loose wires on lower sensor board

iii. Remove cover


Quality Manual

Policy # QPUMI03001

Page 65 of

67



Manual





iv. Verify Head sensor is triggered by activation arm

v. Ensure connectors are properly seated.


Quality Manual

Policy # QPUMI03001

Page 66 of

67



Manual





Record of Edited Revisions

Manual Section Name: Purchasing and Inventory

Page Number / Item Date of Revision Signature of

Approval Changed section titles, order of sections

Updated Physical Inventory Procedure

Added change location checks for items in different

location after Physical Inventory

Updated Order Request Print formats

Updated RFID Label Printer Calibration Procedures

Added RFID Proof Test after printer calibration

Added How to run and print inventory reports

Added Inventory Receiving Process (Flowchart)

April 18, 2018 Dr. T. Mazzulli

Removed images from Table of Contents September 13, 2018 Dr. T. Mazzulli


Quality Manual

Policy # QPUMI03001

Page 67 of

67



Manual





section: purchasing and inventory subject title: inventory ... · management system\uhn_mount sinai...

Documents