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User Manual for Alcolizer technology models including: AlcoCONNECT, AlcoCONNECT Data Management System, Data Management System, Management System
AlcoCONNECT Live - Alcolizer
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DocumentDocumentAlcoCONNECT Data Management System User Manual Disclaimer External Documents note to reader The BAC or BrAC readings obtained by correct use of this device is only considered accurate at the time of testing. Great care has been taken to ensure the accuracy of each reading. Neither the manufacturer, the distributor, nor the owner accepts liability or responsibility due to any action or claim arising from the reading produced by this device, whether used correctly or incorrectly. Document status: ISSUED Page 1 of 28 Uncontrolled document when printed Version: 12 AlcoCONNECT Data Management System User Manual Contents 1 Introduction .......................................................................................................................4 2 Features .............................................................................................................................5 3 Setting Up AlcoCONNECT for Your Company ....................................................................5 4 Accessing AlcoCONNECT....................................................................................................5 5 Navigation ..........................................................................................................................8 6 Dashboard..........................................................................................................................9 6.1.1 Alcolizer Graphs .....................................................................................................9 6.1.2 Druglizer Graphs ..................................................................................................11 6.1.3 OnSite Testing Graphs..........................................................................................11 7 Company ..........................................................................................................................13 8 Users ................................................................................................................................13 8.1.1 User Types............................................................................................................13 8.1.2 Site Restriction .....................................................................................................16 8.1.3 Report Type Restriction .......................................................................................16 8.3.1 Changing Password ..............................................................................................18 8.3.2 Resending A QR Code ..........................................................................................18 8.3.3 Set A User to Inactive...........................................................................................18 9 Sites..................................................................................................................................19 Document status: ISSUED Page 2 of 28 Uncontrolled document when printed Version: 12 AlcoCONNECT Data Management System User Manual 10 Staff ..................................................................................................................................21 11 Products ...........................................................................................................................25 12 Reports.............................................................................................................................25 13 Account ............................................................................................................................30 Document status: ISSUED Page 3 of 28 Uncontrolled document when printed Version: 12 AlcoCONNECT Data Management System User Manual 1 Introduction Alcolizer Technology is the largest supplier of alcohol instruments to Australian law enforcement and industry. Over 20 million tests are conducted annually using our Australian made alcohol breath testing equipment. The Alcolizer AlcoCONNECTTM Data Management (AlcoCONNECT) system combines Alcolizer's innovative testing technology with state-of-the-art business solutions. It is the ideal tool for Safety and Business Managers seeking real time, analysed test results from across your business. Our Alcolizer AlcoCONNECT Dashboard of results gives an easy to review analysis of your test data by number of tests, site location, time of day, test results and employee details. Drug and Alcohol tests are listed separately, and data can be divided by sites or business units. Drill down into data on the Dashboard for instant access to the original alcohol, drug screen and confirmatory toxicology results. Document status: ISSUED Page 4 of 28 Uncontrolled document when printed Version: 12 AlcoCONNECT Data Management System User Manual 2 Features · Secure cloud-based test results storage · Dashboard user interface for at-a-glance results accessibility and database creation · Automatic service and technical issues alerts delivered directly to Alcolizer · Customised messaging on screen · Instant access from anywhere in the world · Remote monitoring · Real time alerts 3 Setting Up AlcoCONNECT for Your Company Contact your sales representative to receive a copy of the form required to set up your company in AlcoCONNECT. 1. All companies should have at least 2 authorised company contacts. Security is paramount and Alcolizer will only make changes with the approval of an authorised company contact. 2. Once your Company Contact login(s) are set up, you can login and add Company, Users, Sites, and Staff. 3. Alcolizer will assign devices to your company. These should then be assigned to the correct site. 4 Accessing AlcoCONNECT AlcoCONNECT is accessible at https://cloud.alcolizer.com . Accessing AlcoCONNECT requires an email address, password, and 2-factor authentication to login. Initial User Account Setup When your account is setup, you will receive an email that contains a link to set your password. Follow the link to set your new password. Document status: ISSUED Page 5 of 28 Uncontrolled document when printed Version: 12 AlcoCONNECT Data Management System User Manual Logging In 1) Enter your email address and password. 2) Enter your two-factor authentication code. There are two options for receiving this authentication code: · SMS: AlcoCONNECT will send an authentication code to your mobile phone. · App: Enter a code from an authenticator app such as Google Authenticator. Possible authenticator apps include: o https://play.google.com/store/apps/details?id=com.google.android.apps.authenticator2&hl=en _AU o https://itunes.apple.com/au/app/google-authenticator/id388497605?mt=8 o https://www.microsoft.com/en-au/p/authenticator/9nblggh08h54 Login Lockout In the event you enter your credentials wrong five times in a row, your access to AlcoCONNECT will be locked. You will need to reset your password using the instructions in Reset Password section. Document status: ISSUED Page 6 of 28 Uncontrolled document when printed Version: 12 AlcoCONNECT Data Management System User Manual If you see the below message, one of your authorised company contacts will need to contact Customer Service before you can log in again. An authorised company contact should email Customer Service the email addresses/people who had trouble logging in if known. Reset Password · If you forget your password, you can reset it by clicking on the `Forgotten your Password' section. Enter your email address and the displayed Captcha code and you will be emailed a link to reset your password. · If you are unable to reset your password, anyone with a Customer Contact or Customer Admin login should be able to reset it for you. Follow the link in the email and enter a new password. Document status: ISSUED Page 7 of 28 Uncontrolled document when printed Version: 12 AlcoCONNECT Data Management System User Manual 5 Navigation AlcoCONNECT Menu The AlcoCONNECT Menu is always shown at the top of the screen when you are logged in. The items listed in your menu change based on your user type. This user guide displays the menu a Manager user will see. Searching · A list of results can be filtered by searching, the search box is shown directly below the AlcoCONNECT Menu to the right of the screen. · The list of results will update as you type. There is no need to click any on screen buttons or press enter. Filtering · Results can be filtered by selection, you will see one or more drop down lists below the page title. Selecting an item from a drop-down list will update the list of results. Sort in Order · Items can be sorted in order by a column, then arrows will be shown next to each column title that can be ordered. · One arrow will be highlighted to show how the list is currently ordered. · Clicking on a sortable column heading will change the ordering of the list. Pages of Data · Large volumes of results can be sorted by moving through the pages of data by clicking the arrows or numbers at the bottom left of the list of data. Document status: ISSUED Page 8 of 28 Uncontrolled document when printed Version: 12 AlcoCONNECT Data Management System User Manual · At the bottom right of the list of data is information on how many pages of data there is and how many rows of data. Change Log · A record is kept of most changes made in AlcoCONNECT. It shows what was changed, what it was changed from and to, who made the change and what date they made the change. · A record of who created the initial record is also stored. · This feature is being introduced gradually, so some actions are not recorded in the on-screen log yet. · 6 Dashboard Activity The Activity Dashboard provides instant access to key information as a series of graphs and summaries. Dashboard graphs can be filtered by site and/or product, and date range. 6.1.1 Alcolizer Graphs The Alcolizer graphs provides summaries of test data logged by breath testing devices. There are three (3) graphs provided. · Number the number of tests by month, grouped by Site. · Time the number of tests and time of testing. · Exception the number of exception test results by month grouped by Site. An exception is a breath test result where the received test result was above the company's cut off limit at the time it was received. Document status: ISSUED Page 9 of 28 Uncontrolled document when printed Version: 12 AlcoCONNECT Data Management System User Manual · Click on a graph column, to see the activity list for more detail. · Clicking on an entry in the Activity List will open the Reading screen where you can view the details of the test and image of the employee. Images will only be available if your machine has a camera installed. 6.1.2 Druglizer Graphs The Druglizer graphs provide summaries of readings data logged by Druglizer devices. Document status: ISSUED Page 10 of 28 Uncontrolled document when printed Version: 12 AlcoCONNECT Data Management System User Manual There are three (3) graphs provided which are in the same format as the Alcolizer Graphs described above. Clicking on the Number and Exception graph column will open the Druglizer Activity List, similar to how Alcolizer Graphs operate. 6.1.3 OnSite Testing Graphs The OnSite Testing graphs provide summaries of readings data logged from AOD OnSite Testing. There are three (3) graphs provided. · Number the number of tests by month, grouped by Site. · Time the number of tests and time of testing. · Exception the number of exception test results by month grouped by Site. An exception is an unconfirmed drug test result. · Click on a graph column to see the activity list for more detail. · Clicking on an entry in the activity list will open the Activities screen where you can view the details of the test. Map The Map Dashboard provides summaries of readings data mapped to location and broken down by result categories of Zero, At Risk and Exception. You can access these graphs by clicking on the Map Graph button. There are three (3) graphs provided: · Number the number of readings in each result category. · Time the number of readings in each result category by time taken. · Map the number of readings in each result category mapped to location. Document status: ISSUED Page 11 of 28 Uncontrolled document when printed Version: 12 AlcoCONNECT Data Management System User Manual The report can be restricted to mapping only selected categories. Click through to the activity list for more details on the pie and map graph. 7 Company Access to the company section is restricted to Company Contact and Company Admin user logins. Company Contact users can adjust all details related to your company profile except for company name. Contact your sales representative to receive a copy of the form required to modify these details in AlcoCONNECT. 8 Users Access to the user section is restricted to Company Contact and Company Admin user logins. If you do not see `Users' in the top of the menu, you do not have access to manage users. Login Customisation A user login can be customised by the following: · User Types · Site Restriction · Report Access 8.1.1 User Types Different user types have different levels of access within AlcoCONNECT. Document status: ISSUED Page 12 of 28 Uncontrolled document when printed Version: 12 AlcoCONNECT Data Management System User Manual Document status: ISSUED Page 13 of 28 Uncontrolled document when printed Version: 12 AlcoCONNECT Data Management System User Manual 8.1.1.1 Staff User A Staff User can · Edit device details. · Move devices between sites. · View testing records and results. · Export testing records and results. · Set up periodic emailed reports. NOTE a user cannot access site or staff details. 8.1.1.2 Manager A Manager user type has all the access capabilities of a Staff User plus they can: · Create and edit sites. o Note if a manager has a site restriction, they cannot add sites. · Add and maintain staff details. · Manage WM4/Centurion configuration. · View the OnSite Testing Dashboard (if applicable). 8.1.1.3 Company Admin A Company Admin user type has all the access capabilities of a Manager user, plus they can: · Add new Manager and Staff users. · View the company setup. 8.1.1.4 Company Contact Your first Company Contact user can only be created by Alcolizer. After that Company Contacts can maintain Company Contacts. Document status: ISSUED Page 14 of 28 Uncontrolled document when printed Version: 12 AlcoCONNECT Data Management System User Manual A Company Contact user type has all the access capabilities of a Company Admin plus they can: · Add new Company Contact and Company Admin users Each company should have at least two company contacts. The company contact is someone in your organisation who is authorised to make or request changes to your AlcoCONNECT setup. Each designated company contact will get a Company Contact login to make it easier to view and manage your AlcoCONNECT setup. 8.1.2 Site Restriction Site restriction does not apply to Company Contact and Company Admin user types. They will always see all devices. 8.1.2.1 No Site Restriction If a login should be able to see all devices that are associated with your company, leave the site restriction empty as shown below. This will allow the person to see devices that are not yet assigned to a site. 8.1.2.2 Site Restriction A login can be restricted to one or more sites. As soon as a login has a site restriction, they will not be able to add or delete sites. 8.1.3 Report Access You can choose to grant access to various sections of the portal for each user. A green tick indicates that your company has relevant data in AlcoCONNECT. If you tick Report Access when your company does not have any relevant data, the reports will not be displayed in AlcoCONNECT until data exists. 8.1.3.1 Breathalyser Access Enabling gives the login access to view breathalyser data on the Dashboards and the Breathalyser and Staff Activity reports. Document status: ISSUED Page 15 of 28 Uncontrolled document when printed Version: 12 AlcoCONNECT Data Management System User Manual 8.1.3.2 Druglizer Access Enabling gives the login access to view Druglizer data on the Dashboards and the Druglizer report. 8.1.3.3 OnSite Testing Access Enabling gives the login access to view Drug and Alcohol Onsite Testing data on the Activity Dashboard and the OnSite Testing report. 8.1.3.4 OnSite Testing Dashboard Access Enabling gives the login access to view the Onsite Testing Dashboard. This is only relevant if you are performing your own OnSite Testing and need to check why a testing session is not syncing fully to AlcoCONNECT. Add A User · Click on Users tab in main menu. · Select the Add button in the top right of the page. · Complete at least the required fields. · Select the appropriate User Type. · If the user is to have access to all machines associated with the company, leave the Site field empty. · Select which Report Acces the person will have . · The email and mobile phone numbers will be used for communication, so make sure they are correct. · There are 2 options for Two Factory Authentication: o SMS this uses an external provider to send an SMS code to a mobile phone. o Authenticator App 1. A unique QR code is created for each user. 2. Scanning this code authorises the authenticator app to create codes that can be used for 2fa. This can be more reliable when a mobile network is not reliable. · An automatic welcome email will be sent which provides the user with a link to set up their own password. If you selected Authenticator App, extra information about setting up an Authenticator app is sent in the email. Document status: ISSUED Page 16 of 28 Uncontrolled document when printed Version: 12 AlcoCONNECT Data Management System User Manual View and Edit A User View and edit users as follows: · Click on Users in the main menu to open the Users list. · Click on the user's row in the User list. This will open the selected user in the User Details screen where you can view and edit user information. · Make any required changes. · Click the Save button at the top right of the screen to save data. The user details will be saved, and a message displayed at the top of the screen reporting success, or an error message if there was a problem. 8.3.1 Changing Password You will need to enter the same password twice. Check that the password matches the displayed password requirements. When you save the form, the user will be emailed their new password direct. The email contains advice to reset their password when they login. 8.3.2 Resending A QR Code If a user is using an Authenticator app, then there will be an email link that will email the QR code to the users email address. 8.3.3 Set A User to Inactive Setting a user to inactive stops that user from logging in and receiving automated reports. It does not remove the email from any alert recipient emails lists. This needs to be done separately if required. Change the Status from Active to Inactive. Document status: ISSUED Page 17 of 28 Uncontrolled document when printed Version: 12 AlcoCONNECT Data Management System User Manual 9 Sites Click Sites in the main menu to open the Site list. Adding a Site 1. Select the add button near the search field to add a new site. Complete the site details and save. 2. Enter the Site information. Note, required fields are indicated with a star. 3. The Time Zone field needs to be set to the local time for a true reflection of test time. 4. Once saved, you can send a test email to all emails associated with the Site to make sure all emails are correct. Click on `Test Email' and emails will be sent. 5. GPS coordinates are required to allow Wall Mount and Centurion data to be shown on the Map Dashboard. You can enter this manually if the coordinates cannot be determined via clicking the Get GPS Coordinates button. Document status: ISSUED Page 18 of 28 Uncontrolled document when printed Version: 12 AlcoCONNECT Data Management System User Manual View and Update Site Details 1. Click on the site record in the site list. This will open the selected site record where you can update the site information. Note, required fields are indicated with a star. 2. Click the Save button at the top right of the screen to save the data. The site details will be saved, and a message displayed at the top of the screen reporting success, or an error message if there were any problems (i.e. missing required fields). 3. Click the Back button to return to the site list. Delete a Site NOTE: if your AlcoCONNECT portal system uses OnSite Testing data it is not advisable to delete any sites. 1. Before deleting a site, check which users might have that site assigned to them and adjust if required. If you don't have permission to adjust users, you will need to contact the person who manages your AlcoCONNECT portal for your company. 2. Click on the site record in the site list. This will open the selected site record. 3. Click on the Delete button. 4. You will be prompted to confirm the deletion. Click OK to delete or Cancel to keep the site. 5. Click the Back button to return to the site list. NOTE: deleting a site does not delete any associated data. EG all products and associated test records are kept. It does however remove access to any OnSite Testing Job Card details. This may impact your OnSite Testing in the future. Document status: ISSUED Page 19 of 28 Uncontrolled document when printed Version: 12 AlcoCONNECT Data Management System User Manual If you use our OnSite Testing services, you will find that when a testing job is scheduled you will not be able to delete this site. You will need to contact Alcolizer to cancel any scheduled jobs. It is not advisable to delete sites that are associated with OnSite Testing. Send A Test Alert Email 1. Click on the site record in the site list. This will open the selected site record. 2. Click on the Test email button. 3. An email will be sent to the site contact and all alert recipient emails. 10 Staff · Click Staff in the main menu to open the Staff list. Document status: ISSUED Page 20 of 28 Uncontrolled document when printed Version: 12 AlcoCONNECT Data Management System User Manual Adding New Staff Staff members can be added individually or imported from an excel list. 1. To add a staff member individually, from the Staff screen select the Add button near the Search field at the top right of the staff list. 2. Enter the Staff information. Note, required fields are indicated with a star. 3. Click the Save button at the top right of the screen to save the data. 4. The staff details will be saved, and a message displayed at the top of the screen reporting success, or an error message if there are any problems (i.e. missing required fields). 5. Select the Back button to return to the staff list. View and Update Staff Details To view and update staff details. 1. Click on Staff in the main menu to open the Staff List. 2. Click on the Staff record in the Staff List. This will open the selected staff record in the Staff Details screen where you can update the staff information. Note, required fields are indicated with a star. 3. Click the Save button at the top right of the screen to save the data. The staff details will be saved, and a message displayed at the top of the screen reporting success, or an error message if there were any problems (i.e. missing required fields). 4. Click the Back button to return to the Staff List. Document status: ISSUED Page 21 of 28 Uncontrolled document when printed Version: 12 AlcoCONNECT Data Management System User Manual Delete A Staff Member To delete a staff member. 1. Click on Staff in the main menu to open the Staff List. 2. Click on the Staff record in the Staff List. This will open the selected staff record. 3. Click the Delete button at the top right of the screen to delete the staff member. 4. You will be prompted to confirm that you would like to delete the staff member. Click OK to delete or Cancel to keep. 5. You will be returned to the Staff List. NOTE: Deleting a staff member does not delete any breath tests performed by that staff member. Any tests that used that staff ID will show up as an Invalid Staff ID in reports. Deleting Multiple Staff Members 1. Click on Staff in the main menu to open the Staff List. 2. Filter the results to show only the staff members you want to delete. 3. Click the Delete button at the top right of the screen to delete these staff members. 4. A pop up will appear telling you that a backup Excel file will be created and downloaded for you. Click OK. 5. Check that the file has downloaded. You should keep this file as a backup in case you need to reimport the deleted staff. 6. You will be prompted to confirm that you would like to delete the staff members. Click OK to delete or Cancel to keep. 7. You will be returned to the Staff List. NOTE: Deleting a staff member does not delete any breath tests performed by that staff member. Any tests that used that staff ID will show up as an Invalid Staff ID in reports. Document status: ISSUED Page 22 of 28 Uncontrolled document when printed Version: 12 AlcoCONNECT Data Management System User Manual Importing Staff Details · When importing staff details from an excel file it is important that you prepare the file and follow the instructions. · The order of the columns MUST be the same as described in the import instructions. · Select Choose File to add the import file, then select Import. · On Completion, AlcoCONNECT will report the number of records inserted, updated or in error. Exporting Staff To export staff details, from the Staff screen select Export. This will export all the staff records in the staff list to an excel spreadsheet. Staff Details Appearing In Reports If you don't require a staff ID to be entered when a test is performed, then your results will appear as shown in the first row in the Activities screen shot below. Reports will show that no staff ID was recorded when the test appears in reports. If a staff ID was entered, but it doesn't match any staff IDs you have recorded then your results will appear as shown in the second row in the Activities screen shot below. The unknown staff ID will be shown with the words `Invalid Staff ID'. If the staff ID that was entered matches one of your entered staff IDs, the staff members name will be as shown in the third row in the Activities screen shot below. Document status: ISSUED Page 23 of 28 Uncontrolled document when printed Version: 12 AlcoCONNECT Data Management System User Manual 11 Products The products screen lists all the Alcolizer devices that you have linked to AlcoCONNECT. Click Products in the main menu to open the Products List. Depending on your access level, you can set the following details for each product by selecting the product from the list: · Site · Location on site · Contact name · Contact Number · Click Get GPS Coordinates for exact location Depending on the software installed on your device(s), you may see a recalibration or service due date. You need to have either FM-20.0 or BK-20.0 installed on devices to see this. Over time all devices will be updated to this firmware version. Once you have updated the details click the save button 12 Reports · Reports can be viewed on screen or exported to Excel. · Click the dropdown menu on Reports to select the required report. Breathalyser Activity Report · This report lists all breath tests in a selected date range. · It can be filtered to only show those results above the set limit (Exceptions). Document status: ISSUED Page 24 of 28 Uncontrolled document when printed Version: 12 AlcoCONNECT Data Management System User Manual · You can filter the report by selecting the site, product, result type and date range for reporting period. · Exceptions are highlighted in a pink colour. Druglizer Activity Report This report lists all drug tests in a selected date range. · Filtering reports is achieved by selecting the site, product, result type (Negative, or Unconfirmed) and date range for reporting period. Staff Activity Report This report provides a list of all staff and shows which staff have given a sample on the selected date. · Filtering the report can be achieved by selecting the staff site, job title and a single date. Note, this is the site that a staff member is assigned to, and not the site that a testing device is assigned to. Document status: ISSUED Page 25 of 28 Uncontrolled document when printed Version: 12 AlcoCONNECT Data Management System User Manual · Staff who have not provided a sample are highlighted in pink. OnSite Testing Report This report gives you information on any AOD tests run in a selected date range. If an unconfirmed drug test results is sent to a laboratory for confirmation testing, then a PDF of the lab test results can be recorded with the test record. This feature was implemented in NE-3.28.0 release and is not applicable to lab test reports completed before this release. Company Setup This report allows company contacts and company admin users to view your company's AlcoCONNECT setup. This report provides the below information: · Company level email alert recipients · Sites and number of machines linked to each site · Machine details including site and date of last log processed · User details including site access and the last date each user logged in You will be able to click on the company name, site machine and most user rows to update your data. Please contact Alcolizer if you are a designated company contact and do not have access to this report. Document status: ISSUED Page 26 of 28 Uncontrolled document when printed Version: 12 AlcoCONNECT Data Management System User Manual Export Select the Export button to export a report to Microsoft Excel. The Company Setup report cannot be exported. You can only export up to 10,000 rows. If you try and export more than 10,000 rows the `Export' button changes to `Export Unavailable'. Document status: ISSUED Page 27 of 28 Uncontrolled document when printed Version: 12 AlcoCONNECT Data Management System User Manual 13 Account Under the account section you can set your contact details and change your password. Authorised OnSite Testing Technicians If you are set up as an authorised OnSite Testing (AOD) Technician in AlcoCONNECT, your Technician Initials will be displayed. These need to be entered into the OnSite Testing App to be able to sync your test data to AlcoCONNECT. Configure Emailed Reports · The Breathalyser Activity, Druglizer Activity, Onsite Testing and Staff Activity Reports can be emailed to you up to 3 times a day. · You must select your Time Zone, so the email is received at the right time. · Select which report you would like to configure using the drop down menu · Then select the days and times you would like to receive the report emailed · Click the Save button. Document status: ISSUED Page 28 of 28 Uncontrolled document when printed Version: 12