Site Master Data
HOW TO SET UP YOUR SITE(s)
The Excel file #1- Sites contains the information required to define the default setting for the following Excel files.
The Excel file #1 - Sites contains 3 worksheets to define the sites, holidays and shifts of your company/department(s).
Setting up your locations
The Location can be your company, departments, divisions, laboratories to which employees, instruments and tests are to be assigned.
The Location is also used to assign Optima´ users to it. Locations can also be used to filter/group data, but also to restrict permissions for the visualisation of data.
The worksheet request two type of information
Item / column | What / Used for |
Location Code | This code should be unique for each location (max. 20 characters) |
Location Description | This free text facilitates the naming of every single location (max. 20 characters) |
Setting up your Holidays
This worksheet is used to record the list of dates that are public in the company.
The public holidays should be linked to the locations, as the company’s laboratories may be located in different countries with different public holidays.
Item / column | What / Used for |
Location Code | Refer to the one(s) created in previous worksheet |
Holiday Date | Enter the dates of holidays for every specific location |
Holiday Description | This free text facilitates the naming of every single Holiday (max. 20 characters) |
Setting up your Shifts
This worksheet is used to compile all possible shifts that can be assigned to an instrument or an employee.
A maximum of three slots can be configured in a 24 hours day shift.
The engine will refer to the employees and instrument shifts to their availability along a day.
When determining the working hours of each employee. You can assign different shifts to each day of the week.
Item / column | What/ Used for |
Location Code | Refer to the one(s) created in first worksheet |
Shift Description | This free text facilitates the naming of every single shift (max. 20 characters). Should be used as a code to refer to when setting up instruments and employees. |
Instrument / Employee | Use I for instrument, T for employee ( technician) |
Start Time slot 1 | Format should be HH:MM ( 24 h format) |
End Time slot 1 | Format should be HH:MM ( 24 h format) |
Start Time slot 2 | Format should be HH:MM ( 24 h format) |
End Time slot 2 | Format should be HH:MM ( 24 h format) |
Start Time slot 3 | Format should be HH:MM ( 24 h format) |
End Time slot 3 | Format should be HH:MM ( 24 h format) |
Defining Night Shift
Note that the shift needs to be defined within the single day.
For someone starting his/her shift from 22:00 to 06:30 from Monday to Wednesday, you would need to create 3 shifts and applied them in employees configuration as follow.
Monday= shift night A, from 22:00 to 23:59
Tuesday = shift night B, from 00:01 to 06:30 and 22:00 to 23:59
Wednesday = shift night B, from 00:01 to 06:30 and 22:00 to 23:59
Thursday = shift night C, from 00:01 to 06:30
Setting up your Task Types
This worksheet allows you to identify which types of tasks are scheduled by the engine or planned by the recurring tasks process
The task types are used for reporting purposes
| Item / column | What / Used for |
| Task Type Code | This is Free text and the naming should be unique (max. 40 characters) |
| Task Type Description | The free text offer the possibility to display the task type description in Optima as preferred (max. 40 characters) |
| Recurring | Indicate Y or N. If Yes, the task type is recurring and scheduled through a recurring process If No, the schedule of this task is scheduled through request form |
| Productive | Indicate Y or N. If Yes, the task type should be classified as productive If No, the task type should be classified for reporting purposes |
Classification | This is a reference to the classification of the company's tasks for reporting purposes: Example Production, R&D, QA... (max. 40 characters) |
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