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User’s Guide
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092.01D Q-MATIC AB i
Q-MATIC Management Portal™ - User’s Guide
ii Q-MATIC AB 092.01D
Contents
1. Presentation...........................................1
The Modules of the Management Portal ..............................2
Requirements.......................................................................2
2. Report .....................................................3
Open reports ........................................................................4
Saved reports.....................................................................11
3. Analysis................................................15
Overview ............................................................................16
System views .....................................................................21
User views..........................................................................22
4. User administration.............................23
Users..................................................................................25
User Groups.......................................................................26
6. Data import...........................................33
Set up connection information to branches........................35
Importing data from branches ............................................35
9. Index .....................................................47
iv Q-MATIC AB 092.01D
1. Presentation
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Q-MATIC Management Portal™ - User’s Guide
The Q-MATIC Suite Management Portal is a software package for calculating, compiling and
displaying statistics from Q-WIN systems. It contains functions for generating several types
of reports and making comprehensive analyses of historical data.
The Management Portal is a powerful and comprehensive software and yet easy to use.
Report
With the Report module you create standardised reports. They have a large range of settings
with which they can be easily customised.
The results can be displayed in several ways: as tables and graphs, and exported to PDF-
files, MS Excel sheets and CSV files.
It is easy to extend the set of standard reports that come with the tool.
Report creation can be scheduled and reports can sent automatically by e-mail or stored on
a server.
Analysis
With the Analysis module you can analyse large quantities of data interactively. You usually
start with an overview of the all the data and from there you select specific parts (drill down)
to get answers to specific questions. Anywhere along the process, you can generate graphs
and reports easily.
Requirements
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2. Report
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Q-MATIC Management Portal™ - User’s Guide
With the Report module you use predefined templates to generate reports. The set of report
templates can be extended easily. The templates cover situations of common interests:
waiting times and transaction times over time periods, service selection per branch, etc. The
reports can be extensively, and easily, configured.
To open the Management Portal use the link or other means your Q-MATIC representative
has set up for your specific installation.
On the Home page of the Management Portal, select Report to open the Report module:
The Report page has two tabs (excluding the Home tab):
• Open reports: the reports you have created on the current occasion with the tool, they
will be erased when you log out, unless they are saved. It is on this tab that reports are
created.
• Saved reports: reports that have been saved. They can be reopened and edited. They
can be scheduled.
Open reports
When opening the Open reports tab the first time on the current occasion, it is empty since
you have not designed any report yet; the page looks like the picture above.
If there are saved reports in the tool, you can of course work with them, see the next section.
4 Q-MATIC AB 092.01D
Report
Creating a report
The procedure for creating a report is as follows:
1. Select a template.
5. If appropriate, save the report; that is all the settings are saved. The report is then shown
on the list of Saved reports.
To start report creation, click the New button and the Report templates
page opens.
Select the template on which to base the report. Here the template Waiting time per Category
is selected. Click OK and the Report settings page is opened with the parameters for that
specific template:
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Q-MATIC Management Portal™ - User’s Guide
The set of parameters is different for different Report Templates. If a change is made of the
Template for a report, the values of those parameters that are used by both the old and the
new configuration will be transferred to the new configuration, the other values will be dis-
carded.
6 Q-MATIC AB 092.01D
Report
The form has two lists of items, Available and Selected, and a set of transfer buttons in
between.
Select an item in a list and click a transfer button in the intended direction and the item is
moved from one list to the other. Move all items at once (without selecting) by clicking a
double arrow. Select several items by Ctrl- or Shift-clicking. Clicking items while holding down
the Ctrl-key selects the items clicked. Clicking items while holding down the Shift-key selects
all items between the clicked ones as well.
When there are several Branches available, a selection of Branch(es) determines the set of
items available in the following parameters:
• Category
• Priority
• Workstation
• Printer
The items are grouped per Branch as can be seen in the picture above. These parameters
are local, they are only applicable to a specific Branch. The parameters Service and Staff
Member are global, they refer to the same thing for all branches.
The form for setting the Date / Time parameter looks like this:
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Q-MATIC Management Portal™ - User’s Guide
Depending on the template, there can be a setting for Time period on this form as well.
There is a set of standard dates available: This week, This month, This year; One week
back, One month back, One year back. For such a period, it is possible to select which
weekdays that should be included.
Setting manual dates is done in the form above. It is possible to select several non-
consecutive periods; use the Add button to include a period. It is possible to exclude dates;
use the Add button to enter a date to exclude. When setting a date, a small calendar can be
8 Q-MATIC AB 092.01D
Report
In this form three time related parameters are entered: No show - default value 20 seconds,
Service level waiting time - default value 15 minutes and Interval time - default value 5
minutes.
The form for setting the Layout parameters looks like this:
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Q-MATIC Management Portal™ - User’s Guide
Edit the report configuration. The configuration page is opened, see “The
Report settings” on page 6.
Save the report configuration. The configuration page is opened with the
save form, see “The Report settings” on page 6.
Remove the report; from the Open reports list only, not from the database.
Exporting a report
When a report is displayed it can be exported to three formats, PDF, Excel and a Comma
Separated file. The export buttons are at the top of the report:
10 Q-MATIC AB 092.01D
Report
The Hide settings button removes the parameter list from the page so only the report is in
view; the list can be brought back with the Show settings button.
Saved reports
To be able to work with reports on more than a single occasion, they must be saved. Only
saved reports can generate reports on schedule. Saved reports are listed on the Saved
reports page.
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Q-MATIC Management Portal™ - User’s Guide
When hovering the mouse pointer over the information icon the description of the
report is displayed. It is the description entered when saving the report.
The clock icon indicates that report generation is scheduled for that report.
There are three functions available when working with Saved reports.
Open the report. The report is changed into an active report and the set-
tings page is displayed, see “The Report settings” on page 6.
12 Q-MATIC AB 092.01D
Report
• Every day
When selecting days of week or month, a specific form is displayed for picking the day(s).
Select whether to have the reports e-mailed or saved as file, and select output format. If the
reports are to be saved, it will be to a predefined directory.
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3. Analysis
Overview.................................................................... 16
System views............................................................. 21
User views ................................................................. 22
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Q-MATIC Management Portal™ - User’s Guide
With the Analysis module of the Management Portal you interactively analyse large sets of
data looking for explanations for specific problems. One powerful feature of the tool is drilling
down from summary information to the detailed data that created the summary. Several other
sorting and filtering commands are available. Any time during the interactive analysis, it is
possible to create a chart of the data at its current view.
To open the Management Portal use the link or other means your Q-MATIC representative
has set up for your specific installation.
On the Home page of the Management Portal, click Analysis to open the Analysis module:
On the Analysis page are two tabs: System views and user views.
Overview
All views of the statistical data have the same main layout:
16 Q-MATIC AB 092.01D
Analysis
The Navigator
The Chart
The current settings of No show, Service level and filter is also on the page.
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Q-MATIC Management Portal™ - User’s Guide
Save Save the view with the current settings. The view will
be listed on the User views page.
Navigator - show / hide Display / hide the Navigator. The Navigator is shown
on the same page, above the table.
Empty rows / columns Remove / show rows and columns in the table that
- show / hide have no data.
Swap axes Turn the table around: make the rows into columns
and vice versa.
Chart - show / hide Display / hide the chart of the current table. The
chart is shown on the same page, below the table.
Chart layout configura- The chart can be configured, for example, type of
tion chart, entering a Title and axis Labels and changing
fonts.
Export page configura- Some layout properties can be configured, for exam-
tion ple, a Title can be entered and paper size and orien-
tation can be changed.
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Analysis
The Navigator
With the Navigator it is possible to arrange the data in the table in many ways, sorting and
filtering. For example, selecting which measures that should be displayed, filter the data on
any dimension, set the order among the dimensions, etc.
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Q-MATIC Management Portal™ - User’s Guide
The Chart
The Chart is a graphical display of the table in its current form. That is, when changing the
table by sorting, filtering and drilling, the Chart is continuously updated.
The Chart can be extensively configured:
20 Q-MATIC AB 092.01D
Analysis
System views
On the System views tab is a list of views of the data. These views are predefined in the tool.
They have been generated from the imported data by a set of algorithms.
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Q-MATIC Management Portal™ - User’s Guide
Any time during the analysis of a view, it is possible to save it. The view will then be listed on
the User views tab. When saving, a name must be entered, a description is optional.
Several views of the same system view can be saved, showing different relationships of the
data or in different stages of analysis.
User views
On the User views tab are the views that have been saved on the System views tab. There
are two things that can be done with the views on this page: open them for further work with
the Show button and deleting them with the Delete button .
22 Q-MATIC AB 092.01D
4. User administration
Users ......................................................................... 25
User Groups .............................................................. 26
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Q-MATIC Management Portal™ - User’s Guide
click Administration to access the administration pages. They are organized as a set of
tabs.
There is one list for Users and one list for User groups. There are functions for adding, editing
and deleting users and groups.
Every User must belong to at least one User group with access rights to be able to use the
system. A User receives access rights to the system (or parts of the system) by belonging to
User groups.
24 Q-MATIC AB 092.01D
User administration
Users
Adding a user
Click the New button and the Create new user window is opened.
Enter information in the form and click OK when ready, or click Cancel to close the page
without creating a user.
Editing a user
Click the Edit button and the Edit user window is opened.
Change the information in the form as required and click OK, or click Cancel to close the page
without changes.
Deleting a user
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Q-MATIC Management Portal™ - User’s Guide
User Groups
Adding a group
Click the New button and the Edit user group window is opened.
In this form there are two sub forms: one for Users and the other for Access rights. The two
sub forms work in basically the same way.
Access rights are divided into three groups: Branch, Modules and Report Templates.
Branch For the Reporting module: specifies which branch(es) the group has
access to. Users of the Analysis module have access to data from all
branches.
Modules Specifies which module(s) of the Portal the group has access to.
Report Specifies which Report Template(s) the group has access to.
templates
2. Select user(s) by clicking them in the Users list and clicking the arrow button to move
them to the Members list. By clicking a double arrow (without clicking any names), all
names in a list are moved to the other list. Select several names by Shift- or Ctrl-clicking
them before clicking the move button.
3. Select Access rights. Select those Access rights in each sub group (Branch, Modules
and Report Templates) that the group should have and click the move button to move
them to the Assigned list. A group must have rights to a Module for its members to be able
26 Q-MATIC AB 092.01D
User administration
do anything in that system. So, to be able to create a report, a group must have rights to
at least one branch, one report template and the Reporting module.
4. Click OK when ready or Cancel to close the page without creating a group.
Editing a group
Click the Edit button and the Edit user group window is opened; the same
window as when clicking the New button.
Deleting a group
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5. Report
administration
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Q-MATIC Management Portal™ - User’s Guide
click Administration to access the administration pages. They are organized as a set of
tabs.
Report templates
The report templates are grouped into several types, examples are Summary and
Performance.
30 Q-MATIC AB 092.01D
Report administration
Click the New button and the New Template page is opened.
Click the Browse button to point to the zip file with the report template.
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32 Q-MATIC AB 092.01D
6. Data import
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Q-MATIC Management Portal™ - User’s Guide
click Administration to access the administration pages. They are organized as a set of
tabs.
Data import involves connecting to Q-WIN branches, setting up item mappings and the
scheduling of data import.
The Management Portal uses two databases: one that receives input from Q-WIN systems
at branches (STH or DB files) and another that is the Report database that receives the
mapped input from the first, input, database. The input database also contains all other
system information of the Management Portal, users, user groups etc. The Report database
contains data for reports and analyses only. These are separate databases that can be
installed on separate computers.
2. Import data from branches to the input database, one branch at a time:
34 Q-MATIC AB 092.01D
Data import
In the following, a description will be given of all the tabs and pages that are used in this
procedure.
To connect the Management Portal to Q-WIN branches, a few settings need to be made.
There is a tab on the Administration page for Branch. On this tab are all branch specific
settings. Also, here is where branches are added and removed.
Click New to connect to a new branch. Click Delete to remove a branch from the list. It is only
possible to delete a branch until an actual import is made, after that the Delete button is
removed. Click Edit to access the settings for a branch:
The data in the databases are the ticket number called at a specific time to a specific work-
station, what button was pressed and what the priority was and the like. The important con-
cepts of the data in the databases are called items; they are: Button (=Service), Category,
Staff member, Matter, Printer, Priority and Workstation.
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To be able to handle data from several branches in a correct manner, the correspondence
between items from all the branches must be correct. For example, all data belonging to a
specific service must be connected to that service regardless of whether different buttons are
used in different branches for the same service.
Three of the items are global, items from different branches can be mapped to the same item
in the Report database: Button (Service), Staff member and Matter (sub-service). They refer
to the same item regardless of branch.
The remaining 4 are local, they are meaningful only for a specific branch: Category, Printer,
Priority and Workstation.
The import process is managed on the Import tab. There are three pages on that tab:
Overview, Mapping and Report Items:
Mapping: the correspondence or mapping of items from a branch (the input database) to
items in the Report database.
Report Items: management of items in the Report database, naming, adding and deleting.
There can be two icons for each branch: a clock icon indicates that a scheduled import
is set up and a red dot indicates an error with the import. The Status field indicates import
status: Idle or In process. In the date field is the date of the latest import. There is a Refresh
button; click it to refresh the information on the page after an import.
For each branch there are five buttons. The five buttons do the following:
Edit
Clicking the Edit button opens the settings form:
36 Q-MATIC AB 092.01D
Data import
In this form is the setting for type of database file, STH or DB (and web server port if DB
selected) and also a setting of the start date of the import; data before that date will not be
imported.
Schedule
Clicking the Schedule button opens the settings for the scheduling of import from the branch.
When a schedule is set up, subsequent imports are done automatically all the way from the
branches to the Report database.
If an error is detected by the import process, a red dot is shown as an indication in the
mapping table on the Mapping page and also on the Overview page. An e-mail notification is
sent to the error group as set-up in the mail settings form, see “Mail” on page 42.
Import
Clicking the Import button performs an import of data from the branch to the Input database.
When an import is made, a preliminary mapping table is set up where the items from the
branch are directly made into items in the Report database. These mappings are then
checked on the Mapping page, see below, before the transfer of data is made to the Report
database.
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View log
Clicking the View log button opens the log file for viewing.
This is the mapping table. In this table there is a row for each item for each branch.
Here the mapping is set up from an item of a branch to an item in the Report database. In
this example from a Branch Button to a Service.
When there is a red dot on a mapping row, it means that the suggested mapping must be
confirmed by the user. By clicking the Confirmed button, the suggested mapping is accepted
and the button turns green. The branch Leksand, has a red dot indicating that a mapping of
at least one item is not confirmed.
By clicking the Edit button, a selection can be made of an item in the Report database to map
to. The items to map to in the Report database are managed on the Report items page, see
the next section.
38 Q-MATIC AB 092.01D
Data import
Depending on whether the item is a global one is a local (see page 36), the list will contain
global items (applicable to all branches) or local items (applicable to a single branch only).
When the system comes across a change of some sort (a new item or a changed item) the
Confirmed indication turns red. Each such indication must be dealt with before a transfer of
data can be made to the Report database.
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Q-MATIC Management Portal™ - User’s Guide
These are the items in the Report database. In these tables there is a row for each item,
Service, Category and so on.
Here the items are given the names to be used in all reports. It is to these items that items
from branches are mapped. It might be necessary to re-map items applicable only to a single
branch, for example if the name is misspelled in the branch.
When an item is renamed, all items that map to it will get the new name in the Reports. The
re-mapping will take effect on the next import (manual or scheduled).
On the page with global items above, there are two items with a Delete button. This indicates
that no item from a branch is mapped to them. Very likely they are and will be unused, so
they can be removed.
40 Q-MATIC AB 092.01D
7. System settings
Mail ............................................................................ 42
SMTP......................................................................... 43
Report........................................................................ 43
System....................................................................... 44
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Q-MATIC Management Portal™ - User’s Guide
System settings are date and time format, queue time settings etc.
click Administration to access the administration pages. They are organized as a set of
tabs.
The system settings are in a number of forms on the Settings tab of the Administration
page. This is the menu on the Settings tab:
Mail setting: in this form, enter the ID number of the user group that will receive an e-mail
when a data import fails:
This will only work if the SMTP is set up correctly and the system can send mails.
42 Q-MATIC AB 092.01D
System settings
SMTP
SMTP settings: in this form are the settings for the mail server that the Portal will use. It is
possible to send a test e-mail in this form:
Report
Report settings: in this form are settings for statistics related times and intervals and also the
name of the directory where scheduled reports will be saved:
The settings Service level waiting time and No show are used in pre-calculation
procedures in the Analysis module. Changes to those values will restart the pre-calculation
which will take some, rather long, time.
If no directory is specified, the reports will be saved in the temp directory of the Management
Portal.
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System
System settings: in this form are the settings for date and time formats:
The admissible characters in date and time format specifications are the following (a
selection):
y Year
M Month
d Day
H Hour
h Hour in am/pm (1-12)
m Minute
a Am/pm marker
The number of characters (the number of y’s for example) determines the format.
Examples:
yyyy-MM-dd 2007-06-01
MMM dd, yy June 01, 07
h:mm a 1:27 PM
44 Q-MATIC AB 092.01D
8. Licence updating
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Q-MATIC Management Portal™ - User’s Guide
When needed, the licence for the Management Portal can be updated.
Licence updating
Click the Licence tab on the Administartion page and the Licence information page is
displayed with information about the current licence:
• Update-File
• Update-Internet
• Deactivate-Internet
Update-File and Update-Internet is used when you want to make a change in the licence,
for example add more users or new functionality. After buying the new licence from your
Q-MATIC representative, you can update the licence.
When using the Internet, click the button to get the new licence.
When using a file, browse to the new file you received and activate the licence.
Deactivate-Internet is used when the licence needs to be withdrawn, for example when
moving the system to another computer.
To deactivate the licence without connection to the Internet, contact Q-MATIC support.
46 Q-MATIC AB 092.01D
9. Index
B
browser 2
D
database 2
J
Java 2
O
operating system 2
Q
Q-WIN
version 2
092.01D Q-MATIC AB 47
Customer Flow Management™
www.q-matic.com
131021XYZ