EMERGENCY INFORMATION FDOT Emergency Travel Alert: For information on the current situation, please visit the following page - Alerts.

State Materials Office

 

Q1: Why can’t I type in the Unit of Measure? Do I have to select from the dropdown?

A1: This field is used at various stages of LIMS, most common being at the sample log-in stage. The Unit of Measure describes how a specific material is measured; the pull-down menu will ensure that you select a unit of measure that is acceptable to the LIMS application. If you do not see the UNIT of Measure you expect to use, please send a request to sm-help@dot.state.fl.us.

 

Q2: When logging in a production sample into LIMS, the Destination Lab Id field defaults to my Lab Id. Is there a way to change this? Also, how do I find another Lab Id?

A2: First, click on the Destination Lab Id field to highlight it. Press the back space key to delete your Lab Id. Click on the drop down arrow next to the Destination Lab Id field. A window will pop up with all the Lab Ids in LIMS. It includes a description and a city location. All DOT labs start with a "D". All asphalt labs start with an "A". All Consultant and CEIs with labs start with an "I". ". All Consultant and CEIs without a lab (field offices) start with an "E". All Contractor field offices start with an "R". If you're still not sure, please contact your local Laboratory Qualification Program Contact person. Contact information is available at the following web address: http://www.dot.state.fl.us/statematerialsoffice/quality/programs/laboratoryqualification/
contacts.htm.

 

Q3: What should I do if I get an error message which says that my User Id or password has expired when logging into the Citrix Metaframe?

A3: User Id and password expirations must be re-established by the Local District Office of Information Systems (OIS) where your account is established. Please contact your Project Manager/Administrator for more information on how to contact OIS.

 

Q4: Earthwork technicians sample material for QC, V and R. QC personnel log in the Q sample. Who logs in the V and R samples?

A4: The Verification personnel will log in earthwork samples for Verification and Resolution Samples. They should be logged in by the project personnel and received, results entered and validated by the appropriated lab.

The Verification personnel should complete a Sample Transmittal card for each sample and include the LIMS Sample Id on the Sample Transmittal Card or print the "C-22 Card from the Login Screen with the LIMS Sample Id on it.

 

Q5: How can I log more than one sample in at a time on the Single Routine Sample Login Screen?

A5: Enter all of the login information from your first sample. Initiate the sample. Write down the LIMS Sample ID. Process the sample. Change the information on the login screen that coincides with the next sample. For instance, the new sample might have a different sample location information, a different FDOT sample number, etc. When all the new information is correct, initiate the second sample. Write down the LIMS Sample ID. Process the second sample. Repeat this process until all samples are logged in.

 

Q6: In LIMS, how do I show which Lots Verification or Resolution samples represent?

A6: For asphalt samples, enter the lot in the lot field. We have added a new field for sublot. Enter the sublot in this field. For example, if the Verification report shows 3-2, enter 3 in the lot field and 2 in the sublot field.

For other samples: The Verification or Resolution Technician should include a note in the Remarks section of the Sample Transmittal Card or report stating which lots the sample coincides with.  Log in the Sample Log In Information.  Initiate the sample.  Show the lots written in the remarks section in the Notepad.  Don’t forget to Process the sample (by clicking on the Process Icon) after you add the Notepad information.  Here is an example:  This sample represents lots 5, 6 7 & 8.

 

Q7: How do I show a sample in LIMS that represents more than one pay item, more than one project or both?

A7: Typically, one sample represents one pay item on one project in LIMS as it does in CQR.  If you log individual samples into CQR to represent a material, continue with your current practice.  If you report additional project Ids in “Remarks” fields or add more than one Pay Items on “6 screen”, follow the following instructions.   Here is how: 

On the Single Sample Log Screen, enter the sample information.  Show the total quantity represented by that sample on the Quantity represented fields.  If the sample represents more than one pay item, use the pay item that most of the sample represents.  Do the same for the FPN if the sample represents more than one project. 

Initiate the sample.  In Notepad include the breakdown of the quantities for the remaining projects and/or pay items.  Don’t forget to Process the sample (by clicking on the Process Icon) after you add the Notepad information.

Here are some examples of the Notepad Language:

  1. One Sample with Multiple Projects on the same contract
    (Same pay item)
    “This sample represents:

    FPN 1234567-1-52-01: 250 Tons
    FPN 23456789-1-52-01:  100 Tons &
    FPN 98765432-1-52-01:  150 Tons”
     

  2. One Sample with Multiple Pay Items (Same project)
    “This sample represents:

    Pay Item 285-701-001:  200 Tons &
    Pay Item 334-1: 300 Tons”
     

  3. One Sample with Multiple Projects on the same contract and Multiple Pay Items
    “This sample represents:

    FPN 1234567-1-52-01
    Pay Item 285-701-001: 200 Tons
    Pay Item 334-1: 300 Tons

    FPN 23456789-1-52-01
    Pay Item 285-701-001: 200 Tons
    Pay Item 334-1: 300 Tons &

    FPN 98765432-1-52-01
    Pay Item 285-701-001:  200 Tons
    Pay Item 334-1: 300 Tons”

 

Q8: How do I log in a sample in LIMS that represents a certification?

A8: The only certifications that need to be logged into LIMS are those marked "Sampled By: PP" and "Tested By: CL".  All other certifications are evaluated at the project level and filed with the project records.  Some of the certifications are to accompany a physical sample (example: filter fabric or steel samples).  In this case, only one log-in is necessary to cover both items.

  1. Use the Sample Login screen.
     
  2. From the Project ID drop down list, select the following combination and click on the OK button (Do not try to enter these by hand. This is easier and less likely to result in an error.)
    1. Project FIN
    2. Material ID - same as one for testing the material
    3. Pay Item
    4. Level - V
    5. Spec Year - as appropriate
    6. Spec Authority - as appropriate
       
  3. Once the log-in process is complete; print out the C-22 card from LIMS, place the C-22 card and certification into an envelope, package the physical sample, as necessary, and send all to the State Materials Office, ATTN: the specific laboratory receiving the sample.