Tag: SaaS

13 Oct 2021
Odyssey Inventory Tracking Module

Odyssey “How To” Series: Inventory Tracking Module

Join us for our second interview with Odyssey Implementation Analyst Katelyn Waters, where we discuss how to carry out certain functions of the Inventory Tracking module and answer some of your frequently asked questions.

Odyssey is a radiation safety software suite designed to help RSOs, EHS managers, and Radiation Safety Specialists manage affordable and efficient programs.

https://vimeo.com/622603614

KB 0:09: Welcome to part 2 of our 12-week how-to series highlighting Odyssey radiation safety software. Today we’re back with Odyssey Implementation Analyst Katelyn Waters to talk about the Inventory Tracking module. We’ll be addressing some frequently asked questions we get about the module’s functionality and its use in tracking radioactive materials. Katelyn, can you start by explaining a little bit about the inventory tracking module and its different sections?

Katelyn 0:35: Absolutely. So let me first go ahead and select the inventory tracking module out of the 12 available modules of Odyssey here. And once I do that, we’re going to have six different sections to look at here. We’re going to have a:

  • Master Tables section which is going to be a master list of any isotopes or compounds you might use in the organization.
  • Labs. We have a section devoted to labs that are going to house radioactive materials. They’re going to each have a profile of information.
  • Inventory holdings are going to be your unsealed sources, each with their own profile as well.
  • We have a RAM Use Card section; this is a really great way to get updates to radioactive material inventories from other users.
  • A Sealed Source section which supports leak testing.
  • And then finally we have a Lab Form section. So this allows you to very quickly fill out forms that relate to any of your labs in this module.

KB 01:30: So, for the section on labs that house radioactive materials, does the area have to be an actual lab?

Katelyn 01:36: That’s a great question. So, we have decided to use the name labs and it really could refer to an actual lab but it may not be as well. It could be an entire building, an entire site, a specific room. So really any location you can designate as a lab.

And if I go in and select this section here we can see the list of available example ones I have for this account. So you can see I have some buildings, I have some overall locations, some warehouses. So, it’s really flexible as to what you can put in as a lab here. And the advantage of doing so is once you add it as a lab it has its own profile, that I mentioned. And I can get to that by selecting the name of any of these here.

So if we go and take a look at Building 1, we have some general information about this building. Like, we can name what this lab is. I can give it a text or number category, a status, I can assign different individuals to it like a health physicist. Importantly, I can update the survey frequency here. And then I have these additional tabs of information. I have a tab that lists out the permits or licenses that relate to this location, maps for it. You can have multiple maps here, say if you want one for each different level of the building or if you want one for a different room.

Survey history, where I can come in and actually select any of these dates if I want more information from the survey for that date, or I can create a new one with this button.

A few other miscellaneous tabs. But the other important one that I want to make sure I point out is this inventory tab. So, this is a big benefit to this section of the module. So any of the locations that you have that house radioactive materials are going to have this tab where it will show you all of the inventory at that location. So you can see I have my unsealed RAM sources here, I have my sealed sources, and then in addition to that, it will also list out equipment and machines at that particular location. It’s really nice to be able to see all of that inventory all in one place.

KB 03:36: That sounds great. So, for the materials that are stored there, does this software do automatic decay calculations?

Katelyn 03:44: Yes. I’ll do an example of one of our sealed sources here. So if I come and take a look at this table we have the name of our sealed sources, a serial number for it, what’s actually contained in terms of the isotope there, the owner or responsible person, if there’s a permit of license that’s authorizing it that’ll be listed out, and then we get into some activity information. And so, when you go and add the sealed source or another radioactive material to Odyssey, to begin with, it’s going to ask you for the known reference date and reference activity. And so that’s what these two columns are. And once that information is in the software, Odyssey is going to use those dates and activities in combination with the half-life of the isotope to always be doing current activity calculations for you on any page refresh. So, all of these are just calculated when I came to the profile here. Like I said, that’s always going to be constantly updating. You can see this information in a few different places, it’s always going to be here on the inventory tab for the different labs, but also in those two separate sections that we already mentioned where you have your unsealed sources and sealed sources too.

KB 04:55: And if I needed to adjust or dispose of any of this material how would I go about doing that?

Katelyn 05:02: Absolutely. You can either go to one of those two sections we talked about, the inventory holdings section or your unsealed, or you can go directly to your sealed sources section. And that will allow you to see a table of different profiles for those materials. I can also just navigate there by selecting anything in these tables. Everything that is possible to be hyperlinked within Odyssey is. So if something you see on the screen has a profile you can usually select that to go to that profile. If I were to choose one of these RAM IDs it’s going to then load that profile of the RAM for me.

This one in particular we have the RAM profile for RAM ID 102 loaded. I can see who the owner or responsible person is, the permits or license that is authorizing it, where it’s at – it’s at building 1 here—what it contains, the compound and isotope, and then all of that activity information that we previously spoke of. Once I’m here, to directly answer your question KB, I have the ability to do some actions on this particular material, and those are found on these buttons in the lower right-hand corner. I can split this RAM, which is going to take this one profile and turn it into more than one, so I can have two, three as many as you want. And you can designate the activity for each of those, so this would be, you know if you’re actually physically splitting this material in real life, and you want that to reflect in your electronic records, you can do it that way.

You can dispose of it, which is one of the actions that you had asked about. So, if you hit this dispose button, it will prompt you to optionally transfer this to waste management. If you do have both inventory tracking and waste management modules, it’s really great for cradle-to-grave tracking there.

You can re-assign this material. That would be to a different owner, a different permit or license, or a different lab. Finally, the other part that you asked about was adjusting the activity. Adjust activity can be done with this button. And like I said, we are automatically calculating these activities, but if you need to manually adjust it for any reason you can do so just by hitting that button.

And anything that you change will show up on this profile as well, that’s what these two fields are where you have an adjusted activity and an adjusted date.

KB 07:17: You mentioned that sealed sources are kept in a separate section for leak testing. How do I view leak test information?

Katelyn 07:24: Yeah, so in order to see that let me actually go to that separate section. I’m going to back out to our main Inventory Tracking section, and this is what we had at the very beginning here of our conversation today with those six different sections. And I’ll go into Sealed Sources where that leak test information is kept. Like I mentioned we do keep these separate due to those leak tests and that workflow, so from this table, I can see which of my sources need to be leak tested. It’s listed in the last column of the table in the Leak Test Required column, and this information comes from when you initially add the source into Odyssey.

If I do choose one, like this one here which has an annual requirement, I can take a look at its profile and we’re going to have some additional information there. On any source that needs to be leak tested, there is a tab called leak test, and this tab allows you to add new leak tests if you want, but it also allows you to view any historical ones that have occurred. So, I can click on this date to get more information if I want, and it will also keep track of when the next one’s due. So this one occurred in May of 2021, and if I come back to my general information tab here, I can see that my next Leak Test is going to be due May of 2022 since this does have an annual requirement. This is really nice that this is automatically going to progress for you once you log a new one on that leak test tab.

KB 08:54: Can I receive reminders for those due dates?

Katelyn 08:56: Absolutely. That’s one of my favorite features of Odyssey is that anything that has a due date associated with a sealed source, machine, equipment, those due dates can push reminders to you which show up as alerts in our system. And they have a post-it note resemblance, they’re going to be in the Alerts and Tasks bar on the lower right-hand corner, and they show up in this format. And you can optionally also get email alerts. Say you’re not logging into this system very frequently; you can have those pushed to your email to make sure you’re definitely aware of those upcoming dates.

KB 09:31: And if I’m being inspected or audited, or maybe I just need to look at records for materials, can I do that?

Katelyn 09:38: Yes. That’s what this History tab is that we have added here that I haven’t spoken about yet. The History tab is going to log any changes that occur for your material, whether that’s going to be an unsealed source or sealed source. You can go back and see these examples here of this Vincent person and what changes he’s made and the date and time those changes were made. So if you need to go back and see when an activity change happened or where a source was, this is a great place to do that for regulatory purposes.

We also have a Documents tab, so if you’ve previously uploaded documents for the source that an inspector might want to see you can always find them here. Say you have a wipe test or some sort of shipment receipt label, you can put that here and always have those to reference.

Finally, say you have an inspector that requests information, but you don’t necessarily want to go through each profile for your sources, we do have a Reporting module which allows you to pull some comprehensive information for everything on the account, and then you can either download that as a CSV file or a PDF and email that to them.

KB 10:44: That all sounds great. And that wraps up our list of frequently asked questions for the Inventory Tracking module. Thanks, Katelyn, for walking through the module with me and clarifying how Radiation Safety Officers can utilize it to manage radioactive material in their radiation safety program. Join us next week for part 3 of our Odyssey How To series where we will be discussing the Reporting module.


Schedule an in-depth demo with our Odyssey team to discuss how the software can assist you with your radiation safety management needs.

06 Oct 2021
Odyssey Personnel Dosimetry module dashboard

Odyssey “How To” Series: Personnel Dosimetry Module

Join us for an interview with our Odyssey Implementation Analyst Katelyn Waters, where we discuss how to carry out certain functions of the Personnel Dosimetry module and answer some of your frequently asked questions.

Odyssey is a radiation safety software suite designed to help RSOs, EHS managers, and Radiation Safety Specialists manage affordable and efficient programs.

KB 00:10: Welcome to Part 1 of our Odyssey how-to series, where we highlight some frequently asked questions about the cloud-based radiation safety software suite and its application in real-world radiation safety programs. Over the next 12 weeks, we’ll be addressing each of Odyssey’s modules, and breaking them down to give a better idea of how they work. My name is KB, and today I’m joined by Odyssey Implementation Analyst Katelyn Waters to discuss the Personnel Dosimetry Module. Thanks for joining me, Katelyn!

Katelyn 00:37: Thanks KB, I’m happy to be here and hopefully we can help answer some of the frequently asked questions that we get for the Personnel Dosimetry module in Odyssey.

KB 00:46: So, the personnel dosimetry module is a key feature of the Odyssey platform. It features customizable widgets and reporting tools that help RSOs and EHS professionals managing a badge program do so in a very efficient way. But how exactly is dosimetry data made available in the module?

Katelyn 01:05: That’s an excellent question, and one of the first that we get whenever we are doing different demonstrations of the software. So, personnel dosimetry does support data from any vendor, but it is primarily designed for Mirion and Landauer. So what it actually does is the software uses a login to either AMP for Mirion or MyLDR for Landauer to view and import that dosimetry information into your account. And so this import happens automatically, we set it up to be daily for Mirion and monthly for Landauer, and so everything’s going to be automatically pulled into the software for you.

KB 01:43: If I have multiple dosimetry accounts can I use this module to manage them?

Katelyn 01:48: Yeah, absolutely. So, it is designed to help aid in the management of multiple accounts. So, whether those accounts are all through one vendor, being Mirion or Landauer, or if they’re from both vendors, this is very beneficial for managing those. You can change the dashboard, that’s what we’re currently looking at here for the module, and this dashboard is a quick at a glance view of your dosimetry account. And you can change what account you’re looking at from this first dropdown menu here that I’m hovering over currently, and you can also change it to look at specific locations or subaccounts, and that’s from the second dropdown menu here.

Additionally, we also have something called a Common Wearer Profile, and what that does is it’s going to combine dosimetry information from more than one account. So if you have a wearer that has a badge from both vendors, or maybe they have two badges that are under different locations or subaccounts, you can combine that information into one profile to make viewing that dosimetry history a lot easier for that wearer.

KB 02:50: So, if I wanted to add or remove any of those multiple badges on my account, can I do so from within Odyssey?

Katelyn 02:57: Yeah, great question. So, the actual addition or editing of any of the badges for wearers for your program will still take place in your vendor portal, whether that’s Mirion, Landauer, or another party. So this particular module is designed to give you some additional features that aren’t available in those vendor portals. Some of those features include ALARA reporting, easy form 5 access, different alerts and reminders, shipping, different management for some of those high-level activities that you’re going to need to do for your program.

KB 03:31: I see. What about this dashboard? Is it possible to change any of the information that’s displayed here?

Katelyn 03:38: Yes. I definitely recommend that when you start utilizing this module in the software that’s something you do right away because it makes it very beneficial for you, and you can do that by selecting this gear icon here, it’s going to take us to show us all of the settings. So each of these boxes we refer to as a widget, and each widget has its own settings for what you want to view on your dashboard. A good example here is the Recently Viewed widget in the top right-hand corner. I have what I want to see available for selection with these checkboxes, I have some drop-down menus for the number of things that I want to see here for the Read activity widget I can choose the time period… so depending on what it is they each have their own settings for these particular widgets, and that way you can really make it for what you need to see for your program.

In addition to that, you can also click and drag things to more prominently display them. So, if I want to have this graph of Read Activity–these are doses that are coming in each day–I can put this at the very top so I can see that a more prominent position. You can also hide things if they aren’t useful to your program. So, say you don’t want this recently viewed widget, I can select the eye icon and hide that and if I were to save these settings it would remove that from my dashboard. So, it’s very customizable.

KB 04:59: You mentioned read activity. Is there a place that I can see who hasn’t read their badge?

Katelyn 05:06: Yeah, so we have a query data section which I can actually go to and show you here. And this section allows you to do some really in-depth searches on your dosimetry data. You can choose to select what you want to search for, so with your example, I would go and search for different personnel, and ones that don’t have a badge reading. And then I come down to this section where it says Include or Exclude and I can choose things that I want to either include in my search or exclude from my search. And for us today, I’ll go ahead and add in an inclusion statement to include people for the current account that we’re looking at, just as an example, and then I can exclude people who have readings and we will only be left with those who do not, so I’ll go ahead and exclude people who have a reading for this year by putting in the date of January 1st.

So we can hit this play button here and it’s going to then search through all of your dosimetry records and give you the corresponding data for your filters. Once it does so, you have a table result at the bottom. And so, the format of this data is a little odd due to the fact that we’re looking at primarily, or not primarily, exclusively demo data. So you can see the employee IDs are very long. But this is what the format of that table would look like for you, just have your own dosimetry data displayed in it.  

And these are linked to other areas of the software. So for these wearers, I can actually select them to go to their profiles, and in addition, we have a list of contact information here that if you were to select this mail icon for it would actually put all of these people into a mailing list for you so you can easily communicate with them. So if we do want to reach out to this group and say hey, you need to please read your badge for 2021, you can do so by this easy feature there.

KB 07:02: Well that seems pretty easy to do. Is there any way for me to receive notification of individuals with high doses?

Katelyn 07:10: Absolutely. So that is actually one of my favorite features that we have added into the Personnel Dosimetry module and it exists in this reporting section. So I’ll go ahead and select that and we’ll take a look at that.

The reporting section has a tab called ALARA. The module has the ability to add in different custom ALARA thresholds. For this particular demo dosimetry account, we have two thresholds added in. I’ve added in an ALARA 1 and an ALARA 2. These are both quarterly thresholds but you can also have them trigger on a single dose, they can be monthly, quarterly, or annually. So, you have a variety of options there. They can also be scoped to particular badge regions that a badge is assigned to. Since these are quarterly thresholds, this next filter of the period gives me the option to choose a quarterly time period but that will change depending on your threshold. And if I do put in last quarter as an example and select run report, what that’s going to do is give me a table of results of individuals that have surpassed that threshold for the chosen time period. So we have these three demo people who have surpassed the ALARA 1 Threshold,  and then one person additionally also surpassed the ALARA 2, so this table is really nice because if they did surpass other thresholds it will let you know that. So if you only want to follow up on the higher of the two you absolutely can do that.

It will tell you the time period that we’re covering currently, and then the cumulative dose for that time period, and then the stage that you’re at in the process. So this will allow you to email each of these individual wearers either notification that they went over this dose threshold or a questionnaire – that form that they actually get sent is completely customizable – and the wearer will receive that via email. Once they do, they will open and view that, if they have any questions they can fill that out, it requires a signature and dates it for them automatically, and then that gets sent back to Odyssey. Once it does get sent back, this pie chart progresses and shows you where this process is. So it will change to being yellow for “waiting for RSO response.” So if you’re an RSO, a radiation safety representative, you can come in here, review that questionnaire, and the responses, and sign off on that to complete the process.

And to get back to your initial question about alerts for these items, throughout this entire process you’re going to be receiving in-software alerts which can optionally be email alerts as well. So when a wearer initially goes over the threshold, any of these thresholds you have set up, you’re going to get an alert that looks like a post-it note like one of these. And then when they fill it out they also will trigger an alert and it’ll let you know they have it filled out so that way you can come in and review that as soon as possible. And so you’re always going to be notified of each stage of the process there as this progresses.

KB 10:07: Well that all sounds great! Thanks, Katelyn, for helping us address some frequently asked questions about Odyssey’s Personnel Dosimetry module. Join both of us next week for part 2 where we’re going to be talking about the inventory tracking module and its ability to assist with tracking radioactive materials in your radiation safety program.

Katelyn 10:26: Thanks, KB.


Schedule an in-depth demo with our Odyssey team to discuss how the software can assist you with your radiation safety management needs.

21 Jul 2021

The Must-Have Mobile Software Solution for the Modern RSO

Fieldwork is an essential component of radiation safety programs. From inventorying radioactive materials, machines, and equipment, to performing audits and inspections, there exists a need to capture real-time information while on the go.

Historically, this information would be recorded on paper forms and later transcribed to an electronic record or placed in a binder. Such methods are both outdated and time-consuming. Their very nature prohibits RSOs from accessing the most up-to-date records while traveling or on-site, and keeps them from streamlining effective administrative processes within their radiation safety programs.

But with the advent of mobile optimized radiation safety software, performing these tasks and recording the results is more efficient than ever before.

In response to the growing awareness and need for such a software solution in radiation safety, Versant Physics has developed the cloud-based software Odyssey, with mobile optimization as a core focus. Users of the software can access Odyssey on their desktop or laptop computers, tablets, and mobile phones anywhere they have an internet connection.

odyssey screenshot of sealed sources

Versant Physics’ implementation analyst, Katelyn Waters, has seen multiple Odyssey clients incorporate the software into their field work. “Clients frequently use Odyssey to perform on-site inventories of RAM, sealed sources, radioactive waste, machines, and equipment. They use tablets and cell phones to quickly pull up inventory records by location. From there, individual profiles can be viewed and edited on the go as needed.”

These inventory records are displayed as a table with a simple and searchable format convenient for reviewing information on the smaller screens of mobile devices. Tables contain links to individual profiles with buttons to easily adjust the activity of radioactive materials, update survey, inspection, or calibration due dates, or edit other profile information.

Each profile also has the option to print out a physical label for the inventory. The label can include a logo, information from the profile, free text, and a unique QR code. The QR code can be scanned to take a user directly to a profile to increase speed and accuracy during an inventory.

“The biggest benefit of the QR code system that I see is the ability to perform cradle-to-grave tracking of RAM, sealed sources, and waste containers,” says Waters. “Users can scan the QR code attached to the material throughout its lifetime to view location, activity, and ownership changes to ensure that they are always accessing accurate, up-to-date information.”

odyssey qr code

These QR codes are available to be printed for RAM, sealed sources, waste containers, machines, equipment, and laboratories in Odyssey. Utilizing the labeling tools not only helps radiation safety staff quickly access information, but also complies with FDA and NRC labeling requirements for radioactive materials, machines, and laboratory doors.

“In addition to completing inventories, we also see our clients utilize the Forms module of Odyssey for audits, inspections, and surveys,” says Waters. “Customizable forms can be created which include images like floor plans. These forms can be filled out and the images marked up using mobile devices during the inspection itself.”

odyssey customizable form screenshot

The forms utilized during these inspections are custom forms set up during the implementation process by Versant Physics team, or by an administrator. The same form can be filled out repeatedly for consistency and to track changes in responses over time. This standardization of forms is an essential aspect of radiation safety for quality control.

Another important consideration for data capture is efficiency. Odyssey aims to accomplish efficient data collection by prefilling data from its other modules into the form where applicable. This reduces the amount of time spent filling out the form and helps minimize the potential for human error as existing data does not need to be copied over.

Utilizing cloud-based software has become increasingly relevant as radiation safety programs move from paper-based methods to electronic solutions. Performing work in the field itself on mobile devices aids in getting records more efficiently into this desired electronic format. Odyssey is engineered to assist with this transition to increase data accessibility, efficiency, and accuracy for radiation safety programs.

Interactive demos are now available! Click here to try out the personnel dosimetry and inventory tracking modules for free!

You can also schedule a live demo with our software specialists to learn more about individual Odyssey modules, mobile features, and software usability.

Permits

THE PERMISSION SYSTEM FOR INVENTORY TRACKING, MACHINE MANAGEMENT & EQUIPMENT CATALOG MODULES

Permit Profile

Each permit has a dedicated profile of information that includes authorized personnel, radioactive material, machines, and devices. Permit conditions, completed audits, and forms are also found on this profile.

Authorized Condition Database

Create and view authorized conditions included on permits. Previously created authorized conditions are listed with their code, category, and description.

Permit Enforcement

Information specified on a permit not only serves as a record of that permit, but also controls what can be added to other modules. The location, owner and type of radioactive materials, machines, and equipment can be enforced by permits.

Permit Audits

Perform permit audits, mail the results to relevant personnel, and track responses to non-compliances.