eBacMap 3.0 Training Topics

How do I add a Test Result?

There are two ways to add test results to eBacMap: You can add individual test results or you can upload test results in bulk using a formatted excel spreadsheet.

1.        Adding individual test results.

  • From the Navigation Bar select “Test Results”
  • Then select “Add New”
  • In the “Add New Test Result” window provide the information requested.
  • Sample Date (Date of Sample Collection)
  • Select the time if desired
  • Select the sampling site  
    • Tip: If your sample site code is not among the drop down choices, then go to set-up and add the new site.
  • Category
  • Organism Test
  • Result Value
    • Select: Negative, Positive, Presumptive, Absence
  • Organism: Sub-Type
  • Custom Sample ID
  • COA – URL
    • Provide URL for COA. Future versions of eBacMap will allow downloading of COA to eBacMap.
  • Notes
    • These can be used for any commentary, as well as notes by sanitation team.
  • Select “Save and Back”  

2.        Importing test results in bulk.

  • From the Navigation Bar select “Test Results”
  • Then select “Import”
  • Use a CSV, XLS, or XLSX file formatted to match the Download Template
  • Drag and drop, or select your file to upload. Select “Next”
  • Using the Template
    • Select “Download Template”
    • Open Template.
      • The First Row of the Template has headings that are matched to fields used in eBacMap.
      • Either enter your data into the Template, or format your own files so that they use the same headings as indicated in the template.
      • Use must include at least the following columns:
        • Sample Date
        • eBacMap Code
        • Category
        • Organism
        • Test
        • Result
        • Result Value
      • The information in the cells must match formatting in the list of eBacMap Codes, Categories, Organisms, and Test as listed in their respective tabs from the template download.
  • Uploading test Results
    • After Selecting “Next” eBacMap will map your data to fields recorded in eBacMap. If the headings in the data file match eBacMap fields, eBacMap will automatically match that information. If a heading does not match an eBacMap field, you will be given an option to select a corresponding field. Unmatched data will be ignored and not uploaded.
      • Select the corresponding “eBacMap” header that corresponds to your File Header.

3. Trouble Shooting

Q1. Which data columns are mandatory and which are elective?

  • A1. Sample Date, eBacMap Code, Category, Organism, Test and Result Value fields are mandatory. The Sub Type field is elective.  Since sub-typing such as serotyping, WGS, etc. usually take longer to complete, you may not want to mass upload those with your routine data.  If you are uploading mass historical data, you may want to include this field in your mass upload. The Custom Sample Id field is elective.  It can be imported if you have an internal site code that differs from your eBacMap Code. The COA (url only)  field is elective.  It can be imported if you have url links for COA’s. The Zone ID and Site ID fields are not required if you upload the eBacMap Code fields.

Q2. Why do some or all rows in the Import Test Results turn red when I am at Step 2 ‘Map Fields’?

  • A2. The rows may stay red until the drop down is used to associate at a minimum the ‘header from file’ with one of the mandatory eBacMap Header selections.  As each ‘header from file’ (the upload file) is matched with the correct eBacMap Header selection, the row turns white and a green dot is visible in the ‘Match’ column.

Q3. What if a header represents a non-mandatory field and I don’t need to upload it?

  • A3.  Select ‘Do Not Import’ when you click in the ‘eBacMap’ Header drop down. 

Q4. Why do I still get an error message when I have all of the mandatory fields completed?

  • A4.  This could be for several reasons. The key reason may be that the Categories, Organisms, Sites, or eBacMap Codes do not match what is on the import template downloaded.   Always download the template if there is any chance changes were made to the Categories, Organisms, Tests, etc., in eBacMap.   The other common reason the results will not upload is that one or more eBacMap codes are missing from the system, indicating the sites have not been added.  If this happens, use the ‘add sites’ button or site import feature. 
  • b. Headers in your upload document do not exactly match the template.   If the headers in the mass upload document do not exactly match those in the import template download (at a minimum for the required fields), then the system will not recognize it.  For example, if the data sheet has a column titled ‘results’, but the results import template has a header of ‘Result Value’, then it will cause an error notification.  Make sure the mandatory field headers in your data sheet exactly match the import template. 
  • c. The headers are correct but the format of the data in the field does not match.  For example, the format dates in the sample date field are incorrect, causing an error.  The required format is mm/dd/yyyy, so if the dates on your upload sheet have a date format which deviates from that, an error will occur and it will not upload.  For example, if the sample date was April 4, 2022, then the format in the data upload MUST be 04/04/2022.  Abbreviations like eliminating the zero values or otherwise (e.g. 4/4/22) will not work and lead to error message. 
  • d. The Headers are correct but the category, organism, or test does not exactly match what is in eBacMap.  For example, if the category you defined for environmental pathogen monitoring was EPM, but your upload spreadsheet says swabs, then it will cause error.  The upload spreadsheet must match the category, organism, and test names you have entered.  Another example of cause for error is identifying your ‘Test’ in eBacMap differently that identified on the data upload sheet.  If your Organism is stated as ‘Listeria’ and your ‘Test’ on the data import sheet is stated as Listeria spp., you will get an error.  

How do I set up a Category?

1.        Adding Categories

  • From the Navigation Bar select “Setup”
  • Then select “Categories”
  • In the upper right of the Categories Window, select “+ New Category”
  • The Add New Category Window will pop up.
  • Name the New Category.
    • Some examples might be Environmental Pathogen Monitoring; Water; Carcass; Air, etc.
  • Select any Organisms that will apply to this environmental category. If the applicable organisms are not yet listed, you will have a chance to add those and apply them to categories in the Setup – Organisms section.
How do I set up an Organism?

1.        Adding Organisms

  • From the Navigation Bar select “Setup”
  • Then select “Organisms”
  • In the upper right of the Organism Window, select “+ New Organism”
  • The Add New Organisms Window will pop up.
  • Add the name of the new Organism
  • Assign the Organism to a Category from the drop down list
  • Click the “Save and Back” button
How do I edit an Organism?

1.        Editing Organisms and Assigning Additional Categories.

  • From the Navigation Bar select “Setup”
  • Then select “Organisms”
  • Click on the edit (pencil) icon of the desired organism.
  • From the Edit Organism Page, you can edit the name of an Organism, select a new Category, or add additional Categories to the Organism.
    • To add additional Categories, selection “+ Add Category”
    • Select the desired Category from the drop down
    • Repeat to add other Categories
  • Click the “Save and Back” button
How do I set up a Test?

1.        Adding Tests

  • From the Navigation Bar select “Setup”
  • Then select “Test”
  • In the upper right of the Test Window, select “+ New Test”
  • The “Add New Test” window will pop up.
  • Add the Category and Organism tested for.
  • Add the name of the Test
  • Indicate whether the Test is Qualitative or Quantitative.
    • If Qualitative, indicate whether the target is “Negative” or “Absence”
    • If Quantitative, indicate the Target and Max limits
  • Click the “Save and Back” button
How do I set up a Zone?

1.        Adding Zone

  • From the Navigation Bar select “Setup”
  • Then select “Zone”
  • In the upper right of the Zone Window, select “+ New Zone”
  • The “Add New Zone” window will pop up.
  • Add the Zone ID
  • Click the “Save and Back” button

2.        Notes on Zones

  • eBacMap defaults to using Zones 1-4 for food manufacturing environments. However, the Zones may be edited and customized for other labeling protocols.
How do I define a Site?

1.        Adding Sites

  • From the Navigation Bar select “Setup”
  • Then select “Sites”
  • In the upper right of the window, you can choose to set up a single new site, or import sites in bulk.

2.        Adding a Single Site

  • Click on  “+New Site” button.
  • Input the Zone ID (typically 1-4)
  • Add the Site ID
    • We recommend that these be as short as possible.
  • Add a narrative description of the Site
  • Add Vector ID if applicable
  • Indicate whether the site is a composite
  • Indicate whether the site is active.
  • Optional: Add an image of the site to help identify a specific location indicated on a map.
  • Click the “Save and Back” button

3.        Importing Sites in Bulk

  • From the “Sites” page, click on “Import” in the upper right corner.
  • Download the Template from the “Import Sites” page.
  • Add Site Information to the Import Template, This info is the same info requested for adding a Single Site.
    • Add the relevant Zone, Site ID, Description, and Vector ID.
    • Indicate whether the Site is a composite by adding “Yes” or “No” to the “Is Composite” column
  • Uploading Sites
    • Select the completed template for uploading and click “Next”
    • After Selecting “Next” eBacMap will map your data to fields recorded in eBacMap.
    • Provide any requested information
    • Click on “Submit” to complete uploading of sites.
  • Follow any instructions to correct errors in the upload process, if any.
How do I set up New Maps?

1.        Adding Maps

  • From the Navigation Bar select “Facility Maps”
  • In the upper right of the window select “+ New Map”
  • Drag and Drop, or Select an image from your files.
    • Maps can be PDFs or JPGs
    • Images can be almost any image: facility blueprints, production rooms, schematics of equipment, photos of a piece of equipment,etc.
  • Once uploaded, Make sure to name the map by selecting the pencil icon on the top left.
  • Click “Save and Back” to save map.

2. Notes About Maps

  • Maps work best when they are black and white so that the colors of the eBacMap trend lines do not compete with any colors in images.
  • Maps can best be viewed when they are in landscape mode and within the size parameters of 1920px width and 1080px height. 
How do I add new Sites to a Map?

1.        Adding Sites

  • If you have just uploaded a new map, you can start to add sites immediately after uploading.
  • If you are adding sites to a previously loaded mpa, you can add sites by going to the Navigation Bar and selecting “Facility Maps”
    • Click on the map image that you would like to add a site to.
  • Once you have a selected map, click on the location where you would like to place the site.
  • You will receive a prompt to select which site you would like to place.
  • Select the site from the dropdown list and click on the green arrow to confirm.
How do I edit or move a Site on a Map?

1.        Editing and Moving Sites.

  • Select a Map from “Facility Maps”
  • Click on a site that has already been placed on the map.
    • To move the sites select the 4 Arrows Icon. The site marker will turn red. Drag the site to the desired location.
    • To mark the site with a different ID, select the desired ID from the drop down.
    • To remove the site, select the trashcan icon.
  • Remember to click on the “Save and Back” button in the lower right corner after making your edits.
How do I access and use the Billing Section?

How Do I Access and Use the Billing Section?

1. Access the Billing section by selecting “Admin” from the left navigation bar.

  • Click on Admin
  • Click on Billing – this will take you to a page with two sections:
    • Subscriptions – these are the active subscriptions for the account, including facilities and add-ons.
    • Invoices – All past invoices will be shown with their date, invoice number, subtotal, tax, and total.  

2. How to Update Subscriptions.

  • Click on “Update Subscription” to add or alter facilities and add-ons. 
  • On the next page, there will be two sections. 
    • Subscription – These are all active subscriptions. Within each facility line there is a pencil icon that can be used to change the name of the facility. In line will show the type of subscription, the payment method, and the price.  
    • Additional Items – all subscription and add-on types.
      * note all fees for add-ons and additional facilities will be pro-rated to the end of the current subscription
  • Add payment method by selecting the “+ Add Payment Method” button within the Subscription section.  This will open a window where credit card information can be added and saved.  When all information is entered, click on “Submit”. When needed, select “Cancel” to return to the previous page. 
  • After entering payment method, select desired items from the “Additional Items” section by clicking on the “ + “ 
  • A new subscription will be added to the Subscription table.  A new Facility Subscription will require a name to be entered and payment method to be selected.  The last used or entered card will be populated within the “Payment Method” column.  To change this, simply click on “Change” to alter the card information.  
  • When all information has been entered, click on “Confirm Update & Pay”
    • If an item has been added by mistake, it can be removed by clicking on the trashcan icon to the far right in line with the item.  
    • If the update needs to be canceled before it is finalized, click on “Cancel” 
  • A green confirmation will show at the top of the page as the page transitions from the Update Subscription page back to the main Billing page.