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Bika Water 1
Note: This is the print view with all the Reference Manual pages on one page. The paginated version is available here, if you prefer that.
1. Set-up and configuration
13. Sample and Analysis Request workflow
13.1. Analysis request registration
As per Bika LIMS:
Navigate to the Client's pages, the LIMS defaults to its AR pages:
Press [add new analysis request]
The AR create form opens. Completing it will create both an AR and Sample record. Samples already in the system can also be re-analysed, then the user must select an existing sample in this form
Analysis Request header
Follow the same steps as described for Bika LIMS Inkosi 2 in its manual sections Creating a simple Analysis Request (AR) and Advanced AR creation
Additional in Bika Water, is
AR Templates - an AR profile but including a designated Sample point and type, a container selection and preservations required. See it in use lower down
Sampling Deviation - standard sampling is done by the lab's Samplers. When the sampling procedure deviates from this routine, this field is used to indicate that by selecting a deviation from a previously configured list, e/g/ 'sampled by client
Ad-Hoc - non periodic/scheduled Sample
Composite - Composite or grab Sample indicator
Partitions required for the Sample - available from a drop down
Preservations - the user select from a number of preservations configured in the LIMS set-up, for both field preservation immediately after sampling, and for other partitions. Each preservation method is associated with its own container
In addition the user may select any number of Unpreserved containers from a previously configured list
Analyses
The analyses available for selection are divided between Field analyses, to be completed at th Sampling point, typically temperature and pH, and Lab analyses'Advanced' AR creation - using AR Templates
See 'AR Profiles' in the Inkosi manual. AR Templates add designated Sample points and types, containers and preservations to the AR profile definition. They are maintained by Lab managers in the LIMS set-up and the made avialble from a drop down at AR creation time:
This then auto completes the column for the AR:
Sample Labels
Where as Inkosi Bika LIMS produces sample labels at receiving the Samples, Bika Water offers to automatically print them now, 1 per container
After printing the labels - or not - click [Proceed to Sampling Instructions]
Sampling Instructions
Bika Water LIMS also produces Sampling instructions at this point that can be printed and given to the Sampler before he/she leaves. Empty fields may be captured on this form at the Sampling point if Mobile platforms aren't used, and then transcribed into the system by lab clerks when back at the lab
Like the Sample labels, the Sampling instructions can be reprinted from an icon on the Sample view at any given time in future
Press [Return to analysis requests] when finished printing
The user is returned to the Client's AR list where the newly created record is listed with status 'registered'
As an existing Sample was not selected for the new AR, the LIMS created a new Sample record too. It can be reached by clicking on the Sample icon next to the AR ID
To be Sampled alert
New to Bika Water is a to be sampled alert that is shown to Sampler to notify them of scheduled Samples tha must be collected:
13.2. Sampling
The Sampler may either capture this data directly into the LIMS at the Sample point, using a mobile internet device such as wireless Internet connected laptop or on paper, on the Sampling instruction sheet, and then transcribe it to the LIMS once back at the lab
The user, authorised as a Sampler or Lab clerk, navigates to the Sample record, either from a to be Sampled alert or the to be Sampled Sample list and clicks its |edit| tab and continues to complete the required information
This image here shows the calendar pop-up used to select a Sampling date
A field is provided for the Sampler too and all users authorised as Samplers are provided on the drop-down. This caters for the situation where a lab clerk captures the sampling data on behalf of the Sampler. The user entering the data is automatically captured to the Sample's log and a date/time stamp included
The Sample's disposal date is calculated from the period set up for the Sample type
Next the Field analyses results and information are captured:
Press [submit]
The LIMS returns the user to the Sample's |view| tab, showing the Sample as being advanced from to be Sampled to Sampled status and any discrepancies highlighted, in tis case the pH field analysis' result was found to be outside the specified range
The Sample is also listed as to be preserved in an alert to Preservers
If the preservation steps were completed - remember that users can be assigned any number of roles including both Sampler and Preserver - the Sample would've moved to preserved status directly. Preservation is covered in the next manual section
13.3. Preservation
Preservation information can be captured in the same step as the Sampling data. For this example, preservation is treated as a separate step
The user navigates to the Sample to be preserved from the to be preserved alerts or Sample list, and opens its |edit| tab. The sampling information will be completed earlier and below that will be areas for each Sample partition, for both partitions to be preserved and those not requiring preservation
For preserved partitions, the user completes:
Preserver - from a drop-down menu of all users authorised as preservers in the system. This once more ensures that a user other than the actual Preserver, say a lab clerk, may capture this data. The lab clerk's name and date/time stamp is captured to the Sample's log in the LIMS
Preservation remarks
When all the data are captured, press [save]
The LIMS returns the user to the Sample's |view| tab. If all compulsory preservation data were captured, the Sample will now be in preserved status and may now be analysed
The Sample's |log| displays the user responsible for all the actions and when they were taken as well as the time spent in each state
Gaob Bika LIMS 3 Release Candidate 2
European Lab Automation 2013
