#1: Modifications to Bika LIMS for ISO 17025 accredited labs

Proposed by

lemoene

Proposal type

User interface, Functionality

Assigned to release

• Bika Wine 1.2

State

ready-for-merge

Motivation

Some customisation identified by SANAS review

Proposal

Version 1.2, A Sweetnam, 28 June 2006

Contents

1. Titration Volume & Factor
2. Analysed by
3. Analysis Methods
4. Analysis Units
5. Analysis Request Remarks
6. Additional text in published content
7. Dates Received and Published
8. Measure of Uncertainty
9. New Groups
10. Verified By
11.  Accreditation indicators

Document Convention

One analysis, many analyses

AR - Analysis Request, an 'order' for the analyses to be carried out on a sample

A Jobcard - or Work sheet - is a collection of analyses grouped for a lab work station, instrument or analyst

1. Titration Volume & Factor

Titration volume and titration factor must be captured for some of the analysis services

a) Analysis service

In the Site set-up area, analysis service will have an additional check box to indicate whether the titration volume and factor are required

The default is ‘No’. An additional titration volume unit field, defaulted to ml

When an analysis service which requires titration values has been selected, the titration volume and factor appear on the analysis request and the job card

b) Analysis request

View and manage results will have additional ‘Titration Volume’ and ‘Titration Factor’ columns, if any of the services on that request require titration values to be captured

The columns will not appear if none of the requested services require titration values. The columns will appear only to those members authorized to view job card information, i.e. members with a role of ‘manager’, ‘labmanager’, ‘labtechnician’ or ‘labclerk’

For those analyses on the request which do not require titration values, the columns remain blank.

For analyses which require titration values, input text areas are provided to capture the titration volume and factor

For those analyses which require titration values, the values must be captured before the analysis is changed to to_be_verified status


c) Job card – Analysis request in rows

Job card will display additional ‘Titration Volume’ and ‘Titration Factor’ columns, if any of the services on that job card require titration values to be captured. The columns will not appear if none of the requested services require titration values

For those analyses on the job card which do not require titration values, the columns remains blank. For analyses which require titration values, input text areas are provided to capture the titration volume and factor

For those analyses which require titration values, the values must be captured before the analysis is changed to to_be_verified status
A check box is provided to automate the copying of titration factors to each analysis of the same type displayed

e) Job card – Analysis request in columns

For each service which requires titration values to be captured, the result column will be split into three columns, for result, titration volume and titration factor

For those analyses which require titration volume, a value must be captured before the analysis is changed to to_be_verified status

A check box is provided to automate the copying of titration factors to each analysis of the same type displayed

2. Analysed by

The identity of the person who performed the analyses on a job card is to be captured

For both job card views (AR by column or by row) a new field, ‘Analysed by’ will appear at the top of the job card The input is a drop down showing all lab personnel with a role of ‘LabManager’ or ‘LabTechnician’

It will be necessary to make a selection before the analyses on the job card are moved into to_be_verified status

3. Analysis Method Descriptions

The analysis methods, captured in the analysis service description, will be displayed in a pop-up window linked to the analysis service name in
   Analysis request create
   Analysis request view, edit, manage results
   Query Analysis request results
   Analysis result and query result emails will have text referring the reader to the linked analysis for the analysis method descriptions

On creation of a price list, an option is provided to include the descriptions of the items

4. Analysis Units

Analysis units will be reflected on Analysis Request view, result emails, faxes and query result emails. The unit will be shown immediately after the result value

5. Analysis Request Remarks

Currently the remarks associated with an Analysis Request are only shown in the edit analysis request form. The remarks will be shown on the analysis request view, analysis request result email and fax. Remarks are shown as ‘None’ should no remarks have been submitted

6. Additional text in published content

Results emails and faxes will include the following text:
   Analysis remarks are not accredited
   Analysis results are presented at a 95% confidence level

7. Dates Received and Published

Date Requested and Date Received are currently shown throughout the system for Analysis Requests. Date Requested will be removed from the data displayed (but not removed from the system) , and Date Published will be added to the data displayed

This change will be apparent in
   Analysis Request lists (e.g. list of AR’s in ‘Sample Due’ status, etc.)
   Analysis Request view
   Job card view – AR in columns
   Job card view – AR in rows
   Analysis Request result email and fax
   Analysis Request query results (Date Requested will remain as it forms part of the query constraints, and Date Published will be added)

8.  Measure of Uncertainty

An Analysis Service may have a table of uncertainty values associated with it. This will be captured in the analysis service definition area in site set-up, as a table of intercept minimum and maximum values, % confidence, error value

Once a result has been submitted on an analysis service request, the result is used to look up the % confidence and error value on the analysis service, which is displayed as a measure of uncertainty on
   Analysis Request view
   Analysis Request manage results
   Analysis Request results email
   Job card views
   Query results

9. New Groups

Two new groups are to be defined:
   Verifier – with verify role
   Publisher – with publish role

Note: A lab may allow different personnel the authority to verify and publish results, it is necessary to create two new groups to separate these two functions currently shared by the ‘Reviewer’ role

The 'to_be_verified' alert is also shown to members of the Verifier group, and to be published results, in the 'Verified' alert portlet

10. Verified By

The identity of the verifier must be displayed throughout the system. This field is populated at the time the AR is verified, with the identity of the logged on user

The information will be added to the following forms:
   Analysis Request view
   Analysis Request results email and fax

11. Accreditation indicators

A  check box in the Laboratory Information section of the site set-up is provided to indicate whether a laboratory has been accredited

Once this value is checked, the logo of the accrediting institution is added to price lists, analysis results emails and query result emails

Each analysis service has an accredited check box to indicate whether it is accredited

Those analyses which are checked as accredited, once the laboratory is too, are indicated as such on the price lists, analysis results emails and query result emails