Maintaining Jobs

Overview

A job is a group of samples registered for a suite of tests and undergoes analysis, reporting and invoicing.

The following types of jobs are managed by CCLAS:

Registered jobs, including production, internal and proposal jobs
Template jobs
Schedule jobs and draft jobs raised from schedule jobs.
Laboratory batch jobs which comprise samples from multiple registered jobs for a suite of tests.

A production job is a request for analysis for one or more samples taken from the field, plant, production line or other place, and submitted to the laboratory by a client, and forms the basis for tracking the progress of analysis, reporting and invoicing for services provided.

An internal job is a request for analysis for one or more samples taken from internal work, that is, within the context of the laboratory, and is used for internal analysis and trialing of new methods and schemes.

A proposal job is a job representing work that could be potentially registered by a client.

A template job is a template of a commonly occurring request for analysis for one or more samples taken from the field, plant, production line or other place, and allows for the quick and accurate registration of new jobs, for analysis, reporting and invoicing.

A schedule job is similar to a template job except that it has a schedule defined. At the defined time, the system determines the name of a related production job and creates it if necessary, then creates production samples from the schedule samples.

A draft job is a transient request for analysis for one or more samples taken from field, plant, production line or other place, and may be enacted to create a production or internal job.

A laboratory batch job is a job that contains groups of samples (and QC samples) from registered jobs that are typically of the same composition or require the same testing. The samples in a laboratory batch job may belong to multiple jobs and clients, however once completed, the results of the analysis is directed back to the original job so that they can be validated and reported to the client.

Where required, jobs can be cancelled and therefore removed from the testing schedule for the laboratory. Cancelling a job does not delete the job record, therefore, the job can be re-instated and rescheduled for completion at a later date.

If needed, a job can also be deleted from the system. Any QC records associated with the deleted job are maintained in the QC history repository.

Registered jobs are scoped by laboratory.

Template jobs are scoped either by organisation or laboratory.

Schedule and draft jobs are scoped by laboratory.

Laboratory batch jobs are scoped by laboratory.

Process

Except for laboratory batch jobs which are created by the CCBTCH—Job Batch application, the CCREGN—Job application can create all types of jobs, including ad-hoc jobs and jobs created from a template or other registered job.

However, all types of jobs, including laboratory batch jobs, are maintained by the CCREGN—Job application.

Maintain jobs

Jobs can be searched using criteria based on properties of the job, sample, test and the outcome of analysis.

Jobs returned from a search in the CCREGN—Job application can be exported to a report. Refer to Generating Grid Reports. Available report templates are defined in the SEARCH_REPORT_CCREGN application preference.

Creating a Job

When a job is created, the Job Type is selected either as Production, Internal, Proposal, Template or Schedule.

The Registration Mode is either New Job by Client, in which case a Client Code must be entered with an optional Project Code and Contact Code, or New Job by ERS in which case an ERS Code must be entered.

If the selected client has a Primary Project Code defined, then that project is used as the default Project Code.
A job can only link to a client has is flagged as being able to submit samples.
Whether the Project Code is optional is driven by MANDATORY_PROJECT application preference.
A job can link only to a project that is flagged as being able to submit samples and where the job's Received Date falls in the project's Project Open Date and Project Close Date time frame.

Note: The drop-down selection list excludes projects that cannot submit samples, but it does not exclude those outside of the job's Received Date as that date is not calculated until an attempt to create the job is made. Where a project is selected that cannot have samples submitted or the job's Received Date is outside the project date, then an error is returned upon submit.
Whether the Contact Code is optional is driven by the MANDATORY_CONTACT application preference.
If a project is selected and the project has a Primary Contact Code defined, then that contact is used as the default Contact Code. Otherwise, if a project is not selected and the client has a Primary Contact Code defined, then that contact is used as the default Contact Code.
Refer to Maintaining Clients.

Jobs have two primary identifiers: Code and Job Name.

Each job Code and Job Name must be unique within the organisation for org-scope jobs, and unique within the laboratory for lab-scope jobs.

Security options can be set up to permit the maintenance of specific job types within an organisation or laboratory.

Refer to:

Updating Jobs

Once the job number is identified, then other job properties need to be recorded, for example, due dates and special notes. Then the sample list needs to be accurately transcribed for the job. It is most important that this is accurate, in both the correct number of samples, as well in as their identifications, as supplied by the client, as it is client's identification that is primarily used for reporting the test results. The tests and services that are required on these samples need to be identified (as schemes and analytes), along with any analysis notes and specific mechanisms to ensure that the correct QC protocols are followed. The reporting requirements are also important to be identified, as effectively this is what the laboratory is contracted to perform (that is, to report the test results).

All of these job details are entered after job creation. If analysis has started, care must be taken with updating the samples, schemes and analytes.

If data is entered or inherited from either the client for the job, or a client project, this data can be changed as required after the job is registered and activated. Any additions or amendments to the job such as reporting and invoicing requirements, biofields, tests, paperwork and label can also be carried out as the need arises.

All job information except for the job Code, Job Name and Job Type can be altered if required. If preferences are set allowing it, job client, project and contact can be updated after job creation.

Jobs are modified using the CCREGN—Job application, and can launch the CCSAMP—Sample application to modify samples in the group, either individually or by updating multiple samples at once.

If job locks exist for the job because the job is open in the CCREGN—Job application or an invoice containing the job is open in the CCINV—Invoice application, or job scheme locks exist for the job scheme because a workbook containing the job scheme is loaded or reloaded in the CCWKOP—Open Workbook or CCWKOPTRAN—Open Transposed Workbook applications, and the locks are still active, then the job is displayed as read-only.

Refer to:

Propagating Updated Values from Job to Sample

For each valid job attribute in the PROPAGATE_FROM_JOB_TO_SAMPLE_LIST application preference, if the value of the attribute is changed on the job, then the value is pushed to the related attribute on each of the job's samples.

Deleting Jobs

Restrictions on Deleting Jobs

A job cannot be deleted if it is referenced in an invoice.

A job cannot be deleted if any related report requests cannot be deleted.

A job cannot be deleted if the job is linked to a report request containing multiple jobs.
A job cannot be deleted if the job is linked to a report request containing a single job, the report request has a Report Type of Paperwork, the report request's Workflow Status is Finalised and the report request has generated reports.

A job cannot be deleted if the job is linked to a report request containing a single job, the report request has a Report Type of Certificate and the report request has generated reports.

Number of Jobs in the Report Request	Report Type	Workflow Status	Has Generated Report?	Can Report Request be deleted?
Multiple	Any	Any	N/A	No
Single	Paperwork/Label	Draft	No	Yes
Single	Paperwork/Label	Finalised	No	Yes
Single	Paperwork/Label	Draft	Yes	Yes
Single	Paperwork/Label	Finalised	Yes	No
Single	Certificate	Draft	No	Yes
Single	Certificate	Finalised	No	Yes
Single	Certificate	Draft	Yes	No
Single	Certificate	Finalised	Yes	No

For further information on a job's life-cycle, refer to the Appendix—Job Life-cycle and Cascade Engine.

Removing Links to Laboratory Batch Jobs

If the job's Job Type is Production or Internal, then any links to laboratory batch jobs should be removed before the job is deleted. If this is not done, then any related laboratory batch sample cannot have results entered, leaving the laboratory batch job in a state where it can never be completed.

Links to laboratory batch jobs can either be removed one of the following ways:

Deleting the related sample in the laboratory batch job

This removes the link from any sample scheme analytes in the production/internal jobs to the laboratory batch job.

Warning: The consequence of this action is that the laboratory batch jobs are shrunk and the rack positions adjusted, meaning that any instrument run lists created previously may now be out of date.
Removing the links from the production/internal sample scheme analytes to the laboratory batch job and samples.

When the link from any sample scheme analytes to the laboratory batch job and samples are removed, then the Workflow Status for each associated laboratory batch sample scheme analyte is set to Not Analysed, which cascades up to set the Workflow Status for each associated laboratory batch sample scheme to Not Analysed, and in turn, cascades up to set the Workflow Status for the associated laboratory batch sample to Not Analysed.

This means that the de-linked laboratory batch samples do not leave the laboratory batch job in a state where it can never be completed.

Remove links from registered samples to laboratory batch samples

After doing this, deletion of the job can proceed.

Managing Job Locks via Registration

A job lock is set on a job when it is opened in the CCREGN—Job application.

If a job is locked, and you either do not want to wait for the lock to expire after the previous user has submitted their changes to the job, or a lock was left behind due to network disconnection, then the lock can be removed.

Unlock a job via registration

Upon Maintaining Jobs

Upon job deletion:

All of its samples, audit records and linked report requests are deleted.
If the job is a laboratory batch job, then the laboratory batch job and all of its laboratory batch samples, including QC samples, are deleted also, and any references to the laboratory batch job in the related production sample scheme analytes are cleared.
Any QC history records related to the deleted job are retained but set to inactive, so they can still form part of the historical assessment of the laboratory's quality performance.

Upon maintaining a job:

The event is audited. Refer to Reviewing Operational Data Audits.

Searched jobs can be exported to a report. Available report templates are defined in the SEARCH_REPORT_CCREGN application preference. Refer to Generating Grid Reports.

Job Identification

The Description and Job Category allows for further identification of the job.

Job Origin

A job's Client Code, Project Code and Contact Code indicate the origin of the job. Sometimes the job is an internal job, so a client has to be configured to represent the internal laboratory or selection.

Whether a job's client can be updated is controlled by the following preference:

CAN_UPDATE_JOB_CLIENT

The Description, Contract Submission Number, Contract and Client Submission Number provide additional details as to the job origin.

The Cost Centre Code provides a link for the job to the company accounting system. Refer to Conditions for Defaulting Job Cost Centre.

Priority and Due Dates

A job's Priority indicates how quickly the job's report must be available, with respect to other jobs in the system, and is used when selecting and sorting jobs for various processes. Refer to Conditions for Defaulting Job Priority.

If a job's Priority or Received On date-time is updated by the user, then the job's Required On, Possible On and Agreed On date-times immediately recalculates as:

Received On + Priority + any non-working days due to holidays.

Refer to Conditions for Calculating Job and Sample Required On Date.

If a job's Priority or Received On date-time is cleared, then the job's Required On, Possible On and Agreed On date-times are cleared automatically.

If the job's Required On, Possible On or Agreed On date-time is updated by the user, then there is no effect on the job's other dates, however, the following validations apply:

ReceivedDateTime < Required DateTime
ReceivedDateTime < PossibleDateTime
ReceivedDateTime < AgreedDateTime.

Refer to Conditions for Recalculating Job and Sample Required, Possible and Agreed Dates.

A job's Priority defaults to that set in the DEFAULT_PRIORITY application preference.

Auto-validate Job

Where all samples in a job have their validated date stamped and the job's Auto-validated is selected, during a cascade up the job tree by the cascade engine, then the job's Workflow Status is Completed since all of its samples have a Workflow Status of Completed, and the job is validated automatically.

Where all samples in a job have their validated date stamped and the job's Auto-validated is cleared, during a cascade up the job tree by the cascade engine, then the job's Workflow Status is Completed since all of its samples have a Workflow Status of Completed, and the job remains unvalidated, such that, it requires manual validation.

When a job is validated, then the job's Workflow Status remains at Completed, its Validated Date is stamped and Finalised By is set to the current user.

Job Notes

Registration, preparation, analysis and report notes can be added to a job for informational or reporting purposes.

Canned comments are available to quickly entered pre-canned text. When canned comments are accessed for a given note field, the canned comments are filtered by Canned Comment Type and Canned Comment Subtype.

The Canned Comment Type of GLOBAL, JOB, SAMPLE or SCHEME, and the Canned Comment Subtype of GLOBAL, REGISTRATION, RECEIPT, ANALYSIS, RELEASE, VALIDATION, REPORT or INVOICE.

or:

The list of category codes entered in the Category Code. The category codes are initially populated from the categories whose code appears in the related preference, where the preference changes according to the particular notes field being updated:

The production job notes are also persisted in the Report Request Job Primary Notes for reporting purposes. Any updates on the job notes initiated in the report request will be reflected back to the production job notes.

Samples

Samples are added to a job and have tests assigned to them for analysis.

Refer to Adding a Group of Samples to a Job and Maintaining Samples.

A set of sample biofields can be viewed in the Samples tab. Refer to Conditions for Registration Sample Biofield Display.

Composite Tests on the Job

Each job scheme and job scheme analyte is a composite of the job's sample schemes and sample scheme analytes. The tests denote the testing methods, and contain the analytes to be determined.

Refer to Maintaining Job Tests.

Aggregate Details on Jobs and Samples

Aggregate details on jobs and systems are updated by the system when various processes occur to add or remove samples from a job, add or remove tests from a sample, complete job schemes or complete sample schemes.

System maintenance of aggregate details for jobs and samples

Job Tracking

Refer to Tracing Job and Sample Ownership.

Paperwork and Labels

Refer to Maintaining Job Paperwork and Labels.

Opening the Sample Grid for a Job

A sample grid shows the intersections between samples and tests for a job scheme and indicates where sample schemes and sample scheme analytes are registered for samples, and where a sample scheme or sample scheme analyte is marked as listed not received, insufficient sample, not analysed or no result, or is active for analysis using the CCSGRD—Sample Grid application.

Refer to Applying Sample Gridding.

Opening Batch Sample Maintenance for a Job

Essentially, a batch is a group of samples for analysis, that is for a scheme or linked schemes.

Often a laboratory batch job is referred to as a batch since samples from multiple registered jobs are grouped together for analysis by a scheme or linked schemes. The creation of laboratory batch jobs is critical for efficient laboratory throughput. The laboratory batching process allows for the searching of samples using a variety of search patterns, so as to group the samples for analysis.

However, a batch is any job scheme since the related sample schemes are already grouped together in the job for analysis by a scheme.

To ensure quality of an analytical result, QC samples are added to a batch, either a laboratory batch or a registered job scheme, based on the arrangement and layout as defined by one or more QC masks attached to the related sample schemes.

Batch sample maintenance allows samples to be de-linked from laboratory batch jobs, and for samples in either a laboratory batch or a registered job scheme, or template job, to be included in a report.

Refer to Maintaining Batch Samples.

Opening Job and Sample Validation for a Job

Job validation is the action of validating a job's results, upon which its validated date is stamped. A validated job is ready for inclusion on a final certificate report. This action can be performed only if all associated samples are validated.

Sample validation is the action of validating a sample's results, upon which its validated date is stamped. A validated sample is ready for inclusion on a final certificate report. This action can be performed only if all associated sample scheme analytes have attained a Workflow Status of Completed, set by validating a sample scheme analyte.

After results are entered for jobs, a job search may be performed based on a job's Workflow Status to locate jobs requiring completion and/or validation using the CCVALN—Job and Sample Validation application for a job from registration. Refer to Completing and Validating Samples and Jobs.

Open sample and job validation for a job from registration

Opening the Audit Trail for a Job

A job's audit trail shows the history of the job: who made changes and when. Refer to Reviewing Operational Data Audits.

Open the audit trail for a job