Batching Samples for Analysis

Overview

A laboratory batch job is a job that contains groups of samples (and QC samples) from registered jobs where the samples are typically of the same composition or require the same testing.

Laboratory batch jobs, are created with lab-scope.

The terms master job, registered job, parent job and original job are interchangeable. These jobs contain samples that are selected for inclusion in a laboratory batch job.

The terms master sample, registered sample, parent sample and original sample are interchangeable. These samples are selected for inclusion in a laboratory batch job.

A laboratory batch job is analysed in the laboratory.

A laboratory batch job has all of the same properties as a production job, except it has a Job Type of Lab batch, it has no job invoices and you cannot add or delete the tests within it.

A subcontract batch job is sent to a subcontracting laboratory for analysis. A subcontract laboratory may be part of your organisation, or external to your organisation, where their LIMS configuration exists either on the same or a different database server. A subcontract batch job is a type of laboratory batch job except that a selected subcontract laboratory is associated with it.

Process

Laboratory batch jobs or subcontract batch jobs are created using the CCBTCH—Batch application.

The first stage in this process is to return sample counts for schemes or analytes, based upon entered criteria. A report can be generated for the returned sample counts.

Once sample counts are returned, then the second stage in this process is to return samples for selected schemes and analytes, also based on the entered criteria. A report can be generated for the returned samples.

Once samples are returned, and optionally ordered, then the third stage in this process is to:

  • Assign an instrument to sample schemes associated with selected samples, for the selected schemes

  • Open the Worklist dialog for a selected sample

  • Create a laboratory batch job for selected samples, for the selected schemes and analytes

  • Create a subcontract batch job for selected samples, for the selected schemes and analytes.

Returning Sample Counts for Schemes or Analytes, Based Upon Entered Criteria

Return sample counts for schemes or analytes

Sample counts for schemes returned from a search in the CCBTCH—Batch application can be exported to a report. Refer to Generating Grid Reports. Available report templates are defined in the SEARCH_REPORT_CCBTCHSCH application preference.

Sample counts for scheme analytes returned from a search in the CCBTCH—Batch application can be exported to a report. Refer to Generating Grid Reports. Available report templates are defined in the SEARCH_REPORT_CCBTCHSCHANA application preference.

Searching by Schemes vs Searching by Analytes

If you want to batch whole schemes for any analyte that matches sample scheme analyte criteria, then you do not need to display sample scheme analyte counts; just use the sample scheme counts. However if you want to batch parts of schemes for any selected analytes that match sample scheme analyte criteria, or batch parts of schemes for all selected analytes if they match sample scheme analyte criteria, then you need to display sample scheme analyte counts so that you can select the set of analytes pertinent to your analysis.

Searching by Date Range

If a Sample Sort Order criteria of Expiry Date is selected on the Sample Criteria tab, or the CCBTCH_DATE_SEARCH_MANDATORY application preference is checked, then a Date Search Scope, Date Search Field and Date Search Range must be entered (as a Between or Delta date range only), where the date range cannot exceed the number of days specified by the CCBTCH_DATE_SEARCH_INTERVAL_DAYS application preference.

Primary Search Criteria based on Job and Sample Details

In-build search criteria that cannot be changed includes:

  • Only jobs with a Job Type of Production and Internal are included in the search (regardless of whether Job Names are provided)—note that this was always the case, just that, now the search criteria is tightened on this
  • Only jobs that have an Archive Status of Online (for the current laboratory) are included
  • Interim samples are excluded
  • Unless specifically requested, non-activated samples are excluded. If the 'Not Activated' option is checked, then ONLY non-activated samples are included. This normally applies to non-activated jobs, but samples can be non-activated even though the job is activated (by manual deactivation of the sample). Ensure Not Activated is cleared to return only samples that are activated (operates on the sample's Last Activated Date being stamped).

Primary search criteria used to filter sample counts for schemes or analytes returned from the search by:

  • Job names, for example, a common job prefix
  • Whether a job is activated or not
  • Client names and project
  • Various dates related to the job or sample—The CCBTCH_DATE_SEARCH_MANDATORY application preference sets whether a start and end date, at least, needs to be specified for a nominated sample date field. The CCBTCH_DATE_SEARCH_INTERVAL_DAYS application preference sets the maximum number of days for the date window on the search.
  • Analytical types of samples.

Scheme Search Criteria based on Sample Scheme Details

Scheme-based search criteria used to filter sample counts for schemes or analytes returned from the search by:

  • Section
  • Section group, included or excluded
  • Subcontract laboratory
  • Scheme—The schemes that a user sees available for batching is limited by section, such that, the user can only see schemes that are not associated with a section, schemes that are associated with a section but that section is not associated with an access user group, or schemes that are associated with a section and that section is associated with access user group and the user is a member of the user group. Refer to the Effect of Scheme Scope when Locating Samples for Batching.
  • Whether to display scheme or analyte counts in the search results. Where Display Analytes is:

    • Cleared—Counts of sample schemes that match the criteria display in the top sample scheme grid. Sample schemes for different scheme versions are displayed in separate rows. This is used when batching by scheme. This implies that at least one sample scheme analyte matching the search criteria has to exist in the selected schemes.

      Any Schemes

      All Schemes

      Any Analytes

      Samples presented in the sample grid must have at least one of the schemes with at least one of its registered analytes matching the criteria.

      Samples presented in the sample grid must have all schemes with at least one of its registered analytes matching the search criteria.

      All Analytes

      Samples presented in the sample grid must have at least one of the schemes with all of its registered analytes matching the criteria.

      Samples presented in the sample grid must have all schemes, each with all of its registered analytes matching the criteria.

    • Selected—Counts of sample scheme analytes that match the criteria display in the top sample scheme grid. Sample scheme analytes for different scheme versions are displayed in separate rows. This is used when batching by analyte. This implies that at least one sample scheme analyte matching the search criteria has to exist in the selected analytes.

      Any Schemes

      All Schemes

      Any Analytes

      Samples presented in the sample grid must have at least one of the schemes with at least one of the selected analytes matching the criteria.

      Samples presented in the sample grid must have all schemes with at least one of the selected analytes matching the search criteria.

      All Analytes

      Samples presented in the sample grid must have at least one of the schemes with all of the selected analytes matching the criteria.

      Samples presented in the sample grid must have all schemes, each with all of its registered analytes matching the criteria.

Scheme Analyte Search Criteria based on Sample Scheme Analyte Details

Sample scheme analyte-based search criteria used to filter sample counts for schemes or analytes returned from the search based on:

  • Workflow statuses and user workflow statuses:

    The most common search to return sample counts for batching is across all jobs where samples are not completed, and to then investigate the reason why they are not completed. Searching by an associated sample scheme analyte's Workflow Status and User Workflow Status allows you to do this. That is, based on:

    • One or more workflow statuses of Not Started, Repeat, Analysed,Released, Check, Completed, Insufficient Sample, Not Analysed, or No Result,

      AND (the search is applied as 'and')

      One or more user workflow statuses selected from the drop-down list that contains items from the table type CC30—User Statuses, as configured in the MSETBL—Table Code Service application. Refer to Maintaining System Table Codes.

      If Workflow Status is left empty, then the match is made where the sample scheme analyte's Workflow Status is Not Started.

  • Samples that require repeat analysis:
    • Where the sample scheme analyte's Internal Lower DL and/or the Internal Upper DL are flagged as critical in the scheme version analyte, and a result is outside of the critical detection limit/s, then the sample scheme analyte's Workflow Status is set to Check and the worksheet cell is highlighted with a lower red triangle to attract the attention of the operator to deal with the situation. The operator has the following options:
      • They may re-enter a result that is within critical internal detection limits, in which case the sample scheme analyte's Workflow Status proceeds to Analysed.
      • They may request a repeat, in which case the sample scheme analyte's Workflow Status is set to Repeat (only on those selected cells that do not have formulas; if a cell has a formula then the workflow status proceeds to Not Started).
      • They may request to activate the upper scheme, in which case, ONLY WHERE the upper scheme is registered on the sample AND the upper sample scheme analyte's Workflow Status is Not Analysed or No Result, then the lower sample scheme analyte's (the one with the check) Workflow Status proceeds to Analysed and the upper sample scheme analyte's Workflow Status is set to Repeat.
      • It is the samples that have sample scheme analytes with a Workflow Status of Repeat that an operator needs to locate to check the analysis.
  • Laboratory batch status:

    Where samples are already included in a laboratory batch, you may not want to include them in the sample count again, or you might have a specific reason to do so. A Lab Batch Status of Not Lab Batched, Lab Batched, or All is set to return samples based on this.

  • Precursor scheme status, for example, based on whether the precursor scheme has started or not:

    A precursor scheme is a scheme that must be process in the laboratory before one or more sequel schemes are processes. This typically includes analytical preparation scheme work that occur before analytical scheme work. A precursor sample scheme's state controls which sample schemes are available for batching and which sequel sample schemes may be expired for analysis. A precursor sample scheme's Ready Date is set to return samples based on this.

  • Analyte scope and scheme scope, to return samples that have all or any of the searched schemes or analytes.

Sample Search Criteria based on Other Sample Details

Sample-based search criteria used to filter sample counts for schemes or analytes returned from the search by:

  • Minimum samples
  • Maximum samples
  • Sample sort order
  • Instrument group—A scheme can link to an instrument group. Instrument groups are a means of categorising schemes to the instrumentation method for the analysis. An instrument group is entered as a search criteria to limit the count of samples returned from the search. Wildcards are used when entering an instrument group code.
  • Whether to group schemes by instrument.

Returning Samples for Selected Schemes and Analytes, also Based Upon Entered Criteria

Return samples for selected schemes and analytes

Although you can return samples from the system pre-sorted by a selected attribute, for example, by priority or ready date, you can further sort samples on the bottom sample grid so that they can be batched in a nominated sequence.

When a laboratory or subcontract batch job is created from selected samples, then the samples are included in the batch job in the sequence in which they are displayed in the grid, and any QC samples that are created for the batch job are applied on that sequence of samples.

Example: Given Sample1, Sample2, Sample3 and Sample4, in that order, are displayed in the bottom grid, when the user drags and drops Sample4 so that it is displayed as Sample1,Sample4, Sample2, Sample3, and all of those samples are selected to be included in the laboratory batch job, then the sequence of the samples in the laboratory batch job, as seen in the CCREGN—Job, CCWKOP—Workbook Open and CCQCSM—QC Sample Modification applications, is in the same order as displayed in the bottom grid.

Further sort samples prior to batching

Samples, which really reflect sample schemes for selected schemes or sample scheme analytes for selected analytes, returned from a search in the CCBTCH—Batch application can be exported to a report. Refer to Generating Grid Reports. Available report templates are defined in the SEARCH_REPORT_CCBTCHSAMP application preference.

Where sample schemes or sample scheme analytes for the same scheme but different scheme version are selected, and a sample search is attempted, then an error is returned: Search samples for multiple versions of same scheme [<Scheme_Code>] is not allowed. Otherwise, samples matching the selected analysis are displayed in the bottom sample grid.

Note: If the sample search is used to create a laboratory batch job, then Not Activated must be cleared to return only samples that are activated (operates on the sample's Last Activated Date being stamped), as laboratory batch creation cannot proceed where inactive samples are selected. Subcontract batch creation is different in that it can proceed where inactive samples are selected.

Typically a single scheme or linked schemes are selected, and samples returned for those schemes.

Samples within a cancelled job are excluded from the sample search and cannot be included in a laboratory batch job.

Matching Schemes by whether Any or All Selected Analytes Match the Criteria

One sample scheme analyte that matches the search criteria must exist in each selected scheme or analyte for the sample to be returned from the search.

Also, it is important to note that the sample search is effected by whether Analyte Scope is set to Any or All.

Defining a Sort Order of Samples

The Sort Order defines how returned samples are sorted by default in the bottom sample grid.

Where a Sample Sort Order of Expiry Date or the CCBTCH_DATE_SEARCH_MANDATORY application preference is enabled, then the Date Search Scope and Date Search Field must be selected, and the Date Search Range must be selected as a Between or Delta date range only. The date range cannot exceed the number of days specified by the CCBTCH_DATE_SEARCH_INTERVAL_DAYS application preference.

Where the Sort Order is by the job's or sample's Priority, then the sorting process takes the different priority units into account, for example, 1W (week) is equivalent to 7D (days), 60S (seconds) is equivalent to 1N (minute), or 30D (days) is equivalent to 1M (month), and those samples with no priority of the selected priority scope are displayed at the bottom of the result set.

If Group Schemes By Instrument is selected on the Sample Criteria tab, then at least one scheme must be entered in the Scheme Codes criteria, otherwise an error returns when searching for samples for selected schemes or scheme analytes.

Conditions for Applying a Minimum or Maximum Number of Samples for Batching

The search can return samples based upon whether a minimum number of samples exist that satisfy the criteria.

The search can return a specified maximum number of samples.

Examples:

  • If SCH1 has 10 samples registered for it matching the other search criteria, and Minimum Samples is set to 40, then the top grid still shows Number Of Samples as 10 for SCH1, but when SCH1 is selected in the top grid and the secondary sample search applied to populate the bottom sample grid, no samples show in the bottom sample grid.
  • If SCH1 has 10 samples registered for it matching the other search criteria, and SCH2 has 40 samples registered for it matching the other search criteria, and 10 of those samples have both SCH1 and SCH2, and Minimum Samples is set to 40, then the top grid shows Number of Samples as 10 for SCH1 and 40 for SCH2, but when both SCH1 and SCH2 are selected in the top grid and the secondary sample search applied to populate the bottom sample grid, no samples show in the bottom sample grid.
  • If SCH1 has 50 samples registered for it matching the other search criteria, and SCH2 has 40 samples registered for it matching the other search criteria, and Minimum Samples is set to 40 and no Maximum Samples is set, then the top grid shows Number of Samples as 50 for SCH1 and 40 for SCH2, and when both SCH1 and SCH2 are selected in the top grid and the secondary sample search applied to populate the bottom sample grid, 40 Samples show on the bottom sample grid, on the premise that 40 samples had common sample schemes.

Conditions for Returning only Sample Schemes Assigned to a Specific Instrument Group

The samples returned in the bottom grid also respects the Instrument Group Code if one is selected in the criteria.

Examples:

Consider the following instrument groups:

Instrument Group Members of the Instrument Group

ICP-MS

ICP_FF01,ICP_FF02,ICP_FF03

XRFS

XRF_SF01

and the sample schemes are assigned the following instrument groups:

Sample SCH1 SCH2

S1

ICP_FF01

ICP_FF02

S2

ICP_FF02

ICP_FF01

S3

XRF_SF01

No instrument code

S4

Scheme not registered

ICP_FF03

S5

XRF_SF01

ICP_FF01

S6

ICP_FF01

ICP_FF02

S7

ICP_FF02

ICP_FF01

S8

No instrument code

Scheme not registered

S9

XRF_SF01

ICP_FF03

S10

 

ICP_FF01

Example a) When sample counts are returned by instrument group, schemes are grouped by instrument, and the Instrument Group Code is set to ICP-MS, then the top grid containing sample counts and the bottom grid containing the samples that meet the selected criteria would show:

Instrument Group Scheme Number of Samples Samples that meet the selected criteria

ICP_FF01

 

 

 

 

SCH1

2

S1, S6

 

SCH2

4

S2, S5, S7, S10

ICP_FF02

 

 

 

 

SCH1

2

S2, S7

 

SCH2

2

S1, S6

ICP_FF03

 

 

 

 

SCH2

2

S4, S9

Example b) When sample counts are returned by instrument group, schemes are grouped by instrument, and the Instrument Group Code is set to ICP-MS and XRFS, then the top grid containing sample counts and the bottom grid containing the samples that meet the selected criteria would show:

Instrument Group Scheme Number of Samples Samples that meet the selected criteria

ICP_FF01

 

 

 

 

SCH1

2

S1, S6

 

SCH2

4

S2, S5, S7, S10

ICP_FF02

 

 

 

 

SCH1

2

S2, S7

 

SCH2

2

S1, S6

ICP_FF03

 

 

 

 

SCH2

2

S4, S9

XRF_SF01

 

 

 

 

SCH1

4

S3, S5, S8, S10

Example c) When no Instrument Group Code is selected but sample counts are returned by instrument group, then the top grid containing sample counts and the bottom grid containing the samples that meet the selected criteria would show:

Instrument Group Scheme Number of Samples Samples that meet the selected criteria

ICP_FF01

 

 

 

 

SCH1

2

S1, S6

 

SCH2

4

S2, S5, S7, S10

ICP_FF02

 

 

 

 

SCH1

2

S2, S7

 

SCH2

2

S1, S6

ICP_FF03

 

 

 

 

SCH2

2

S4, S9

XRF_SF01

 

 

 

 

SCH1

4

S3, S5, S8, S10

No Instrument

 

 

 

 

SCH1

1

S9

 

SCH2

1

S3

Example d) When sample counts are returned by instrument group, schemes are NOT grouped by instrument, and the Instrument Group Code is set to ICP-MS, then the top grid containing sample counts and the bottom grid containing the samples that meet the selected criteria would show:

Scheme Number of Samples Samples that meet the selected criteria

 

 

 

SCH1

4

S1, S2, S6, S7

SCH2

7

S1, S2, S4, S5, S6, S7, S9,S10

Conditions for a Sample being Available for Batching

The workflow status of a precursor sample scheme can affect a sequel sample scheme's availability for batching.

When sample schemes are returned from a sample search, then the a sample's Is Available for Batching is selected where either:

  • The sample scheme has no precursor sample scheme
  • The USE_IS_AVAILABLE_FOR_BATCHING application preference is not defined, or is defined and is not checked.
  • the USE_IS_AVAILABLE_FOR_BATCHING application preference is defined and selected, the batching criteria Precursor Status is Started and the precursor sample scheme's Workflow Status is Not Started
  • the USE_IS_AVAILABLE_FOR_BATCHING application preference is defined and selected, the batching criteria Precursor Status is Ready and the precursor sample scheme's Ready Date is earlier than the current system date-time
  • the USE_IS_AVAILABLE_FOR_BATCHING application preference is defined and selected, the batching criteria Precursor Status is Completed and the precursor sample scheme's Workflow Status is something other than Completed.

Otherwise a sample's Is Available for Batching is cleared.

Laboratory batch job creation proceeds only where all samples selected for inclusion in the laboratory batch job are activated and Is Available for Batching is true.

Example:

Example: The following table shows the outcome when the user sets up schemes and precursor schemes, and returns sample counts for batching by whether precursor schemes are started, completed or ready.

Sample Scheme

Precursor Scheme Code

Precursor Sample Scheme Workflow Status

Precursor Sample Scheme Ready Date

Precursor Status Sample count search criteria

Display Sequel Scheme ICP01 in Scheme grid?

ICP01

AnaPrep

NOT STARTED

Not applicable

Blank

Y

 

AnaPrep

STARTED/ANALYSED/RELEASED/
COMPLETED

Not applicable

Blank

Y

 

AnaPrep

NOT ANALYSED

Not applicable

Blank

Y

 

AnaPrep

INSUFFICIENT SAMPLE

Not applicable

Blank

Y

 

AnaPrep

LISTED NOT RECEIVED

Not applicable

Blank

Y

ICP01

AnaPrep

NOT STARTED

Not applicable

Started

N

 

AnaPrep

STARTED/ANALYSED/RELEASED

Not applicable

Started

Y

 

AnaPrep

COMPLETED

Not applicable

Started

Y

 

AnaPrep

NOT ANALYSED

Not applicable

Started

Y

 

AnaPrep

INSUFFICIENT SAMPLE

Not applicable

Started

Y

 

AnaPrep

LISTED NOT RECEIVED

Not applicable

Started

Y

ICP01

AnaPrep

NOT STARTED

Not applicable

Completed

N

 

AnaPrep

STARTED/ANALYSED/RELEASE

Not applicable

Completed

N

 

AnaPrep

NOT ANALYSED

Not applicable

Completed

Y

 

AnaPrep

INSUFFICIENT SAMPLE

Not applicable

Completed

N

 

AnaPrep

LISTED NOT RECEIVED

Not applicable

Completed

N

ICP01

AnaPrep

NOT STARTED

Null (because Started Date is Null)

Ready

N

 

AnaPrep

STARTED/ANALYSED/RELEASE

09/02/2016

Ready

Y

 

AnaPrep

STARTED/ANALYSED/RELEASE

Null (if Waiting Time is Null)

Ready

N

 

AnaPrep

COMPLETED

09/02/2016

Ready

Y

 

AnaPrep

COMPLETED

Null (if Waiting Time is Null)

Ready

N

 

AnaPrep

NOT ANALYSED

09/02/2016

Ready

Y

 

AnaPrep

INSUFFICIENT SAMPLE

09/02/2016

Ready

Y

 

AnaPrep

LISTED NOT RECEIVED

09/02/2016

Ready

Y

Conditions for Highlighting Samples by Expiry

When a sample search is performed and the lower grid contains one or more samples for the selected schemes or analytes, then each sample row displays the composite selected schemes or analytes (*) Expiry Date, Warning Date, Precursor Expiry Date and Precursor Warning Date, and the row highlighting is applied as follows:

  • If the current system date-time is later than the composite selected schemes or analytes (*) Expiry Date or Precursor Expiry Date, then the row has a red background
  • If the current system date-time is later than the composite selected schemes or analytes (*) Warning Date or Precursor Warning Date, then the row has a yellow background
  • Otherwise the row has a clear background.

(*) The composite selected schemes' or analytes' Expiry Date, Warning Date, Precursor Expiry Date and Precursor Warning Date are determined as the earliest of each related sample scheme's Expiry Date, Warning Date, Precursor Expiry Date and Precursor Warning Date, respectively.

Note: If the precursor scheme is also selected for laboratory batching, then these two sets of expiry dates is the same.

Assigning an Instrument Sample Schemes associated with Selected Samples, for the Selected Schemes

After returning sample counts for schemes or analytes, based upon entered criteria and returning samples for selected schemes and analytes, also based upon entered criteria, an instrument can be assigned to sample schemes associated with selected samples, for the selected schemes. Refer to Assigning an Instrument to Selected Samples for Batching.

Opening the Worklist Dialog for a Selected Sample

After returning sample counts for schemes or analytes, based upon entered criteria and returning samples for selected schemes and analytes, also based upon entered criteria, a worklist dialog can be used from a selected sample to then open a Worklist. Refer to Loading a Worklist.

Creating a Laboratory Batch Job for Selected Sample, for the Selected Schemes and Analytes

Create a Laboratory Batch Job

The Create Batch flow allows for the creation of a laboratory batch job using selected samples.

A dialog is opened to allow the selection of:

  • The Batch Name Syntax Code that is used to determine the name of the batch job.

    The laboratory batch job's Job Name defaults to the value set in the DEFAULT_BATCH_NAME_SYNTAX application preference. If the CODEVALIDATION_JOBNAME application preference is defined and contains a list of visible ASCII characters, then the laboratory batch job's Job Name must only contain characters from this list. If this preference is not defined, then the laboratory batch job's Job Name must only contain characters from ABCDEFGHIJKLMNOPQRSTUVWXYZ_0123456789. The Scope for this preference is usually set at laboratory level.

  • The Batch Job Template Name that is used to determine which template job provides sample scheme QC masks where the Sample Scheme QC Mode is selected as Template QC.

    If the DEFAULT_BATCH_TEMPLATE application preference is defined and contains a job code, and a template job exists with that code, then the Batch Job Template Name defaults to this template job.

  • The Sample Scheme QC Mode that defines the source of samples scheme QC masks used to create QC samples for the batch job, and is selected as either:

    • No QC in which each batch job sample scheme's QC Mask Code is left empty so that no QC samples are created for the batch job.

    • Scheme QC in which each laboratory sample scheme's QC Mask Code is inherited from the incoming sample scheme's QC Mask Code so that QC samples are created from those.

    • Template QC in which each laboratory sample scheme's QC Mask Code is inherited from the matching sample scheme that has a matching scheme version in the template job indicated by the Batch Job Template Name.

  • Auto-create Paperwork indicates whether to generate and print all laboratory batch job paperwork.

The laboratory/subcontract batch job's Job Code is generated by the syntax that is in scope and has a Syntax Type of Batch Code Syntax and a Syntax Code of BATCH_CODE_SYNTAX. If this syntax is not found, an error is returned. The syntax must produce a laboratory/subcontract batch job's Job Code that is unique within the organisation and contain valid characters. If the CODEVALIDATION_JOBCODE application preference is defined and contains a list of visible ASCII characters, then the Job Code must only contain characters from this list. If this preference is not defined, then the Job Code must only contain characters from ABCDEFGHIJKLMNOPQRSTUVWXYZ_0123456789. The Scope for this preference is usually set at laboratory level.

Creating a Subcontract Batch Job for Selected Samples, for the Selected Schemes and Analytes

Precursor activities to creating a subcontract batch job include:

  1. Configure laboratories to create a subcontract laboratory, which can be configured either as an instance or external laboratory, and as a corporate laboratory or not.
  2. Maintain versions of a scheme to configure subcontracting details for the scheme version, including the subcontract laboratory.
  3. Add a group of samples to a job and specify subcontracting details for the sample group scheme. Whilst these details default from the scheme version, they can be updated as the scheme is registered for a sample group.
  4. When Maintaining Job Tests, update subcontracting details for the job scheme, if required. Whilst these details from the sample group that caused the job scheme to be created and the scheme version, they can be updated on the job scheme.
  5. When Maintaining Sample Tests, update subcontracting details for any sample scheme, if required.

Create a Subcontract Batch Job

The Create Subcontract Batch flow allows for the creation of a subcontract batch job using selected samples.

A dialog is opened to allow the selection of:

  • The Batch Name Syntax Code that is used to determine the name of the batch job.

    The laboratory batch job's Job Name defaults to the value set in the DEFAULT_BATCH_NAME_SYNTAX application preference. If the CODEVALIDATION_JOBNAME application preference is defined and contains a list of visible ASCII characters, then the laboratory batch job's Job Name must only contain characters from this list. If this preference is not defined, then the laboratory batch job's Job Name must only contain characters from ABCDEFGHIJKLMNOPQRSTUVWXYZ_0123456789. The Scope for this preference is usually set at laboratory level.

  • The Batch Job Template Name that is used to determine which template job provides sample scheme QC masks where the Sample Scheme QC Mode is selected as Template QC.

    If the DEFAULT_SUBCONTRACT_TEMPLATE application preference is defined and contains a job code, and a template job exists with that code, then the Batch Job Template Name defaults to this template job.

  • The Sample Scheme QC Mode that defines the source of samples scheme QC masks used to create QC samples for the batch job, and is selected as either:

    • No QC in which each batch job sample scheme's QC Mask Code is left empty so that no QC samples are created for the batch job.

    • Scheme QC in which each laboratory sample scheme's QC Mask Code is inherited from the incoming sample scheme's QC Mask Code so that QC samples are created from those.

    • Template QC in which each laboratory sample scheme's QC Mask Code is inherited from the matching sample scheme that has a matching scheme version in the template job indicated by the Batch Job Template Name.

  • Subcontract Laboratory Code that the batch job is linked to, selected from active laboratories that are members of the laboratory group defined by the SUBCONTRACT_LABS application preference, except for the current laboratory,

  • Auto-create Paperwork indicates whether to generate and print all laboratory batch job paperwork.

The laboratory/subcontract batch job's Job Code is generated by the syntax that is in scope and has a Syntax Type of Batch Code Syntax and a Syntax Code of BATCH_CODE_SYNTAX. If this syntax is not found, an error is returned. The syntax must produce a laboratory/subcontract batch job's Job Code that is unique within the organisation and contain valid characters. If the CODEVALIDATION_JOBCODE application preference is defined and contains a list of visible ASCII characters, then the Job Code must only contain characters from this list. If this preference is not defined, then the Job Code must only contain characters from ABCDEFGHIJKLMNOPQRSTUVWXYZ_0123456789. The Scope for this preference is usually set at laboratory level.

Upon Attempting to Create Batch Jobs

Subsequently, when samples are selected for batching and an attempt to create the batch is made (interactively via the user interface or via a script running a service), then the batch creation proceeds only if ALL samples have Is Available for Batching set to true, otherwise an error is raised: Samples XXX, XXX, XXX are not available for Batching.

Upon Creating Batch Jobs

Upon batch job creation:

  • The job's Job Type is set to Lab Batch.

  • The job's Job Code is generated by the syntax that is in scope and has a Syntax Type of Batch Code Syntax and a Syntax Code of BATCH_CODE_SYNTAX. If this syntax is not found, an error is returned. The syntax must produce a job code that is unique within the organisation and contain valid characters. If the CODEVALIDATION_JOBCODE application preference is defined and contains a list of visible ASCII characters, then the Job Code must only contain characters from this list. If the CODEVALIDATION_JOBCODE application preference is not defined, then the Job Code must only contain characters from ABCDEFGHIJKLMNOPQRSTUVWXYZ_0123456789.

  • The laboratory batch job's Job Name is generated from the syntax selected in the Batch Name Syntax Code.

  • The system validates the Job Code and Job Name (regardless that it was generated from syntax), using the CODEVALIDATION_JOBCODE and CODEVALIDATION_JOBNAME application preferences.

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

  • If the DEFAULT_BATCH_TEMPLATE application preference is defined and contains a job code, and a template job exists with that code, then the Batch Job Template Name defaults to this template job.

  • The selected samples are included in the batch job in the sequence in which they are displayed in the bottom sample selection panel.

  • The samples within a laboratory batch job are created as copies of the registered samples, however, although they are separate entities, they are treated as the same sample but different partition of that sample for the test.

  • Each laboratory batch sample's Received Date, Required Date, Priority, Priority In Second (same value as Priority, but in seconds), Sample Agreed Date and Sample Possible Date default from the original sample.

  • The sample schemes within a laboratory batch job are created as copies of the registered sample schemes, however, although they are separate entities, they are treated as the same sample scheme but different partition of that sample. Each laboratory batch sample scheme's Required Date, Priority and Possible Date default from the original sample scheme. However, the QC masks associated with the laboratory batch job sample schemes are set based on the selected Sample Scheme QC Mode. Where linked sample schemes from the same registered job are included in a laboratory batch job, then the two related laboratory batch sample schemes inherit the linking, to allow for the sharing of weights and volumes.

  • Composite job schemes are created in the job for the related sample schemes. Each laboratory batch job scheme's Required Date and Possible Date default to the earliest dates (where empty dates are not considered) of all laboratory batch sample schemes created in the laboratory batch. Where linked job schemes from the same registered job are included in a laboratory batch job, then the two related laboratory batch job schemes inherit the linking, to allow the update QC process to process the job schemes as linked job schemes, to give them the same QC sample placement and rack structure.

  • The laboratory batch job does not have its own sample scheme analytes. Rather, the sample scheme analytes that are 'in' the laboratory batch job exist within the context of their original sample in their original job, and each sample scheme analyte has a link to the laboratory batch job and laboratory batch sample to which it is assigned. This means that one sample scheme analyte can only exist in one laboratory batch job at a time.

    Note: Any QC Samples created and owned by the batch job are assigned a QC Source of 3. These QC samples are 'owned' only by the batch job.

  • Composite job scheme analytes are created in the job for the related sample scheme analytes. Each laboratory batch job scheme analyte's Required Date defaults to the earliest dates (where empty dates are not considered) of all laboratory batch sample scheme analytes linked to the laboratory batch.

  • When a job scheme or job scheme analyte is created for a laboratory batch job, regardless of whether the incoming samples come from one or multiple registered jobs, then the job schemes and job scheme analytes are sequenced, as follows:

    • First, for each scheme version that exists in the batch job template, the job scheme's Registration Sequence is set as per the relative sequence of the batch job template job schemes, and the job scheme analyte's Registration Sequence is set as per the relative sequence of the batch job template job scheme analytes.

    • Subsequently, for each scheme version that does not exist in the batch job template, the job scheme's Registration Sequence is set as per the relative sequence of the production job schemes, in alphanumeric sequence, and the job scheme analyte's Registration Sequence is set as per the relative sequence of the production job scheme analytes.

    Job scheme sequence affects which job scheme is considered to be the first in a linked set of job schemes, and therefore, which job scheme's sample scheme QC masks are applied.

    Example:

    Production job name PROD_JOB-0001

    Job scheme sequence on the job's Tests tab:

    1. SAM_ANA_PREP
    2. SAM_ANALYTICAL
    3. SAM_MISC

    SAMPLE-01 .. SAMPLE-10 all have the three schemes registered.

    Each sample has the following QC masks on its sample schemes:

    • SAM_ANA_PREP→SAM_ANA_PREP: REP Random/5 Imm, Apply 2
    • SAM_ANALYTICAL→SAM_ANALYTICAL: BLK Random/10, Apply 1

    Production job name PROD_JOB-0002, as an exact copy of PROD_JOB-0001.

    Lab batch template job name:

    LB_SAM_ANA_TPL

    Lab batch template job name:

    LB_SAM_ANA_TPL

    Lab batch template job name:

    LB_SAM_ANA_TPL

    Lab batch template job name:

    LB_SAM_ANA_TPL

    Job scheme order on job Tests tab:

    ANA_ANALYTICAL

    ANA_ANA_PREP

    Note: These are different schemes (ANA_* vs SAM_*) to what is on the prod job *******

    Job scheme order on job Tests tab:

    ANA_ANALYTICAL

    ANA_ANA_PREP

    Note: These are different schemes (ANA_* vs SAM_*) to what is on the prod job *******

    Job scheme order on job Tests tab:

    ANA_ANALYTICAL

    ANA_ANA_PREP

    SAM_ANALYTICAL

    SAM_ANA_PREP

    Note: The SAM schemes are REVERSED to that on the production job *******

    Job scheme order on job Tests tab:

    ANA_ANALYTICAL

    ANA_ANA_PREP

    SAM_ANALYTICAL

    SAM_ANA_PREP

    Note: The SAM schemes are REVERSED to that on the production job *******

    Template SAMPLE:

    ANA_ANALYTICAL

    ANA_ANA_PREP

    Template SAMPLE:

    ANA_ANALYTICAL

    ANA_ANA_PREP

    Template SAMPLE:

    ANA_ANALYTICAL

    ANA_ANA_PREP

    SAM_ANALYTICAL

    SAM_ANA_PREP

    Template SAMPLE:

    ANA_ANALYTICAL

    ANA_ANA_PREP

    SAM_ANALYTICAL

    SAM_ANA_PREP

    Sample scheme QC Mask:

    ANA_ANALYTICAL: ANA_ANALYTICAL
    STD Random/50, Apply 2

    ANA_ANA_PREP: ANA_ANA_PREP
    SPK Random/20 Imm, Apply 1

    Sample scheme QC Mask:

    ANA_ANALYTICAL: ANA_ANALYTICAL
    STD Random/50, Apply 2

    ANA_ANA_PREP: ANA_ANA_PREP
    SPK Random/20 Imm, Apply 1

    Sample scheme QC Mask:

    ANA_ANALYTICAL: ANA_ANALYTICAL
    STD Random/50, Apply 2

    ANA_ANA_PREP: ANA_ANA_PREP
    SPK Random/20 Imm, Apply 1

    SAM_ANALYTICAL: MO_ANA
    SPK Random/20 Imm, Apply 1
    REP 2nd/5 Imm, Apply 1

    SAM_ANA_PREP: MO_ANA_PREP
    BLK 1st/10, Apply 2
    STD 5th/5 Imm, Apply 1

    Sample scheme QC Mask:

    ANA_ANALYTICAL: ANA_ANALYTICAL
    STD Random/50, Apply 2

    ANA_ANA_PREP: ANA_ANA_PREP
    SPK Random/20 Imm, Apply 1

    SAM_ANALYTICAL: MO_ANA
    SPK Random/20 Imm, Apply 1
    REP 2nd/5 Imm, Apply 1

    SAM_ANA_PREP: MO_ANA_PREP
    BLK 1st/10, Apply 2
    STD 5th/5 Imm, Apply 1

    Batch 2 jobs, Scheme QC

    Batch 2 jobs, Template QC

    Batch 2 jobs, Scheme QC

    Batch 2 jobs, Template QC

    LB job name: LB_0001

    LB job name: LB_0003

    LB job name: LB_0005

    LB job name: LB_0007

    Scheme order in LB job:

    Since schemes DO NOT exist in batch template, use prod job order:

    SAM_ANA_PREP

    SAM_ANALYTICAL

    Scheme order in LB job:

    Since schemes DO NOT exist in batch template, use prod job order:

    SAM_ANA_PREP

    SAM_ANALYTICAL

    Scheme order in LB job:

    Since schemes DO EXIST in batch template, use batch template order:

    SAM_ANALYTICAL

    SAM_ANA_PREP

    Scheme order in LB job:

    Since schemes DO EXIST in batch template, use batch template order:

    SAM_ANALYTICAL

    SAM_ANA_PREP

    QC samples in LB job:

    REP Random/5 Imm, Apply 2

    BLK Random/10, Apply 1

    For example:

    REP SAMPLE-06

    REP SAMPLE-06

    REP SAMPLE-01

    REP SAMPLE-01

    BLANK

    QC samples in LB job:

    Since schemes do not exist in batch template, then no QC added.

    QC samples in LB job:

    REP Random/5 Imm, Apply 2

    BLK Random/10, Apply 1

    For example:

    BLANK

    REP SAMPLE-10

    REP SAMPLE-10

    REP SAMPLE-03

    REP SAMPLE-03

    QC samples in LB job:

    SPK Random/20 Imm, Apply 1

    REP 2nd/5 Imm, Apply 1

    BLK 1st/10, Apply 2

    STD 5th/5 Imm, Apply 1

    For example:

    REP SAMPLE-08

    SPK SAMPLE-01

    REP SAMPLE-03

    BLANK

    BLANK

    STD_B101436

    STD_B101436

    BLK

    BLK

    STD_B101436

    STD_B101436

    Batch 1 job, Scheme QC

    Batch 1 job, Template QC

    Batch 1 job, Scheme QC

    Batch 1 job, Template QC

    LB job name: LB_0002

    LB job name: LB_0004

    LB job name: LB_0006

    LB job name: LB_0008

    Scheme order in LB job:

    Since schemes DO NOT exist in batch template, use prod job order:

    SAM_ANA_PREP

    SAM_ANALYTICAL

    Scheme order in LB job:

    Since schemes DO NOT in batch template, use prod job order:

    SAM_ANA_PREP

    SAM_ANALYTICAL

    Scheme order in LB job:

    Since schemes DO EXIST in batch template, use batch template order:

    SAM_ANALYTICAL

    SAM_ANA_PREP

    Scheme order in LB job:

    Since schemes DO EXIST in batch template, use batch template order:

    SAM_ANALYTICAL

    SAM_ANA_PREP

    QC samples in LB job:

    REP Random/5 Imm, Apply 2

    BLK Random/10, Apply 1

    For example:

    REP SAMPLE-08

    REP SAMPLE-08

    REP SAMPLE-10

    REP SAMPLE-10

    BLANK

    QC samples in LB job:

    Since schemes do not exist in batch template, then no QC added.

    QC samples in LB job:

    REP Random/5 Imm, Apply 2

    BLK Random/10, Apply 1

    For example:

    BLANK

    REP SAMPLE-09

    REP SAMPLE-09

    REP SAMPLE-10

    REP SAMPLE-10

    QC samples in LB job:

    SPK Random/20 Imm, Apply 1

    REP 2nd/5 Imm, Apply 1

    BLK 1st/10, Apply 2

    STD 5th/5 Imm, Apply 1

    For example:

    REP SAMPLE-07

    SPK SAMPLE-10

    BLANK

    STD_B101436

    STD_B101436

  • An update QC process is applied to the laboratory batch job to create the required QC samples. Any QC samples created in this process are assigned a QC Source of 2 and have their dates set as per rules for creating replicate, blank, standard and spike QC samples.

  • The laboratory batch job's Received Date, Required Date, Priority, Priority In Seconds, Agreed Date and Possible Date default to the earliest dates (where empty dates are not considered) and the highest priority of all laboratory batch samples selected and added to the laboratory batch, and the laboratory batch job's Received Date defaults to the laboratory batch job's Creation Date.

Setting Received, Required, Agreed and Possible Dates and Priority

When a sample is selected for inclusion in a laboratory batch job, then:

  • Each laboratory batch sample's Received Date, Required Date, Priority, Priority In Second (same value as Priority, but in seconds), Sample Agreed Date and Sample Possible Date default from the original sample.
  • Each laboratory batch sample scheme's Required Date, Priority and Possible Date default from the original sample scheme.
  • The laboratory batch job's Received Date, Required Date, Priority, Priority In Seconds, Agreed Date and Possible Date default to the earliest dates (where empty dates are not considered) and the highest priority of all laboratory batch samples selected and added to the laboratory batch, and the laboratory batch job's Received Date defaults to the laboratory batch job's Creation Date.
  • Each laboratory batch job scheme's Required Date and Possible Date default to the earliest dates (where empty dates are not considered) of all laboratory batch sample schemes created in the laboratory batch.
  • Each laboratory batch job scheme analyte's Required Date defaults to the earliest dates (where empty dates are not considered) of all laboratory batch sample scheme analytes linked to the laboratory batch.

QC samples created for a laboratory batch via an update QC process, that is, those QC samples with a QC Source of 3, have their dates set as per rules for creating replicate, blank, standard and spike QC samples.

Inheriting Linked Scheme Relationships from the Source Samples

When a job scheme is linked to the same sample in another job scheme, or when a sample scheme is linked to the same sample in another scheme in the job, and both schemes are included in the laboratory/subcontract batch job, then the job scheme link and sample scheme link are maintained in the laboratory/subcontract batch job. The job scheme link in the laboratory/subcontract batch job allows the update QC process to process both linked job scheme together so that they have the same rack structure with respect to QC sample addition and placement.

Inheriting Precursor Scheme Relationships from the Source Samples

If the source sample contains sample schemes with precursor scheme relationships between them, then these relationships are maintained for the batch sample scheme. For example: Where the source sample analytical preparation scheme's Precursor Scheme Code is empty and the source sample analytical scheme's Precursor Scheme Code is the source sample analytical preparation scheme, and both the analytical preparation and analytical scheme are included in the batch, then the batch sample analytical preparation scheme's Precursor Scheme Code is left empty also, and the batch sample analytical scheme's Precursor Scheme Code is set to the batch sample analytical preparation scheme.

Inheriting Holding Times, Expiry and Warning Dates from the Source Samples

When a batch sample scheme or analyte is created, then the batch sample scheme's and analyte's Holding Time, Expiry Date and Warning Date are inherited from the source sample scheme or analyte, respectively, and cannot be updated.

Inheriting Instruments from the Source Samples

Then a batch sample scheme is created, then the batch sample scheme's Instrument Code are inherited from the source sample scheme.

Automatically Activating Batch Samples

Batch jobs and samples are activated automatically as soon as they are created.

Addition of QC Samples to Jobs

A sample's QC Source denotes the origin of the QC Sample:

  1. The sample originated from the client and was registered along with the unknown samples. The sample is known as a registration QC sample, that is, it was registered for QC assessment for client purposes.

  2. The sample is a QC sample that was added to a production, internal, template, schedule or draft job either via an Append/Overwrite QC or QC Sample Maintenance process. The sample is known as a job QC sample.

  3. The sample is a QC sample that was added to a laboratory batch job (that is, not a QC sample selected from a production job for adding to the laboratory batch job) by setting Sample Scheme QC Mode to Scheme QC or Template QC during creation of the laboratory batch. The sample is known as a batch QC sample. These batch QC samples belong to the laboratory or subcontract batch job, that is, there is no links to the production job and sample.

All of the samples selected in the bottom grid, including QC samples, are passed into the batch job. When a QC sample is included in a batch job, its QC Source is inherited by the corresponding batch sample. Then, according to the selected Sample Scheme QC Mode, additional QC samples are created for the batch job schemes using a process that is identical to the append QC process run on production job schemes.

Refer to Creating QC Samples using QC Masks.

Refer to the default settings for duplicate and replicate QC samples, default settings for spike QC samples and default settings for blank and standard QC samples.

Managing Subcontracted Work

When the subcontract batch job and the associated sample portions are sent out from the referring laboratory to the subcontract laboratory, the sample portions can be marked as being sent for subcontracting.

Any automatic transfer of subcontract batch job details from the referring laboratory to the subcontract laboratory, and any automatic update of analytical results from the subcontract batch job to the referring laboratory, needs to be managed with custom scripts.

Maintaining Laboratory and Subcontract Batch Jobs

For all intents and purposes, a laboratory batch job can be operated on just like a registered job.

  • Laboratory and subcontract batch job can be opened in the CCREGN—Job application, however they are created using a batching process instead of a registration process. Refer to Maintaining Jobs.
  • Laboratory and subcontract batch samples can be opened in the CCSAMP—Sample application, either from a sample search or via the CCREGN—Job application, however the Tests, Specifications and Portions tabs are only visible on the related production sample.
  • Sample associated with a job scheme, or a batch job, can be maintained. Refer to Maintaining Batch Samples.
  • QC samples in a laboratory or subcontract batch job can be modified using the CCQCSM—QC Sample Modification application. Refer to Maintaining Batch Samples.
  • An analyte added to a sample scheme in a registered job can be added to an associated laboratory batch job using the CCREGN—Job application. Refer to Maintaining Batch Samples.
  • When a laboratory or subcontract batch job's workbook is loaded or reloaded in the CCWKOP—Open Workbook application, then any results entered into the cells are persisted to the sample scheme analytes, upon which the cascade engine cascades the workflow, composite QC and composite specification statuses up the batch job tree and the production job tree. Changes made to a batch sample or QC sample in workbook are audited in both the batch job and the original production job. Refer to Loading a Workbook.

  • Laboratory and subcontract batch jobs are validated using the CCVALN—Job and Sample Validation application. Refer to Completing and Validating Samples and Jobs.

    Note: The entire laboratory batch job has to be validated before the cascade engine allows a sample scheme in the master sample to achieve a completed workflow status.

De-linking Samples from a Laboratory Batch Job

If required, samples are de-linked from a laboratory batch job using the CCBTSM—Batch Sample Maintenance application. In this case, the laboratory batch sample and sample scheme still exists in the laboratory batch job, but the link to the laboratory batch job and laboratory batch sample on the affected sample scheme analytes is removed. This means that if the laboratory batch job was viewed in workbook, the cell would no longer show the sample scheme analyte. Refer to Maintaining Batch Samples.

Limitations of Laboratory Batching

When including entities in a laboratory batching process, CCLAS 6 supports the following upper limits, based upon product stress testing:

  • Maximum number of samples is 450.

  • Maximum number of sample scheme analytes is 67500.

This allows 150 sample scheme analytes per sample across all registered jobs included the laboratory batch. For example:

#Schemes/Sample, on average #Analytes/Scheme Job1 #Samples Job2 #Samples Job1 #SSs Job2 #SSs Job1 #SSAs Job1 #SSAs Max SSAs across all job in LB
10 6 1100 N/A 11000 N/A 66000 N/A <=67500
6 25 450 N/A 2700 N/A 67500 N/A <=67500
6 36 300 N/A 1800 N/A 64800 N/A <=67500
6 56 200 N/A 1200 N/A 67200 N/A <=67500
6 112 100 N/A 600 N/A 67200 N/A <=67500
10 6 550 550 5500 5500 33000 33000 <=67500
6 25 225 225 1350 1350 33750 33750 <=67500
6 36 150 150 900 900 32400 32400 <=67500
6 56 100 100 600 600 33600 33600 <=67500
6 112 50 50 300 300 33600 33600 <=67500