Maintaining Sample Portions during Registration

Overview

An as-received sample portion is the material received from a client for analysis. A sample can comprise multiple as-received sample portions. Where the material received from the client is too big to fit into one container, or there is a requirement to store one as-received sample portion and analyse another, then multiple as-registered sample portions are record against the sample group. Generally, these multiple sample portions for one sample are identical to each other, that is, the splitting process at sampling causes no physical or chemical differences between these types of portions.

A laboratory sample portion is the material extracted from an as-received sample portion for analysis by an analytical method.

Where configured to allow it, sample portions can be created during registration, after which they can be maintained in the CCPRTN—Portion application.

Sample portion configuration sets the defaults for the single-capacity container type, location and sample handling details.

Process

When Adding a Group of Samples to a Job or Maintaining Samples using the CCSAMP—Update Sample screen, where the sample is an unknown sample associated with a production, internal or lab-scope template job:

  • If the JOB_LEVEL_TRACKING application preference is false, the SAM_TRACK_REG_AT_SAMPLE_REG application preference is true and either a) the SAM_TRACK_REG_WHEN_JOB_COMPLETE application preference is false, or b) the SAM_TRACK_REG_WHEN_JOB_COMPLETE preference is true and the job’s Workflow Status is Completed, then the Portions tab is shown by default so that it can be accessed for maintaining sample portions during registration, and rows can be added, removed or updated in the grid and persisted upon submit. Also, if the number of portions persisted upon submit is less than the sample's required Number of Containers on the Primary Details tab, then the missing portions are created as as-received portions for the sample, using the current logic to set portion field defaults. The sample's required Number of Containers is set on the Primary Details tab of the CCSAMP—Update Sample screen.

  • Otherwise the Portions tab is hidden by default.

Note: A sample portion must be associated with a location and locations can only have lab-scope, which is why they cannot be created for samples in org-scope template jobs.

Maintain sample portions during registration

When a sample portion is created:

  • Sample portion's Code is generated as a running sequence of three digits for the portion within the sample, '0' padded (that is, 001).
  • Sample portions received from a client, or sometimes created in the laboratory's sample preparation area, have a Portion Type of As Registered (enumeration 0).
  • The event is audited. Refer to Reviewing Operational Data Audits.

Note: Where a sample portion has its Portion Type set to Laboratory on this grid, then the sample portion cannot be assigned to one or more Scheme Codes. This can only be done by creating required laboratory sample portions for a job and optional sample when Maintaining Sample Portions.

Only locations that are Active for Portion Storage can be selected as a sample portion's Location Code. The SAM_TRACK_REG_LOCATION application preference defines the default location for each sample portion. Refer to Maintaining Locations.

Only containers that have a Capacity Type of Single can be selected as a sample portion's Single Capacity Container Type Code. The SAM_TRACK_REG_SINGLE_CONTAINER_TYPE application preference defines the default single-capacity container type code for each sample portion. Refer to Maintaining Single-capacity Container Types for As Received Portions.

If sample portions are added to an interim sample, when the sample group is expanded, then the sample portions are created for all expanded samples.

Tip: Specify sample portions that are applicable to the sample group BEFORE THE SAMPLE GROUP IS EXPANDED, as these details cannot be updated during a multiple sample update, but can only be updated during a single sample update.

Impact of updating a sample portion's location

When a sample portion's Location Code is updated, then the sample portion's Sample Handling Code defaults to the location's Default Sample Handling Code.

When a sample portion's Location Code is updated, then any sample preparation schemes on the related sample has its Workflow Status set according to the location's Sample Prep Action: No Sample Prep Marking, Mark Sample Prep Started if null, or Mark Sample Prep Completed if null.

Updating a sample scheme's Workflow Status can impact its expiry, warning and ready dates.

Impact of updating a sample portion's sample handling action

When a portion's Sample Handling Code is updated, then the portion's Sample Handling Started Date is set to the current server date-time, Sample Handling Started By is set to the current user, Sample Handling Due Date is set to the portion's Sample Handling Started Date + the sample handling's Duration (for example, 'In lab, Store 90 days' would have 90 days duration, 'Dispatched for subcontracting' would have 0 days as it is an immediate change of sample handling), and if the sample handling's Set Portion Is Active check box is:

  • Checked, then the portion's Active is selected.
  • Unchecked then the portion's Active check box is cleared.

Refer to Maintaining Sample Handling Actions.

Impact of updating a sample's portions where the sample was created from another sample

Where a sample was created from a template or other sample, such that, the sample is linked to the original sample, when the destination sample's portions are deleted, such that, no portions remain on the sample, then sample portions are re-inherited from the source sample. This occurs regardless of the destination sample's Number of Containers or the source sample's Number of Containers, as follows:

Destination sample's Number of Containers/number of Portions

 Source template sample's
Number of Containers/number of Portions
  0/0 0/1 0/2 0/3 1/1 1/2 1/3 2/2 2/3
On creation 0/0 0/0 0/0 0/0 1/1 from template 1/2 from template 1/3 from template 2/2 from template 2/3 from template
Update to 0/0 0/0 0/0 0/0 0/0 0/0 0/0 0/0 0/0

0/0
Update to 0/1 0/1 0/1 0/1 0/1 0/1 0/1 0/1 0/1 0/1
Update to 0/2 0/2 0/2 0/2 0/2 0/2 0/2 0/2 0/2 0/2
Update to 0/3 0/3 0/3 0/3 0/3 0/3 0/3 0/3 0/3 0/3
Update to 1/0 1/0 from template 1/1 from template 1/2 from template 1/3 from template 1/1 from template 1/2 from template 1/3 from template 1/2 from template 1/3 from template
Update to 1/1 1/1 1/1 1/1 1/1 1/1 1/1 1/1 1/1 1/1
Update to 1/2 1/2 1/2 1/2 1/2 1/2 1/2 1/2 1/2 1/2
Update to 1/3 1/3 1/3 1/3 1/3 1/3 1/3 1/3 1/3 1/3
Update to 2/0 2/0 from template 2/1 from template 2/2 from template 2/3 from template 2/1 from template 2/2 from template 2/3 from template 2/2 from template 2/3 from template
Update to 2/1 2/1 2/1 2/1 2/1 2/1 2/1 2/1 2/1 2/1
Update to 2/2 2/2 2/2 2/2 2/2 2/2 2/2 2/2 2/2 2/2
Update to 2 /3 2/3 2/3 2/3 2/3 2/3 2/3 2/3 2/3 2/3

Maintaining Sample Portions after Registration

Sample portions created during registration can be maintained by the CCPRTN—Portion application. Refer to Maintaining Sample Portions.