Using a Central Library

Overview

Any analytical laboratory organisation can have laboratories distributed across the globe. For a global company, where laboratories operate upon a set line or lines of business, the laboratory configuration can be 'out of the box'.

With distributed global systems in different regions and locales, the central governance team may restrict what can be created locally, and instead distribute their reference data across the globe. For example, a central headquarters or test laboratory could create and publish new testing regimes and then distribute those regimes to remote laboratories on a 'need to use' basis.

CCLAS 6 supports a central library where reference data configured in one laboratory is made available for export, distributed to remote environments, and subsequent import by laboratories on those remote environments. This allows for the establishment of one central laboratory as the master repository for test configuration, and for quick and efficient configuration and maintenance of remote laboratories from the central laboratory.

The type of reference data that may be distributed from the central library includes:

  • Schemes and scheme versions
  • Standards
  • Products
  • Biofields
  • Template samples
  • and any underlying entity related to these entities.

This central library CCLAS functionality is often referred to as 'LibMan', the library manager.

Process

Note: This distribution process is only used to distribute new records of an entity type to a destination—it is NOT possible to update existing records at a destination.

Approving Entities for Export

The central headquarters creates new scheme versions, standards, products, biofields or template samples in the desired organisation on the central test environment. These entities must first be approved for export so that they are included in the export package and distributed to remote organisations.

Review the entities to ensure that they contain sufficient details for transfer to a new environment, (that is, they should be fully tested for registration, data entry, reporting, etc.).

Each type of exportable entity can be search for based upon whether the entity is flagged for export.

Access the screen to update an entity targeted for export, and approved it for export.

An entity approved for export can be unapproved for export.

When an entity is approved for distribution, then the entity's Approved Date and Approved By is set to the current system date-time and user, respectively.

When an entity is unapproved for distribution, then the entity's Approved Date and Approved By are cleared.

Scheme Versions

Scheme versions within multiple selected schemes, scheme versions within a single scheme, or a single scheme version can be approved or un-approved for export.

Approve or un-approve scheme versions for export

Standards

Multiple selected standards or a single standard can be approved or un-approved for export.

Approve or un-approve standards for export

Products

Approve or un-approve products for export

Biofields

Approve or un-approve biofields for export

Note: When a template job or template sample that is associated with a biofield is approved, then the biofield is also exported and imported automatically.

Template Samples

Approve or un-approve template samples for export

To be approved for export, a sample must:

  • Be a template sample

  • Only link to biofields that are approved for distribution

  • Only link to a product that is approved for distribution

  • Only link to a product where the associated specifications contain a scheme versions that are approved for distribution

  • Only link to specifications that contains scheme versions that are approved for distribution

  • Only link to specifications that contains scheme version analyte unit limits where the scheme version is approved for distribution

  • Only link to a standard that is approved for distribution

  • Only contain sample schemes that link to a scheme version that is approved for distribution.

When the system exports template samples, it builds a 'distribution' job, which is subsequently imported into the remote environment.

Restrictions

An entity can only be approved or unapproved for export if the entity has organisation scope and belongs to the current organisation. Any attempt to approve or un-approve an entity belonging to an organisation other than the current organisation returns an error. Any attempt to approve or un-approve a lab-scope entity returns an error.

The table indicates which default user roles have privileges required to approve schemes, standards, products and biofields for export, by scope.

 

Org-scope

Lab-scope

LIMS Manager

Yes

Yes

LIMS Technical Support

No

No

Organisation Manager

Yes

Yes

Organisation QC Manager

Yes

Yes

Laboratory Manager

No

Yes

Laboratory QC Manager

No

Yes

Laboratory Supervisor

No

No

Office Manager

No

No

Laboratory Operator

No

No

The table indicates which user roles have privileges required to approve template jobs for export, by scope.

 

Org-scope

Lab-scope

LIMS Manager

No

Yes

LIMS Technical Support

No

No

Organisation Manager

No

Yes

Organisation QC Manager

Yes

Yes

Laboratory Manager

No

Yes

Laboratory QC Manager

No

Yes

Laboratory Supervisor

No

No

Office Manager

No

Yes

Laboratory Operator

No

No

Exporting the LibMan Package

Entities are only included for export where the entity's Approved Date and Approved By is set.

The CCLIBMANEXPORT batch job is run on central test environment which:

  1. Copies the entities that are approved for export, and all underlying entities related to those approved entities, from the source organisation to the distribution organisation on the central test environment. The distribution organisation on the central test environment typically has a Code of LIBMAN.

  2. Creates an XML file for each type of exported entity, zips those files and places the ZIP file on a file share location on the Web.

  3. The central headquarters publishes details to all remote laboratories (for example, via company email) to indicate that new reference data is available.

The LIMS manager can schedule periodic export, to ensure that changes in the test environment are made available to other environments, as appropriate. or run the batch job on demand. Refer to Maintaining Schedules and Batch Job Executions.

The following entities can be exported and imported when a selected scheme version, standard, product, biofield or template sample is exported:

Accreditation Bodies Product Hazards Schemes
Biofield List Values Products Scheme Version Analyte List Items
Biofields Product Specifications Scheme Version Analytes
Biofield Values Product Types Scheme Versions
Canned Comment Group Members QC Mask Members Scripts
Canned Comment Groups QC Masks Sections
Canned Comments QC Types Specifications
Categories Range Table Items Specification Scheme Version Analytes
Category Types Range Tables Standard Group Members
Container Types Rounding Table Items Standard Groups
Hazards Rounding Tables Standard Hazards
Instrument Groups Sample Handlings Standard Lots
Jobs Sample Scheme Analytes Standards
Job Scheme Analytes Sample Scheme Links Syntaxes
Job Schemes Sample Schemes Template Samples
Lines of Business Sample Specifications Texts
Method Accreditation Bodies Sample Types Unit Conversions
Methods Scheme Links Units
Price Codes Scheme Precursors User Groups

Importing the LibMan Package

The CCLIBMANUPLOAD batch job is run on the remote environment, which:

  1. Accesses the ZIP file on the file share location on the Web and unzips to extract the XML file for each type of exported entity.

  2. Copies the imported entities from the distribution organisation to the destination organisation on the remote environment.

Note: When a distributed package was imported into the destination environment, the distributed entities are created under an organisation that has the same code as the distributing organisation on the source environment. The distribution organisation on the central test environment typically has a Code of LIBMAN, therefore, the import is placed under an organisation that has a Code of LIBMAN on the destination environment. After this, these scheme versions, standards, products, biofields and template samples can be imported into a selected production organisation on that same destination environment.

The LIMS manager can schedule periodic import, to upload any changes to the test configuration on a routine basis, or run the batch job on demand. Refer to Maintaining Schedules and Batch Job Executions.

Importing Entities from the LIBMAN Organisation into the GLOBAL Organisation

Based upon the lines of business configured for an environment, the LIMS manager of that environment imports scheme versions, standards, products, biofields and template samples from the LIBMAN organisation into the GLOBAL organisation.

Depending on their requirements, a laboratory should not need to pull everything that is new down to their laboratory space every day. If the new entities are not in their line of business, or they do not operate in that business space (perhaps they do not perform specific tests), then they may not synchronise for several months.

The import mechanisms attempts to also import the necessary child and linked objects required for these primary objects.

During this process, a record is only imported if it does not exist as yet in the current organisation. If a record is not imported because it exists already in the current organisation, then appropriate links are established to the existing record in the current organisation.

Schemes

Multiple schemes can be imported from the distribution organisation into the current organisation.

When searching for schemes to import, schemes suitable for import are returned where:

  • The scheme exists in the import organisation, but does not exist in the current organisation
  • A scheme link is new, that is, if a scheme link record exists for a scheme in the central library but that scheme link does not exist for the related scheme in the organisation, then the scheme can be imported
  • A scheme precursor is new, that is, if a scheme precursor record exists for a scheme in the central library but that scheme precursor does not exist for the related scheme in the organisation, then the scheme can be imported
  • The latest published scheme version exists in the import organisation, but does not exist in the current organisation
  • The scheme links to a scheme limit specification, and the specification has specification scheme version analytes that are linked to approved scheme versions in the import organisation and:
    • The scheme version analytes exist in the import organisation, or
    • The specification scheme version analytes do not exist in the current organisation, but exist in a scheme version in the current organisation.

      Note: As only specification scheme version analytes that relate to approved scheme versions can be exported, then this process will, by definition, only find specification scheme version analytes that relate to approved scheme versions.

Import schemes

If an attempt is made to import a lab-scope scheme, then an error is returned.

If an attempt is made to import an org-scope scheme where all scheme versions are unapproved for distribution, then an error is returned.

If an attempt is made to import an org-scope scheme where the latest published approved scheme version exists already in the current organisation, then an error is returned.

If an attempt is made to import an org-scope scheme where the latest published approved scheme version does not match the latest published scheme version in the current organisation, then an error is returned (for example, it may in process of having a new version).

Otherwise, the system imports the latest published approved scheme version of the selected org-scope schemes.

The Scheme Version record is imported into the current organisation. The system then attempts to import records relating to the imported scheme version. During this process, a record is only imported if it does not exist as yet in the current organisation. If a record is not imported because it exists already in the current system then appropriate links are established to the existing record in the current organisation.

Records relating to an imported Scheme Version record include:

  • Scheme—The scheme's Latest Published Version is set to imported scheme version (whether the Scheme record is imported or updated only)
  • Line of Business
  • Category
  • Category Type
  • Text
  • Section
  • User Group
  • Canned Comment Group
  • Canned Comment Group Member
  • Canned Comment
  • Container Type
  • Syntax
  • Instrument Group
  • Specification
  • Specification Scheme Version Analyte —Specification Scheme Version Analyte records are only imported where they:
    • Do not exist as yet in the current organisation
    • Link to scheme versions in the current organisation.

    Example:

    • Schemes SCHA and SCHB exist.

      Scheme SCHA links to scheme limit specification SPECA.

      Specification SPECA contains specification scheme version analytes SCHA-V1-A1 and SCHB-V1-A2.

      When the Scheme SCHA record is imported, then the Specification SPECA record is imported also, but only the Specification Scheme Version Analyte SCHA-V1-A1 record is imported for the approved scheme versions.

  • Script
  • Price Code
  • Scheme Link—A Scheme Link record is not imported if the linked to scheme does not exist in the current organisation.

    Example:

    • Schemes SCHA and SCHB exist.

      SCHA links to SCHB.

      When only the SCHA Scheme record is imported initially, then no related Scheme Link records are imported.

      When the SCHB Scheme record is imported subsequently, then the SCHA-SCHB Scheme Link record is imported also.

      If the SCHA and SCHB Scheme records were selected for import at the same time, then the Scheme records and Scheme Link record would be imported together.

  • Scheme Precursor—A Scheme Precursor record is not imported if the precursor scheme does not exist in the current organisation.

    Example:

    • Scheme SCHA, SCHB and PREPSCH exist.

      SCHA has precursor scheme PREPSCH.

      SCHB has precursor scheme PREPSCH.

      When only the SCHA Scheme record is imported initially, then no related Scheme Precursor records are imported.

      When the PREPSCH Scheme record is imported subsequently, then the SCHA-SCHC Scheme Precursor record is imported also.

      When the SCHB Scheme record is imported after that, then the SCHB-PREPSCH Scheme Precursor record is imported also.

      If the SCHA, SCHB and PREPSCH Scheme records were all selected and therefore imported at the same time, then all of the Scheme Precursor records would be imported together.

  • Scheme Version
  • Method
  • Accreditation Body
  • Method Accreditation Body
  • QC Mask
  • QC Mask Member—If a QC Mask Member record links to a standard that does not exist as yet in the current organisation, then the QC mask member's Standard Code is cleared. If a QC Mask Member record links to a standard group that does not exist as yet in the current organisation, then the QC mask member's Standard Group Code is cleared.
  • QC Type
  • Scheme Version Analyte
  • Unit
  • Unit Conversion
  • Range Table
  • Range Table Item
  • Rounding Table
  • Rounding Table Item
  • Scheme Version Analyte List Item

Note: Where audit rules are configured in the MSEADR—Audit Rules application to audit changes to scheme data, audit data is created for scheme version creates, deletes and updates, but not for importing schemes from the scheme library. Refer to Writing Audits to the CCLAS 6 Database and Writing Audits to the Universal Audit.

Examples:

  • If an import package includes scheme A with scheme version X, and its precursor scheme B, and scheme A for version X exists already in the working organisation, and scheme A in the import package has precursor scheme B that does not exist yet in the organisation, when the CCLIBMANUPLOAD batch job is executed, then scheme B is imported from the package, and scheme A in the organisation is updated to have scheme B as a precursor scheme.
  • If an import package includes scheme A with scheme version X, and a linked scheme C, and scheme A for version X already exists in the organisation, and scheme A in the import package has linked scheme C that does not exist yet in the organisation, when the CCLIBMANUPLOAD batch job is executed, then scheme C is imported from the package, and scheme A in the organisation is updated to have scheme C as a linked scheme.
  • If the central library has schemes X, and X1 through X5 as precursor schemes to Scheme X, and each of these schemes are exported from the central library to the working organisation, when the central library's organisation creates the new scheme X6 and adds it as a precursor scheme to Scheme X, and exports only Scheme X6, when the working organisation imports scheme X6, then the existing scheme X is updated to have scheme X6 as a precursor scheme. This functionality applies to linked schemes also.
  • If the central library has schemes X, and X1 through X6, and schemes X1 and X2 are precursor schemes of scheme X, and each of these schemes are exported from the central library to the working organisation, when the central library's organisation sets scheme X3 through X6 as precursor schemes to scheme X and exports all seven schemes, when the working organisation imports schemes X3 through X6, then the existing scheme X is updated to have scheme X3 through X6 as extra precursor schemes. This functionality applies to linked schemes also.

Standards

Multiple selected standards or a single standard can be imported from the distribution organisation into the current organisation.

When searching for standards to import, standards suitable for import are returned where:

  • The standard exists in the import organisation, but does not exist in the current organisation
  • The standard lot exists in the import organisation, but does not exist in the current organisation
  • The current standard lot exists in the import organisation, and the standard lot links to one or more specifications, and these specifications have specification scheme version analytes that are linked to approved scheme versions in the import organisation and:
    • The scheme version analytes exist in the import organisation, or
    • The specification scheme version analytes do not exist in the current organisation, but exist in a scheme version in the current organisation.

      Note: As only specification scheme version analytes that relate to approved scheme versions can be exported, then this process will, by definition, only find specification scheme version analytes that relate to approved scheme versions.

Import standards

If an attempt is made to import a lab-scope standard, then an error is returned.

If an attempt is made to import an org-scope standard that is unapproved for distribution, then an error is returned.

If an attempt is made to import an org-scope published approved standard where the standard exists already in the current organisation, then an error is returned.

If an attempt is made to import an org-scope published approved standard where all standard lots have a Status of Draft or Suspended, then an error is returned.

If an attempt is made to import an org-scope published approved standard where a standard lot links to a specification that has a specification limit associated with a scheme version that does not exist in the current organisation, then an error is returned.

Otherwise, the system imports the selected org-scope standards.

The Standard record is imported into the current organisation. The system then attempts to import records relating to the imported standard. During this process, a record is only imported if it does not exist as yet in the current organisation. If a record is not imported because it exists already in the current system then appropriate links are established to the existing record in the current organisation.

Records relating to an imported Standard record include:

The following records are imported due to the standard lot's Specification record being imported:

Products

Multiple selected products or a single product can be imported from the distribution organisation into the current organisation.

When searching for products to import, products suitable for import are returned when:

  • The product exists in the import organisation, but does not exist in the current organisation
  • The product exists in the import organisation, and the product links to one or more specifications, and these specifications have specification scheme version analytes that are linked to approved scheme versions in the import organisation and:
    • The scheme version analytes exist in the import organisation, or
    • The specification scheme version analytes do not exist in the current organisation, but exist in a scheme version in the current organisation.

      Note: As only specification scheme version analytes that relate to approved scheme versions can be exported, then this process will, by definition, only find specification scheme version analytes that relate to approved scheme versions.

Import products

If an attempt is made to import a lab-scope product, then an error is returned.

If an attempt is made to import an org-scope product that is unapproved for distribution, then an error is returned.

If an attempt is made to import an org-scope published approved product where the product exists already in the current organisation, then an error is returned.

If an attempt is made to import an org-scope published approved standard where a standard lot links to a specification that has a specification limit associated with a scheme version that does not exist in the current organisation, then an error is returned.

Otherwise, the system imports the selected org-scope products.

The Product record is imported into the current organisation. The system then attempts to import records relating to the imported product. During this process, a record is only imported if it does not exist as yet in the current organisation. If a record is not imported because it exists already in the current system then appropriate links are established to the existing record in the current organisation.

Records relating to an imported Product record include:

The following records are imported due to the product's Specification records being imported:

Biofields

Multiple selected biofields or a single biofield can be imported from the distribution organisation into the current organisation.

When searching for biofields to import, biofields suitable for import are returned when the biofield exists in the import organisation, but does not exist in the current organisation.

Import biofields

If an attempt is made to import a lab-scope biofield, then an error is returned.

If an attempt is made to import an org-scope biofield that are unapproved for distribution, then an error is returned.

If an attempt is made to import an org-scope approved biofield where the biofield exists already in the current organisation, then an error is returned.

Otherwise, the system imports the selected org-scope biofields.

The Biofield record is imported into the current organisation. The system then attempts to import records relating to the imported biofield. During this process, a record is only imported if it does not exist as yet in the current organisation. If a record is not imported because it exists already in the current system then appropriate links are established to the existing record in the current organisation.

Records relating to an imported Biofield record include:

Template Samples

Multiple selected template samples or a single template sample can be imported from the distribution organisation into the current organisation.

Import template samples

An error returns where the selected sample:

  • Is not a template sample.

  • Has laboratory scope.

  • Is not approved for distribution.

  • Already in the current organisation.

  • Links to a biofield that does not exist in the current organisation.

  • Links to a product that does not exist in the current organisation.

  • Links to a product where the associated specification contains a scheme version that does not exist in the current organisation.

  • Links to a specification that contains a scheme version analyte unit specification limit where the scheme version does not exist in the current organisation.

  • Links to a standard that does not exist in the current organisation.

  • Contains a sample scheme that links to a scheme version that does not exist in the current organisation.

Restrictions

The table indicates which default user roles have privileges required to approve schemes, standards, products and biofields for export, by scope.

 

Org-scope

Lab-scope

LIMS Manager

Yes

Yes

LIMS Technical Support

No

No

Organisation Manager

Yes

Yes

Organisation QC Manager

Yes

Yes

Laboratory Manager

No

Yes

Laboratory QC Manager

No

Yes

Laboratory Supervisor

No

No

Office Manager

No

No

Laboratory Operator

No

No

The table indicates which user roles have privileges required to approve template jobs for export, by scope.

 

Org-scope

Lab-scope

LIMS Manager

No

Yes

LIMS Technical Support

No

No

Organisation Manager

No

Yes

Organisation QC Manager

Yes

Yes

Laboratory Manager

No

Yes

Laboratory QC Manager

No

Yes

Laboratory Supervisor

No

No

Office Manager

No

Yes

Laboratory Operator

No

No