Maintaining Jobs

Overview

A job is a group of samples and represents the registered submission from a client. After registration, a job is prepared for analysis, undergoes analysis, and is then reported and invoiced.

This process is pertinent to front office staff who register jobs, prepare reports and invoices, laboratory managers who assign work and print worksheets, QC managers and supervisors who review or update jobs.

Process

Job registration and maintenance is managed by the Jobs application.

Finding Registered Jobs

Registered jobs are located either using a barcode scanner, forms containing custom search criteria, via client and project, or directly by the jobs list.

Find registered jobs

Once jobs are located, apart from opening jobs to update them, job paperwork and labels can be generated, and the job made ready and active for analysis.

Registering a Job

Job registration allows for the definition of multiple samples for the same preparation, analysis, reporting and invoicing requirements.

The ability to report to multiple clients allows the job to be split over several clients. This is a requirement in commercial laboratories where several clients have interest in the results of the job (for example, multiple clients purchasing a shipment). These clients will all request sample results from the laboratory, but typically the clients are aware of each other and will combine the request. However, they will each need their own analytical report. Although the laboratory performs the analysis once only, it is possible that each client may want different schemes to be used for the analysis, and to appear on the report.

Create a job from scratch

Create a job using a custom screen

Copy a job

Note: At any time during job registration, press the F5 function key to reload all LIMS tables (Client, Scheme, QControl, ProcReg (Procedure), Product CCLAS EL Database tables, etc.). For example, when creating a job, or saving an existing job as a new job, using the Job application, and a new client is added via the Client application, after the F5 function key is pressed in the Job application, then the new client is available in the client list.

Running a Custom Script from Job Registration

Job registration often involves the running of custom scripts to enhance the process.

Run a custom script from job registration

Deleting Jobs

When a job is no longer required, where you have permission, the job may be deleted from the system. This is different to archiving - job deletion totally removes the job to leave no trace. The LIMS may be configured to zip the job upon deletion.

Delete a job

Updating Job Details

Job details can be modified after registration, however, where analysis has started, then care must be taken with updating the samples, schemes and analytes. If data is entered or inherited from either the job's client or project, then the data can be updated after the job is registered and activated. Any additions or amendments to the job, such as reporting and invoicing requirements, biofield details, tests, paperwork and labels, can also be done as the need arises.

Open a registered job

When a job is opened for update, then the job is locked to prohibit other users editing the job details at the same time. Job locking comprises the creation of a Job.LCK file in the folder defined by the BinDirectory GLOBAL setting. The lock is released, that is, the lock file is deleted, when the job is closed. In the event that the job is locked when it should not be (for example, due to system failure while the job was open), where you have permission, the job may be unlocked to then allow update.

Unlock a job

Note: The file may also be manually deleted from the bin folder, although care must be taken not to unlock a job that is validly locked. If a job is unlocked whilst it is in use by another user, then data integrity may be compromised.

Enter general details for a job

Enter reporting details for a job

Enter costing and invoicing details for a job

Enter custom details for a job

Flagging a Job as a Template for Future Job Registrations and Batching

A template job is used as a basis for job registration or batching.

Apart from registering jobs from scratch by entering all of the required details, jobs can also be created from template jobs or any existing job. Template jobs allow for easy job registration using common, or often used, job configurations.

A template job requires no samples, although some pre-defined samples can be added to it. This is usually when the samples for all jobs created from the template have exactly the same names.

Methods may be added to the template job so that each job created from the template have exactly the same analysis profiled. If methods are not added to the template job, methods will have to be added to the jobs created from the template.

A job is a template job where the job's Template job check box is checked.

Flag a job as a template

Where permitted, you can update a template job, but typically, this is not the case for regular users.

Registering Samples within a Job

Samples that a client submits for analysis are registered under a job.

Every unknown sample, quality control sample, sample split, sample replicate, sample reread or laboratory batch sample registered in CCLAS is automatically assigned a unique CCLAS Unique Identifier (CUID), so sometimes, samples in CCLAS are referred to as CUIDs. Pre-configured CUID SYSTEM Number Sequences are used to determine the next available CUID in a selected series.

When samples are registered for a job, the following attributes are often common, or vary only slightly, across the samples. For this reason, CCLAS provides the means to enter these attributes as series:

• Sample idents—The sample identifiers used to generate the analytical result (CUID scheme analyte) records.
  • Where entered as a series, the process to create the concentration records for the job expands the series into individual sample identifiers (idents) and generates CUIDs within the job for that defined number of samples.
  • When sample identifiers are entered for a job, depending on the LIMS configuration and the size of all sample identifier strings, then sample identifiers are either written to a Job.IDS Idents file in the folder defined by the IdentsDirectory GLOBAL setting or to the IDSFile fields in the PROFJOB.
  • Automatic sample ident entry generates sample idents using pre-configured CUID SYSTEM Number Sequences.
• External idents—The external sample identifiers, as known by the client.
  • Where entered as a series, the process to create the concentration records for the job expands the series into individual external sample identifiers and assigns them to the CUIDs generated from the sample idents. Where too many external idents are defined to assign against the CUIDs generated from the sample idents, the superfluous ones are ignored.

  • If the string DUP, appears at the start of any of the external sample idents, then the associated samples are registered as duplicate (DUP) samples instead of unknown (UNK) samples.

  • When external sample identifiers are entered for a job, depending on the LIMS configuration and the size of all external sample identifier strings, then external sample identifiers are either written to a Job.EID External Idents file in the folder defined by the IdentsDirectory GLOBAL setting or to the EIDFile field in the PROFJOB table.
• Descriptions—The sample descriptions.
  • Where entered as a series, the process to create the concentration records for the job expands the series into individual descriptions and assigns them to the CUIDs generated from the sample identifiers. Where too many descriptions are defined to assign against the CUIDs generated from the sample idents, the superfluous ones are ignored.
  • If the string DUP, appears at the start of any of the descriptions, then the associated samples are registered as duplicate (DUP) samples instead of unknown (UNK) samples.
  • When sample descriptions are entered for a job, depending on the LIMS configuration and the size of all sample description strings, then sample descriptions are either written to the Job.DES Descriptions file in the folder defined by the IdentsDirectory GLOBAL setting or to the DESFile field in the PROFJOB table.
• Product codes—The product codes associated with the samples.
  • Where entered as a series, the process to create the concentration records for the job expands the series into individual product codes and assigns them to the CUIDs generated from the sample identifiers. Where too many product codes are defined to assign against the CUIDs generated from the sample idents, the superfluous ones are ignored.
  • When sample product codes are entered for a job, depending on the LIMS configuration and the size of all product code strings, then product codes are either written to the Job.PRD Products file in the folder defined by the IdentsDirectory GLOBAL setting or to the PRDFile field in the PROFJOB table.
  • If product codes are specified, when expanded from their template form, they must be valid product codes from the PRODUCTS table. When a result is received for a CUID scheme analyte and product limits exist for a matching analysis unit, then the analytical limits are applied to determine whether the result passes or fails product limits. and any product rules associated with the scheme are run.
• Grid/Sample (Exclusion() information—The grid of samples intersection with job schemes, showing where samples are not received or results are requested or not required for a scheme.
  • For each CUID scheme registered in a job, the PROFJOB_CUID_SCHEME.WorkListStatus defaults to NULL upon creation.
  • When exclusions are entered for a job, depending on the LIMS configuration and the size of all exclusion strings, then exclusions are either written to the Job.EXC Exclusions file in the folder defined by the IdentsDirectory GLOBAL setting or to the EXCFile field in the PROFJOB table.

Manual entry of sample idents, external idents, descriptions and product codes each allow for single or bulk specification of idents, descriptions and codes.

Register samples for a job

Profiling Schemes and Analytes for a Job

Depending on the LIMS configuration, either combined or default scheme-analyte selection is used to display located schemes and analytes.

Maintain job schemes and analytes using combined selection

Maintain job schemes and analytes using default selection

Creating Concentration Result Records for Sample Schemes and Analytes in a Job

For each sample on the job, a result record is required for each job scheme analyte, to hold the result of the test. Although they are referred to as 'Concentration' records (held in the PROFJOB_CUID_SCHEME_ANALYTE table), they can really hold any type of result or input value to determining a result.

Before results can be entered into the job, these concentration result records must be created. At this time, QC samples are added to the job schemes based upon the QC requirements in the job scheme, and the samples are placed in a rack structure.

The creation of the concentration records allows for the option of including QC samples in the racks.

• Where the concentration record creation includes QC samples, then quality control samples are positioned within the unknown samples according to the quality control settings for each scheme of the job. If no duplicate samples are explicitly defined in the list of sample identifiers, then duplicate samples are included according to specifications of preparation schemes defined for the job. However, if duplicate samples are explicitly defined in the list of sample identifiers, then any duplicate samples from preparation schemes are not included, that is, they are ignored.
• Where the concentration record creation excludes QC samples, then no quality control samples are included, except those explicitly defined in the list of sample identifiers.

The creation of the concentration records allows for the option of updating the concentration records where results already exist in the job.

• Where the concentration record creation includes updating pre-existing results, then the concentration records are re-created, and any pre-existing results are transferred from the old to the new records, but only for those samples that are common to both the old and new databases.

The creation of the concentration records allows for the process to be driven by a custom script instead of core functionality. The DBCreateUserDefined PROFILE program setting controls whether this option is checked or not by default.

• Where the user-defined option is not selected, then the Job module handles the creation of concentration data records for the job.
• Where the user-defined option is selected, then a dialog control is presented to locate the VB script file.

The sample idents entered for the job, contained in the Job.IDS sample idents file, are used to create the job's samples. Where unknown samples already exist for the job in the PROFJOB_CUID table, then the idents file is not expanded.

Create concentration records for all samples and schemes of a job

Create concentration records for a single sample and selected job scheme

Create concentration records for a selected job scheme

Deleting Samples

When a sample is no longer required, where you have permission, the sample may be deleted from the job. This is only possible after the individual samples are expanded for the job by creating concentration result records. The LIMS may be configured to zip the job upon sample deletion.

If the job associated with the sample is not a laboratory batch job, the sample is also removed from any laboratory batch job that contains it.

If the job associated with the sample is a laboratory batch job, the sample is only removed from the laboratory batch job, but not from the original job. The link from the sample in the original job to the laboratory batch job is removed.

Note: The ident for the sample in question is not deleted from the idents file.

Delete a sample

Updating Sample Details

Sample details can be modified after samples are expanded when the concentration records are created, however, where analysis has started, then care must be taken with updating the samples, schemes and analytes.

Open a sample

Specifying Analytical Requirements using Sample Gridding

The sample grid reflects the intersection of samples and tests in the job. Sometimes all samples undergo all tests. At other times some samples only undergo some of the tests, in which case, those schemes and analytes not required for the sample are 'gridded off'. Gridding off is where:

• LNR (Listed, but Not Received)—The sample is registered but not received by the laboratory. This impacts all schemes and analytes of the sample, and related sample slits.
• IS (Insufficient Sample)—There is not enough material to perform a specific scheme or analyte on the sample.
• NA (Not Analysed)—A result is not able to be determined for a specific scheme or analyte on the sample.

Note: The sample grid is not accessible until the sample idents are expanded to create the sample records (PROFJOB_CUID table) and concentration records (PROFJOB_CUID_SCHEME_ANALYTE table).

The colour of the sample grid cells indicate what is required with respect to a result:

• Green—A result is expected for the CUID scheme analyte. This is the initial state of the sample grid after the concentration records are created.
• Yellow + 'L'—The sample is listed but not received (LNR), so cannot be analysed for any test. When a cell is set to LNR, then the entire sample and any related duplicate, spike or reread is also set to LNR.
• Yellow + 'I'—The sample is insufficient (IS) for analysis.
• Red—The sample is not analysed (NA); no result is determined.

When the status of an unknown sample is changed to LNR or NA, the status is copied down to any related repeat, reread or duplicate samples. However, the status of the unknown sample is never changed if the status of a related repeat, reread or duplicate sample is changed.

The sample grid is displayed in normal mode with schemes and analytes across the page and samples down the page, or toggled to display in inverted mode with samples down the page and schemes and analytes for the selected sample displayed in a separate grid.

Maintain sample analysis request state for a job or job scheme

Enter custom details for a sample

Creating Job Paperwork

Once the job is registered and the concentration result records are created, then paperwork, including labels, prep sheets and job sheets, is created to assist with the laboratory's processes.

Note: Samples are not included in the report if they are not expanded using the Create concentration records and rack structure for a job activity.

Create job paperwork

Activating a Job for Analysis

A job is only available for batching and result entry after it is activated.

Activate a job for analysis