Investigation Manager: Getting the most from Standard

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Tyler Wade
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1 Investigation Manager: Getting the most from Standard Functionality

2 Introduction Private commercial laboratory, formed in Australia s s largest independent food laboratory. 330 staff, >1600 methods covering microbiological, chemical, physical, GMO, allergen and instrumental areas. NATA accredited Sufficient Licenses to have three people at the conference Additional Queensland Laboratory since July 2012 Now integrated onto LabWare

3 Investigation Types Currently in Use CARs LIRs for Chemistry General Micro Investigations Critical Pathogen Checklists Micro Environmental Monitoring Investigations Coming Soon OH&S Investigations Credit Notes/Customer Disputes Terminology CARs - Correct Action Requests LIRs Laboratory Investigation Requests

4 Requirements Visibility The form was sitting on someone else ss desk Multiple people need to see this at the same time Teamleader/Manager I didn t know anything about that testing issue I need an overview of retesting in my department Time Saving This monthly summary takes forever to compile How can I make these forms electronic? Control I don t want results going to customers while they are being checked? I want to restrict the information visible to others I want to track and enforce actions being signed off

5 Why LabWare? Most computers already have it installed Familiar to Users Laboratory data all in one place Paperless Investigations are accessible to multiple users at the same time Highly configurable with standard items tables and user dialogs Tests can be linked to the Investigation Notification Always wanted to play with Investigation Manager

6 User Acceptance New functionality can be difficult to introduce Me We have a better of doing this User No, no I like the old way Me Have you been using the new functionality? User I forgot it was there Me Do I need to take the old process away??? User No, no I still need it Etc Investigation Manager Once they started completing CARs, everyone wanted their own investigation templates.

7 Starting Point Processes usually exist as forms and perhaps workflows

8 General Approach Minimise new fields on investigation table and use items tables to hold specific investigation requirements.

9 CARs Field Groups to create logical workflow Prefer button to open user Prefer button to open user dialogs to enter data

10 CARs Multi-lists to hold multiple selections Fields available based on other data entered Links to Search Dialogs Restrict signoff to user currently logged in Hold all the information in a single items table and use various user dialogs to present different sections

11 CARs Use LIMS_HTML_NOTES for descriptive fields Allow Pre-formatting to guide user response Spell checking available with the purchase of iespell

12 CARs Crystal report attached to the investigation template can allow pretty formatting of multi-lists and dhtml note fields

13 CARs Automated notification Created Corrective Action Signed Off Preventative Action Signed Off Set to Monitor Closed Warnings sent each night for CARs that are due Weekly reminders for overdue CARs Monthly list of continuing preventive actions Nightly key word check to identify similar CARs Have requested Client Services when turnaround affected or additional sampling required when continuing preventative action is completed.

14 CARs Monthly Summary

15 CARs Monthly Summary Issues with speed and calculating TATs and dates Resolved by defining an SQL command

LIRs - Chemistry Visibility Tests, batches and retest batches are connected to the

close -Users wanted to see all tests on the sample and not just the test under

investigated tests i d i b d ll Biggest Advantage is LabWare does not allow a test on an

16 LIRs - Chemistry Visibility Tests, batches and retest batches are connected to the investigation Created our own drill down: - Needed to drill down after investigation is close -Users wanted to see all tests on the sample and not just the test under investigation Retests not attached to the investigation to maintain an accurate count of investigated tests i d i b d ll Biggest Advantage is LabWare does not allow a test on an open investigation to be reviewed Only requirement is to add a field called INVESTIGATED to the appropriate table

17 LIRs - Chemistry Visibility Icon and Info Rules make for easy identification and connection Links to tests under investigation are in built Built our own links for Retests X_ORIGINAL_TEST <> 0

18 LIRs - Chemistry Options to create Automatic on specified OOS events Lab during review of analytical batches Client Services from Project Manager

19 LIRs - Chemistry Enter all details and initiate retesting in one place

20 LIRs - Chemistry View all related data in one place Review all related test in one place KT00980 and KT00981 Allows the result name columns to be dynamically created as required Mark the result to report Allow user to abort process Global variables are used to pass the sample and test numbers back Highlight to the Allow Row User to to show deselect user what the result if subroutine to approve, confirm they or have they reject selected. make a mistake each test Related Batch Manager process Mark result as supporting are completed where required so information so it is cancelled with there is no need for the user to a special comment open the batch as well

21 LIRs - Chemistry View all related data in one place Grid View of testing KT00980 and KT00981 Use Grid colour to highlight change in sample number for readability

Micro Environmental Monitoring Microbiology conduct daily

the areas to be monitored On the rare occasion that there is

monitoring investigation is created As this is mainly for

22 Micro Environmental Monitoring Microbiology conduct daily monitoring of cleanliness through swabbing equipment and exposure plates. Scheduled task automatically creates a project each night of the areas to be monitored On the rare occasion that there is a positive result is entered in LabWare, a Environmental monitoring investigation is created As this is mainly for tracking and follow up, a large part of the information is automatically entered and retesting immediately initiated

23 Micro Environmental Monitoring Use a list to hold number of retest replicates to be added so it is easily updated with changes in method and number of replicates required

24 Micro Environmental Monitoring User requirement was to add a retest progressively each day up to the required number. Solution was to add all the replicates up front and make use of our test unavailable flag and make tests progressively available each day N tifi ti f iti lt Notification of positive results Automatically sent to section leaders Manager included if a pathogen is detected.

25 Critical Pathogen Checklists Requirement was to prevent positive results for notifiable pathogens to the department of health being reported without further checking by a team leader Added a field to the analysis table to set a test as a critical pathogen Use product field on sample to identify sample types that we want to check Event trigger on test complete OOS creates the investigation and sends an to the required users based on the role that they are assigned. If the result is confirmed then the investigation is closed and the supporting evidence it already in place to provide to the client if required.

26 OH&S Incidents

27 OH&S Incidents Requirement to only show personal details to specific authorised users but allow anyone to fill in information Different user dialogs are presented based on whether the items table record already exists or the groups assigned to the user Create new group to assign to specific users Why a group? Roles don t allow additional functions to be assigned to a user but additional groups can still be assigned.

28 Data Management Hot spots will display the related data in the table User can specify Investigation type, Date Range and Scope

29 Issues LIMS administrator s job is never done Improvements Some investigation items tables could be better replaced with the questions and answers module Workflow was one of our first attempts Picture to mark injuries for OH&S investigations could be done with image slicer Process in the business are continually reviewed for improvement Need to work out how link in invoicing to be able to set up requested credit note investigations Can t tell from the sample interface if the investigation the test is on is open or closed

30 Issues Doesn t always pay to listen to users, sometimes you know better than they do what they want. Customer set up on CARs Don t linkittothecustomertable it to the table Link it to the customer table notifications o Excessive s get ignored despite the best intentions of those who requested it. You can send a user an but you can t make them read it.

31 Issues Problems that came up Sometimes you should listen to the users Reviewed samples and tests being added to Chemistry LIRs Square brackets in result names i.e. Moisture [m/m] cause problems for pivot SQL queries case when (CHARINDEX(']',NAME) > 0) then replace(replace(name,'[',''),']','') else NAME end Possibly just our system INVESTIGATED field wasn t always updated when objects were added to the investigation Need to keep an eye on indexing» Investigation manager very slow to open after only ~4500 records» Index around the INVESTIGATED field on sample worked wonders Determining i the Best Option Tricky SQL or another field X_TEST_NUMBER

32 Functionality in Use Investigation Manager Search Templates User Dialogs Lists Icon and Info Rules

33 Resources Workflow Template from Warren CEC Presentation on LIMS Basic Parts 6 and 7 by Allen Knowledge Tracks KT00980 KT00981 Partners in IT who can write tricky SQL

34 Acknowledgements DTS and Bruce who gave the time and support to prepare the presentation IT team mates Darshan and Amit who enjoy a good Crystal or SQL challenge Warren for sharing his investigation workflow back when I was taking baby steps with the new module Allen providing LIMS basic help from his presentation All users who give presentations or write white papers for the benefit of others

35 Questions

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