EZSRN Format

Format Name: EZSRN

File Name: EZSRN.zip

Software: EQuIS SPM

Source: SPM install (and xcopies)

Export(s): Not Applicable

Description: The EZSRN format is a simplified version of the SRN format that allows users to easily submit information received from labs pertaining to Sample Receipt Notifications (SRNs) as well as laboratory invoice information that is not available in the SRN format. Due to the simplified nature of the EZSRN format, there is not a distinct one-to-one relationship between the SRN format sections and the EZSRN format sections.

Installation Instructions: This format requires a licensed SPM and the SPM Schema applied to the database.

•For SPM usage, no additional steps are necessary.

Overview:

The EZSRN format contains the following sections:

•SDG_Samples – Used by the lab to report receipt of samples (SYS_SAMPLE_CODE) and assignment to respective laboratory Sample Delivery Group (SDG_NAME).

•SRN_Issues – Allows laboratories to report issues with the samples received, both at time of receipt and in the event of laboratory error later in the analytical process.

•SRN_Invoices – Allows for an expected cost for analytical work based on samples received, requested analytical methods, turnaround time (TAT), and required deliverables. This section requires the chain of custody (COC) and sample data already exist in the database.

•Files – Any files that are associated with a sample delivery group can be reported here, including PDFs of COCs with accompanying signatures, copies of shipping bills and custody seals, and supplemental condition upon receipt forms.

Additional information including descriptions of each field, data types, method mappings, and definitions can be found in the EDD Description. The EDD Description file can be created in EDP (EQuIS Data Processor).

Define SRN Issues in RT_LOOKUP Table:

The issue_code field in the SRN_Issues section of the EZSRN format is structured to pull laboratory issue codes (LOOKUP_CODEs) from the RT_LOOKUP table where the LOOKUP_TYPE is either "srn_issue" or "srn_issue_sample".

•LOOKUP_TYPE = "srn_issue" will populate the DT_SRN_ISSUE table and should be used for general issues with the sample receipt notification.

•LOOKUP_TYPE = "srn_issue_sample" will populate the DT_SRN_ISSUE_SAMPLE table and should be used for issues regarding the samples associated with the sample receipt notification or later laboratory non-conformance memos.

The following example laboratory issue codes are from The Governance of Data Managed in EQuIS guidance document. See EQuIS Data Governance for more information.

LOOKUP_DESCRIPTION	LOOKUP_CODE	LOOKUP_TYPE
Shipping delay by carrier	Delay	srn_issue
Coolers, or containers, missing from shipment	Missing	srn_issue
Custody seals are present but were not intact at time of shipment receipt	Seals	srn_issue
Samples received after the technical holding time has been exceeded	HT Exceed	srn_issue
Samples received with less than half of the technical holding time remaining	HT Half	srn_issue_sample
Short holding time sample received without notice	HT Short	srn_issue_sample
Samples received outside of projected schedule	Schedule	srn_issue
Chain of custody and associated paperwork missing	Missing PW	srn_issue
Chain of custody incomplete	Incomplete COC	srn_issue
Sample bottle label incomplete	Label Incomplete	srn_issue
Sample bottle label and chain of custody do not match	Mismatch	srn_issue
Unclear test, method, or compound list provided by client	Unclear	srn_issue
Bottles in sample shipment not listed on chain of custody	Add Bottles	srn_issue
Bottles listed on chain of custody not included in shipment	Missing Bottles	srn_issue
Broken bottles were received	Broken	srn_issue
Samples provided in incorrect bottle type for analysis	Bottle Type	srn_issue_sample
Incorrect preservation for requested analysis	Preservation	srn_issue_sample
Samples received with headspace	Headspace	srn_issue_sample
Samples received outside of acceptable temperature	Temp	srn_issue
Insufficient sample volume provided for analyses	Insuff Samp	srn_issue_sample
Bottles missing or lost during receipt at the laboratory	Lab lost	srn_issue_sample
Matrix inconsistent with client description	Matrix	srn_issue_sample
After the fact client requested change	ATF Change	srn_issue_sample
Client decision required prior to sample login and analysis	Client	srn_issue_sample
Unclear reporting requirements	Report	srn_issue
Unclear EDD reporting requirements	EDD	srn_issue
Client invoicing and billing information missing or incomplete	Billing	srn_issue
Samples received and put on hold at request of client	Hold	srn_issue_sample
Wrong coolers received at laboratory	Wrong Cooler	srn_issue

SPM/Professional Workflow with EZSRN Format:

The intended purpose of this format is to populate fields in the SRN Manager for use with the SPM - SRN Issues Report and to display in the SPM - Completeness Report - Detailed. Loading data via the EZSRN format in EDP will populate the format’s corresponding EQuIS tables. Once this data have been committed to the database, the data are available for review and edit in the SRN Manager. The SRN Manager Tool is available in SPM on the Plan ribbon in the Forms group.

Limitations/Assumptions: The checks and mappings in any EDD format involve assumptions. The following are assumptions and limitations for the EZSRN format.

•SRN_Issues.issue_code is a lookup to RT_LOOKUP.LOOKUP_CODE that filters general issues from specific issues depending on if RT_LOOKUP.LOOKUP_TYPE is "srn_issue" or "srn_issue_sample". When the LOOKUP_TYPE is "srn_issue_sample", then SRN_Issues.method_analyte_group, spm_analysis, analytic_method, sys_sample_code, and chain_of_custody become required fields.

•The SRN_Invoices section requires the DT_CHAIN_OF_CUSTODY table to already be populated with values for CHAIN_OF_CUSTODY, PO_NUMBER, and LAB_CODE fields. These must match the values in the fields of the same name in the SRN_Invoices section.

•The SRN_Invoices.matrix_medium value must exist in the RT_MEDIUM table.

EQuIS Table Mappings:

•AT_SAMPLE_SDG

•DT_CHAIN_OF_CUSTODY

•DT_FILE

•DT_SDG

•DT_SRN

•DT_SRN_INVOICE

•DT_SRN_ISSUE

•DT_SRN_ISSUE_SAMPLE

•RT_COMPANY