SRN Format

Format Name: SRN

File Name: SRN.zip

Software: EQuIS SPM

Source: SPM install

Export(s): Not Applicable

Description: The SRN format is used to submit information pertaining to Sample Receipt Notifications (SRNs). The SRN typically includes information such as the number of samples received, the overall state of the samples received, details of any issues apparent in the samples received, and SRN amendments sent back to the laboratory. The SRN format has separate sections for issues associated with bottles, samples, and tests in addition to general issues. The format also supports creating Chain of Custody (COCs) from the coc_lab section and creating Sample Delivery Groups (SDGs) from the sdg_data section.

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 SRN format contains the following sections:

•coc_lab – Populates fields in the DT_CHAIN_OF_CUSTODY table for creating a new COC in the database or modifying an existing COC.

•sdg_data – Populates fields in the DT_SDG table for creating a new SDG in the database or modifying an existing SDG.

•sdg_sample_data – This section relates samples to their associated SDGs.

•srn_data – Populates the DT_SRN table with general information about an existing SRN or adds a new SRN to the database.

•srn_amendment – Populates the DT_SRN_AMENDMENT table with the SRN amendment, expected date of when the SRN amendment will take place, and any remarks associated with the amendment.

•srn_general_issues – Populates the DT_SRN_ISSUE table with the SRN issue and any remarks associated with the issue.

•srn_bottle_issues – Populates the DT_SRN_ISSUE_CONTAINER table with information detailing any of the samples in the SRN that had container issues.

•srn_sample_issues – Populates the DT_SRN_ISSUE_SAMPLE table with information detailing any of the samples in the SRN that had issues upon arriving to the lab.

•srn_test_issues – Populates the DT_SRN_ISSUE_TEST table with information detailing any lab analysis issues related to the samples in the SRN.

•Files – Populates the DT_FILE table with information detailing any files associated with the SRN.

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 SRN 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 issue_code field drop-down in the srn_general_issues, srn_bottle_issues, and srn_test_issues sections of the format.

•LOOKUP_TYPE = "srn_issue_sample" will populate the issue_code field drop-down in the srn_sample_issues section of the format.

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 SRN 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 SRN 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 SRN format.

•If populating an EDD manually in EDP using this format, refreshing the tables will often resolve any orphan rows that might occur.

EQuIS Table Mappings:

•AT_SAMPLE_SDG

•DT_CHAIN_OF_CUSTODY

•DT_FILE

•DT_SDG

•DT_SRN

•DT_SRN_AMENDMENT

•DT_SRN_ISSUE

•DT_SRN_ISSUE_CONTAINER

•DT_SRN_ISSUE_SAMPLE

•DT_SRN_ISSUE_TEST

•RT_ANALYTE