Bika · New functions specification and use cases

    v2.0, 17 October 2006, lemoene

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HTML Wire frame model

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General

Samples

Chemical Analysis
     Requests
     Templates
     Job Cards
     Quotes

Analysis Specifications

Micro-Bio Analysis
     Requests
     Job Cards
Hygiene Surveys
     Templates
Visual Inspections
Staff Surveys
Cultures and Antibiograms

Orders

MicroB, Order and other Quotes

Invoices

Price Lists

Reports

General

Prefixes

Generically ID prefixes are designated like this in the LIMS set-up:

abbreviation | year | serial number, ie the first sample of 2006 will be ID’d S06-0001

NB. Links to sensitive information

The bika LIMS strives to put as much information possible at the minimum clicks away for both lab client and personnel, ie where analytical services are listed on ARs, they are hyper linked to a page about the service

This access is regulated, clients only get to see public information, unit, method & standards description, interpretation tables and prices & discounts applicable to them (ie corporate vs non-corporate)

Anywhere analysis names are shown on pages, the text is linked to any explanatory texts associated with it, ie results interpretations and methods explanations

Similarly all references to other set-up data and constants, ie  Standards, Interpretation tables, Text blobs etc, are displayed as hyper links to the corresponding pages through-out the system

General lay-out – Tabbed pages per item

As per existing AR functionality, many items are managed on tabbed pages dedicated to editing, viewing, managing data, logs and where applicable invoices:

Edit tab – while the CAR is still status ‘sample due’, clients may edit CARs’ and add or remove analyses. Once in a higher status, this tab is not available to clients anymore

Manage results tab – all results entry and analysis status management are done on this tab. authorised lab personnel only

View tab – this is effectively the Analysis results ‘report’

Pro-forma invoice tab - to display the BikaClient LIMS as scientifically possible, prices are not shown with analysis results, only when the AR is created and on a ‘pro-forma’ invoice tab

Log tab – the log for the CAR itself. also see logs per individual analysis

Logs

In the previous Bika version, logs were only kept for ‘main’ objects, ie ARs & Job cards. With the BikaClient LIMS, we introduce logs also for individual analyses on ARs, per default Job cards thus, Survey surfaces, Staff surveys, Cultures, Antibiograms

This is always spelled out in discussion here or indicated in the wire frame model. At the writing of this, the concept is fairly well modelled for chemical ARs. The analysis’ log is reached via clicking on its status on the AR page itself

Logs are kept for labmanagers to view and print

Log items  include:

o    the username

o    action

o    date/time stamp

o     duration – the time the object spent in the state

Hygiene surveys = surfaces + visuals + staff

A Hygiene Survey is firstly made up of a surfaces survey for which samples are taking at different locations on a client site. It is nearly always complimented by a visual inspection of more locations at the site, and sometimes also staff hygiene surveys, ie swabbing the hands of food industry workers

In some contexts in this document the two survey parts, surfaces and visuals are addressed separately, however surfaces results are the default hygiene survey data and gets recorded there. Visuals get recorded as visual inspection requests and then linked into Hygiene surveys where required. Ditto staff surveys

In old entity relation modelling:

A Hygiene Survey

has one Surface survey

           has one or no Visual inspection

           has one or no Staff survey

Blobs - Text insertions

See Lab Set-up – Blobs in the wire frame model. If possible these will be combined and categorised into one table

These text blobs can be customised in the reports they are used in, instead of maintaining a large number of individual text blobs. Duplication can be prevented by using page template macros...

BikaClient’s Results reports are characterised by numerous boxed texts, disclaimers, compliance declarations and the like. Some are global and others associated with sample types or specific analyses

Many standard remarks can be included from a maintained list, ie IS for Insufficient sample

These text blobs contain no calculations, can be edited and are maintained in the system set-up. All re-usable texts centrally and selected from there on sample type and analysis maintenance pages for inclusion with results reports for those

Duplication of these texts on results emails, faxes and pages are prevented, ie where both the analyses pH and protein carries the same compliance text insertion, it is only displayed once on AR reports containing both these analyses

Calculated Bobs - Interpretation table insertions

Similarly insertions containing calculations or tabled data that can be looked up, like results interpretation tables, are maintained in the LIMS set-up, attached globally or per analysis or sample typed and included on reports

These could included calculations for averages and percentages and it is able for the system to look up an interpretation for a results value

use case: a bacterial count > 50 / 20 cm2 is ‘Poor, scores a ‘1’ and ‘requires management interaction’ and gets reported like that where required, see set-up Analyses Service’s interpretation table

All email addresses ‘live’

All email addresses displayed in the system are live – by clicking on it a new mail message is created and opened in the user’s mail client with the ‘To:’ field completed with the address clicked on

CC recipients and 3rd party invoicees

Contacts/Lab staff requesting analysis and other services, may include recipients to be copied the results published and also indicate a ‘3^rd party invoicee’ other than the organisation requesting the service and providing the sample

Per client, the  ‘CC’ recipients are kept in the LIMS with their own set of publication preferences as contacts, some thus without ‘logins’ and any privileges to the web based data

When they are included in communications, ie by selecting them to the CC field on ARs, they are published to according the preferences set-up for them, fax and/or email

A global list of allowed ‘3rd party invoicees’ – please somebody a better term! – is kept in the lab accounts set-up. On the client’s own accounts set-up, the labmanager may assign some of these off the global list to be used for the client. Only the client’s own list is presented where the ‘3^rd party invoicee’ option is presented in client context

Anonymous / cash transactions

Because of the interdependency of invoices on quotes and ARs, Surveys, Orders etc, anonymous transactions are not allowed. For any work to be done in the lab for a person or organisation, they must be registered as a client in the system

Recent listings

On many pages where items are listed the items displayed are selected from according there statusses, ie CARs, by clicking the corresponding radio button at the top of the page

The first option will always be ‘Recent’ which is not a status. 'Recent' will list the clients most recent ARs regardless its status. An extra column is then displayed for the status in the listing

The ‘Recent’ selection is an aid to clients wanting to find their freshest data quickly

NAY – not available yet. NR

Where analyses were requested but results not ready for the particular user, ie cannot be shown to clients before verification, corresponding fields are filled with the text ‘NAY’

This is because in some tabled views, ie JCs and query results, table cells for both unavailable and not requested analyses will be shown empty otherwise and cause confusion

In such views, the text ‘NR’ is displayed in cells for unrequested services

Both NAY and BR will be in a smaller font and softer colour to reduce visual clutter

Another option is to do render the cell with a soft background colour and legend below the table.