Increasing Lab Efficiency by Automating Sample Test Workflows Using OpenLAB Enterprise Content Manager (ECM) and Business Process Manager (BPM)

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1 Increasing Lab Efficiency by Automating Sample Test Workflows Using OpenLAB Enterprise Content Manager (ECM) and Business Process Manager (BPM) Technical te Solution Benefits Streamlines sample-test workflows from sample receipt to report generation Integrates Agilent MSD Productivity ChemStation with LIS or LIMS software Automates quality control (QC) checks prior to running sequences Increases staff efficiency by reducing error-prone manual operations Tracks samples to improve quality of service Abstract Laboratories provide essential analytical information used for decision-making. The growth in the number and types of tests that labs perform, along with the variety of instruments and software used, has created significant datamanagement challenges. These challenges include time-consuming, error-prone manual data entry, and paper-based results that need to be reviewed, approved, managed, and stored. Workflow automation is a very effective approach to addressing these challenges. This technical note presents four examples that illustrate how sample test workflows can be automated, from sample receipt to approved report generation and storage, using Agilent OpenLAB Business Process Manager (BPM) integrated with Agilent OpenLAB Enterprise Content Manager (ECM).

2 The challenge: how to increase efficiency, and reduce errors and cost? Labs often manage their data manually, a time-consuming, labor-intensive, errorprone process. For example, manually processing samples and their associated information can sometimes take up to 30 minutes per sample and involve multiple analytical systems, such as GC/MS, LIS or LIMS and quality control software. Correct data entry must then be verified. In addition, laboratories that still rely on paper generate multiple pieces of paper for each sample analyzed that must be managed, stored and secured. The solution: workflow automation OpenLAB BPM integrated with OpenLAB ECM enables labs to automate entire sample test workflows. When following a workflow designed with OpenLAB BPM, lab staff can simply open an MS Excel spreadsheet, assign an instrument to the analysis and run the sample, all in a few minutes. Use of the BPM workflow also minimizes manual data entry and checks, such as sequence completion and QC standards verification. The number of print outs required is reduced dramatically, saving paper and storage space. The solution also provides an efficient way of tracking all samples analyzed, facilitating process improvement and enhancing quality of service. Overall, lab operations become more consistent and efficient. How is this possible? An OpenLAB solution is unique in that it can be integrated with many other products used in the lab, including those from Agilent as well as those from other manufacturers. 2

3 Case study example: automating sample test processes As shown in Figure 1, the workflow begins with sample test request entered into a LIS and ends with the release of the approved results back to the LIS archive and OpenLAB ECM. The workflow accomplishes the following objectives: 1. Eliminates manual cutting and pasting of sample information from the LIS to MS Excel. 2. Automates launch of the appropriate test process based on the type of sample to be run. 3. Automates generation of a commaseparated values (CSV) file with QC standards to load into the MSD Productivity ChemStation software for the GC/MS sequence. 4. Communicates the status of samples in the workflow to users via Produces a CSV file output that automatically imports results to the LIS system and to QC software for evaluation. 6. Enables efficient paperless review of GC/MS results. 7. Provides a sample tracking and management tool. OpenLAB BPM process #1 OpenLAB BPM process #2 Samples received and loaded into LIS/LIMS Work list is generated from LIS/LIMS BPM Process generates sequence import and loads info into Excel work list workbook Calibration and QC standards run BPM Process prepares results for import into QC software OpenLAB BPM process #3 Result summary is prepared for LIS/LIMS results updated in Excel work list Ok to proceed Results are analyzed Samples are run Results imported to QC software and evaluated Corrective action taken Corrective action required Results imported by LIS/LIMS Re run samples prepared Tech checks QC software for suitability to continue Sample reports generated Ok to proceed Corrective action required Figure 1: Sample test process workflow automated with OpenLAB BPM. Automated processes using OpenLAB BPM are highlighted in blue. 8. Adds standardization and monitoring capability to the sample collection and results generation processes. 3

4 OpenLAB BPM process #1: Automate transfer of sample information between LIS and MSD Productivity ChemStation software As shown in Figure 2, OpenLAB BPM makes it possible to automatically transfer sample information, with file format conversion and verification, from LIS to a MSD Productivity ChemStation sequence. In this example, a filter extracts sample information from the work list and an OpenLAB BPM script automatically generates a CSV file for import into the GC/MS sequence table. Information about each sample is loaded into an MS Excel spreadsheet allowing laboratory staff to track and monitor what is happening at any time. To expedite problem resolution, users are automatically notified via when an error occurs for example if sequence data are missing. Check to see if there is any missing information required to create sequence import file Script takes information from work list and creates the ChemStation sequence import csv file, new sample information is loaded into the sample tracking MS Excel workbook informs user that an error ocurred creating the import file and what needs to be corrected Start Creates a processed folder to move the work list to if it does not exist Moves the original file to the processed folder Move the file with missing information to the to be corrected folder is sent informing the user that there is a work list with missing information and where the file is in OpenLAB ECM. End User action to have the user fix the error found in the script Figure 2: OpenLAB BPM process #1: Automate sample work list and sequence import file generation 4

5 OpenLAB BPM process #2: Automate QC checks As shown in Figure 3, OpenLAB BPM can also streamline laboratory quality control processes. In this case, QC standards are automatically checked prior to running a sequence. Users are notified if QC standards fail to meet specifications. An MSD Productivity ChemStation macro automatically calculates the QC results, generates the average of the ISTD areas of all the QC standards, and reports them in a CSV file. The CSV file is converted to an MS Excel file, and then sent to QC software for evaluation, which in turn determines if the sequence is acceptable to run. Start informs user the file uploaded was not correct for the process Condition checks to see if this is a.csv file Deletes file from OpenLAB ECM informs user the file uploaded was not correct for the process specifying result sent to initiating user Script converts the CSV file from ChemStation to an XLS file for QC checks End Moves the result file to the folder with the GC/MS data Figure 3: OpenLAB BPM process #2: Example of an automated OpenLAB BPM-based QC-check workflow. 5

6 OpenLAB BPM process #3: Automate sample tracking and results review As shown in Figure 4, OpenLAB ECM with OpenLAB BPM allows labs to automate results review and data management including final upload of the approved report to the LIS. This workflow replaces a paper-based process that typically produces a threepage report for every sample injected. It also enables users to rerun tests and address problems as soon as they are encountered. Staff can now review results at the bench where they are better able to correct any problems that arise, as quickly as possible. Once the bench review is complete, the analyst generates a summary file, which is 1) uploaded to OpenLAB ECM and 2) starts an OpenLAB BPM final review and sample tracking workflow. The analyst performs a final review and signs the results electronically, establishing a record of who reviewed and approved the results. The values in the CSV results summary file created by the MSD Productivity ChemStation are automatically transferred to a sampletracking MS Excel spreadsheet. Capturing sample tests in this spreadsheet provides lab management with an automated and easy way to monitor all samples run for the purpose of improving processes and quality of service. Start Checks to see if the file is properly named in the result summary. Results summary upload starts process initializes variables used by process Determine the type of assay and set up OpenLAB BPM variables appropriately Bypass e-sig if the result file was previously signed, but had to be resubmitted to the process informing user that file is not appropriate for the workflow informs user that there was an error running the script Checks to see if output of script is file can t be checked out User is asked to check in file User is asked to sign file Results are updated in work list and results sent to LIS informs user that the work list can t be checked out Workflow complete End Delete file result summary file due to failure Moves result summary file to folder with the GC/MS run data Figure 4. OpenLAB BPM process #3: Example of an OpenLAB BPM-based results review and management workflow. 6

7 Conclusion For labs managing sample analysis workflows manually, OpenLAB BPM integrated with OpenLAB ECM provides a more efficient solution. This technical note demonstrates how OpenLAB BPM processes can integrate different laboratory data systems to allow automated tracking of all samples analyzed, electronic review of results, and improved quality-of-service. OpenLAB ECM OpenLAB ECM is a scientific data management system that provides a secure, central data repository and rich content services that allow users to create, manage, archive, and re-use all business critical information with ease. OpenLAB ECM manages raw data and human readable documents of any data, in any form, from any supplier, and its web-based user interface dramatically reduces the learning curve for new users. OpenLAB BPM OpenLAB BPM integrates with OpenLAB ECM, enabling organizations to optimize, streamline and automate key business processes such as those relating to employee productivity, cost containment, risk management, and compliance. The software dramatically reduces document routing, review, and completion time by automatically collecting information from many analytical sources, evaluating the results against specifications, and routing these reports to users inboxes or through multi-step review processes. Drag and drop capability simplifies the workflow creation. Agilent CrossLab Informatics Engineering Services Knowledgeable Agilent professional consultants can guide the lab through implementation of an OpenLAB solution from start to finish, enabling customers to benefit from this comprehensive software suite as quickly as possible. 7

8 This information is subject to change without notice. Agilent Technologies, Inc., 2016 Published in the USA, January 8, EN