Step 1.
Code and transcribe data as directed

 

Step 2.
Record data in accordance with document traceability requirements

 

Step 3.
Enter data into laboratory information systems or record sheets as directed

 

Step 4.
Rectify errors in data using enterprise procedure

 

Step 5.
Store and retrieve data using appropriate files and/or application software

Task 1. Record and store data

Introduction
You have been asked to keep records of batches of grapes used at Winning Wines for processing into wine. The fruit is checked for its quality and suitability for wine making when it comes to the winery. These records are then sent to the laboratory, where your job is to transcribe them into the data storage system. All final products can then be traced back to the initial record of the unprocessed fruit entering the winery. This allows the quality of the final product to be compared to the initial produce entering the winery.

The word data refers to the results of tests, measurements or analyses. Data is obtained when you:
  • calibrate instruments
  • test samples
  • make observations.

Data can be either:

  • quantitative (measurements usually recorded as numbers)
  • qualitative (descriptions of samples usually recorded in words).

Step 1. Code and transcribe data as directed

The grapes entering Winning Wines are checked to see if they meet the quality standards necessary to produce the best quality wine products. Inspectors look at the produce when it comes to the winery and record on loose forms the softness, level of ripeness and amount of bruising for each batch of grapes. Samples of each batch are also sent to the laboratory for sugar content testing.
Sample Collection
You need to collect 3 samples of grapes from the Specimen and Sample Drop-off. These samples have been taken from three different batches of grapes entering the winery and each sample has a label showing information about its quality. Your job is to accurately record the data from the samples onto the Laboratory Test Sheet which you will collect shortly.
Collect the grape samples from the Specimen and Sample Drop-off in Reception by clicking on the link below and choosing Samples: Grapes from the list provided.Use the 'Labels' link to view the labels in detail and print this page so that you can fill in the Laboratory Test Sheet.
GoTo Reception

Now collect the Laboratory Test Sheet that you will need for today's work.

Go to the Senior Technician's office using the link below and click on the Forms Folder to see the table of contents. Obtain the Laboratory Test Sheet - Grapes Samples by clicking on it.

GoTo Reception

Use the following link to obtain information about filling in the Laboratory Test Sheets.

Activity Activity: Assignment - Filling in the Laboratory Test Sheet for Grape Samples

Step 2. Record data in accordance with document traceability requirements

You have recorded data received for the three grape samples. These records are now part of the SimuLab documents. By giving the samples a particular number, you are now able to trace a particular individaul sample if required. As the numbers are unique, each sample will have an individual record for all tests and results.
It is particularly important to code data (with individual SL numbers) because:
  • in quality systems you must be able to prove the reliability of test results by being able to trace back from the result, finding out exactly how the tests were done and how the samples were collected
  • if you have a problem with a result, it may be necessary to change a testing process or sample collection technique.

Coding of data is very important if the quality of the final product (produced by the manufacturer) is to be of a guaranteed standard. If a client questions the reliability of the testing you can show exactly how the results were achieved and what tests, techniques and equipment were used, as it is all recorded, coded and traceable.

SimuLab has a Standard Operating Procedure (SOP) for Laboratory Test Sheets and you decide to look it up and read it before you proceed. Go to the Senior Technician's office using the link below and click on the Methods Manual to see the table of contents. Obtain the SOP: Laboratory Test Sheet by clicking on it.

GoTo Reception

Check your understanding of the information contained in the SOP by clicking on the following link and doing an activity.

Activity Activity: Laboratory Test Sheet

Step 3. Enter data into laboratory information systems or record sheets as directed

You have copied the information from the three grape samples onto the Food Testing Results Sheet. This result sheet is filed in the Senior Technician's office but you also maintain a laboratory record on a card file. You should now cross-reference this document into the laboratory filing system by recording the Sample Numbers into your card file system.
Cross-referencing makes finding a record for a particular client simpler. Instead of looking through all of the sample numbers, you only need to look under the name of the client to locate all samples processed for that client in the laboratory.

You have found the card for Winning Wines in the card file. On this card, enter in the three new samples and the test to be done, by clicking on the link below.


Activity Activity: Assignment - Filling in a Filing Card

Step 4. Rectify errors in data using enterprise procedure

You must use common sense as well as great care when recording and storing data. If you see a result that is unusual or unexpected you should go back and check it has been copied correctly or that the initial result is not inaccurate in some way. It is much easier to rectify errors close to the source than wait until the whole testing process is finished.

SimuLab has a Quality Standard Operating Procedure for correcting possible errors in the data it receives from clients. Use the following link to obtain the SOP: Rectifying Errors in External Data from the Methods Manual in the Senior Technician's office.

Activity SOP: Rectifying Errors in External Data

Use the following link to do an activity about any errors you found in the data for the grapes samples.

Activity Activity: Checking for Errors

Step 5. Store and retrieve data using appropriate files and/or application software

Records are kept as hard copy and on the computer database. You must now enter any information you have about the new samples and the sample numbers into the computer database.

Click on the link below to do an activity about storing and retrieving data.

Activity Activity: Database for Grapes Sample

To continue, click on this link:
Task 2. Perform laboratory computations

Where am I?