Element LIMS Self-guided Demonstration

For cannabis testing laboratories

This demonstration is a real-time window into the capabilities of Element LIMS. You will be entering data and generating actual responses. Access to this evaluation site will be active for ten days after you receive your login information. If you have any difficulties, please call Promium Customer Support at 1.877.776.6486 x360.

To exit this demo, close the blue navigation bar at the top center of your screen. Do not close or resize the main windows.

 

To begin processing samples through Element LIMS you will need to create a client record. A client is an umbrella of information where your client vitals are housed. In cannabis, this is often a processor or producer.

  1. Select the “Client” icon from the Element LIMS Dashboard.
  2. Select the “Add” button from the lower left hand corner of the new window and enter your laboratory name, address, phone and Fax number to create the client record.
  3. Select any of the names in the drop down for the “Project Manager”.
  4. Select any of the names in the drop down for the “Default Invoice Client”.
  5. Make sure the “Sampler (by Project)” radio button is selected in the “Client Type” tab.
  6. Right click under the “Contact” field in the middle of the window to open a drop down menu. Click the “Add” option. This will enable you to enter contact information. Enter your name, click “ok” and then select “Save” and then “Done”.

Bids can be created prior to establishing a Project and that Bid can be automatically converted to a Project later. You can also create a Project without a Bid.

  1. Click on the “Bids” icon.
  2. Verify that your laboratory name is selected in the “Client” drop down menu on the top left of the window.
  3. Select the “Add” button from the lower left hand corner of the new window. In the dialogue box, name your bid “New Bid” and then select “OK”.
  4. Choose your name from the “Client Contact” drop down list at the top of the screen.
  5. Select the “Add” button in the center of your screen and select “Add Analyses (All Matrices)”.
  6. Scroll to “Potency Analysis (Cannabinoids)” and double click to add. Close the window by clicking on the X in the upper right corner.
  7. In the bottom left of the window you will see the Marketing Information section. Choose any option from the drop down menu for “Client” and for ”Project” and for ”Location”.
  8. Select “Save” but do not select “Done”.

Projects can be created by converting an existing Bid or can be created directly without a Bid. Often times in cannabis this can be set up for a particular license number, such as a license number for a producer or license number for a processor.

  1. To convert from a Bid, select the “Create Project” button at the bottom right hand corner of the Bid screen. If you already closed the Bid screen, go to the Project Management menu and select Bids (or click the “Bids icon) and select “New Bid”.
  2. Enter the Project Name of “New Bid Project” and click OK. Click OK again on the confirmation page that appears. Close the Bid window by selecting “Done”.

Note: To create a project without a Bid, click on the “Project” icon and select a client from the drop down menu on the top left. Click “Add” and name your project and then enter other project information. Then double click the box under “Analysis” to reveal a drop down menu and select the appropriate analyses.

Samples are logged in and managed against work orders. The work order offers the option to log and track containers in and out of each process step. The work order is an umbrella of information under which your samples are nested. It is equal to a chain of custody.

  1. To create a Work Order, select the “Work Order” icon on the dash board.
  2. With the “Project” tab selected at the top left of this window, select the “Add” button from the lower left hand corner of the new window.
  3. Select the browse folder icon next to the “Client” drop down menu and a list of clients will appear.
  4. Select your lab Client that you added earlier and double click.
  5. Select the “Receipt” tab at the top left of the screen and enter a temperature in the box to the left of the “Coolers” button.
  6. Select “Save” but do not select “Done”. A unique work order number for this client project will automatically be assigned. Take note of this work order number as it is specific to your demonstration session.

Note: Samples can also be logged in using the Quick Log function (useful for bulk samples) and a work order is then automatically generated for you.

Now that the work order is created, the samples can be logged in under that work order.

  1. Click the “Samples >>” button from the work order you created (bottom of the window), or click the samples icon on the dash board.
  2. In the new window that opens, select the “Add” button at the bottom left corner and enter “Test Sample 1” in the “Name” field.
  3. Then select the “Lab Matrix” drop down menu from the “Sample” tab on the right hand side of the screen and select “Usable Marijuana”.
  4. Select the analyses by double clicking on “Potency Analysis (Cannabinoids)” in the left hand side window under the “Work Analysis” section. Alternatively, you can select “Potency Analysis (Cannabinoids)” by clicking it once and then add it to the work order by clicking the right arrow.
  5. Add containers by selecting the “Containers” tab at the top of the screen.
  6. Double click on the empty field below the word “Container”. This will reveal a drop down menu.
  7. Select “_Mylar Bag” from the drop down menu.
  8. Select a location for the container by double clicking on the cell below “Location” to the right of the container you chose. This will provide another drop down menu. Select any storage location from the drop down. Cooler/shipping container information can also be entered at this stage for more detailed tracking. Select “Save” and “Done” and the window will close.

Note: Prior to closing the window, you can preview and print copies of the work order and sample labels by selecting the printer icon.

Once logged in, the samples can be batched for preparation and analysis.

  1. Select the “Batch” icon (or select “Batch” from the “Laboratory” drop down menu on the dashboard).
  2. Select “Laboratory” from the “Department” drop down menu at the top left of the window. Then select the “Add” button at the bottom left of the window.
  3. Go to the drop down menu for “Preparation Method” and select “215-Usable”. Alternatively, you can also click on the browse folder icon and select the “Extraction” column header to sort the choices, and then double click on “215-Usable”.
  4. Go to the “Batch Matrix” drop down and select “Usable Marijuana” from the menu. Next, make sure the “Preparation” radio button is selected in the “List Analyses By:” section on the left of the window.
  5. Select the “Incomplete” check box in the middle of the screen to provide a list of analyses of samples logged in that have not yet been batched.
  6. Select “Potency Analysis (Cannabinoids)” from the “Available” box and double click, or use the right arrow and then click “Save” but not “Done”.

Take note of the Batch number highlighted in the Batch field. This will be your batch for this demonstration session.

An electronic bench sheet is created as the next step in the workflow process. A bench sheet is a list of samples prepared in the same way for the same analyses with a finite number of samples per analysis.

  1. Select the “Bench Sheet >>” button at the bottom of the screen (or the “Bench Sheet” icon on the dashboard). If a dialogue box appears asking you if you wish to “Save Changes”, select “Yes”.
  2. Select “Laboratory” from the “Department” drop down. Then select “Edit” at the bottom of the screen.
  3. Click the “Add” button at the top of the screen and select “Client Sample”.
  4. Double click on the sample named “Test Sample 1” that you created earlier in this demonstration.Close this window (click on X in top right corner). The Client Sample is added to the bench sheet and at the same time, QC samples are added. Default QC samples are defined during the analysis set up.Note: Element LIMS uses colored text to indicate conditions that require further action such as expired hold times.
  5. To associate Blank Spikes and or duplicate QC Samples with a source sample, select the Blank, and Duplicate from the lower QC window portion of the screen. Hold down the control key to select more than one at a time.
  6. Select the “Modify” button at the top of the screen (or right click in the highlighted portion). Select “Source” from the drop down menu that appears. Double click on the sample in the new window to choose it.
  7. Hold down your keyboard control key and select BS1 LCS from the lower QC window portion of the screen and select “Modify” again.
  8. From the drop down menu, select Spike 1 ID and select “GJ60502 Laboratory Potency LCS” from the new window and double click.
  9. With the LCS still selected, select “Modify” and then select Spike 1 Type. Select “Apply” in the dialogue box that opens to choose the pre-prep spike type.
  10. Select “Modify” again and then select “Spike 1 Amount” form the drop down menu. In the dialogue box that opens, enter a value of “50” and then “Apply”. Select “Save” and then “Done”.

Once the bench sheets are created and tests are performed, data is entered and results can be reviewed for general analysis and/or approval.

  1. Select the “Data Entry and Review” icon on the dashboard (or go to the “Laboratory” drop down from the main menu and select “Data Entry/Review”). Make sure the “Batch” radio button at the top left of the screen and the department of “Laboratory” are selected. Select the batch number you created from the previous session.
  2. Choose the “Data Entry” tab and click the “Create” button. Click the “Result” column header to highlight the column. Right click and select “Fill Cells” option from the drop down menu that appears. Type “10” into the “Result” box and click the “Apply” button.
  3. Click the “Analyzed” column header to highlight the column. Right click and select “Fill Cells” and click “Apply” in the window that appears to use today’s date and time as the analyzed date and time.
  4. Select “Save” and then select “OK” on the “DATA POST RESULTS” screen that opens.
  5. Review the result by selecting the “Data Review” tab at the top right of the screen. Then select the “Query” button to view the final result (FResult). You may need to scroll to the right or stretch the window.
  6. The status of the samples can be updated and results placed in the final report. Click the “Status” column header to highlight the column. (To select all results, click on the box in the upper left hand corner of the table).
  7. Right click and a drop down menu will appear. Select “Update Status” and “Update to Reviewed”.
  8. Select “Done” to close the window.

For this demonstration, you have entered the data manually. When Element LIMS is actually implemented in your lab, Element LIMS DataTool functionality can be integrated with your lab instruments and data will be directly uploaded.

Once samples are matched, the Merge Files function merges the data from the instruments and makes that data available for upload.

Element LIMS provides flexible report writing capabilities and includes many standard reports as well as the ability to easily create reports that are tailored to meet your unique needs.

  1. Select the “Report” icon on the dashboard (or go to the “Project Management” drop down menu on the dashboard and select “Reports”).
  2. Select your lab name from the “Clients” drop down menu. You can filter by many other variables as well, including work order number, reportable, incompletes, date, project managers, and projects.
  3. Select the report format “PRM_LabAnalysis.rpt”. If the system was live, you could also have selected EDDs from the Element LIMS Electronic Data Deliverable library at this stage.
  4. Make sure your work order number is selected in the work order pane on the left and then select “Final”. When producing a final report, a dialogue box will open and ask if you want to update the Work Order status to “Completed”. Click “Yes”.

At this point if the system was live, you could have created a draft for samples that are not management reviewed, and a final report for sample analysis that are management reviewed. A modified draft or modified final enable you to alter the process for non-standard reporting.

Your final report will now display and can be printed and/or converted to a PDF. Close the report window but keep the “Reports” screen open but do not select “Done”.

For many labs, one of the last steps in the process is to invoice a client. Element LIMS creates the invoice and includes the ability to transfer that invoice directly to your accounting system with no additional data entry. Depending on your laboratory work flow, invoicing can be done upon receipt of the samples or when analytical has been completed.

  1. Select the “Create Invoice” button at the bottom of the reports screen.
  2. This will open a new window and automatically initiate an invoice.
  3. Select “Final”. A dialogue box will open notifying you that posting the invoice will prevent further editing. Select “Yes”.
  4. A Print Invoice dialogue box will then open. Here you can preview the invoice, send it to the printer, or create .pdf file. Select Print Preview (the magnifying glass icon) to take a look. Close all your windows when done.

Element LIMS provides a variety of operational reporting tools including the ability to run daily work lists, report on outstanding projects, review turn-around-time charts, and assess quality control charts.

Since we just entered a small amount of data, we can’t view these reports in this demo but when we follow up with a live demonstration, each of these reports can be reviewed.

NEXT STEPS:

The online demo gives you an overview but for a more in-depth look, request a live demonstration. Questions? Contact a representative and we will be happy to answer any questions.