Sampling Programs - Scheduled Samples

Sampling Programs – Sample Collection - Overview

Tool Location: Sampling > Sample Collection

Both scheduled samples (those defined using the Create Sampling Programs tool) and unscheduled samples are driven by the Sample Collection form.

Once one or more sample programs have been added and the programs have been started (according the program start date), the sample scheduling process is as follows:

1.        Select samples to be collected.

2.        Print field forms and bottles/container labels (optional)

3.        Collect samples in field

4.        Return to SiteFX and register samples as being collected (or cancelled), add comments, alter sample date, etc

5.        Create Chain of Custody (CC) and ship samples (optional)

The are two modes of the Sample Collection form. List Mode and Grid Mode. The Sample Collection form in list mode appears as follows.

OPG REMP Notes

When used with the REMP database, SiteFX only shows Grid Mode.  Field forms, labels and chain of custody functionality is currently turned off.

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Sample Collection form

The Sample Collection form in Grid Mode appears as follows.

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Sample Collection Form – Grid Mode

Note: Field forms, mentioned above,  are an optional form which can be printed that are designed to be taken in the field with the sampling staff to indicate which intervals are to be sampled, which tests will be performed, which bottles/containers and preservatives are to be used, and to provide space to record field conditions.

Sampling Programs – Sample Collection - General Features

Sample Programs

In the upper left corner of the screen, the box entitled Sample Programs lists the active sampling programs that have sampling required.  This box will only ‘look ahead’ as far as the selected forecast window, so programs set to start at a future date may not be displayed here until that start date is near.

Scheduled To Be Sampled

OPG REMP Notes

Feature currently not utilized.

This section lists all samples due, or overdue for sampling.  Once samples are selected here and the field forms and bottle labels are printed, the samples will be removed from this list and appear on the Sample Collection in Progress section.

 Sample Collection in Progress

OPG REMP Notes

Feature currently not utilized.

This section lists samples that are currently being sampled, meaning that someone has ‘ordered’ the sample and is currently collecting it. Samples will remain on this list until the samples are either registered as ‘collected’ or ‘discarded’.

Chain of Custody Preview

OPG REMP Notes

Feature currently not utilized.

This section lists all samples that have been registered as collected and are ready to be shipped to the lab.

Sample Filter

OPG REMP Notes

Feature currently not utilized.

The information can be displayed in one of two modes; either all programs combined or individual programs. Use this toggle to choose between the two modes.

Forecast ahead

OPG REMP Notes

Feature currently not utilized.

By default, SiteFX is only showing samples that are due today. In order to look ahead (e.g., to pre-print labels for the following week),  make a selection from the drop down list.

Sampling Programs – Sample Collection - Selecting Samples – List Mode

OPG REMP Notes

Feature currently not utilized.

1.        Either show all samples, or choose an individual program (this is up to you).

2.        From the section called Scheduled To Be Sampled, select 1 or more samples that you plan to collect (using Shift+Click, Ctrl+Click or Click and Drag).

3.        Choose whether you wish to print Field Forms, Bottle Labels and whether you wish to have a sample date entered now.

Note – in some cases you may not want to print the bottle labels (or field forms) right away. In these cases, you can use the Reprint buttons later.

4.        Press the Select Samples button.  After you confirm, the field form and labels (if selected) will appear. An example field form and label are shown below.

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Example Field Sampling form

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Example Label

5.        Affix labels to the correct sample bottles, check the preservative, and collect samples using the field form to record the pertinent field information.

Note: The bottle label contains a Bottle ID which is a unique number generated by SiteFX.  This number is useful for tracking purposes as it also appears on the chain of custody documentation that gets sent to the lab.

6.        Once sample collection details are know, see the section of the help manual called Registering Samples.

Sampling Programs – Sample Collection – Selecting Samples – Grid Mode

OPG REMP Notes

See special section titled Sampling Programs – Sample Collection - REMP

Sampling Programs – Sample Collection – REMP

The sample collection / tracking form has been customized to meet the specific needs of REMP users. An example from the REMP database is shown below.

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In a example above, a sampling program has been selected at the left hand side and the grid shows the status of the selected program. Whenever a sample program is selected, there is always a ‘Collection’ section on the grid and an ‘Analysis’ section.

When a program is new and no samples have yet been flagged as collected, the cells are white and contain a dash (see below screenshot for an example).

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Once a sample has been flagged as collected, if it is a Collection event, the cell will turn immediately to green. If it is an analysis event, the cell can be one of three colours depending on whether the analytical results can be found in the database or not. Red means no data found, yellow means at least one parameter found, green means all parameters found.  See the below screenshot for an example of this.

Note – SiteFX knows what parameters to expect results for based on the test packages that have been set up. See the section Sampling Programs – Laboratories and Test Packages for more information on this.

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Notes:

·         For an analysis to turn green, SiteFX uses the sample date to search for the data. Without an exact match with the sample date, the cell colour will not change colour. The sample date can be edited both on this form AND on the data entry form.

·         Double clicking on any cell will bring up all available data for that sample location in the sample data viewer.  When the sample data viewer appears, SiteFX will first attempt to locate data that goes with the selected sample date. All other sample dates can also be viewed by click on one more dates. In the sample data viewer, you can sort any column by clicking on the column heading. After the initial column is sorted, you can sort on additional columns by holding the CTRL key down before clicking on the 2nd, 3rd, etc column heading.

·         After changing the sample date or a comment, the enter key must be pressed in order to register the change.