DEFENSE OCCUPATIONAL AND ENVIRONMENTAL HEALTH READINESS SYSTEM (DOEHRS) ENVIRONMENTAL HEALTH SAMPLING ELECTRONIC DATA DELIVERABLE (EDD) GUIDE

Transcription

1 DEFENSE OCCUPATIOL AND ENVIRONMENTAL HEALTH READINESS SYSTEM (DOEHRS) ENVIRONMENTAL HEALTH SAMPLING ELECTRONIC DATA DELIVERABLE (EDD) GUIDE 20 JUNE 2017 V1.0 i

2 TABLE OF CONTENTS 1 INTRODUCTION CONCEPT OF OPERATIONS IMPORT FILE SPECIFICATIONS DATA FIELD DESCRIPTIONS - REQUIRED DATA FIELD DESCRIPTIONS - PREFERRED DATA FIELD DESCRIPTIONS OPTIOL CONTACTS... 6 LIST OF TABLES TABLE 1. DOEHRS EDD IMPORT FILE DATA SPECIFICATION... 1 ii

3 1 Intrductin This dcument describes the requirements fr a Defense Occupatinal and Envirnmental Health Readiness System (DOEHRS) cmpliant envirnmental health sampling in electrnic data deliverable (EDD). The EDDs are prduced frm Labratry Infrmatin Management Systems (LIMS) used t prcess envirnmental samples fr analysis. The EDD is an independent text file that is imprted int DOEHRS by the custmer requesting the analysis f samples. There is n direct interface between DOEHRS and LIMS. This dcument details the data frmat f the EDD imprt file and assciated cmmn pick lists fr sme data elements. 2 Cncept f Operatins DOEHRS allws the user t enter infrmatin (e.g., sampling methd, sample time, cnditins, etc.) abut varius types f samples. DOEHRS assigns the samples unique IDs. In preparatin fr sending a sample t the lab fr analysis, a DOEHRS ID is generated frm DOEHRS. The sample media is then shipped t the lab fr analysis. The DOEHRS ID and the crrespnding analysis results will be entered int the LIMS. The lab then perfrms the requested tests n the samples received and stres the results in the LIMS. An EDD file that cntains the analytical results is generated by the LIMS. This file is a tabdelimited text file and is imprted int DOEHRS by authrized users. The analytical results are then available in the DOEHRS applicatin. 3 Imprt File Specificatins The LIMS will prvide the capability t exprt sample analysis results infrmatin t a tab delimited text file. The tab delimited text file cntains infrmatin abut the sample that was tested and the results f the analysis. The character set in the imprt file is ASCII and each line is terminated by a carriage return and a line feed. The first line f the imprt file must be a header rw that cnsists f a (tab delimited) list f the field names as specified in Table 1. (in the rder specified). All fields are variable width and are nt padded with blanks. The LIMS will prduce a file that cntains infrmatin abut sample analysis perfrmed by the lab. This file will be in the DOEHRS EDD frmat. Table 1 lists the fields alng with a descriptin, an indicatin f whether the data is static r nt, the data type, and the size (fr text fields nly). An example EDD in bth a text and MS Excel frmat can be fund at the fllwing link under Other Resurces. Table 1. DOEHRS EDD Imprt File Data Specificatin Required Field Descriptin Standard? Type Preferred DOEHRS ID Field ID DLS Sample Number The Sample Barcde ID generated by DOEHRS-IH when the sample is entered The sample identifier n a Field Data Sheet Sample ID lab assigned by the Lab Maximum Size TEXT 8 TEXT 30

4 Required Field Descriptin Standard? Type Cllectin Date Matrix Descriptin Analyte Cde Analyte Name Cncentratin Units LOD Belw LOD LOQ Belw LOQ MDL n Detect CLP Flags Analytical Methd Date Analyzed The date the sample was cllected Descriptin f the sample matrix The Chemical Abstracts Service (CAS) number f the analyte OR shrt cde Name f the analyte Cncentratin f the analyte; must use decimals; negatives allwed Units in which the cncentratin is reprted Limit f detectin (in the same units as the Cncentratin) Y indicates belw the LOD Limit f Quantificatin (in the same units as the Cncentratin) Y indicates belw the LOQ Methd Detectin Limit (in the same units as the Cncentratin) Y indicates a nndetect (belw the MDL) Cntract Labratry Prgram flags; Presence f a J cde indicates estimated value. Analytical Methd (e.g. EPA 8270B) used t perfrm the analysis The date the analysis was perfrmed Maximum Size DATE DD/MM/YEAR TEXT 30 TEXT 15 TEXT 30 TEXT 30 TEXT 1 TEXT 1 TEXT 1 TEXT 10 TEXT 30 DATE DD/MM/YEAR 2

5 Required Field Descriptin Standard? Type Preferred Preferred Preferred Analyst Lab DLS Cde Cmment Sample Cmment Reprt Sequence Number Reprt Type Reprt Date CHPPM Regin Prject Number The user ID f the analyst (r the lab cde fr cntracted wrk) The cde f the labratry which perfrmed the analysis The DLS Prcedure cde requested which generated this result Cmment regarding the result Cmment regarding the sample, wrk rder r batch Unique sequence ID f the imprt file Preliminary r Final (DOEHRS- IH prefers Final and will nt accept multiple rws f results) The date the imprt file was generated The clumn header refers t the legacy name f APHC (i.e. CHPPM). The regin is the lcatin f lab (e.g. MAIN, EUROPE, JAPAN ), but anything can be used here. Cntains the wrk rder r Prject ID Maximum Size TEXT 30 TEXT 4 TEXT 10 TEXT 250 TEXT 250 TEXT 20 DATE DD/MM/YEAR TEXT 6 TEXT 50 Required: Fields required in the EDD t lad in DOEHRS. t all fields are required, thugh sme are preferred Field: Clumn headers must be written exactly as shwn r DOEHRS-IH will reject the file. spaces befre r after name. 3

6 Descriptin: Infrmatin abut that field. Standard?: Indicated that the value f the field is derived frm standard DOEHRS pick list tables. Please refer t the fllwing link fr current DOEHRS Pick List tables under Other Resurces and pen the Excel file called EDD - Pick List Values in Excel. Type: DOEHRS-IH will be expecting a text r a number value nly. Text fields can accept text with numbers. The date frmat must be MM//DD/YEAR. Maximum Size: Text characters in this field cannt exceed this limit. Number fields are unlimited. 3.1 Data Field Descriptins - Required Required cntent: The value must meet the Type and Maximum Size requirements. DOEHRS ID: A unique ID btained frm DOEHRS when a sample is entered and saved in DOEHRS. This ID is required and what DOEHRS used t link the analytical results t the sample when the EDD is imprted. DLS Sample Number: This is the internal Lab number given t each sample. Matrix Descriptin: This must be ne f the acceptable matrix types in DOEHRS-IH. The list belw cntains the cmmn acceptable types. Please refer t the Excel file called EDD - Pick List Values in Excel at the fllwing link under Other Resurces fr the cmplete list f Matrix Descriptins. Drinking Water Grundwater Air Sil Bulk Analyte Cde: Typically, these are Chemical Abstracts Service (CAS) numbers fr chemicals, but ther analytes utilize a Cde, such as Turbidity (E ). The Analyte Cde in DOEHRS- IH crrespnd t an Analyte Name, which may be different in each Lab. Ptentially, the analyte name a Lab uses may nt match the utput f DOEHRS (i.e. utputs frm its Reprts) if the Cde/Name cmbinatin frm the Lab is different frm DOEHRS. Please refer t the Excel file called EDD - Pick List Values in Excel at the fllwing link under Other Resurces fr the cmplete listing f Analyte Cdes and assciated Analytical Names. Cncentratin: Decimals must be used fr all cncentratin values. Negative cncentratins can be laded fr any Analyte (e.g. radiatin values). Units: DOEHRS-IH cntains varius standard units. Results with units nt in DOEHRS-IH will nt lad. Please refer t the Excel file called EDD - Pick List Values in Excel at the fllwing link under Other Resurces fr the cmplete listing f Units. LOQ: Limit f Quantitatin is the minimum level f an analyte that can be reprted with a specific degree f cnfidence. (In the same units as the Cncentratin) 4

7 Belw LOQ: A Y is used if the cncentratin is belw the LOQ. CLP Flags: EPA Cntract Labratry Prgram data qualifies (e.g. U, J, B, E, etc) Analytical Methd: This is the methd used t cnduct the labratry analysis. Althugh cmmn analytical methds are used acrss labratries (e.g. EPA methds) the nmenclature used by the labratry may vary. Please refer t the Excel file called EDD - Pick List Values in Excel at the fllwing link under Other Resurces fr the cmplete listing f Analytical Methds. Reprt Type: A value f Final shuld be used fr Reprt Type. 3.2 Data Field Descriptins - Preferred Preferred cntent: These fields are essentially ptinal but are highly encuraged fr sample management. They must meet the Type and Maximum Size requirements. Field ID: This is the sample id that is prvided by the persn cllecting the sample. Cllectin Date Date sample was cllected, usually prvided by the sample cllectr. Analyte Name Name f analyte, DOEHRS uses the Analyte Cde t assciate the Analyte Name. LOD Limit f Detectin is an estimate f the minimum amunt f a substance that an analytical prcess can reliably detect. An LOD is analyte and matrix specific and may be labratry dependent. (In the same units as the Cncentratin) Belw LOD A Y is used if the cncentratin is belw the LOD. MDL Methd detectin limit (a.k.a. detectin limit) is the lwest cncentratin r amunt f the analyte that can be identified, measure, and reprted with cnfidence that the analyte cncentratin Is nt a false psitive. (In the same units as the Cncentratin) n Detect - A Y is used if the cncentratin is belw the MDL. Cmment: Cmments abut the analytical result. This infrmatin des nt affect the results directly, but is useful t easily reference results shuld there be cnfusin regarding a parameter s cncentratin r value. Sample Cmment: Cmments n the verall sample (e.g. hlding times isses, cnditin f sample, etc) This infrmatin des nt affect the results directly, but is useful t easily reference results shuld there be cnfusin regarding the sample. Prject Number: This field is nt required, but if prvided can be used t search n samples that are cntained within ne wrk rder r prject ID instead f searching by lcatin and date. 3.3 Data Field Descriptins Optinal Optinal Cntent: These fields are ptinal, but they must meet the Type and Maximum Size requirements r the results fr the recrd (i.e. cncentratin fr an analyte) will nt be laded. DOEHRS- IH will stre this infrmatin in the database, but will nt display it in the Reprts. 5

8 Date Analyzed The date the analysis was cnducted fr the particular analyte. Analyst - The user ID f the analyst (r the lab cde fr cntracted wrk) Lab - The cde f the labratry (e.g. metals, rganics, rad, etc) which perfrmed the analysis. DLS Cde - The DLS Prcedure cde requested which generated this result Reprt Sequence Number - Unique sequence ID f the imprt file Reprt Date - The date the imprt file was generated CHPPM Regin Only applies t Army Public Health (a.k.a CHPPM) labratries. 3.4 Cntacts Fr any questins n the DOEHRS EDD requirements r prcess, please usarmy.apg.medcmaphc.mbx.esiprequests@mail.mil 6