Laboratory Concepts: Consumable Management

Content

Fundamental Concepts

Fundamental Concepts

Laboratory Concepts	LabVantage Concepts	Example
Consumables	Consumables can be defined as a single chemical entity or a mixture of multiple chemical entities (e.g., buffer, solution) that may be purchased from an outside vendor or mixed in-house. When a Consumable is purchased, the vendor(s) supplying the materials can be specified within the system, including any part or catalog numbers for the Consumables.
Creating Consumables	New Consumables can be created within LabVantage by using a Consumable Type. A Consumable can also be divided into multiple Consumable Lots. The composition, behavior and rules associated with the use of a Consumable Lot can be defined by Consumable Types. It allows for documenting the recipe for mixing a Consumable Lot (when a specific Consumable Lot is to be mixed in-house using other available Consumables), as well as a list of acceptable vendors who can supply the Consumable. For mixing, the amount of Consumables to be used can be automatically calculated based on the quantity of the Consumable Lot. The Instruments that are required to mix the Consumable can also be specified within LabVantage. Consumable Types list the tests and associated specifications for qualifying the Consumable Lot. The rules for Consumable Lot expiry, reorder, inventory management (up to the level of Consumable Containers) can be specified here. Creation of each Consumable Lot is governed by predefined Consumable Types, and can optionally be Approved before they can become Active. Similarly, they can be manually Deactivated or Activated any time. A Consumable Lot is an instance representing each new occurrence of a specific Consumable that may be qualified prior to use via the creation of a Consumable Quality Sample (defined below under Testing Consumables). While performing the qualification testing of a Consumable Lot, actual values of the parameters of that Consumable may be quantified. A Consumable Lot may be approved prior to use. A Consumable Lot may represent one or more Consumable Containers. While adding Consumable Lots to LabVantage, the total Consumable amount (received or mixed), and type of container in which the Consumable is to be stored can be defined. Based on these, the number of Consumable Containers within LabVantage can be determined. Each Container (or the Lot as a whole) is a trackable item and its use can be monitored. As Consumable Lots are added, all attributes associated with the Consumable Type are included on the Consumable Lot. A new Consumable Lot may contain multiple Consumable Containers available for use during Sample Data Entry and during QC Batch Data Entry. Each individual container has an identity, status lifecycle, which indicates when the container is valid, depleted, and/or expired. It allows for tracking of inventory, starting with the initial inventory as defined by the Consumable Type, and is decremented on use. The Consumable Containers can be checked in and out of storage as required.	I will need to use the Consumable RT1 when performing the "Alkali Metals" test. I create Consumable Type "RT1" predefining the following: I expect to receive a 500 ml bottle from an outside vendor and plan to store it in 100 ml containers. If I have not used the entire consumable within 1 month of receipt, I would like it to be expired. I would also like to be notified 1 week prior to expiration. Should the total available amount reach 100 ml I need to be notified so that I can re-order. Since I intend to use "RT1" with the "Alkali Metals" test, I need to list "RT1" as an acceptable Consumable Type on the "Alkali Metals" parameter List. I Receive Consumable "RT1" and create a new Consumable Lot. Choosing the "RT1" Consumable Type fills in all the information I predefined. I received a total of 500 ml and will store it in 100 ml containers. Consumable Lot RL-0000004 is created. Five, 100 ml Containers (Trackitems) are also created.
Testing Consumables	A Test is usually associated with a Consumable Quality Sample. The Test includes any number of Parameter Lists. A Consumable Quality Sample can be created for new Consumable Lots to test and ensure the quality and performance of the new lot against approved specifications. Upon successful review of the Quality Samples the Consumable Lots can then be manually Activated for use. During the qualification testing of the Consumable Lot, that actual values of the parameters of that Consumable may be quantified. The Consumable Quality Specificationsis a list of approved values against test parameters used for verifying the performance of new Consumable Lots. The data can either be manually entered from the Vendor's Certificate of Analysis (CoA) or automatically uploaded and checked when the Consumable Quality Sample is tested.	I purchased the Consumable from "Vendor A" and would like a quality Sample taken in order to test the Consumables performance and establish and record data values. Since I required a Quality Sample, one is automatically added, with the Test "V1". Test "V1" will be performed on the Quality Sample. The test "V1" is performed and results are entered. Values from the Quality Sample are now transferred to the Consumable Lot for each of the parameters defined in test "V1". I also need the Consumable to be approved before it can become Active. I assign John as the reviewer to Approve the Consumable. John reviews and Approves the Consumable Lot. RL-0000004 is now Active and ready for use.
Storing Consumables	The terms Storage Location and Storage Unit are used interchangeably within LabVantage. A Storage Location/Unit (e.g., Freezer A, Freezer B etc.) defines a Container that can hold Trackable Items or additional Storage Units. A Storage Unit defines a generic storage location. Each location specifies the number of child units and the maximum number of Trackable Items it can hold. These attributes are defined by a StorageUnit Type. Although StorageUnit Types are preconfigured out-of-the-box and require no adjustment, they can be configured based on customer needs.	When I received the Consumable I assigned each Container to the BX-00000525 Storage Location.
Using Consumables	Once Active, Consumable Lots and their associated containers are available for use during Sample Data Entry and QC Batch Data Entry. As the Consumable Containers are used, expiration dates and inventory levels are monitored. In order to make Consumable Lots available during Data Entry, the Consumable Type must be listed on the Parameter List. Optionally a Consumable can be certified for use with certain Parameter Lists.	A Sample has been added and Data Entry has begun for the "Alkali Metals" test. The Consumable Type (RT1) I defined on the Parameter List determines which Consumable Lots are available. When choosing a Consumable, Consumable Lot RL-0000004 fills in and the Container TI_0000109 is available. I could choose to look for a different Consumable Lot and/or container but decide to proceed with the defaults. When Data Entry is complete the amount used is deducted from Container TI_0000109.
Consumable Expiration	Refers to the expiration period for a Consumable Lot based on the Consumable Type. A warning can be set up within the system to notify users prior to a Consumable Lot expiry. A Grace Period for use following expiry of the Consumable Lot can also be specified within the system. In addition, a Consumable Lot can also be manually marked as Expired or Disposed at any time. The Consumable Lot Expiration Date and Reorder Requirements can be monitored using Consumable Tasks within LabVantage. Consumable Tasks allow you to monitor both purchased or mixed Consumables. Using Tasks, you can "check" the Expiration Date and Reorder Requirements once on a specific date or on a recurring basis. For each Task you can define when and how often the Task (check) should be performed. Lots and/or containers that are deemed Expired are unavailable for use within the system.	Consumable Lot Expiration is based on the receipt date (3/24) therefore this lot will expire on 4/24 if not used. An expiry warning notification will be sent on 4/17. When I defined the Consumable Type, I chose to track Consumable expiration dates. The Consumable Tasks I defined will check Consumable Lot expiration dates every weekday. I also opted to monitor Reorder Thresholds, if as Consumable Lot "RT1" is used, the total available amount reaches 100 ml, a bulletin is sent notifying me that it is time to re-order. The contents of a Consumable container spilled. I Disposed the container in LabVantage, it will no longer be available when choosing Consumables.