As a sample safety member, I need a way to review Xpress proposals

[simonfernandes]

We need to ensure that sample safety can review proposals. This is the way the process currently works:

1. When a proposal is set to 'Under Review', Sample Safety should receive an email that a proposal has been submitted. This email should include the sample details that enables them to create a SRA.

From this point onwards, there is a manual back and forth process between scientists and Sample Safety, detailed below in emails. James Taylor has agreed that this can continue initially until the ERA X is rolled out:

2. These emails are noted and flagged but not actioned (a large percentage of Xpress samples never actually arrive).
3. The instrument scientist involved will email sample safety requesting the SRA be generated.
4. The team generate the SRA, saving as a .doc on the sharepoint and a PDF locally.
5. The PDF is emailed to the instrument scientist copying in the sample safety inbox.

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From: Taylor, James (STFC,RAL,ISIS) james.taylor@stfc.ac.uk Sent: Friday, September 20, 2024 9:56 AM To: Fernandes, Simon (STFC,RAL,ISIS) simon.fernandes@stfc.ac.uk Subject: RE: Sample Safety Xpress workflow

Hi Simon,

Thank you. Yes, in the first phase maintaining the current work flow is fine with us. I believe the longer term plan is to integrate the Xpress system into the full ERA system. This will make the automatic implementation consistent with the ERA system and remove the burden from both instrument scientists and sample safety.

James

From: Fernandes, Simon (STFC,RAL,ISIS) [simon.fernandes@stfc.ac.uk](mailto:simon.fernandes@stfc.ac.uk) Sent: 18 September 2024 14:28 To: Taylor, James (STFC,RAL,ISIS) [james.taylor@stfc.ac.uk](mailto:james.taylor@stfc.ac.uk) Subject: RE: Sample Safety Xpress workflow

Hi James,

Thanks very much for answering these questions.

In the first phase of Xpress, we are planning to ensure that you keep receiving automatic emails from the proposal system when a scientist has changed an Xpress proposal to “Under Review” (as it is in the existing system), and the email would still contain the sample details. From this point onwards, the Sample Safety team and scientists would maintain the existing manual workflow of communicating with each other via email.

Does this sound OK do you as an initial implementation? In future phases, we will have more capacity to explore how to automate this process.

Many thanks, Simon

From: Taylor, James (STFC,RAL,ISIS) [james.taylor@stfc.ac.uk](mailto:james.taylor@stfc.ac.uk) Sent: Monday, September 16, 2024 10:12 AM To: Fernandes, Simon (STFC,RAL,ISIS) [simon.fernandes@stfc.ac.uk](mailto:simon.fernandes@stfc.ac.uk) Subject: RE: Sample Safety Xpress workflow

Hi Simon,

To answer your questions; Yes, the scientist manually sends an email requesting the SRA. This is when the sample has arrived and they have decided when they want to run it. The emails typically come as a list of XB numbers that they wish to run during the cycle. They tend to schedule them in batches. Some will copy in the information from the automated emails. The team does use the automated emails when creating the SRA. We also use the email system to flag and mark as done so that we can keep a track between us of which ones have been actioned.

Thanks

James

From: Fernandes, Simon (STFC,RAL,ISIS) [simon.fernandes@stfc.ac.uk](mailto:simon.fernandes@stfc.ac.uk) Sent: 16 September 2024 09:53 To: Taylor, James (STFC,RAL,ISIS) [james.taylor@stfc.ac.uk](mailto:james.taylor@stfc.ac.uk) Subject: RE: Sample Safety Xpress workflow

Hi James,

Thank you for this.

I have a few more questions:

• Does the scientist manually send the email requesting the SRA? o Presumably this is when the sample has arrived? o What does the content of the email typically look like? Is it just a quick note that XB123 sample has arrived?
• When generating the SRA, does the team refer back to the original, automated email with the sample details?

Many thanks Simon

From: Taylor, James (STFC,RAL,ISIS) [james.taylor@stfc.ac.uk](mailto:james.taylor@stfc.ac.uk) Sent: Thursday, September 12, 2024 1:19 PM To: Fernandes, Simon (STFC,RAL,ISIS) [simon.fernandes@stfc.ac.uk](mailto:simon.fernandes@stfc.ac.uk) Subject: RE: Sample Safety Xpress workflow

Hi Simon,

Currently it works a bit like this The user submits the Xpress request The instrument scientist receives notification and then decides whether to move this forward Once the instrument scientist is happy they set this to “under review” on the status, this triggers an email to the Sample Safety Inbox These emails are noted and flagged but not actioned (a large percentage of Xpress samples never actually arrive). The instrument scientist involved will email sample safety requesting the SRA be generated The team generate the SRA, saving as a .doc on the sharepoint and a PDF locally. The PDF is emailed to the instrument scientist copying in the sample safety inbox

Hope that helps. Any further questions please let me know.

Thanks

James

[bashanlam]

@Cat-Lucifer An email notification is sent to ISIS Sample Safety when status changes to "Under Review". Please let me know the content you'd like for the notification. I've included the legacy email below for your reference.

[Cat-Lucifer]

@bashanlam This looks fine too. It might be worth checking with James Taylor if he is also happy with the content of the email, since these ones are sent to him.