Requisitions

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Requisitions

Requisitions are used to track work performed on specimens in the inventory. A requisition can be used to record all tasks done to a specimen or set of specimens.  The work tracked by BSI encompasses a wide range of Tasks, including: aliquot, relabel, destroy, ship, return to inventory, and other processes. Requisitions can be viewed and tracked on the Requisitions Manager.  A requisition's status indicates where it is in the work flow.  

In the Requisition Editor, data is presented in the form of a table.  The table's rows represent specimens while the columns represent tasks and other specimen specific information, such as BSI ID, volume, etc. The requisition editor will behave differently after it has been submitted to the repository for processing.  Before a requisition is submitted (a Pending Requisition) any changes made must be specifically saved. After submitting the requisition, any changes made while in the Requisition Editor are automatically saved. 

Users must have permission to access this module.

The basic work flow of a requisition consists of:

Creating the requisition →

  • Adding specimens
  • Request specimens
  • Cancel a specimen request
  • Export a manifest
  • Save
  • Save or apply a Requisition Task Template

Submitting the requisition

  • Remove specimens from a submitted requisition
  • Approve/Deny the use of a specimen
  • View Include status of specimens or warnings
  • Submit a requisition

Processing the requisition

  • Adding and Completing Tasks
  • Edit requisitions properties
  • Print labels
  • Add or Remove specimens from a submitted requisition

Requisition Information Table

The Requisitions manager contains a table that displays requisition information.  Each row of the table contains the following information about a requisition:Requisitions Manager

  • Requisition ID - This is the unique Id for the requisition. The numbering scheme for requisitions is identical to the numbering scheme for Data Entry, except that Requisition IDs begin with the letter "R", and data entry batches begin with the letter "D". Once a requisition number is assigned to a requisition, that number never changes.
  • Req Priority - The priority assigned to the requisition.  This can be changed by editing the requisition's properties.
  • Repository - The repository associated with the requisition listing.  Pending requisitions do not have a repository assigned (Repository "X").  If a requisition is submitted containing specimens from more than one repository, a separate listing will be created for each repository with the same Requisition ID.
  • Req. Repository Status - The status indicates the progression of the requisition.  The system determines the current status of the requisition.
  • User ID - This is the user name of the person who initially created the requisition.
  • Num Specimens -  The number of specimens listed in the requisition.
  • Access Level - Determines which non-repository users can edit a requisition.  The access level can be changed by editing the requisition's properties.  Repository users can only edit the specimens in a requisition that belong to the user's repository.  The Access Level can be set to:
    • Owner only - Only the owner of the requisition and repository users can edit the requisition.
    • Anyone at my institution - Repository users and non-repository users that belong to the owner's institution can edit the requisition.
  • Date Submitted - This date is generated by the system as the date that this requisition was submitted for processing at the repository.
  • Date Started - This date is generated by the system as the date that the repository first performed any kind of work on this requisition. If multiple repositories are involved in a requisition, they will each have their own start date. This date never changes and is not editable.
  • Instructions - This is a copy of written instructions entered for the requisition, and is displayed as a quick reference for the repositories.
  • Last Revision - This field is incremented when specimen information is revised within the requisition.
  • Notes - This field is available to users to record any notes relevant to the requisition.
  • Billing Code - The billing code for the requisition.  This code is selected by editing the requisition's properties and selecting a billing code from the available list.  The available billing codes are contained in the lkup_billing_code code list.
  • Date Last Modified - This date is generated by the system as the date that this requisition was last modified.
  • Read Flag - The read flag indicates if a user has edited a requisition after the requisition has been modified.
  • Assign To - The user to which the requisition is assigned for the completion of work.
  • Expected Completion Date - The date by which all tasks in the Requisition are expected to be completed.
  • Template ID - The template ID of the template applied to the requisition.
  • Requisition Approval Status – This field’s value is based on the approval status of the specimens included in the requisition. The possible statuses are:
    • Pending – at least one specimen in the requisition is still pending approval.
    • Completed – all specimens in the requisition have been either approved or denied.
    • No Approval Needed – no included specimens need approval.
    • N/A - the requisition has not yet been submitted or there are no requested specimens.

Requisition Properties

When a requisition's properties are edited by someone outside of the repository, the read flag for the requisition will be set to False/No and the requisition will appear in bolded red typeface in the Requisitions Manager. To edit a requisitions properties, open the requisition and select one of the foillowing options from the Edit menu: Specify Instructions, Specify Notes, or Specify Properties. If the requisition is Pending (has not been submitted for processing), the Requisitions editor must be saved after editing properties.

Requisition properties should be specified when a requisition is created. Users at the repository assigned to the requisition can edit requisition properties.  The read flag will be set if the requisition properties are edited in a Submitted requisition by anyone outside the repository (The requisition will be displayed red and bolded in the Requisitions Manager).

The requisition properties available may vary by database. They can be accessed in any requisition editor by pressing Specify Properties on the Edit menu.Specify Properties

  • Instructions - This is a copy of written instructions entered for the requisition, and is displayed as a quick reference for the repositories.
  • Notes - Other information specific to the requisition can be entered here.
  • Req Priority - The priority assigned to the requisition.  This can be either Low, Normal or High.
  • Billing Study - This is selected from the list of active studies.
  • Investigators - This text field is available for use by the repository to list the investigators for the requisition.
  • Expected Completion Date - The date by which the requisition is expected to be completed.
  • Submission Method - This field is automatically populated with the method being used to submit the requisition: BSI Client or BSI Web.
  • Assign To - The user assigned to work on the requisition. The user must have permission to work on the specimens in the requisition. The Assigned To user can be specified from the look up list of active users. The assigned to user will be notified via email. In order to select an Assign To user, the assigning user must have permission to assign a batch.
  • Attachment - Any documentation associated with the requisition.
  • Template ID - The template which is assigned to the requisition.
  • Access Level - Access level assigned to the requisition.  This can be either Owner only or Anyone at my institution.
    • Owner Only - Only the owner of the requisition and repository users can edit the requisition.
    • Anyone at my institution - Repository users and non-repository users that belong to the owner's institution can edit the requisition.
  • Requisition Column View Templates - used to define the displayed field and field order in the requisition editor, child completion dialogs, and RTI completion dialogs. Select the ellipse to open a dialog where any Data Entry template may be chosen.
  • Req Repository – The requisition repository is populated by the repository to which the requisition is initially submitted and the repository value for each specimen included in the requisition. One row per repository affiliation will appear on the Requisition Manager, with the same Requisition ID.
Example: For Mr. Klein’s database, users completing different types of requisitions will need to view different field values. During shipment requests, users will need to view specimens’ Material Type and Storage Temperature fields, while a user completing a destruction request will need to view the Contagious field value. Mr. Klein sets up 3 Column View Templates to show the most important fields at the front of the requisition.

Req. Repository Statuses

There are five possible statuses for a requisition.  The status is meant to be an indication of the progression of the requisition. The rules the system uses to determine the state of the requisition are defined below.

  • Pending - A requisition has a status of Pending if it has been saved but not submitted.  This means that NO specimens have been reserved for this requisition. Specimens will only become reserved for a requisition when the requisition is submitted.  No work can be completed by a repository on a requisition with a status of Pending.
  • Submitted - A requisition has a status of Submitted once the requisition has been successfully submitted.  This means all specimens in this requisition have been reserved, and at least one repository has been designated.  Submitted requisitions appear in bold red typeface in the requisitions manager.
  • In Process - A requisition has a status of In Process once someone at the repository clicks the Edit button and begins to process the requisition. This is meant to be an indication to all involved that the repository or repositories responsible for this requisition have begun work on it.
  • Completed - A requisition has a status of Completed when all tasks on all specimens have been marked as either completed or denied - AND - all specimens no longer have an Include status of Included and a Vial Status of Reserved.
  • Canceled - A requisition has a status of Canceled when the original requester selects the requisition and clicks the Cancel button. A requisition is ONLY allowed to be canceled if there are no specimens listed in the requisition.  All tasks must be deleted and all specimens  dropped from a requisition before it can be canceled.

Creating a New Requisition

To create a new requisition:
  1. Select the New button from the Requisition manager. This will launch the Requisitions Editor in the specification phase.
  2. Specify the requisition properties.
    • *Note - if your database uses Requisition Property Templates, you will first need to select the property template you wish to use from the available list. You will be able to display any hidden property fields by selecting Hide/Show Fields and choosing the field.
  3. Add specimens to the requisition:
    • Select Add Specimens from the Edit Creating Requisitionmenu or use the Add Specimens button to add prospective specimens to the requisition. This will open the Standard Search dialog which is used to select specimens.  See Add Specimens to the Requisition for more detailed information. 
    • Or select Import from the File menu to import a list of IDs using the text importer.  See Import a List of IDs for more detailed information.
  4. By default, you will be prompted to decide if you would like to automatically request specimens for inclusion in the requisition. Select Yes to automatically add those specimens or No to proceed with manually requesting those specimens for inclusion in the requisition. Requested specimens will not be reserved until the requisition is submitted.
    • See Request Specimens for more detailed information on how to manually request specimens for inclusion.  
  5. Add tasks to the requisition. Tasks can be added and applied to specimens at any stage of a requisition. Tasks cannot be begun or completed before the requisition has been submitted for processing. Save the requisition or submit the requisition. Once you have submitted the requisition, the repository can begin work on it.Requisition Add Tasks

View a Requisition

All users, regardless of permissions, can view requisitions.  In view mode, requisitions cannot be submitted, edited or processed.  A requisition can be viewed at any time, even when someone else is editing or processing it.

To view a requisition:

  1. On the Requisitions Manager, locate the desired requisition information.
  2. Click anywhere in the row to highlight it.
  3. Press the View button. The Requisitions Editor will open in view mode containing the selected requisition.View Requisition

Edit a Requisition

Requisitions can be edited by users with the proper permissions depending on the Access Level.  Requisitions are created, submitted and processed from the Requisition Editor.

Only one user at a time is allowed to edit a requisition.  Therefore, once a user has clicked the Edit button and opens the requisition editor, the requisition becomes locked.  This prevents any other user from editing that requisition until the user who has the requisition locked closes it, thereby releasing the 'lock' on it. A System preference can be set by the System Administrator to allow multiple users to edit submitted requisitions simultaneously. If this preference is set, individual specimens are locked for editing by other users when actions are being performed on them.

To edit a requisition:

  1. In the Requisitions Manager, locate the desired requisition information.
  2. Click anywhere in the row to highlight it.
  3. Press the Edit button. The Requisitions Editor will open in edit mode containing the selected requisition.Edit requisition

Cancel a Requisition

A requisition can only be cancelled by the user who created it or administrators.  The user who created the requisition is displayed in the User ID column on the Requisitions Manager.  A requisition can only be cancelled if it contains zero vials.  Vials cannot be dropped from a requisition that has a task status of Completed, Begun or Redo.

To cancel a requisition:

  1. In the Requisitions Manager, locate the desired requisition information.
  2. Click anywhere in the row to highlight it.
  3. Press the Cancel button. An alert will appear asking the user to confirm that they would like to cancel the selected requisition.Cancel Requisition
  4. Press Yes to cancel the requisition or No to abort the cancel.

Once a requisition is cancelled, it's information can still be viewed on the Requisitions Manager. However, the requisition will now have a status of Cancelled and cannot be edited.


Mark a Requisition as Unread

Users will occasionally see requisitions appearing in red typeface in the Requisition Manager. This happens when a requisition is newly submitted, if the requisition's properties have been changed, vials have been added to the requisition or tasks have been added by someone other than repository users. This is meant to be an indication to the repositories that new work has been added to the requisitions. The typeface will become black when anyone at the repository (and who is NOT the owner) edits or processes the requisition.

A requisition can be marked as Unread in the Requisitions Manager.  This can only be performed by users that belong to the requisition's repository and have the appropriate permission set.  Once a requisition is marked as Unread, its Read Flag is set to false and the requisition will appear in red typeface and bolded in the manager.

To mark a Requisition as Unread:

  1. Select the requisition in the manager.
  2. Press the Mark Unread button.Requisition Mark Unread

Requisition Cache

There is a checkbox in the lower left hand corner of the Requisition and Shipments managers with the label ‘Use server caching when available’.  There are two ways a requisition or shipment can be retrieved from the server:

  • It can be built from scratch by accessing the fields from the tables in the database.
  • A cached copy of the requisition can be retrieved.

A cached copy can be thought of as a snapshot of the requisition or shipment.  This snapshot is stored in a file on the server and is much quicker to retrieve than to build the requisition or shipment from the tables.  Most of the time, users can leave the box checked and retrieve the cached copy.  The only time users would need to uncheck the box is if the value of any field in a requisition or shipment gets modified in some indirect way.

Example: A specimen with BSI ID of C 2002 100 has a current label of C 2002 100. Let's say a user relabels this specimen through a requisition using the task of relabel and completing that task, thereby setting the current label to ‘test label’.  When the user leaves the requisition, a snapshot is taken and a file is saved with ‘test label’ as the current label of specimen C 2002 100.  Now, let's say the user leaves requisitions and goes into data entry and does a mod batch to change the current label of C 2002 100 back to its BSI ID.  The user commits the mod batch to modify the label. If the user goes back into the Requisition Editor and edits the requisition with the checkbox checked, it will load the requisition using the cached copy, which has the label of ‘test label’ for that specimen. However, if the user turns caching off by unchecking the box, it will build the requisition from the tables where the value from the data entry mod batch is stored.

Therefore, if a user ever goes in the ‘back door’ to change a specimen’s value through data entry that user now is involved in a requisition, be sure to turn caching off before editing or processing that requisition.


Duplicate a Requisition

Duplicating a requisition allows you to create a new requisition which is similar to an existing requisition.

To duplicate a requisition:

  1. Highlight an existing requisition on the manager.
  2. Select Duplicate.
  3. The Duplicate Requisition dialog will open.
  4. Choose one of the following options:
    1. Duplicate Entire Requisition – All properties, tasks, and specimens from the highlighted requisition will be copied to the new requisition.
    2. Duplicate Properties – All properties and tasks from the highlighted requisition will be copied to the new requisition.
    3. Duplicate Specimens – All specimens from the highlighted requisition will be copied to the new requisition.
  5. A new requisition will open. It will not be automatically saved or submitted.