Glossary

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Glossary

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Term & Definition:

Add Batch:

Add batches add new specimen data to the database.

BSI ID:

A combination of Sample ID and Sequence number that creates a unique ID for an individual specimen. Since specimen records can have the same Sample ID, Sequences must be unique within each Sample.

Batch:

A set of changes to the database. For specifics, see: Data Entry Batch, Shipment Batch, and Sample Reservation Batch. “Batch” used alone in BSI will refer to a Data Entry Batch. All other batches will be labeled Shipment Batch etc.

Batch ID:

Unique identifier of a Data Entry Batch. Not to be confused with Shipment ID, Requisition ID, or Sample Reservation ID.

Beta/UAT:

This is the environment where new features and bug fixes can be tested before they are released to the production system.

Blind: 

To completely mask the origin of a specimen by creating a new record in BSI with a subset of the data of the original specimen.

Cancelled:

A requisition has a status of Cancelled if it has been cancelled from the manager after being saved. To cancel a requisition, no specimens can be included in it or have tasks completed on them.

Change ID Batch:

Change ID batches change the BSI ID (or just the Sample ID or Sequence Number) of the selected specimen.

Change Values:

Menu option allowing users to change data for multiple rows of multiple columns at one time.

Child Specimen:

Specimen created after an aliquot. These specimens will have the same Sample ID as parent specimens.

Code List:

Allows users to predetermine a set of values that could be selected for a field.

Commit:

A permanent change to the database i.e. a record of that change will always exist even if that change is undone. For any batch that has a Status of Committed, the changes included in it have been applied to the database.

Completed:

A requisition has a status of Completed if all applied tasks have been completed and no specimens are still included in it. Specimens can be removed from the requisition by dropping them if no tasks have been applied/completed. Specimens will also no longer be included in the requisition when tasks are completed on them to change their vials status. Examples include: a Ship task to change the Vial Status to Out, a Return to Inventory task to change the Vial Status to In, or an Empty task to change the Vial Status to Empty.

Container:

Any receptacle (ex. Freezer, Rack, Box) that holds vials. Can be viewed and edited through the Locations Manager.

Data Entry Batch:

There are four types of Data Entry Batches: add batches, modify batches, delete batches and change ID batches.

Delete Batch:

Deletes the selected specimens from the database.

Discrepancy:

When the specimens received in an incoming shipment do not match the data in the shipment’s manifest tracked in BSI. There are two types of discrepancies: User-defined discrepancies and state discrepancies. When a specimen has one or more unresolved discrepancies, BSI will set the vial status to Discrepant when transferred to Data Entry and committed to the database. The vial status will automatically change from Discrepant to In once the discrepancies have been resolved.

Dropped:

After a Requisition has been submitted for processing, specimens can no longer be removed from a Requisition using Remove Vials. The specimen must be dropped in order to remove it. A specimen with a task status of Begun, Completed or Redo cannot be dropped.

Editor:

An editor manipulates a single item at an individual level. You access editors via the managers when you create or edit an item, such as a report, requisition, or data entry batch.

Error:

Alerts users that a particular value is inappropriate for a particular field. For example, a user will receive an error if they have left a required field blank. Fields containing errors are highlighted in red. Batches with errors cannot be committed.

Exception:

An event, which occurs during the execution of a program that disrupts the normal flow of the program's instructions. Report to BSI Technical Support.

Filter:

Allows the user to decide which data will be shown in a manager.

Included (Status in Requisition):

A specimen is part of a requisition and the requisition has been submitted.

Institution:

The group the user belongs to. This determines which reports and templates the user can access.

In Process:

A requisition has a status of In Process if it has been submitted and still includes specimens actively being worked on. This means that Included specimens have been reserved for this requisition.

Local Administrator:

A type of BSI account which has access to manage user accounts, permissions, and preferences.

Manager:

A manager deals with viewing and manipulation of items at a high level, but cannot change the individual properties of those items.

Manifest:

A text or Excel file submitted via BSI Engage or BSI Web containing specimen data for an incoming shipment.

Mass Change: 

Menu option allowing users to change data for multiple rows of a single column at one time.

Mirror:

A day-old copy of the production database that can be used for testing and support purposes.

Modify Batch:

Modify batches add or change data for specimen that already exist in the database.

Parent Container:

Any container with sub-containers. For example, a Rack can hold one or multiple Box(es). The Rack would be the Parent Container.

Parent ID:

BSI ID of an aliquot’s parent specimen. Populated when aliquots are created so that specimen lineage is maintained.

Parent Specimen:

The original specimen in an aliquot. The Sample ID of this specimen will be shared with the child specimen(s).

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. Specimen 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.

PI:

The Primary Investigator of a study. This person may receive notifications relating to the management of the study and its specimens.

Production:

The current active database.

Repository:

Usually designates a physical location where specimens are stored or processed. A user’s repository, among other factors, will determine which specimens they are able to view and edit.

Requisition:

Tracks work or processes performed on a specimen or specimens.

Requisition Status:

See: Pending, Submitted, In Process, Completed, or Canceled.

Right-mouse Button (RMB):

The right-mouse button click will open the right-mouse button menu throughout BSI. Various options will be listed depending on the place the menu is opened from.

Role:

The building block of role based security. Permissions and viewing privileges are granted to those users who are assigned a certain, predefined role.

Sample:

One set of specimens taken from one subject at one time.

Sample ID:

Denotes a set of specimens taken from one subject at one time. Can include many different material types. Ex. AA000000

Sequence Number:

Differentiates individual specimen within one sample.

Ship Out:

A specimen is sent to a place that does not use the BSI database.

Sort:

Allows the user to choose the way data will be arranged in a window.

Source ID:

The original specimen in a line of aliquots. I.e. If you create an aliquot of an aliquot, then the Source ID for the first and second aliquoted children would be the BSI ID of the initial specimen.

Specimen:

An individual unit that is tracked by BSI. Some fields applicable to a specimen will refer to it as a "vial".

State Discrepancy:

Added by BSI to specimens that are listed in the manifest of an incoming shipment but that have not been received.

Status:

See Vial Status, Requisition Status, Shipment Vial Status.

Study Level Security:

Used to restrict users’ access to specimens. A user may be limited by the Repository Access Level of the repository they are logged into. In addition to role permissions granted to a user, that user may require extra study-specific permissions to complete actions on specimens from studies requiring authorization.

Sub-container:

A container within another container. I.e. a box that is stored on a rack.

Subject:

A participant (can be human or lab animal) or patient. Often links the specimen record back to a clinical system.

Submitted:

A permanent change to the database i.e. a record of that change will always exist even if that change is undone. This applies to Code Lists and Requisitions.

Tracking ID:

The ID assigned by a Courier to an Incoming Shipment.

Template:

Allows users to create default values for specimens in data entry batches or shipments. Templates can also be used to determine the displayed fields in a requisition or to generate aliquots.

ToolTip:

Used in conjunction with a cursor, usually a mouse pointer. The user hovers the cursor over an item, without clicking it, and a small "hover box" appears with supplementary information regarding the item being hovered over.

Transfer Out:  

The requisition task when a specimen is sent to another repository using BSI for processing.

User:

A type of BSI account which does not have access to manage other accounts. This type of account cannot modify its own role permissions and access.

Vial:

See Specimen.

Vial Status:

Specimens which are available for processing have a Vial Status of In. Specimens with any other Vial Status value are not currently available for processing. A Vial Status of Reserved means that the specimen is saved for a requisition and cannot be used in another requisition. A Vial Status of Out means that the specimen has been shipped to a facility that does not use BSI.

Warning:

Alerts the user if specimen information seems inappropriate. For example, a user will be warned if a volume seems too large for a particular material type or if they have entered a new Study Id for a particular Sample Id. Fields with warnings are highlighted in blue. Batches with warnings can be committed.