Setup & Training - Cannabis

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Correct setup and training are crucial to the successful implementation and daily operation of your system. These services are normally included as part of your solution package, with manual materials and additional support team resources as backup.

Elements of standard setup and training include:

  1. Set up users
  2. Report setup
  3. Test setup
  4. Instrument-parameter mappings (if instrument interfaces are desired)
  5. Admin training
  6. User training
  7. System verification (can be factored into each process)

Set Up Users

LabLynx LIMS - Cannabis

Lab Manager Profile Assign.PNG
The first thing that is done once the LabLynx LIMS application has been initially provisioned on the LabLynx cloud infrastructure is the setup of at least one user, usually the main LIMS administrator. The online manual supports administrators with step-by-step instructions on setting up users in the User Management section. Default role-based access profiles already exist in the system, making it quick and easy to assign to users. (You can also copy and make changes to create new profiles with slightly different custom access privileges.)

Your LabLynx implementation engineer will help and instruct you, showing you how to set up users, including login ID and password, password expiration, inactivity auto-logout, etc., level of access and more.

Assign profiles

When setting up a user in the LIMS, a profile must be assigned that specifies the access level the user is allowed. For example, here are three default access level profiles that meet most standard laboratory needs:

  1. LIMS administrator: This is the top level of access, and it allows all administrative LIMS functions.
  2. Lab analyst: This is the standard lab user, with the profile designed for all standard laboratory functions.
  3. Office staff: This profile allows submitting of test requests/orders and viewing/issuing of reports. It does not allow results data entry or other laboratory activities.

As shown in the screenshot, access levels can be different for the same individual for each department or lab site. Again, the assignment of these profiles is performed during setup and training, described in the User Management section of the manual. Your particular access profiles will vary according to your specific requirements, and you can add and/or modify profiles to suit your needs.

Report Setup Info
California Cannabis Standard Report Page 1.jpg
Your LabLynx CannaQA cannabis LIMS solution comes with a standard certificate of analysis (COA) report template already included based on your state or national requirements (see example). Setup will include simply adding your own lab logo, contact information, and authorized signatures. Any desired additions or modifications to notes, disclaimers, etc. may also be done if requested. Several other standard reports are also provided with the LIMS, including a barcode sample label (for the purposes of the LIMS, this is categorized as a report), turnaround time (TAT) report, bench worksheet, and sample backlog report. You can of course request additional reports. The LabLynx Report Builder app is also included with your solution, so you can also choose to make your own modifications or additional reports.

The dedicated report builder allows you to create and edit report templates of any kind, including sample, inventory, and product labels. You can choose to have a barcode on the label (or on any report), since the CannaQA LIMS supports both one- and two-dimensional barcodes of any type. And we keep up with the changing laws, regulations, and standards not only locally but also worldwide, so you can be sure your reports and product labels are compliant.

The LabLynx Report Builder is based on Active Reports and works like most report tools you may be familiar with, such as Crystal or SQL Services Reporting. The work area includes header, footer, and data sections, with controls that allow you to drag and drop elements such as images, data fields, line separators, etc. where you want them. It also supports the use of logic statements and calculations, such as the ability to display a given result or result range as "pass" or "fail," display only the fields for tests that were actually performed, populate charts and graphs, and more.

Test Setup

Probably the most important part of the LabLynx CannaQA LIMS setup is setting up the tests used in the lab. If this isn't correct and complete, then the LIMS core functionality is also jeopardized. Test setup training is included as part of standard setup and training provided by LabLynx. Instructions on how to perform test setup are also included in the online manual.

There are a number of test profiles specific to cannabis analysis that can be included in our LabLynx CannaQA LIMS, including some with calculated results. You can load the tests yourself, which is time-consuming, or you can choose to have them pre-loaded, with the limit sets required by your state or country. Tests include:

  • Cannabinoid Profile
    • CBC
    • CBD
    • CBD-A
    • CBG
    • d8-THC
    • d9-THC
    • THC-A
    • Total CBD
    • Total THC
  • Edible Cannabinoid Profile
    • As above, plus:
    • Total CBD mg/g
    • Total THC mg/g
  • GCMS Accredited Pesticide
    • Azoxystrobin D-4 (Surr)
    • Chlorfenapyr (Low Recovery)
    • Cyfluthrin (Low Recovery)
    • Cypermethrin
    • Dichlorvos D-6 (IS)
    • Methyl parathion
    • Permethrin (both)
  • GCMS R&D Pesticide
    • As GCMS Accredited Pesticide
  • LCMS Accredited Pesticide
    • Too many analytes to list (54)
  • LCMS R&D Pesticide
    • As LCMS Accredited Pesticide
  • Mold & Mildew
    • Total Mold
    • Total Yeast
  • Residual Solvent
    • Too many analytes to list (22)
  • Terpene
    • Too many analytes to list (19)
  • Water Activity

Each of these can also include mandatory review steps. There are ~1000 parameters (analytes) in your LabLynx CannaQA LIMS solution by default. But any tests that you want to use may need their parameters, ranges, limits, or specifications adjusted, instrument assigned, etc. before being activated and published for use. Additional new tests may be created if necessary. Results may include any alphanumeric values, including symbols (e.g., "<" and ">"), and may also be selectable, with user-defined choices (e.g., "present," "ND," "neg/pos," etc.), with multi-select also available.

If instruments are to be integrated, parameters must be mapped between the instrument and the LabLynx LIMS. This will be conducted as part of your LabLynx integration service. Instructions are in the manual as well, if you would like to review.

Additionally, any set of tests may be grouped as test panels, groups, or profiles (use the term you prefer) and assigned in a single click to samples. This is included in setup and training, and instructions are also provided in the "Test Group Management" section of the online manual.

Test List.PNG

The LabLynx CannaQA LIMS can be delivered pre-loaded with all of the standard and required tests, parameters, and analytes.

The Test Management function in LabLynx is very flexible, so you can create any kind of test you do, including any number of process steps, in the order you specify (a collection of processes is called a "path"), and include any number and types of parameters or analytes, each with its own specifications, limits, or range.

Test Example.png

Test with custom path and multiple parameters and analytes

Instrument-Parameter Mappings

Instrument Parameter Mapping Cannabis.PNG

As part of the required setup and training, any instruments used by the lab are entered into the Instrument Management area of the CannaQA LIMS. They can be interfaced so that orders and results are sent and received between your LabLynx CannaQA LIMS and the instrument, then the analytes (or parameters) must be "mapped" or translated so both entities speak a common language. This will be included if interfacing is selected as part of your solution package. Instructions on mapping parameters are also found in the LabLynx LIMS manual in the "Test Management" and "Instrument Management" sections.

Admin Training
LIMS Administrator training is key to successful operations
The LIMS administrator serves as the "go-to" person for anyone using the system, and is the primary contact for LabLynx, Inc., usually responsible for submitting any tickets to the help desk and for approving completed ones.

LIMS administrator (admin) training is the centerpiece of required setup of any LabLynx LIMS solution. The manual is designed to support you in accomplishing setup and training, delivered as part of your package. Training is hands-on, with guidance and collaboration from highly trained, experienced LabLynx LIMS professionals, and it includes initial setup/configuration. Training is conducted interactively online where it is recorded for reference and to help train others if/when needed.

The setup tasks completed and trained on during admin training include:

This training is supported by the above topics and more in the online manuals.

User Training
Admin Training.jpg
User training is delivered by LabLynx, Inc. and managed in the help desk during implementation. Additionally, users make use of the manual and other LabLynx support resources. Training sessions are always online and recorded so that additional personnel may be trained later in a very cost-effective manner. Onsite training is also available if requested.

Unlike admin training, user training is aimed at training staff on how to use the LIMS only in relation to their particular roles. For instance, a user who only enters test requests need not be taught how to batch samples and enter results. Different access profiles are assigned by the LIMS administrator to other users according to job function. User training focuses on their specific job functions with regard to your specific LabLynx LIMS solution.

The areas covered in user training include some or all of the following:

For more on these topics, view them individually or refer to the manual.

System Verification
The final step in the required setup of CannaQA LIMS is to review each of the functions by running trial samples through testing and reporting, including sample labels. This is called "system verification." It is a verification that the system is functioning as designed and as contracted.

This is included in LabLynx setup services, and you can also use the manual and any other support resources to help you verify functionality. If setup and training have been completed successfully, then the User's Guide can serve as a guide to creating functional scripts for completing verification.

If validation to a certain standard or certification (not to be confused with "verification") is required (e.g., California requires ISO/IEC 17025 accreditation), LabLynx will provide as much support to the accrediting agency as you need, including core test scripts and other documentation. The LabLynx CannaQA LIMS supports all applicable state and national standards and regulations.