How to Complete a Microbiological Monitoring Test Record
Note: Microbiological Monitoring Testing Programmes must be set up first in the Microbiological Control module before a Microbiological Monitoring Testing Record can be created. Click here to access the article on setting up a Microbiological Monitoring Testing Programme.
The Microbiological Monitoring Testing Record has three workflow stages to be completed. Below are the steps that must be carried out in order to complete a Microbiological Monitoring Testing Record. Expand each step below for further explanation.
Note: A Microbiological Monitoring Testing Record can be added in three ways.
For further detail on each way to open a Microbiological Monitoring Testing Record, see the article below:
- Option 1: Using the 'Add Result>Monitoring Test' Buttons within the Microbiological Control Module
- Option 3: Using the 'Scheduler' Option within a Microbiological Monitoring Testing Programme
After creating your Microbiological Monitoring Testing Record, the Record workflow stage will open. The Record workflow stage must be completed and saved and submitted for the next workflow stage will become accessible. The other workflow stage will remain greyed out and inaccessible until the 'Save & Submit' button has been clicked for the workflow stage before it.
Image: Opened Microbiological Monitoring Testing Record
1. Date: The Date the Record was opened will auto populate within this date field. However, it can be changed if needed by clicking into the calendar field and using the calendar to select the correct date.
2. Microorganism: The Microorganism selected in the Programme will auto populate in the Record. It cannot be edited in the Record.
3. Responsible: The Responsible selected in the Programme will auto populate in this field. However, it can be changed if needed by clicking into the Master Data Employee or Supplier dropdown to select the correct person Responsible for this Microbiological Monitoring Testing Record. [Mandatory Field]
Warning: The Responsible can be edited within the Record. However, the changes made within the Record will not be reflected within the Programme, the changes will only be present within this particular Record. If permanent changes need to be made to the Responsible, this must be done within the Programme itself. The updated Responsible will only be reflected in the newly opened Records.
Image: Responsible Dropdown
4. Testing By: The Testing By selected in the Programme will auto populate in this field. However, it can be changed if needed by clicking into the Master Data Employee or Supplier dropdown to select the correct person testing for this Microbiological Monitoring Testing Record. If the Testing By was not selected in the Programme, it will appear blank in the Record.
Warning: The Testing By can be edited within the Record. However, the changes made within the Record will not be reflected within the Programme, the changes will only be present within this particular Record. If permanent changes need to be made to the Testing By, this must be done within the Programme itself. The updated Testing By will only be reflected in the newly opened Records.
Image: Testing By Dropdown
5. Scope: The Scope detailed in the Programme will auto populate in the Record. It cannot be edited in the Record.
6. Procedure: If a Document was selected within the Microbiological Monitoring Testing Programme it will be placed here. The Document Name can be clicked to preview the Document on the screen.
Image: Document Preview Screen
7. Trace No: Using the open text field, enter the Trace Number of the Microbiological Monitoring being carried out.
8. Method Accredited?: The answer (Yes/No) to the Method Accredited question selected in the Programme will auto populate in the Record. It cannot be edited in the Record.
9. Save: Click the 'Save' button to save the details you have entered so far to place the Record within the 'Actions' tab. Once saved, the Record will be assigned a sequential 'No.' and the status 'Open - Awaiting Record' will be detailed at the top of the Record. You can hit the 'Save' button as many times as needed until you are ready to finalise your Record, in which you then click the 'Save & Submit' button.
Warning: If you do not click 'Save' or 'Save & Submit' at least once and move away from the Record, you will lose all the details entered and the Record will not be visible in any tab of the Microbiological Control module, as it was never created as a Record.
Image: Record Saved with Open Status and 'No.' Added
10. Save & Submit: Click the 'Save & Submit' button to save the Record workflow and move to the next workflow stage. If you choose to 'Save & Submit', the workflow stage will be closed, and you must click the 'Edit' button to re-enter the stage to make changes.
11. Cancel: Click the 'Cancel' button if you wish to discard the changes made and move back to the Microbiological Control module.
Image: Completed Record
When the Record workflow stage has been Saved and Submitted, the Result workflow stage will open.
Image: Blank Result
1. Sample Point: The Sample Point selected in the Programme will auto populate in the Record. They cannot be edited in the Record.
2. Reading: Using the numerical field, enter the Reading for the Sample Point.
3. Notes: The Notes entered in the Programme will auto populate in this field. However, they can be changed if needed using the open text field.
Warning: The Notes can be edited within the Record. However, the changes made within the Record will not be reflected within the Programme, the changes will only be present within this particular Record. If permanent changes need to be made to the Notes, this must be done within the Programme itself. The updated Notes will only be reflected in the newly opened Records.
4. Results: The Result will first populate with 'Not Tested' when the Result workflow stage opens. As 'Readings' are added, the Result will change to reflect the Value Limits set within the Programme. However, the User can manually change the Result using the dropdown of 'Pass, Fail or Not Tested'.
Image: Reading Changing the Result
Image: Result Dropdown Options
Remember: The Reading Values may appear in the following colours.
- Black (Target/Pass)
- Orange (Warning Limit/Pass Warning)
- Red (Actions Limit/Legal Limit/Fail)
5. Report: Using the open text field, enter any overall comments for the Result workflow stage.
6. Retest: If a Reading has Failed and requires a Retest, tick on the Retest box. Ticking this box will open the Retest workflow stage when the 'Save & Submit' button is clicked. The Retest workflow stage allows the User to conduct testing
7. Save: Click the 'Save' button to save the information added to the Result workflow stage. This will save the information added, but not move on to the next workflow stage. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information entered. Ensure to click the 'Save' button to save your work and come back to it.
8. Save & Submit: Click the 'Save & Submit' button to complete the Result workflow stage, and depending on if the 'Retest' box is ticked or not, the Record may be completed or another workflow stage will open.
9. Cancel: Click the 'Cancel' button to discard any details added, and move back to the Microbiological Control module.
Image: Completed Result with No Retest. Record Completed
Image: Completed Result with Retest. Record still open
If the 'Retest' box was ticked within the Result workflow stage, the Retest workflow stage will open as the final workflow stage.
Image: Blank Result
1. Sample Point: The Sample Point selected in the Programme will auto populate in the Record. They cannot be edited in the Record.
Note: All the Sample Points will populate here, not just those that have resulted in a Failure. Therefore, if you do not wish to Retest all the Sample Points again, simply leave the 'Not Tested' Result for those that do not require a Retest.
2. Reading: Using the numerical field, enter the Reading for the Sample Point.
3. Notes: The Notes entered in the Programme will auto populate in this field. However, they can be changed if needed using the open text field.
Warning: The Notes can be edited within the Record. However, the changes made within the Record will not be reflected within the Programme, the changes will only be present within this particular Record. If permanent changes need to be made to the Notes, this must be done within the Programme itself. The updated Notes will only be reflected in the newly opened Records.
4. Results: The Result will first populate with 'Not Tested' when the Result workflow stage opens. As 'Readings' are added, the Result will change to reflect the Value Limits set within the Programme. However, the User can manually change the Result using the dropdown of 'Pass, Fail or Not Tested'.
Image: Reading Changing the Result
Image: Result Dropdown Options
Remember: The Reading Values may appear in the following colours.
- Black (Target/Pass)
- Orange (Warning Limit/Pass Warning)
- Red (Actions Limit/Legal Limit/Fail)
5. Report: Using the open text field, enter any overall comments for the Retest workflow stage.
6. Save: Click the 'Save' button to save the information added to the Retest workflow stage. This will save the information added, but not complete the Record. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information entered. Ensure to click the 'Save' button to save your work and come back to it.
7. Save & Submit: Click the 'Save Submit' button to save the Retest workflow stage and complete the Record. As this is the final workflow stage, if you choose to 'Save Submit', the final workflow stage will be closed, and the Record will be moved from the 'Actions' tab to the 'Complete' tab. Going forward, you must click the 'Edit' button to re-enter the stage to make any changes. Once the Record has been moved to the 'Complete' tab, it cannot be moved back to the 'Actions' tab.
8. Cancel: Click the 'Cancel' button to discard any details added, and move back to the Microbiological Control module.
Image: Completed Retest
