As a result of the confusion with Central,
I propose we make a “Procedure” to be followed in all future requests for assays.
The forms and the procedure is a work in progress . We need company detals on the Request, and more details elsewhere.
But while I polish it, I’d like any feedback and comments.
The Procedure is designed to take all confusion out of the process. Just follow the book.
I need your feedback to ensure it is an easy Procedure that can be implemented immediately.
The Procedure involves:
1. Creation of a folder at Sumjan labelled “Schedule of Assays”
2. This folder contains as its first page a list of Sample Numbers running in order.
3. Creation of a folder holding SAMPLE DESCRIPTION FORMS.
4. One of these forms must be completed for every sample we will send for assay. It includes a date, and the descripton of what it is. It might be “Compost from Bay 2 sampled by taking five separate samples from 50 cm deep and mixing . Two sub-samples of 1kg each were taken, one for the lab and one as our reserve. The compost was quite wet. It had been raining for several days before the sample was taken”
5. Included on the Form is a space for the Sample Number.
6. This number is taken form the list of numbers at the beginning of the Folder. It is the first unused number, and when the nuk=mber is taken, this is marked on the list to show this number is no longer available. The date and person using the number is entered in the list.
7. This Sample Description Form is filed in the “Schedule of Assays” folder.
8. After completing the Sample Description Form, the Request for Assay” Formis completed.
9. The first entry is simply the Sample Number.
10. Then cross the appropriate boxes for the assays required.
11. Pay particular attention to using the Dry or Fresh weight boxes, since this has been the cause of a lot of confusion in the past.
12. Place a copy of the Request for Assay form with the Sample Description form in the Schedule of Assays folder.
13. Send the sample, clearly labelled inside and out with the Sample Number, with the Request for Assay form to the lab.
Notice that there is a separate request for every sample. Since there is a separate certificate for every sample, this is consistent. There is also a Sample description for every product.