A dozen schemes, a dozen calendars
Your lab is enrolled in several schemes covering different methods and matrices. Each sends samples on its own schedule. When a box arrives, reception has to recognise it as a PT sample, register it, and let the right section know. Results must be submitted through the scheme's website by a deadline. Weeks later, a report arrives with scores. Someone should look at any unsatisfactory result and decide what to do.
The quality officer tracks it in a spreadsheet and calendar reminders. When they are away, a deadline slips, or a poor score sits unread in an inbox.
Why PT admin is easy to lose
- Every scheme has a different schedule and website.
- PT samples arrive looking like any other delivery.
- Deadlines are in individual calendars.
- Score reports arrive as PDFs and are read when someone has time.
- Follow-up on poor results is not tracked to closure.
- Linking PT performance to methods and analysts is manual.
PT performance is one of the first things an assessor looks at, and gaps in participation or unexplained poor scores are hard to defend.
What it costs
Missed submissions count as non-participation. Unreviewed poor scores become findings at assessment. The quality officer spends time on scheme websites and spreadsheets. Method owners do not see their own PT history in one place.
| Stage | Calendar and inbox | PT tracker |
|---|---|---|
| Schedule | Separate per scheme | All rounds in one calendar |
| Sample arrival | Recognised by chance | Expected, and registered as PT |
| Submission | Calendar reminder | Reminders with escalation before deadline |
| Scores | PDF in inbox | Recorded per method and round |
| Follow-up | Informal | Non-conformance raised where your procedures require |
Scheme fees are also wasted when a round is missed or a sample goes unanalysed, and some schemes have limited rounds per year for a given method. Missing one can leave a gap in participation that takes months to fill.
How we build it
- Each scheme, its rounds, methods covered and deadlines are recorded, imported from scheme calendars where possible.
- Reception sees expected PT deliveries, and registration marks them as PT samples in the LIMS.
- The method owner and section leader get reminders before submission deadlines, with escalation to the quality officer.
- Submission is confirmed and recorded, with a copy of what was sent.
- Scores are entered or parsed from the report and stored against the method, matrix and round.
- Results your procedures flag for review raise a follow-up in your non-conformance process.
- Trend charts show performance per method over time, which is useful for method owners and for assessment.
We do not interpret scores. Your procedures decide what needs investigation, and your staff investigate.
Where analysts rotate through PT samples, the tracker records who ran each one, so participation can be spread across the team and linked to their competence records if your procedures use PT that way.
What changes
No deadline depends on one person's calendar. PT samples are recognised on arrival. Poor scores are reviewed and followed up with a record. Method owners and assessors can see PT history per method in one view.
Is PT admin a worry for you?
- PT rounds are tracked in calendars and spreadsheets.
- A submission deadline has been missed.
- Score reports sit unread for weeks.
- Follow-up on poor results is not tracked.
- PT history per method is hard to show.