1.A saved Lab result ("Not submitted") may be edited in order to submit as a complete record.
2.Search for the lab result you wish to post. (Refer to the Searching section above).
3.Select the relevant lab result.
4.Click on the Edit button. The page will reload in Edit Mode.
5.Change the status to Submitted or Partially submitted. The system requires verification of the status change by requiring a "reason for the status change" in the Reason text box below the Status field.
6.Click on the Save button.
It is important to note that once a lab result has been posted, by submitting it, no existing data may be changed. Further results data may be added to the record and as well at any time a Negative result may be changed to a Positive result.
Segregation of functions: To reflect the SOP (standard of practice) approval procedure within the labs, ADAMS features the concept of separation of functions: the person that enters the data can be another one that approves and submits the data. The userid of the person who executes the submission (approval) will be stored and printed on the PDF Test report (produced by means of the Print Analysis Result record-button), along with the submission date stamp. This could be considered as the 'digital signature' of the Lab's submission.
The technical configuration of the Access rights to be assigned to different roles can be handled within the ADAMS Administration module (functions User Role Management and User Account Management).
Submission of a lab result does not imply an actual transmission, but merely that the submission details are stored in the database allowing the TA e.g. to retrieve these details from the database thereafter. Submission triggers an automatic notification to be sent to the TA, WADA and IF (if not the TA).
Once the Laboratory submits an analytical result, what happens at the client TA's end?
When a Lab has submitted an analytical result through ADAMS, an automatic matching process will be activated. To the Lab the name of the athlete is unknown. The Lab only has a sample code/type/sportdiscipline (since Release 3.0) and provides the test result. The DCF at the other end of the Testing Authority (TA) contains the sample code/type/sportdiscipline and the name of the athlete. Therefore the sample code/type/sportdiscipline combination is being used as a linking pin to match the test result with the athlete. For all types of results the matching is done automatically. However, for AAF/ATF results the automatic match must be confirmed by the TA afterwards, whereas for Negative results no intervention of the TA is required.
Upon submission by the Lab the TA is triggered by an automatic notification. For AAF/ATF results the TA receives a notification saying that 'a lab result was found positive' and that the 'DCF was automatically matched with a positive lab result'. For Negative results the automatic notification indicates 'a negative lab result has been submitted and matched', specifying the mission order/DCF. The Doping Control Form-link in the notification– when clicked – will direct the TA-user to the DCF details, whereas the Lab Result-link gives access to the result details.
At any time the TA can retrieve the DCF by searching for the athlete (use Search or Advanced Search) and select the related DCF from the athlete tree.
Can ADAMS provide evidence that I have submitted my analytical results?
When the lab enters results data on the Lab-Results page in ADAMS nothing is actually being "transmitted" to the ADO. The process is that the lab enters all data on the page, sets the status to Submitted and then presses the Save-button. Saving the data implies that all entered data is being stored in the ADAMS database. The information is retrievable to all users with the appropriate rights, including the Testing Authority (TA). This means that the data whenever it will be retrieved from the ADAMS database,will be exactly the same as it was originally being incorporated. Consequently, the Lab-Results page is viewed by the TA exactly as entered. The evidence that the lab has submitted this data is present in ADAMS:
(1). Under the Activities tab on the Lab-Results page automatically an acknowledgement entry will be generated by ADAMS each time the status of the results record changes. In particular, when the status is set to 'Submitted' the Lab's authorized ADAMS user-id is stamped as an electronic signature on the activity record, including date/time stamp. The activity contains a link that when clicked has further details including a text message.
(2). When the Lab submits the results - viz. selects Submitted as status and presses the Save-button – automatically a notification will be sent to the authorized TA noted in the result (also to WADA and the relevant IF in case of an AAF). There is no need for a transmission confirmation because the result is permanently held in ADAMS and the notification directs the TA to the ADAMS sample result record at the time that the TA logs onto ADAMS. In addition, the lab will find in their Sent box in the Message Centre on the ADAMS homepage, the evidence that the notification was sent and that the analysis results were successfully submitted. This text will appear in the message-body of the notification. A reference link to the specific lab result record is also incorporated. From the Recipients section it can be observed whether the recipient (e.g. TA) has Read the notification or not (Read or Unread status).
(3). From the Lab Results Report it is possible to produce an overview of all Submitted results with the Date Results reported and the lab's name. More fields can be included if desired. If the Submitted status is entered under the filter field 'Status' all submitted results will be returned with the desired relevant data such as Date Results reported. This report can be printed.
(4). Using the Print analysis result record-button generates a PDF-document stating all submission details of the Analysis result, including the test result such as 'submitted' (or not submitted etc.) and the sample code. Also, de facto are stated 'Lab results status' (submitted/ not submitted, etc.), 'submitted by' (user name & Lab name), 'submitted on' (date), 'modified on' (date), 'printed on' (date), 'printed by' (date).