Quality & Samples Workflow (QLT)¶
Module Purpose: The "Guardian" module. It manages the physical flow of sample material and ensures that nothing ships without a valid Certificate of Analysis (COA).
[!TIP] Core Concept: "No Test, No Pass." Every batch must have a lab record. If the lab record fails, the system physically blocks the dispatch at the ERP level.
Use Case Quick Reference¶
| ID | Title | Priority |
|---|---|---|
| QLT-001 | Smart COA Batch Shuffling | P1 |
| QLT-002 | Testing Threshold Validation | P1 |
| QLT-003 | Technical Knowledge Base (RAG) | P2 |
| QLT-004 | Sample Barcoding & Lab Flow | P1 |
UC-QLT-001: Smart COA Batch Shuffling¶
What It Does¶
For commodity chemicals, customers often demand a "New COA" even if the batch hasn't changed. This UC manages a pool of validated batches and intelligently "shuffles" the assigned batch ID to ensure freshness while maintaining legal compliance.
Who: System Logic
When: Generating COA for Dispatch
How It Works¶
- Context: Shipping 5MT of "Manganese Sulphate".
- Batch Pool: System checks inventory. We have 5 valid batches (Batch A, B, C, D, E) that all pass specs.
- Selection:
- Customer X got Batch A last month.
- System assigns Batch B this time.
- Generation:
- Fetches Lab Results for Batch B.
- Generates PDF COA with today's "Re-test Date".
Edge Cases¶
Customer Specific Requirement: "Min Purity > 99%". System filters pool. Only Batch D (99.2%) qualifies. Assigns Batch D.
Success Signals¶
✅ Prevents sending same Batch ID repeatedly to same customer
✅ Ensures assigned batch physically exists in inventory
UC-QLT-002: Testing Threshold Validation¶
What It Does¶
Prevents data entry errors in the Lab. If a technician types "pH: 14" for a product where max pH is 8, the system blocks the entry.
Who: Lab Technician
When: Entering Test Results
How It Works¶
- Input: Technician enters "Iron Content: 5 ppm".
- Validation:
- Look up STP (Standard Testing Procedure) for Product.
- Limit: Max 10 ppm.
- Result: 🟢 Pass.
- Failure Scenario:
- Input: "Iron Content: 15 ppm".
- Result: 🔴 Fail.
- Action: Batch Status -> "Rejected".
- Alert: Notify Production Manager immediately.
Success Signals¶
✅ Blocks invalid/impossible values (e.g., Purity > 100%)
✅ Instant Pass/Fail visual feedback
UC-QLT-003: Technical Knowledge Base¶
What It Does¶
An AI-powered "Brain" for the technical team. Users can ask natural language questions like "What is the shelf life of Zinc Oxide if stored in humid conditions?", and it retrieves answers from uploaded PDFs (Manuals, Research Papers).
Who: Sales / Quality Team
When: Answering Customer Spec Queries
How It Works¶
- Ingestion: Admin uploads 500 PDFs (MSDS, Technical Sheets, Past Tenders).
- Query: User asks "Can we use Product X for Pharma Injectables?"
- Retrieval (RAG):
- AI scans documents.
- Finds clause in "Product X Tech Sheet": "Not suitable for parenteral use."
- Answer:
- "No, Product X is strictly oral grade. See document 'Tech Sheet v2' page 4."
Success Signals¶
✅ Answers queries in < 5 seconds
✅ Provides citation links to source PDF
UC-QLT-004: Sample Barcoding & Lab Flow¶
What It Does¶
Eliminates "Mystery Powders". Every sample created gets a unique QR code. Scanning it reveals what it is, who asked for it, and what tests are needed.
Who: Lab Team
When: Testing Samples
How It Works¶
- Request: Sales requests sample. System generates ID
SPL-9988. - Print: Label prints with QR Code. Stick on bottle.
- Lab Receive: Lab Tech scans QR.
- Screen opens: "Test for Purity & pH of 50g sample."
- Result Entry: Tech enters results directly into the open screen.
- Close Loop: System emails Sales Rep: "Sample Tested. Passed. Ready to ship."
Success Signals¶
✅ 100% Traceability of physical samples
✅ Zero manual data entry of sample details (auto-load on scan)