Workload Management in
Analytical Labs
Vishnupriya Bhakthavatsalam
Reliance Industries Limited, India
PITTCON 2013, ALMA workshop
Types of work activities
Work activities based on the type of Laboratories
 QA/QC labs with regulatory measures- Routine tests
 Technical service labs-non-routine tests
 R & D Labs-standard methods on new materials and complex
problems
Core work activities
Core Laboratory work flow & activities
Sample/experiment registration
-Lab test/service request
-Define
tests/experiments/priorities
-Register Lot/Batch
-Registration of samples
-Print sample labels
Sample Management
-Aliquoting & Sample preparation
-Distribute sample
-Receive sample
-Store sample
- Sample chain of custody
Core laboratory testing
/experiment
Result Review/ verification
Sample/experiment Study
-Confirm training
-Assign work
-Prepare test
-Capture Meta data
-Perform Test/experiment
-Enter/Capture Results
-Execute calculations
-Check specifications
Reporting
-Ad-Hoc Reports
-Certificate of Analysis
-Management Reports
-Laboratory Metric Reports
-Regulatory Reports
Other activities- client meetings, Data review /presentations, safety meetings,
maintenance and servicing, audits, report writing /Data management etc.
Work load Distribution
Received samples distribution by the instrumental technique
TGA
4%
FT-IR
2%
Optical DSC
micro 1%
1%
UV-Vis
5%
GPC
2%
KF
3%
XRF
2%
XRD
3%
AAS
35%
GC/GCMS
24%
HPLC
18%
Normal Turnaround (5 to 7 days) Urgent Turnaround (≤ 2 days) Extended
Turnaround (>14 day TAT) Client/Project Specific Analyses
Work load Distribution
1600
1400
April-June (Q1)
1200
July-Oct (Q2)
1000
800
600
400
200
0
Org
140
Inorg
Polymer
&fiber
Microscopy
Number of non-routine samples
Number of routine samples
Received samples distribution by the complexity of the samples
120
100
80
60
40
20
0
April-June
July-Oct
Resource Utilization & Charging cost
Total samples distribution
Inorganic
29%
Organic
53%
external+biz
9%
Polymer
&fiber
8%
Microscopy
1%
Workload situations can be
based on percent of incoming
samples, kind of request
(routine/non-routine) and also
on the priority of the sample
Components of instrument work load in hours
Work load distribution based on total instrument work hours
1200
1000
Time in Hours
800
Calibration time +mainten.time+stabi time
Instrument utilization time for 9 months(oct-jan)
600
400
200
0
163.62
60
Complex workloads
To compute the complex workload, add together the hours of accessory mounting ,
complex sample preparation, literature search & interpretation time in hours
Manage heavy workload situations
Tricks and tips
1. Utilizing a optimized Cost model for samples
2. Removing Non-value-added activities
3. Cross-training
4. Deploying walk-up instruments
5. Out-sourcing
6. Over-time and shifts
7. Part time /Temporary workers
Cost Benefit based work management
Cost recovery model
 Benchmark routine test costs
 Consider grouping the similar samples for tests & sequence
of tests run on a sample
 For non-routine test costs, divide the laboratory’s working
hours into convenient units based on the appropriate
activities
 20% of urgent samples is considered as “chaotic”-Levy a
surcharge for rush services
‘Calculating costs’
Vishnupriya Bhakthavatsalam , Lab Manager, Oct. 3 2010
Running a profitable lab
Leveling Strategy
Workload Vs Time
250
Seri…
245
400
Samples received
450
Samples received
350
300
250
200
150
Leveled workload Vs Time
240
235
230
100
225
50
0
220
1
5
9
13
17
Working Days of the month
uyuyui
21
1
5
9
13
17
Working Days of the month
21
Manage Under load situations
Activities to make effective use of time
 Recalibration and re-standardization of methods /instruments
 SOP’s version updates
 Cross-training and rotation of personnel
 Preventive maintenance & safety meetings
 Investigation of new methods and publications
 Internal audits and project documentation
Cross Training
 Ensure sharing of laboratory’s workload
 Exposure to complementary characterization
techniques
 Alleviate main concerns of rotating personnel:
• analyst’s bias
• training and instrument experience
 Use Six Sigma statistical tools1 for measuring variation between
experienced and a new analyst to effectively cross train.
1. ‘Sharing the Workload’ Vishnupriya Bhakthavatsalam , Lab
Manager, Feb. 8, 2010
Summary
 Kind of lab and work activities
 Best method to gage the workload in the lab
 Different workload situations and strategies to adopt
 Control of the workload by charging costs appropriately
 Leveled demand rate
 Having enough back-up during ultra-heavy workloads