Bio User Group
Below are the User Stories that were captured at the Bio User Group on Tuesday 19th February.
The table is sorted on Category so that similar entries are grouped together. Please note that some Stories have been split into two seperate entries for clarity.
If you feel that any entries are incorrect, or have thought of any more, then please email dawn.nicholls@ed.ac.uk
Categories include: -
- Access
- Alerts
- Audit trail
- Data input
- Ease of use
- Master data
- MIgration
- Reports/enquiries
- Security
- Stability
- Training/guidance
| Ref | As a . . . . | I want/need . . . . . | so that . . . . | Category |
| B58 | Researcher | to be able to use this system on an iPad/tablet | I have flexibility on how I record the materials | Access |
| B59 | PI | to access the system from anywhere in the world | I can check on my lab usage | Access |
| B13 | H&S Mgr. | for new acquisitions to be flagged up | Alerts | |
| B30 | H&S | an alert that information on the system has been updated | we don't miss important information | Alerts |
| B36 | School/site H&S advisor | an alert of materials that are schedule 5/CWC | Alerts | |
| B40 | BSO | the system to generate automatic updates when returns are due | to prevent a deadline being missed | Alerts |
| B15 | H&S | an audit trail on any and all changes | we can audit the info and who has made the changes | Audit trail |
| B32 | H&S | the system to be able to track who has updated into/accessed the system, in an auditable way | in case we need to identify where problems have arisen | Audit trail |
| B45 | BSO | locations recorded down to fridge level | I know exactly there everything is | Data input |
| B46 | BSO | mandatory fields entered even if 'none' or 'nil' or 'not applicable' for some(though not necessarily all) fields | Data input | |
| B60 | PI (or BSO?) | to retrospectively register a material | I can record things that I forgot to | Data input |
| B61 | PI | a choice of unit of measure (& confirmation that I've selected the right one) | I can record things using the relevant units for me | Data input |
| B65 | Researcher | other to be able to input into the system | I don't have to spend my precious time on admin | Data input |
| B11 | H&S Mgr. for a very large campus | a SIMPLE system, dictating MINIMAL time & effort to meet reporting requirements of regulatory agencies | reporting requirements can met quickly and easily | Ease of use |
| B44 | Researcher/BioGM Officer | my annual return process to be simpler | it can be quicker but still meet legal requirements | Ease of use |
| B53 | H&S | a system that is easy and the same across the whole University | PIs moving from one area to another don't need to learn a new system | Ease of use |
| B55 | PI | an easy way to register the materials I am using | Ease of use | |
| B56 | Researcher | the system to allow me to enter data easily | this will make it easier & quicker to use and more likely to use it | Ease of use |
| B57 | PI | to be able to provide H&S with the info they want with minimum effort and burdens on my time | everyone is happy | Ease of use |
| B66 | Researcher | an easy system for recording organisms so it can be easily & quickly updated | so H&S advisor stops bugging me | Ease of use |
| B7 | H&S | Schools to be able to use the system easily | they are happy to use it, keeping the info up-to-date | Ease of use |
| B9 | H&S | the system to be easy to use, accessible by authorised users, user friendly, and will provide instant real-time data | Ease of use | |
| B10 | H&S | the buildings & schools list to be updated from a central UoE list easily | I don't have to spend time doing it manually & to reduce chances of error in data entry | Master data |
| B16 | H&S | a centrally controlled list of materials | there is less chance of mistakes in the data entry & is easily updateable if required | Master data |
| B48 | prospective user | drop-down lists to be well populated from the outset but capable of being supplemented on a leaning basis so that new entries become committed to evolving lists | Master data | |
| B52 | H&S advisor | an easy transfer from our current biosafety database survey to the new system | we don't have to reinvent the wheel | Migration |
| B1 | BSA | a list of all GM committees and GMBSO | to distribute information | Reports / enquiries |
| B12 | H&S Mgr. | an easy overview of the totality and locations of all significant substances | Reports / enquiries | |
| B14 | H&S Mgr. | to see if any specific PI had not made an entry in a long time, possibly suggesting that they are failing to report | Reports / enquiries | |
| B17 | H&S | to be able to easily see that Schedule 5 materials are in which buildings (including room no) | to provide data to the police | Reports / enquiries |
| B18 | H&S | to produce a wide range of reports on different high hazard materials | to record, analyse and report data | Reports / enquiries |
| B19 | H&S | to produce an up-to-date list of all Schedule 5 materials | I can report to L&B police | Reports / enquiries |
| B2 | BSA | a list of Schedule 5 pathogens and toxins | for police inspections | Reports / enquiries |
| B21 | H&S | to know which buildings have which substances | I can identify where these substances are by running a simple report | Reports / enquiries |
| B23 | H&S | to report on material, location, school, building, researcher responsible, GM/BSO, safety advisor etc. | for various regulatory purposes | Reports / enquiries |
| B24 | H&S | to see quantities of materials (esp. schedule 5) within a specific building (also School) | we can monitor levels & ensure we don't exceed limits (even across schools) | Reports / enquiries |
| B26 | BSA | a list of all new premises that GM work is proposed | to notify the HSE | Reports / enquiries |
| B27 | BSA | a list of all containment level 3 and 4 labs | to inform the HSE | Reports / enquiries |
| B29 | School/site H&S advisor | to have access to all entries for all PIs or their nominated entry person | Reports / enquiries | |
| B3 | BSA | a list of all hazard group pathogens | for HSE inspections | Reports / enquiries |
| B34 | BSA | a list of all SAPO licences | for HSE inspection | Reports / enquiries |
| B35 | BSA | a list of all GM notifiable projects | to notify the HSE | Reports / enquiries |
| B37 | School/site H&S advisor | to be able to collect all annual returns from all buildings on my site | Reports / enquiries | |
| B38 | BSO | to know what materials are kept in all the labs in my building | ordering and annual returns are easier | Reports / enquiries |
| B39 | BSO | to be able to select data in single or multiple labs | to allow me to look at individual labs or the school as a whole | Reports / enquiries |
| B4 | BSA | a list of all premises that have Schedule 5 pathogens and toxins | to inform the Home Office | Reports / enquiries |
| B42 | BSO/GM | to know if this micro organism is already in the building/area | I can determine if it requires notification to the HSE | Reports / enquiries |
| B43 | BSO | to make a list of GM projects - at different classes | easy to identify quantity & type | Reports / enquiries |
| B49 | lab manager | to know where my organisms are stored | I can easily find & use them | Reports / enquiries |
| B50 | BSO | to know about all GM project the School | can ensure compliance | Reports / enquiries |
| B51 | BSO | to know all microorganisms in School (& GM & schedule 5 & polio) | can report to HSE | Reports / enquiries |
| B54 | PI | to be able to see if a material I need is available elsewhere in the building | Reports / enquiries | |
| B62 | Researcher/BioGM Officer | to know if my micro-organism comes under SAPO (specified animals pathogen order) | I can meet legal reporting requirements | Reports / enquiries |
| B63 | Researcher/BioGM Officer | to know the requirements for containment levels | I can set up physical, engineering etc. requirements | Reports / enquiries |
| B64 | Researcher/BioGM Officer | to know the hazard group of the organism that I want to work with | I can work at appropriate containment level (CL) | Reports / enquiries |
| B25 | H&S | the system to be secure | no-one can access the system unauthorised | Security |
| B31 | H&S | different levels of access for different people. SSAS/BSOs would see their own School, H&S would see UoE overview | Security | |
| B33 | H&S | to be able to control who has access to the system | it is secure with no unauthorised access | Security |
| B5 | H&S | an electronic system that is secure | un-authorised people can not get access | Security |
| B47 | User at any level | stability so that whatever emerges remains a settled feature and not something that'll be fairly constantly changing in the future | Stability | |
| B6 | H&S | the system to be supported centrally by IS | if any problems occur, help is at hand to fix it | Stability |
| B8 | H&S | an electronic system that is always available & updated by the users | I don't have to send reminders to ensure the info is current | Stability |
| B67 | prospective user likely to be accessing/using this only infrequently | an integrated guidance system | I don't need to be reading a user manual while I'm using it | Training / guidance |
| B20 | H&S | an electronic system that users/BSOs can complete themselves | we don't have to send out paper forms | ? |
| B22 | H&S | to be able to contact authorised users in groups via email easily | so that it is very simple to contact people | ? |
| B28 | School/site H&S advisor | a system with no admin tasks for me | central contact | ? |
| B41 | BSO | to assign staff to labs | I can contact them if issues arise with the particular substance they are using | ? |
| B68 | anyone who will be expected to generate reports | one system that pulls together all of the various reporting requirements (Bio, Radiation,, GM etc.) | it's not just one more system on top of an ever increasing number of systems | ? |
| B69 | BSO | risk assessment requirements to be flagged up (both to me and the PI) | we don't have to record this information seperately | ? |