Laboratory Training Packages
Laboratories that support the work of a refinery generally use a series of standard methods and have analytical instrumentation that supports these methods. To ensure consistency between results, methods need to be followed precisely and samples prepared in an appropriate manner for analysis. Well developed training packages can be used to ensure that all staff are trained in an appropriate and consistent manner.
Training packages consist of several components:
Written method and/or standard procedure
The written method will describe the chemistry behind the analysis, as well as outline sample preparation, instrument calibration, instrument set up and the analytical process. It will also outline any hazards or risks associated with the procedure and identify any specific chemicals required.
Risk assessment(s)
Risk assessments will identify hazards associated with the entire analytical process. These may be separate (for example, sample preparation may be assessed separately to instrument operation) and may also include risk assessments specific to the set up and manipulation of the instrumentation. Inherent risk will be assessed using a risk matrix based on the likelihood of a particular risk and the consequence of its occurrence and will generally be identified using terms such as low, moderate, high and extreme. Risk assessments also outline the actions taken to mitigate risk (based on the hierarchy of control) and identify the residual risk (again using the low to extreme scale) that remains in performing the individual steps of a process.
Training presentation
The training presentation is completed outside of the laboratory and before doing any hands-on work. This make take the form of a powerpoint or video presentation. Topics that it may cover include:
Motivation for carrying out the particular analyses
Images and/or schematics of the instrumentation
Description of the chemicals used and any associated risks, including a general overview of the risk assessment and the highest level risk(s)
Outline of the chemistry underpinning the analysis
General description of the analytical process (including images/videos of sample preparation and instrument operation)
Data presentation and analysis, including any calculations or data processing required
Regular (daily/weekly/monthly/yearly) maintenance required
Advanced user information (for example, writing new programs for the instrument, modifying sample preparation for non-standard samples, advanced maintenance or instrument care)
Laboratory-based training
The trainer uses this time to demonstrate the entire analytical process (including sample preparation, instrument set-up and calibration, sample analysis and data collection) to the trainee. Prior to this session, the trainee is expected to have read and understood the risk assessment(s), written method and completed the training presentation. This process is based on the trainer demonstrating each step to the trainee and then having the trainee carry out each step to show understanding and competence. The trainee may be required to demonstrate the various steps multiple times to the trainer. Training is considered complete only when both the trainer and trainee are confident that the trainee can complete the process without supervision.
Task checklist
The checklist is used during the laboratory session, to indicate that each step has been both demonstrated to the trainee and completed by the trainee under supervision. The checklist is also used by trained instrument users as they run the method in the laboratory.
Competency questionnaire/test and answer key
The test asks general questions to ensure the trainee understands what the experimental method is used for, the chemistry involved and how to prepare samples/run instrumentation. The answer key is used by the trainer to ensure consistency in the expected answers.
Sign-off sheet
The sign-off sheet is used to indicate that both the trainer and trainee are satisfied that the trainee is competent to run the method and operate the instrumentation without supervision or assistance. Both the trainer and the trainee must sign this sheet. Associated documents (such as the task checklist and competency test) can be attached to the sign-off sheet and stored as documented evidence of the trainee’s competency.
A training register is used to summarise training competencies of laboratory staff. This document can include a list of qualified trainers plus a list of staff trained for each method and instrument and the user’s level of competence (for example, basic or advanced user). It can also indicate the date of training and any requirements to refresh training, as well as links to the evidence of completed training (sign off sheet and other documents). For particularly complex or complicated analytical processes, it may be possible for a staff member to be trained only on part of the process (such as sample preparation). The training documents (sign-off sheet, task checklist and training register) should clearly indicate if a user is only trained for a portion of the method.
Comprehensive training packages ensure the consistency of training in a laboratory, allowing for confidence in the results produced. Clear documentation and records also simplify auditing processes.