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Scientific Data Administration

Summary

This guide explains the administrative settings and configurations that support the Scientific Data Module, including where valid values (VVLs) are maintained, how master lists relate to EDD-specific VVLs, and the ongoing responsibilities of a Data Administrator. It is intended for Data Administrators and other users with administrative access.

Data Administrator Responsibilities

A Data Administrator is responsible for the following:

  • Have an active ENFOS account.
  • Ensure laboratory and consultant users have access to the system and to the sites or AOCs where data should be imported.
  • Add and review VVLs for all configured EDD formats.
  • Periodically check EDDs for any in Fixup Required status and work with the user to update them to Lab status.
  • Manage any Data reports.
  • Manage any Data alerts or emails from the system.
  • Act as the point of contact for user questions about the Scientific Data Module before referring to ENFOS Tier III Support.

Scientific Data Settings

Valid values and master lists are maintained under Administration > Settings > Data:

  • Administration > Settings > Data > VVL: VVLs specific to individual EDD formats.
  • Administration > Settings > Data > Lab: Master list of Analytes and Lab Methods.
  • Administration > Settings > Data > Field Measures: Master list of field data parameters.
  • Administration > Settings > Data > Units: Master list of units.
  • Administration > Settings > Data > EPSG: Master list of datums.

Default Mappings vs. EDD-Specific VVLs

ENFOS maintains master lists (the default source values) separately from the VVLs used by each EDD format:

  • When an Analyte or Lab Method is added to the master list (Administration > Settings > Data > Lab), it is automatically added to the Lab EDD VVLs.
  • When a field data parameter is added to the master list (Administration > Settings > Data > Field Measures), it is automatically added to the Field EDD VVLs.
  • Format-specific valid values are maintained under Administration > Settings > Data > VVL, which controls the values accepted for each individual EDD format.

Importing VVLs

Valid values can be added in bulk from Administration > Transfers > File Import. Select Data from the Module dropdown menu, then choose the import file for the type of value you are adding:

  • Analytes: Adds analyte valid values in bulk. Creates global values that are automatically mapped as valid values for all EDD formats.
  • Field Measure Types: Adds field measures in bulk. Creates global values that are automatically mapped as valid values for all EDD formats.
  • Lab Methods: Adds lab methods in bulk. Creates global values that are automatically mapped as valid values for all EDD formats.
  • Units: Adds units in bulk.
  • Valid Values: Adds EDD-specific valid values in bulk.

To view the import format and download a blank .CSV template for any of these, click Import Formats.

Monitoring EDDs in Fixup Required Status

Data Administrators should periodically check for EDDs that did not process successfully.

  1. Go to Reporting > Run Report.
  2. Step 1: Run on all nodes.
  3. Step 2: Select Data > EDD List.
  4. Step 3: Set the Report Criteria for QC Status = Fixup Required.
  5. Step 4: Save to favorites so the report can be rerun at any time.

You can also use Reporting > General > Scheduler to share or schedule a report that periodically checks for EDDs in Fixup Required status.

Best Practices

  • Data cleanup: Review analytes and lab methods in Administration > Settings before adding new valid values to avoid duplicates.
  • Add VVLs before importing: Ensure VVLs (units, datums, field measures, field and lab matrices, etc.) are added to ENFOS prior to importing EDDs.
  • Date formats: Ensure date formats are correct. Excel reverts date formats when files are saved as .CSV.
  • File encoding: To avoid errors with special characters, save all EDD files in .CSV UTF-8 format.
  • Do not alter EDD formats: ENFOS reads EDD columns in a specific order. Do not make changes to the EDD format layout.

Common Questions

Where are valid values maintained? Under Administration > Settings > Data. Format-specific values are under the VVL subsection; master lists for analytes, lab methods, field measures, units, and datums each have their own subsection.

If I add an analyte to the master list, do I also have to add it to the EDD VVL? No. Analytes and lab methods added to the master list are automatically added to the Lab EDD VVLs. Field parameters added to the Field Measures master list are automatically added to the Field EDD VVLs.

Who handles requests to add new valid values? The Data Administrator, or a user with the appropriate access, adds new valid values on request from importers.