POLICY FOR EXTERNAL CUSTOMERS (NON-IRRI)

Transcription

1 Page 1 of 5 International Rice Research Institute Grain Quality and Nutrition Center Analytical Service Laboratory Policy POLICY FOR EXTERNAL CUSTOMERS (NON-IRRI) QM-AD044-MP031.7 This document is issued under the authority of MS. LILIA R. MOLINA Quality Manager / Laboratory Manager

2 Page 2 of 5 REVISION/REVIEW RECORD Revision Description of Change Author Approved by Effective Date 0 Initial release J.R. Altoveros L.R. Molina Document review; change of the term client to customer; reformatting and document code renumbering; addition of Scope and Application, Summary, Responsibilities; Update of current QM/Deputy QM in the Signature Page Additional line in Section 5.1-contact details of customer Revision of Title Page to reflect assignment of ASL under GQNC as part of IRRI s restructuring C.S. Daniel L.R. Molina L.R.Molina L.R.Molina C.S. Daniel L.R. Molina Additional line in Sec. 5.4 L.R.Molina L.R. Molina Changed CESD to GQNC in References Updated new designation of L. Molina in title page 2. Removed signature page 3. Reflected barcoding of samples Major revision of document incorporating inputs from legal office C.S. Daniel L.R. Molina A. Genil L.R. Molina E.Perez L.R.Molina

3 Page 3 of Scope and application This SOP describes the procedure for the request of analysis at ASL of Non-IRRI Third Parties or Enduser. 2.0 Summary An Enduser initiates the request of analysis by writing a formal letter to the Deputy Director General for Research (DDGR). The DDGR then approves the request and reply to the Enduser s letter upon consultation with ASL. The Enduser then pays for the analysis requested and submits his/her request online via the ASL website. From here, an Enduser follows the same procedure done by IRRI (internal) customers. Once the request is approved, the samples and the charge slip are brought to ASL before the analysis commenced. All the records of the test work done are kept on file in LIMS (QM-AD010-RF-Record of Contract Review). 3.0 Definitions 3.1 A Non-IRRI Third Party or Enduser Any third party, individual or juridical entity, who is, in the case of individuals, a staff of IRRI or, in the case of juridical entity, affiliated with IRRI either through common ownership, control or management. It can also refer to any IRRI collaborating research units who avails of analytical services at the ASL. 4.0 Responsibilities 4.1 The Enduser is responsible for writing a formal letter of request to the Deputy Director General for Research. 4.2 The Deputy Director General for Research Office is responsible for accommodating and coordinating the Enduser s request to ASL. They shall respond to the external Enduser s letter of request. 4.3 The ASL Laboratory Manager reviews and evaluates the Enduser s request and gives decision whether ASL can perform the requested analysis.

4 Page 4 of Procedure 5.1 Enduser writes a formal letter to the DDGR regarding the request for analysis. The letter should include the kind and number of samples, required analyses and the expected time the results are needed. The letter should be written using the company s paper with letter head and duly approved by the its OIC or OU head. Contact details ( address and telephone/mobile phone of the customer) must be included in the letter. 5.2 The DDGR s Office forwards the request to ASL for review/evaluation of request and the latter advises the DDGR s Office if the lab is able to fulfill the customer s requirements. The DDGR s Office approves the request and responds to the Enduser s letter. The Enduser undertakes to abide by all the terms and conditions set forth in the letter reponse as well as comply with all the safety, phytosanitary, and security protocols of IRRI as implemented by, among others, the IRRI Seed Health Unit. 5.3 Upon notification, the Enduser proceeds to ASL (K.H. Laboratory Building, 3 rd floor), ASL manager discusses the cost of analysis to the Enduser and prepares a Memorandum to Treasury/Finance as basis for the cost recovery for the analysis. Enduser pays the full amount indicated in the memorandum to the Cashier at the Accounting Department (FF Hill Building). 5.4 Enduser returns a copy of the Peso Cashier s Receipt (PCR) to ASL, follows the online request protocol and signs a waiver form (see 7.1). ASL reviews and approves the request according to Sec of QM-AD029-MP17- LIMS. Prior to the testing, the Enduser will be advised if there is a need to comply with additional protocols as stated in Section 5.2 above. If samples require further grinding, Enduser under the supervision of ASL staff may process the samples using ASL sample preparation facility (free of charge). 5.5 After complying with all required protocols mentioned in Section 5.2. above, the Enduser submits physical samples to ASL and bar-coded sample labels are provided to Enduser for sticking to their samples. 5.6 Enduser is notified by and/or by phone if analysis is completed and Analysis Report is prepared. 5.7 Enduser s excess samples are returned once Analysis Report is picked up at ASL. 5.8 Electronic copy of result may also be requested once excess samples and printed Analysis Report are picked up by the Enduser.

5 Page 5 of References 6.1 QM Quality Manual. ASL Quality Management System, IRRI-GQNC. 6.2 Philippine National Standard (PNS ISO/IEC 17025:2005) 2 nd Edition. General Requirements for the Competence of Testing and Calibration Laboratories. 7.0 Attachments 7.1 QM-AD044-MP031-F1 Waiver Form for External Customers (END OF DOCUMENT)