FAQ

This page gives you an answer to the most frequently asked questions sent by our members using the Extranet software of Bipea to enter their results of analysis. If you do not find the answer, you can contact us by email.

To help you to fill your forms, download our document which explain how to fill them. Download (doc. pdf)

To reach the answer, click on the question.

1 - GENERAL QUESTIONS

  1. Is BIPEA accredited or certified?
  2. Who manufacture BIPEA samples?
  3. How to explain the stability of samples proposed for the testing schemes?
  4. Why become member of BIPEA?
  5. What is a campaign of interlaboratory comparisons?
  6. Why do we organize tests program?
  7. Can I register only to a specific sample test?
  8. Must I carry out all the analysis in the form?
  9. What are the benefits to participate to interlaboratory comparisons?
  10. Who participate to BIPEA proficiency testing schemes?
  11. Must I be a member to participate to BIPEA PTS?
  12. What is a proficiency testing scheme?
  13. How can I register?
  14. When can I register?
  15. Is the renewal participation made automatically?

 

2 - QUESTIONS ABOUT CONNECTION AND PASSWORDS

  1.  Where can I find my codes?
  2.  Why three codes and passwords?
  3.  Why a password for inputting results and another password for validating results?
  4.  Which codes to use?
  5.  After having clicked on access to the Member Area, I can not connect!
  6.   What to do if I find a mistake in my form after I transmitted it to BIPEA?
  7.  Why an edition code?

 

3 - QUESTIONS ABOUT FILLING IN AND PRINTING THE FORMS

  1.  How to print the empty form?
  2.  My form is not complete after printing.
  3.  I get an error message on the sample code.
  4.  I get an error message on the date format.
  5.  I get an error message on the choice of method.
  6.  The saved result is 100 times more than the on I typed.
  7.  I can not save my form.
  8.  My form is empty after saving.
  9.  I do not find (anymore) my form in the list.
  10.  I can not input the results.

 

4 - QUESTIONS ABOUT THE TRANSMISSION OF THE RESULTS

  1.  I get an error message on the name of the person who validate.
  2.  Why a certificate of transaction? Why to print and to save it?
  3.  Was my form correctly sent?

 

5 - QUESTIONS ABOUT THE REPORT OF INTERLABORATORY COMPARISONS

  1.  How will I receive the results and the report?
  2.  Lack of traceability : all my results are in bold black.
  3.  I do not find my code on the histograms or in the charts.
  4.  I do not find my results on the histrograms or in the charts.
  5.  I do not find the results of the previous monts on the website..
  6.  I did not receive the report of interlaboratory comparisons.
  7.  Incoherence : one of my results is in red bold italic.

 

 

1 - GENERAL QUESTIONS
1. Is Bipea accredited or certified?

Bipea is an organism certified ISO 9001 by the Lloyd’s Register Quality Assurance (LRQA) for the organization of interlaboratory comparisons in grains, environment, agro industry and cosmetics since June 2001: Certificate of approval n°9912427 Bipea is also accredited by COFRAC according to the NF EN ISO/CEI 17043 standard, for the organization of interlaboratory comparisons: Accreditation scope: 1-1495. This information is available on the COFRAC website: http://www.cofrac.fr/

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2. Who manufacture Bipea samples?
98% of homogeneous samples sent to laboratories are manufactured and controlled by our internal Manufacturing and Shipment department. Samples manufactured externally (mainly for microbiology rounds) are carried out by leading subcontractors, according to drastic specifications.

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3. How to explain the stability of samples proposed for the testing schemes?
BIPEA ensures that the samples submitted for proficiency testing are stable enough to ensure that they will not evolve significantly throughout the trial (from the shipment of the samples to the deadline for reporting the results).
For samples unstable by nature, it is recommended to perform the analysis upon receipt of samples.

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4. Why become member of Bipea?
Become member of Bipea enables you to participate to testing rounds at attractive prices.
As a member of Bipea, you benefit from our wide range of External Reference Material at lower prices. Thus, member of Bipea are invited to participate to technical committees in which they can suggest their recommendations in order to improve the schemes.

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5. What is a campaign of interlaboratory comparisons?
Bipea organizes interlaboratory comparisons by annual series or program. Each program is composed by several rounds: from 2 to 10 rounds and each round is composed with 1 to 10 trials.
For example:
- PTS « 10-Oilseeds » is composed by 10 rounds (1 per month) and each round contains 2 to 3 samples (participating laboratories to this PTS will receive 23 samples from September to June).
- PTS « 52-Waste waters: physic chemical analysis » is composed by 6 rounds and each round contains 4 to 10 samples (participating laboratories will receive 37 samples from September to June).

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6. Why do we organize tests program?
We organize test program in order to evaluate the accuracy results of laboratories at a long term basis. It is one of the main missions of Bipea. In fact, a systematic bias or drift of your test results will be only highlighted by a long-term observation. That is why we offer annual series (called campaign) composed by regular rounds.

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7. Can I register only to a specific sample test?
Once you register at the beginning of the campaign, you will receive all the samples. If you register during the campaign, you receive the samples as from the month of your participation. However, you are not obliged to analyze all the samples you receive: only ones which interest you. Then, you cannot register only for one matrix or one parameter.

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8. Must I carry out all the analysis in the form?
No, you carry out only analysis that interest you.

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9. What are the benefits to participate to interlaboratory comparisons?
Bipea interlaboratory comparisons enable you to:
- Evaluate the accuracy of your results,
- Control and improve the performance of your analysis at short, medium and long term basis,
- Check the good functioning of your equipment and the technical skills of your staff,
- Be up-to-date with the requirements of Quality standards,
- Reassure your stakeholders about the quality and the safety of your products,
- Promote a positive image and to promote your analytical performance to your customers.
Participate to Bipea proficiency testing schemes is recommended to each laboratories concerned by control and quality.

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10. Who participate to Bipea proficiency testing schemes?
Bipea members are laboratories carrying out physical, chemical, microbiological and sensory analysis, in different fields such as grains industry, agro industry, environment and cosmetics. Those laboratories are concerned by control and quality. It is not necessary to be accredited to participate in our trials.

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11. Must I be a member to participate to Bipea PTS?
Yes, due to our nonprofit organization status, Bipea services are only dedicated to its members.

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12. What is a proficiency testing scheme?
An interlaboratory comparison consists in carry out tests between at least two laboratories on a same entity according to fixed conditions and to compare their results. There are three types of interlaboratory comparisons:

- The evaluation of the performance of a participant on preestablished criterions. This evaluation is describe in the NF EN ISO/CEI 17043.
- The evaluation of trueness and precision of measurement methods: NF ISO 5725-1 a 6 standard.
- The characterization of a material: ISO 34 guide.

Within the framework of Bipea, a proficiency testing scheme tests the performance of analysis of participating laboratories, on the same homogeneous sample.

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13. How can I register?
To register, please contact the sales department by phone 0033.1.40.05.26.30 or email sales@bipea.org. Sales department will give you all details and send you the registration form.

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14. When can I register?
Laboratories can register at the beginning of the campaign or during the campaign. The price will be calculated according to their participation.

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15. Is the renewal participation made automatically?
Yes, the re-registration is made by tacit agreement.
During the renewal, the sales department registers you for the new campaign with the same schemes that your laboratory participated in.
For example: Laboratory X registered for PTS 01, 10 and 42 will be automatically registered for the same schemes.
If you want to change or to stop your participation to our proficiency testing schemes, please let us know during the renewal period (from June to August) by email: sales@bipea.org

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2 - QUESTIONS ABOUT CONNECTION AND PASSWORDS
1. Where can I find my codes?
When you subscribed/renewed, you received a document called Member Identity Form (FiRev08), sent to you by Chronopost (for traceability). It gathers the whole information that you provided us as well as the PTS to which you subscribed. You also have the possibility to modify the codes as your convenience. Download the procedure here (.pdf).

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2. Why three codes and?
The requirements of the standard in matter of safety and confidentiality obliged us to conceive a secured access system limiting the risks of intrusion.

Access to a specific member area (1st level) - Step of authentification which allows our server to memorize you for the time of a session:

  • Access to input data (with the input password)
  • Access to validate the forms (with the validation password).

These different codes allow indeed and especially to adapt the list of the forms and their status, case by case. You only see your own forms.

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3. Why a password for inputting results and another password for validating the results?
That corresponds to a possibility given to the laboratory to manage a list of people being able to authorize the emission of the results of Bipea in accordance with chapter 5.10.2 of the standard EN ISO/CEI 17025. To allow that, we created two different passwords with two different levels of responsibility for the results of analysis.

  • The fill in level
  • The validation level.

Thus, according to the organization and the structure of the laboratory, the fill in level can be given to the person in charge of the analysis and the validation/transmission level can be given to the person signing the analysis reports.

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4. Which code to use?
The management of these codes is as follow:

  • To access to the common Member Area - SERVICES MANAGEMENT APPLICATION
    • Laboratory number = member code. a five digits code 1XXXX, which is on the top, left side of the member identity form FiRev08 fiche d'identité adhérent (FiRev08).
    • Password:
      • To fill in the form: input password
      • To validate and send the form to Bipea: validation password

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5. After having clicked on access to the Member Area, I can not connect.
This is very probably related to a problem of management of the cookies on your computer. You must modify the internet configuration of your browser, in order that it accepts the cookies.

The cookies are small messages transmitted between the servers of Bipea and your computer. In the case of Bipea, a cookie is installed at the initial identification. If your browser does not accept the cookies, the authentification is consequently impossible and you cannot enter in member area. The management of the cookies is accessible in the Tools/Option Confidentiality Internet menu. Click on the "Advanced" button at the bottom, right side of the window.

If it continues, check that you do not have an anti-popup software or a standard bar as Google / Mysearch with an option blocking the advertisement windows. Sometimes, it prevents the display of the window. It usually closes completely the internet explorer without notice.

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6. What to do if I find a mistake in my form after I transmitted it to Bipea?
If you discover an error in your form after its transmission (before the deadline, of course), you can correct it without any problem. You just:

  • Return in Fill In mode (with the input password)
  • Open the form and correct the error
  • Save your form
  • Send again to Bipea after validation (with validation password). This step is essential!

We advise you to reprint the form after transmission to note the new certificate of transaction.

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7. Why an edition code?
Within the framework of its accreditation (according to reference frame COFRAC LAB-CIL 02), Bipea must guarantee the confidentiality of the results published in the interlaboratory comparisons reports.

Also, since many years, Bipea added an additional key for this confidentiality, while not showing anymore the member code (single) on the charts and histograms, but a code of four figures (the edition code) which is changed every year.

Of course, this precaution was maintained in the new system. You can consult your edition code by accessing to your member area by using your laboratory code and your validation password.

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3 - QUESTIONS ABOUT FILLING AND PRINTING THE FORMS
1. How to print the empty form?
After having opened it in input mode and in order to be sure to print the complete form, we advise you to use the button "print" which is at the bottom of the form. The other traditional possibilities on Internet can involve an incomplete impression.

In each case, you have to see the formula: - END OF THE FORM - at the bottom, just on top of the boxes for comments.

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2. My form is not complete after printing!
If you do not see the formula - END OF THE FORM -, it is because you printed the form before its complete loading.

If you note that boxes disappeared on the right or are partly hidden, change your printing mode as "landscape". It is an adjustment accessible from the button "property" of the printer.

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3. I get an error message on sample code.
To have a valid input, you have to type only the last 4 digits of the sample code.

For information, 14-0214-XXXX. XXXX is the specific number of the sample, 0214 is the reference of product and 14 is number of time we used this product in a PTS.

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4. I get an error message on the date format.
It convenes to always respect the date format as aaaa-mm-dd.

All other forms are involving errors.

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5. I get an error message on the choice of method!
One of the principal requests of our members was to visualize on the histograms the different methods used by the participants. In order to be set up effectively, we decided to make as obligatory the choice of the method when this one is offered. In most of the cases, a choice Z-other method is offered for those who use not referred methods.

If you do not tick one of the boxes of this choice, the saving fails and the application shows you a red vertical feature on the left of the missing method.

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6. The saved result is 100 times more than the one I typed.
A confusion is sometimes made by our members when they enter their results. They think indeed that the red square of the grid replaces the point (or the comma). That is wrong.

If you type 7(space)96, the form will make an error.
If you type 796, you will save 796 even if the framework indicates a comma.

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7. I can not save my form!
After having entered your results, you clicked on "save" and it does not work. That is usually linked to an error made during the inputting of your results.

In theory, the program must show you, by a message on red background, the cause of the error and its location. If it is not the case, you will know that the fatal errors are:

  • A bad sample code (see point 2-3)
  • A bad date format (see point 2-4)
  • You forgot a choice of method (see point 2-5)
  • You made a mistake when you typed a number. For example: 7(space)96 instead of 7,96 (see point 2-6)

That concern could be also related to a loss of connection. Internet connections (especially low flow) can be prone to cuts. In high flow, it is not always seen but that results in a modification of the IP address. So in a loss of your authentification. Consequently you will not have anymore access to the base to save your data and they will be lost.

We advise you to save your document from time to time (as it is recommended to do it for any file) and especially if your form is long. In case of incident, you will only lose the last information input.

Moreover, we remind you that you can input your results progressively, throughout month, to avoid the possible problems of connections at the end of the month. During the last three days, we receive 80 to 90 % of the results. If you need to connect yourself during this period, you will thus limit your time of connection to the entry of the last results and the sending of the forms.

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8. My form is empty after saving!
There are two possible origins with this event.

  1. You lost connection at the moment of the saving. Internet connections (especially low flow) can be prone to cuts. In high flow, it is not always seen but that results in a modification of the IP address. So in a loss of your authentification. Consequently you will not have anymore access to the base to save your data and they will be lost.
  2. Your form was blocked by an error and the saving was not really carried out (see point 2-7). You must imperatively obtain a message: "saving carried out successfully" to be certain to have correctly saved your data.

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9. I do not find (anymore) my form in the list!
The forms are withdrawn at 23h59min59s the day of the deadline of transmission. They are not accessible anymore for inputting as well as for sending.

If the form misses or disappears before the deadline, that can be due to a change being made to this document. In that exact case, you will be immediately warned by mail about the nature of the modification, to be able to take it into account.

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10 . I cannot input the results!
If your form is in pale blue background, it is logical that you cannot fill in your results or modify them. You are in mode of validation/transmission of the results. To modify your results, you must at first go back in input mode.

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4 - QUESTIONS ABOUT THE TRANSMISSION OF THE RESULTS
1. I get an error message on the name of the name of the person who validates!
On the electronic forms, the name of the person who validates the document is obligatory. If you do not enter it, the form will make an error and you will not be able to send it.

Without being as official as an electronic signature, this name informs us and informs you on the people who validated the results. In fact, it replaces the signature of the paper documents.

You should not confuse this name and the name entered during the filling in of the form. In the inputting case, the name is optional. In the transmission case, the name is obligatory.

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2. Why a certificate of transaction? Why to print and to save it?
The certificate of transaction is a proof of the good transmission of your results to Bipea. In the event of litigation, this number will be the first element that we will ask you. Just after the transmission, this certificate appears in top of the form in white letters on dark blue background.

It convenes to print it and to preserve it for yourselves. Moreover, if you print your form at this moment, you will have at the same time the number of transaction and the results that you validated.

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3. Was my form correctly sent?
If you did not obtain a certificate of transaction, you can fear that the transmission did not succeed.

While clicking on "Return" button, you will go back to the list of the forms and two cases will be then possible.

  • Your form has the "In Progress" statute: the transmission have failed
  • Your form has the " Send " statute: the transmission was successful but a difficulty on connection appeared. The feedback of the information failed. In case of doubt, you can retransmit. The certificate of transaction changes with each sending.

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5 - QUESTIONS ABOUT THE REPORT OF INTERLABORATORY COMPARISONS
1. How will I receive the results and the report of interlaboratory comparisons?
After validation by the chairman of the committee, the report of interlaboratory comparisons is moved under a format considered inviolable (.pdf) and transmitted by mail to the participating laboratory manager. The name and the mail of this person were provided to us by yourself at the subscription. It is possible to change this email address, for that send us a mail with the new name and new email address. Please note that only one pdf report will be sent to you.

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2. Lack of traceability: all my results are in italic bold red.
The lack of traceability is related to an error on the number of sample. At the time of the validation of the results by Bipea, the application compares your sample numbers with those which were provided to you. Any difference is announced by the software to the person who analyzes these results. The errors on the sample numbers involve an incoherence of the results. Indeed, there is a doubt about the source of these results of analyses and Bipea cannot integrate them in statistical calculations in order to avoid any risk introducing a bias.

The guarantee of the traceability of the results is a requirement of the standard and this procedure is applied in Bipea since many years.

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3. I do not find my code on the histograms or in the charts!
We remind you at first that your laboratory is referred in the reports of interlaboratory comparisons with the code edition. It is a code of 4 digits. So you will not find there your laboratory code (see point 1-8 about the Edition code).

This code is renewed each year. You can find your edition code using our procedure. Download here.

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4. I do not find my results on the histogram or in the charts.
The interlaboratory comparisons report now shows all participating laboratories, including those which do not send their results. If your results do not appear, it means that they did not reach us.

Sometimes, some members forget the transmission step (the form stay in the "In progress" statute) or more rarely, the members encounter difficulties during the transmission.

It is the reason why we created the certificate of transaction which confirms the sending. It is the first element which we will ask you to study your case. If you do not obtain your certificate of transaction just after the transmission, you can be sure of an error and you should send the form again.

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5. I do not find the results of the previous months on the website?
There is no historical recording online.

For every P.T. Scheme, the results of the interlaboratory comparisons are gathered for each test on a report which is addressed to you by mail under the format considered inviolable pdf. This report is sent to the laboratory manager.

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6. I did not receive the interlaboratory comparisons report.
This problem is generally related on the configuration or the state of your mail service. It is impossible for us to transmit the report to you as long as you (or your supplier) did not change the configuration of your mailbox to make it possible our message to reach you.

The reports are sent to the laboratory by email. They are in .pdf format and their width is between 500 KB and 3.5Mo. They can be affected by the usual problems related to this system.

  • It happens sometimes that the mailbox is full. In this case, our message is rejected and we are not informed of the failure. It is then essential that you make some free place in your mailbox by archiving old mails or by deleting those which are no more necessary for you.
  • Some mailboxes reject the mails of more than 2 Mo. It is generally a parameter decided by your provider. Ask him to change this limit of refusal.
  • Some mailboxes are protected by antispam. If one of the email address which BIPEA uses to send you reports is classified as spam by your system, our email is rejected.

As you can see, there are many particular cases.

  • So it is impossible for us to find which reason of the rejection is the right one. It is materially and technically impossible for us to manage different formats to answer individually to these blockings.
  • So, it is necessary that your data processing department or your provider helps you to solve this problem.

For more than 95 % of our members, the system works well.

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7. Incoherence: one of my results is in red bold italic.
If one of your results is in red bold italic (incoherent as explained on the last page of each report), it acts as an analytical incoherence. At the time the examination of the results, some tests of coherence defined by the committee, are applied. They make it possible to highlight a bad mode of expression of the results (example: 10 times more or 10 times less than the reference value...), a transcription error (value out of range, text instead of number...), an incoherence between the values of different analytical criteria which do not correspond to a formula of mathematics and so on...

Our application enables us to manage these incoherences and to highlight them. The incoherent results are in red bold italic in the tables and are shown on the histograms in a separate box with the non quantifiable results.

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