JABATAN KIMIA

MALAYSIA
POFICIENCY TESTING
PROGRAMME GUIDE

JKM PTP Page 1

TABLE OF CONTENTS

Bil Title Page

1.0 Scope 3

2.0 Management of JKM PT Programme 3

2.1 Introduction 3

2.2 Confidentiality 4

2.3 Fees 4

2.4 Proficiency Testing by Interlaboratory Comparisons 5

2.5 Planning and design 6

2.6 Sample Preparation 6

2.7 Documentation 7

2.8 Packaging and Dispatch of Samples 7

2.9 PT Sample Replacement 7

2.10 Results of Testing 8

2.11 Analysis of Data and Reporting 8

2.12 Notification of PT-Related Errors 9

3.0 References 9

JKM PTP Page 2

 1. Scope
This document is directed to participants of Proficiency Testing (PT) programmes
conducted by Jabatan Kimia Malaysia (Department of Chemistry Malaysia)
Proficiency Testing Provider, JKM PTP annually and covers testing in the areas of
water, food, environment, microbiology and genetically modified organism (GMO).

The aim is to provide participants with information about JKM PTP, policies and
procedures involved as documented in the JKM PTP Quality Manual, Following the
requirements of MS ISO/IEC 17043: 2010 Conformity Assessment – General
Requirements for Proficiency Testing, and also overview of how JKM PTP is
conducted.

2. Management of JKM PT
2.1 Introduction
Regular independent assessment of technical performance of testing
laboratories is one of the means of assuring the validity and quality of analytical
measurements. Participation in proficiency testing is one of the commonly used
approaches toward this. When combined with on-site assessment under ISO/IEC
17025 accreditation scheme. It provides high degree of confidence in the
integrity and effectiveness of the laboratory’s performance.

Although the main aim of the PT is for the determination of laboratory

performance, JKM may also use proficiency testing results for other purpose (e.g.
method evaluation and validation).

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 JKM PTP limited interlaboratory comparisons, where testing of samples are done
currently by participating laboratories and their results are then compared.

The JKM PTP is coordinated by Proficiency Testing Unit under the Research and
Quality Assurance Division with technical input for each the PT scheme provided by
technical advisors from various laboratories under JKM. These advisors make up PT
Advisory Committee and PT Technical Committee which consist of scientific officers
with vast experience in fields of environment, food, water, microbiology and
genetically modified organism (GMO) testing respectively. This Committee provides
general & technical advice to the PT Coordinator and PT Managers who is actually
responsible for preparation and dispatch of samples.

2.2 Confidentially

All information supplied by a laboratory as part of PT programme is treated as

confidential. Each participating laboratory was assigned with a laboratory code
number to ensure confidentiality. This information will however, be made available
to the assessors(s) of the laboratory if requested by accreditation body in their
ISO/IEC 17025 assessment process.

2.3 Fees

Each participant is charged with participation fees to cover the cost of postage and
purchase of analytical and packaging material. Fees are based on individual PT
schemes and are notified to prospective participation at the initial stages of the
program. Once the PT participation form has been completed and returned to JKM,
participants receive confirmation of their order and are invoiced accordingly.

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 The following specific points should be noted:
2.3.1 No refunds are made to participants who withdraw from PT scheme once the
PT samples are distributed
2.3.2 All laboratories registered for JKM PT scheme are send the PT report for that
scheme even they do not submit results. Participants must return data by the
specified date of these are to be included in the report.

2.4 Proficiency Testing by Interlaboratory Comparisons

Proficiency Testing Scheme conducted by JKM is limited to interlaboratory
comparisons that involve subdivided samples (taken from a bulk sample) and
distributed to participating laboratories, which test them concurrently. The
results are then returned to JKM for analysis. A typical testing by
Intercomparison process given in Figure 1.

Bulk Sample

Homogeneity testing

Results submitted to
organiser

Data analysis to obtain

consensus values

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2.5 Planning and Design
JKM PTP is responsible for the design and planning of PT. This is including the
following areas;
 Tests to be conducted, range of values to be included, test methods to be used and
number / design of samples required;
 Preparation of paperwork (instructions and result sheet) particularly with reference
to reporting formats, number of significant figures/decimal places to which results
should be reported and correct units for reporting;
 Packaging and transportation issues
 Other issues that may be raised

2.6 Sample Preparation

The JKM PT Coordinator is responsible to coordinate the supply and preparation of

the samples with the assigned PT Managers. Sample preparation procedures are
designed to ensure that the samples used are as homogeneous and stable as
possible. Samples used may be real sample matrix or synthetic samples prepared
from laboratory reagents. A random number of each type of sample are selected at
random and tested, to ensure that they are sufficiently homogeneous for us in the
PT scheme. Whenever possible, this is done prior to samples being distributed to
participants.

For new PT sample formulation being purposed, the firs/two studies are “Pilot
studies/ Trial PT” and are used to confirm that he samples are suitably homogeneous
and stable. During these studies, final PT scores are not assigned.

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2.7 Documentation

The following are typical documents associated with a PT scheme:

2.7.1 Letter of intent and PT participation forms

This is sent to prospective participants in the early stages pf the program with
the information on the type pf the parameters, the schedule and
participation fees.

2.7.2 Instructions to Participants

These are designed for each individual PT scheme and participants are asked
to adhere closely to them.

2.7.3 Results Sheet

Results sheet is supplied for each PT scheme to enable consistency in the
statistical treatment of results.

Instructions and results sheet are issued together with the dispatch of samples and
also emailed to participants.

2.8 Packaging and Dispatch of Samples

The Packing of samples is carefully considered to ensure that they are adequate and
able to protect the stability and characteristic of the samples, within the resources
available to us. Samples are packaged and dispatched via national courier. It is also
ensured that certain restrictions on transport such as dangerous goods regulations
or customs requirement are complied with a receipt notification form enclosed with
the sample is to be email / facsimile to JLM PT as soon as the laboratory receives the
sample. This is to ensure that samples have reached the intended recipient. Prompt
action on the receipt notification will also enable JKM PT to take any remedial action
in the event of breakage or spillage or samples.

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2.10 Result of Testing

Results from participating laboratories are to be sent to JKM. A due date for return
of results is set for each PT scheme, usually four weeks from the date of sample
dispatch. Reminders are issued for any results outstanding after the due date.
However, laboratories are strongly encouraged to submit all results on time since
results sent in late may not be in time to be included in the data analysis.

2.11 Analysis of Data and Reporting

Results area usually analyses together to give consensus values for the entire group.
The results received from participating laboratories are entered and analysed as
soon as practicable.
The evolution of the results is by calculation of z-scores, which are used to identify
any outliers. Summary statistics and charts of the data are also produced, to assist
with interpretation of the results.

A PT report is produced at the completion of each scheme and includes data on the
distribution of results from all laboratories, together with an indication of each
participant’s performance. Typical information in this report may include the
following:
 Introduction
 Samples description and test to be carried out
 Results from participants
 Statistical analysis, including graphical displays and data summaries
 A table summarising extreme results
 A copy of the instructions to participants and result sheet
 Comments results

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2.12 Notification of PT-Related Errors

If an error is made by JKM PT during the conduct of a PT study (e.g. errors on PT

Reports, instruction sheets, etc.) JKM PT corrects the error and notifies all of the
laboratories in the study for the affected analyst.

3. REFFERENCE

3.1 MS ISO/IEC 17043: 2010 Conformity Assessment - General Requirements

for Proficiency Testing

3.2 Jabatan Kimia Malaysia Proficiency Testing Provider Quality Manual

3.3 The International Harmonized Protocol for the Proficiency Testing of Applied
Chemistry, Vol. 78, No. 1, pp. 145 -196, 2006

3.4 The Food and Environment Research Agency, Protocol for Proficiency Testing
Schemes, 2014

3.5 Guide to Proficiency Testing Australia, 2012

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