Reporting Guide to Monitor Testing

December 2021

Contents

1. INTRODUCTION................................................................................................................................................................ 3

2. GENERATE A LAB RESULT REPORT (LRR) IN ADAMS......................................................................................... 5

3. GENERATE A SAMPLE COLLECTION REPORT (SCR) IN ADAMS .................................................................... 10

4. IDENTIFY AND CORRECT MISTAKES IN ADAMS REPORTS ............................................................................. 13

5. MONITOR DCF ENTRY IN ADAMS ............................................................................................................................. 17

6. TDSSA MONITORING .................................................................................................................................................... 20

7. CONTACT ......................................................................................................................................................................... 20

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1. Introduction

On 2 October 2014, the World Anti-Doping Agency (WADA) published the Technical Document

for Sport Specific Analysis (TDSSA), which is intended to ensure that Prohibited Substances

and/or Prohibited Methods within the scope of the TDSSA and other tools that support the

detection of Prohibited Substances and/or identify the Use of Prohibited Methods such as the

Athlete Biological Passport (ABP) are subject to an appropriate and consistent level of use,

analysis and adoption by all Anti-Doping Organizations (ADOs) that conduct testing in the relevant

sports and disciplines. Compliance with the TDSSA is mandatory under article 4.2.4 of the 2021

International Standard for Testing and Investigations (ISTI); and, since 1 January 2016 WADA

has been monitoring implementation of the TDSSA closely.

On 1 June 2016, following a decision by WADA’s Executive Committee, it became mandatory for

ADOs to enter all Doping Control Forms (DCFs) into the Anti-Doping Administration and

Management System (ADAMS) within twenty-one days of the date of sample collection.

As both TDSSA implementation and entry of DCFs into ADAMS are mandatory, WADA monitors

them closely from a Code compliance perspective. Failure to comply with these requirements can

result in a declaration of non-compliance.

WADA developed this new Reporting Guide to Monitor Testing in order to assist ADOs with these

compliance requirements. The Guide provides step by step instructions to:

 generate relevant reports in ADAMS;

 cross check the data and;

 take the necessary action to eliminate any data entry errors,

so that ADOs can monitor their compliance with the TDSSA and DCF entry based on accurate

testing data.

There are various ways to determine the number of tests and analyses from the ADAMS reports.

This Guide illustrates a basic way to perform the exercise; using vlookup in Excel to extract the

relevant figures based on the principles outlined in this Guide.

Internet Explorer 11 and Microsoft Excel 2016 were used to create the screenshots and the

instructions in this Guide. The procedures may be slightly different on other web browsers and

different versions of Microsoft Excel.

All ADAMS templates recommended in this Guide are created in the current ADAMS system and

require some manual handling of data to identify the missing or wrong information, if any, and to

extract the relevant figures for compliance monitoring.

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Overview of the Monitoring Process

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2. Generate a Lab Result Report (LRR) in

ADAMS

The LRR retrieves information from the sample analysis results that are submitted by Laboratories

in ADAMS.

1. Choose the Lab Result Report in the Reports module on the ADAMS main page.

2. Open the existing template created by WADA.

a) Click open at the top right corner of the LRR page.

b) In the pop-up

Open report window:

 Select WADA-AMA in the Organization field;

 Choose LRR DCF Entry Monitor in the Report group field;

 The name of the template LRR DCF Entry Monitor will appear in the Report

name field.

ADAMS requires pop-ups to operate properly. Please ensure that your browser allows pop-ups coming from https://adams.wada-

ama.org/adams/

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c) Click open to open the template.

3. Click select to choose your organization in the Testing Authority field and then click

save.

4. Specify the Collection Date range to define the scope of data to be included in the

report. This can be done by either typing a date in the from/to fields or selecting

from the pop-up calendar.

Testing Authority

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5. Click view report at the top or bottom of the LRR page to launch the report and start

retrieving data.

6. A Report has been launched window will pop up. Click on go to My Reports to

proceed to My Reports page.

7. Open and view the completed LRR.

a) Use the Refresh button to refresh My Reports page if the report is not yet completed

after the page is open.

b) Click on the Completed status icon and the report will open as a CSV file.

8. Open the report as a CSV file and convert it to an Excel spreadsheet as explained

in section ‘Convert the CSV file to an Excel spreadsheet’ in this chapter.

Video on how to generate the Lab Result Report (LRR)

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DATA CLUSTER

If the data is clustered in the first column of each row in the CSV file, you will need to change the

List separator setting in your computer. Go to Control Panel-Region-Additional settings. Set List

separator value to comma “,” as shown in the screenshot below. Open the csv file again and it

will look as a properly formatted spreadsheet.

CONVERT THE CSV FILE TO AN EXCEL SPREADSHEET:

a) When the CSV file is opened, click the File tab at the top left corner of the Excel

window and select Save As.

b) Click the drop-down menu to the right of Save as type and choose the Excel

Workbook (*.xlsx) option at the top of the list.

c) Type a name for the new file in the File name field, then click on Save.

d) It is suggested to add the date when the report is generated in the name of the file to

track data extracted from ADAMS on different days.

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3. Generate a Sample Collection Report (SCR)

in ADAMS

1. Choose the Sample Collection Report in the Reports module on the ADAMS main

page.

2. Open the existing template created by WADA:

a) Click open at the top right corner of the SCR page.

b) In the pop-up Open report window:

 Select WADA-AMA in the Organization field;

 Choose SCR ADO Statistics Report in the Report group field;

 The name of the template SCR ADO Statistics Report will appear in the

Report name field;

c) Click open to open the template.

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3. Click select to choose your organization in the Testing Authority field and then click

save.

4. Specify the Collection Date range to define the scope of data to be included in the

report. This can be done by either typing a date in the from/to fields or selecting

from the pop-up calendar.

5. Click view report at the top or bottom of the SCR page to launch the report and start

retrieving data.

6. A Report has been launched window will pop up. Click on go to My Reports to

proceed to My Reports page.

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7. Open and view the completed SCR.

a) Use the Refresh button to refresh My Reports page if the report is not yet completed

after the page is opened.

b) Clicking on the Completed status icon will open the report as a CSV file.

8. Open the report as a CSV file and convert it to an Excel spreadsheet as explained

in section ‘Convert the CSV file to an Excel spreadsheet’ of chapter 2.

Video on how to generate the Sample Collection Report (SCR)

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4. Identify and Correct Mistakes in ADAMS

Reports

ADOs are recommended to generate a LRR and a SCR to verify the accuracy of the analysis data

related to their organization on a regular basis (e.g., monthly) so that any data entry errors are

corrected in a timely fashion. Such checking and correcting exercise is also important to ensure

that ADOs’ testing data are accurately reflected in the global Anti-Doping Testing Figures Reports.

The LRR generated by following the instructions in Section 2 of this Guide contains the results of

all urine and blood samples reported by the laboratories in ADAMS with your organization as the

Testing Authority (TA). Athlete Biological Passport (ABP) blood sample results are not included

in this LRR and those results can be extracted separately from a biological result report in ADAMS

if needed.

The SCR generated by following the instructions in Section 3 of this Guide contains all urine and

blood samples for which your organization is recorded as the TA.

ADOs should verify the sample codes in the two reports against one another.

Video on How to Identify Mistakes Using the LRR and SCR

For a small number of samples, an easy way could be sorting the sample codes from smallest to

largest in both reports, copy them to two columns next to each other in one Excel worksheet and

then compare the codes in the same row. See the illustration below.

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For a large number of samples, it is recommended to use the “vlookup” formula in Excel. See the

following video which demonstrates how to use this formula to verify if the LRR samples are in

the SCR: https://youtu.be/6BvPN5lMs7U

The four arguments in the vlookup fomula are:

1. Lookup_value: the cell to the left of the formula, containing the sample codes in LRR;

2. Table_array: the sample codes column in the SCR;

3. Col_index_num: 1;

4. [range_lookup]:FALSE (exact match)

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1. Check the sample codes in the LRR against the SCR.

Check whether all the sample codes in the LRR are included in the SCR. If some sample

codes included in the LRR are missing from the SCR, the DCFs may not have been

created yet in ADAMS for very recent tests within 21 days (the results are reported by the

laboratory before the DCFs are entered by the ADO), or there could be a mistake in the

TA field in the laboratory result created by the laboratory.

Corrective Actions for the ADOs:

 Refer to your own files to verify if you had a testing mission at the date corresponding to

the collection dates of the missing sample codes. If so, verify your documentation to

ensure that all the DCFs were created in ADAMS. Refer to Section 5 of this Guide for

more information.

 If the sample that is missing in the SCR is a double-blind sample for the laboratory quality

control purpose, you should remove this sample from the LRR.

 If you have no mission corresponding to the collection dates of the missing codes, the

samples probably do not belong to your organization. Contact the laboratory to ask them

to verify the TA on the original copy of the corresponding DCFs or the chain of custody

and to modify the TA in the laboratory result in ADAMS accordingly.

 In some cases, the Sample Collection Authority (if different from the TA) may need to be

contacted to provide clarification on the information included on the DCF original copy.

2. Check the sample codes in the SCR against the LRR.

Check whether all urine and blood sample codes in the SCR are also included in the LRR.

If some sample codes included in the SCR are missing from the LRR, the laboratory may

not have reported the results yet in ADAMS (normal pending results) or there could be a

mistake in the TA field in the laboratory result. The samples that are not found in the LRR

could have been reported under another ADO by the laboratory.

Corrective Actions for the ADOs:

 Refer to your mission documentation to ensure the sample codes from the SCR are

correct. Refer to Section 5 of this Guide for more information. If it has been more than 20

working days since the sample were received by the laboratory (Article 5.3.8.4 of the

International Standards for Laboratories), contact the laboratory to follow up on the

pending results.

 If the sample missing in the LRR is a sample that was not analyzed by the laboratory upon

agreement with the ADO, contact the laboratory and ask them to submit the result as “not

analyzed” in ADAMS.

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 If all the information from the SCR is correct, contact the laboratory to ask them to verify

the TA on the original copy of the DCF and to modify the TA in the laboratory result in

ADAMS accordingly (if applicable).

3. Reject the match between a DCF and a laboratory result.

Once a DCF is matched to a laboratory result, certain fields in the laboratory result will

be locked from modification by the laboratory unless the match is rejected by the TA

and/or Results Management Authority (RMA). The process to reject a match is as

follows:

a) Search for the sample code in ADAMS and open the DCF page;

b) Find and click the yellow button of laboratory result (i.e. Negative Result, AAF or ATF)

at the bottom of the DCF;

c) Click on No-Reject Match on the Result Verification page.

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5. Monitor DCF Entry in ADAMS

1. Criteria to match a DCF and a laboratory result in ADAMS

In ADAMS, for a laboratory result (created by the laboratory) to be matched to its

corresponding sample’s DCF (created by the ADO), the information in the following five

fields must be identical:

 Sample code

 Sample type

 Testing Authority

 Sport

 Laboratory

Only after the laboratory result and the DCF are matched will the TA be able to see the

laboratory result on the DCF page in ADAMS, as well as in the “Analysis Results”

column in the SCR.

2. Identify missing DCFs

After eliminating the data entry mistakes by following the instructions in Section 4 of this

Guide, generate a new LRR in ADAMS to create an updated Excel spreadsheet (follow

instructions of Section 2 of this Guide).

In this updated LRR, check the column “Testing Authority from DCF”. No data in this

column means that the laboratory result has not been matched to a DCF in ADAMS and

therefore the DCF for this sample is considered “missing”.

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3. Identify laboratory results not matched to existing DCFs

There is a possibility that the DCF has been entered in ADAMS but is not matched to the

corresponding laboratory result due to conflicting information in the five matching criteria.

Under such circumstance, the sample code is included in the SCR (based on DCF) but

shows no value in the “Testing Authority from DCF” column in LRR because of the no-

match.

It is also possible that the DCF is entered in ADAMS and that the information in the five

matching fields is also identical to the laboratory result, however there is still no value

displayed in the “Testing Authority from DCF” column of the LRR. This may be due to data

entry mistakes preventing the match between the laboratory result and the corresponding

DCF.

The following table shortlists have some common mistakes that can prevent the match

between an existing DCF and laboratory result for the same sample code in ADAMS. It is

important to carefully check the data for each sample code in question to identify the

reason of no-match and take the corrective action accordingly.

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Sample Code from

ADAMS DCF

(found on SCR)

Sample Code

from Lab

Result

(found on LRR)

Reason for No-match

Corrective Actions

01234 1234 “0” is considered a number at the beginning of

the sample code field.

Remove the “0” at the beginning of the sample

code field.

123O 1230 Letter “O” typed by mistake instead of number

“0” in the sample code field.

Correct letter “O” to number “0” in the sample

code field.

“01234 ” “1234 ” A space is considered a number at the

beginning or end of the sample code field.

Remove unnecessary spaces in the sample code

field.

1235

12388

1238 Any other mistakes in the sample code field

can prevent the match. Mistakes are often

due to misinterpretation of handwriting on the

original copy DCF or simply typos when the

ADAMS DCF was created; as the lab has

access to the sample bottle with official

sample code, their sample code is usually

correct.

Review the original copy DCF to confirm the

sample code number matches the lab’s and

correct the sample code field accordingly.

Boxing

Bowls

Para-Athletics

Sitting Volleyball

Table Tennis

Etc.

Kickboxing

Bowling

Athletics

Volleyball

Tennis

Etc.

Different sport codes. Review the original copy DCF to confirm the sport

of the athlete tested:

• If the sport field of the ADAMS DCF shows the

wrong sport, simply amend it accordingly.

• If the lab result shows the wrong sport, contact

the lab to ask that they amend the result

accordingly.

Blood passport

Blood

Different sample type.

Blood and blood passport are two different

sample types in ADAMS. If a whole blood

sample is analyzed for both ABP and another

prohibited substance(s), the sample code

needs to be entered twice as “blood” and

“blood passport” respectively on the DCF

page in ADAMS.

Review the original copy DCF to confirm the

sample type:

• If sample type field in the ADAMS DCF shows

the wrong sample type, simply amend it

accordingly.

• If the lab result shows the wrong sample type,

contact the lab to ask that they amend the

result accordingly.

Partial sample box is

checked

- ADAMS does not match a lab result to a

partial sample.

Uncheck the partial sample box in the ADAMS

DCF and save.

DCF status is

“Cancelled”

- ADAMS does not match a lab result to a

cancelled DCF.

• Use the "Correct" button* on top of DCF page

to delete the DCF;

• Enter a reason for deleting and save;

• Create a new DCF with the same sample code.

* If the “Correct” button does not appear on top of

your screen, contact the ADAMS Administrator of

your ADO to add this role to your ADAMS user

account.

Two zeros at the

beginning as part of the

sample code “0012123”

“__12123” ADAMS does not match a lab result to a DCF

that has a different sample code.

• Review the original copy DCF to confirm the

sample code number matches the lab’s and

correct the sample code field accordingly.

• Provide specific instructions to the lab as to

how report the leading zeros.

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6. TDSSA Monitoring

The new Next Generation (ADAMS NextGen) ADAMS Testing Center Modules include the

TDSSA Monitoring module. ADOs can use this tool to monitor their compliance with the TDSSA

requirements (i.e., the minimum levels of analysis (MLAs) for all sport/disciplines included in the

TDSSA) regularly. Once you have completed the tests and have entered DCFs into ADAMS, and

the results are reported by the laboratory, the TDSSA Monitoring module automatically calculates

your TDSSA implementation. If you identify any errors in DCF entry and correct them, it will be

automatically reflected in the TDSSA Monitoring module.

How to access ADAMS NextGen Testing Center and how to monitor your organization’s TDSSA

implementation can be found in ADAMS Help Center

Accessing Testing Center

TDSSA Monitoring

7. Contact

For further questions and inquiries regarding ADAMS account and reports, please contact the

ADAMS Support Team at adams@wada-ama.org