Introduction to LIMS Laboratory Information Management System Office of Collaborative Science July 2012

Objectives Introduce LIMS capabilities and Methodology LIMS Workflow Data and Reports Day-to-Day Management How can LIMS Meet Your Needs?

Current Capabilities in LIMS Online system for administrative components of OCS Cores –Scheduling & organization of work –Invoicing and billing –Assigning chartfields –Monitoring usage –Tracking data Future components will focus on scientific capabilities

Online System, Kerberos Log-In ocs.med.nyu.edu

OCS Cores – Shared Resources & Technology Centers Research Support: –Glasswash –Media Prep Histopathology Immunohistochemistry Genomics –NexGen Sequencing –Microarray Biorepository Flow Cytometry Transgenic Mouse Small Animal Imaging Proteomics Microscopy Anti-Infectives Translational Research Animal Behavior Coming FY 2013

LIMS Roles OCS Administrators –Automate monthly billing, send weekly invoices, create utilization reports, centralize data management Core Directors –Schedule projects, manage data, set up projects and quotes Lab Members –Online scheduling, automated usage reports, project estimates PIs and Lab Managers –Manage interactions for each lab, update membership and projects Department Administrators –View & monitor all financial transactions, assign chartfields to projects, run reports, set budget limits Finance –Manage JVs and process billing

Navigation Tramline: Department Administrator

Navigation Tramline: Finance View all transactions – “ready to be billed” & “paid” Active feed from Peoplesoft, discretionary accounts managed manually. Organized by PI Utilization data and reporting

What is a Project? All work is Organized in Projects: Required: Core, Lab Personnel, Chartfield Optional: Budget All work is Organized in Projects: Required: Core, Lab Personnel, Chartfield Optional: Budget Requests Reservations All self-serve instruments – FACScan, LM Microscopy, etc. Requires Experimental Design: DNA Sequencing, RNAi, Creating a Transgenic Mouse Will be automatically approved Will be set up with help from Core Directors

How Projects Work 1.PI or Lab Manager must set up a project in LIMS for each Core 2.Once approved by Core, requests and reservations can be made against that project 3.All invoices will reference existing projects

LIMS Workflow PI & Lab Manager Project Lab Member 1Request Lab Member 2 Request Core Director Approval Work Performed 4 Invoice Generated, ed Invoice Monitored, Adjusted PI & Lab Manager Dept Administrator JV Generated, Processed Finance 5 6 7

Weekly Invoices Each Saturday Morning, weekly utilization s will be sent to PIs, Lab Managers, and Department Administrators One will be sent from each Core s will outline all the work billed during that week Line-by-line utlization & charge data available upon logging in Our intent is to allow DAs ample time to edit invoices

Microscopy Weekly Departmental Invoice The following is an overview of the total Microscopy charges tallied by the CANCER INSTITUTE-CANCER INSTITUTE Department during the time period indicated below. All charges will be billed to the chartfields listed below on the Processing Date. Please review and make any needed changes before that date. Core Department Time Period Total Bill to Department Processing Date Microscopy CANCER INSTITUTE 07/01/ /07/2012 $ 1, August 4th, 2012 Each PI and their associated chartfield(s) will be charged the following amount on the processing date. Please review weekly to facilitate more accurate and timely billing. To review line-by-line charges, totals for the entire month and additional detail, please click here How to Edit Invoices Principal InvestigatorAccount Chartfield ChargesDuring Time Period Joe Smith65353SOM01-15-D NYUPG-xxxxxx (SY001)$ 1, /01/ /07/2012 Joe Smith SOM01-26-D NYUPG-xxxxxx (SY002)$ /01/ /07/2012 Joe Smith SOM01-15-D NYUPG-xxxxxx (SY002)$ /01/ /07/2012 Link takes you into LIMS

More Invoice Detail Upon Logging In Click the icon to edit chartfields – Drop-down box appears. Choose correct account, then save. Click the “Services Performed” tab for total details

Services Performed Tab Provides Total Details

Utilization Reports Currently, no historic data in LIMS No timetable for FY 2011 & 2012 data (in spreadsheets) Data prior to FY 2011 is inconsistent

LIMS Functions: PI Profile Manage Lab Personnel Manage Chartfields Manage PI s

How to Manage PIs – Lab Personnel

Lab Personnel 1. Click on name to manage 2. Add or remove member 3. Designate Lab Manager, allowing member to create projects, manage personnel 4. Save all changes

How to Manage Chartfields 1.Click on chartfield to manage 2. Add newly awarded chartfields 3. Expired chartfields will be automatically removed from LIMS, but you can remove them here as well 4. Save all work!

How to Edit Projects Incorrect chartfields will continue to be invoiced unless you edit the associated project 1) First edit the invoice 2) Then edit the project to prevent future incorrect invoices

Select Project - Check the box next to the project, then click “Edit” - A new window will open with project information Click Billing Info Tab for Chartfield Other lab members can be added to project with “members tag”

Replace Old Chartfield 1)In “Billing Info” tab, click icon next to chartfield. 2) Choose correct chartfield 3)Click “Save”

Questions?