1. Division of Laboratory Animal Resources (DLAR) Introduction to CAMS DLAR Forum May 2015

2. Division of Laboratory Animal Resources (DLAR) Purpose of Forum The purpose of this Forum is to provide a high level introduction and overview of CAMS. Details of specific system capabilities, functions, and procedures will be provided in subsequent Forums and other forms of communication. End user training will be provided prior to the implementation of CAMS. Specific dates for end user training and software implementation have not be determined.

3. Division of Laboratory Animal Resources (DLAR) CAMS History A cross functional Working Group was established in August 2013 to evaluate, select, configure, beta test, and implement a commercially available software system that supports the animal management business needs and processes of the DLAR. CAMS is supported and funded by the Schools of the Health Sciences, OSVC.

4. Division of Laboratory Animal Resources (DLAR) CAMS History Primary considerations of potential products: –Software selected must effectively communicate with ARO (IACUC system) and other Pitt data management systems. –Software selected must effectively address animal ordering, animal receipt, cage cards, census management, billing, and associated reports for regulatory tracking and internal inquiries. –Management of animal medical records desired.

5. Division of Laboratory Animal Resources (DLAR) Vendors/Products Evaluated

6. Division of Laboratory Animal Resources (DLAR) Vendors/Products Evaluated

7. Division of Laboratory Animal Resources (DLAR) Selection Process Product demonstrations were provided by the 12 initial vendors. More detailed evaluations were performed on the top 5 vendors and products. Four of the top five vendors were provided the opportunity to submit a Request for Proposal (RFP).

8. Division of Laboratory Animal Resources (DLAR) And the Winner Is... The eSirius software provided by NTM Consulting Service, Inc. was selected. eSirius software is also used by other comparable Universities (Cornell, Stanford, UCLA, Yale, St. Louis Univ., Univ. of Michigan, Washington U in St. Louis) The DLAR adopted the acronym CAMS (Comprehensive Animal Management System) as the name for the software.

9. Division of Laboratory Animal Resources (DLAR) Configuration and Setup NTM is configuring the software to meet the business needs and processes of the DLAR. The DLAR Working Group is assessing the functionality of the configuration and entering background data required to implement and effectively utilize the software. Weekly Working Group meetings and teleconferences with NTM continue to refine and improve the configuration.

10. Division of Laboratory Animal Resources (DLAR) What is CAMS used for?

11. Division of Laboratory Animal Resources (DLAR) Functional Processes/Components Animal ordering and receipt Animal import and export Animal census tracking (including rodent in-house breeding colonies) Animal transfers (protocol and location) Clinical veterinary medical records Regulatory reporting Billing and financials

12. Division of Laboratory Animal Resources (DLAR) What’s New? What’s Not? Business needs (a.k.a. What needs to be done) have not changed, but workflow and processes (a.k.a. How it gets done) may be different.

13. Division of Laboratory Animal Resources (DLAR) Individual Dashboard Each CAMS user will log into the system and see items on his/her “dashboard” according to his/her user role. The dashboard is the starting place to initiate, respond to, or review activities specific to the end user. Research personnel will use the dashboard to order/import animals, view animal health information, and access billing activities. The system provides various reporting features and email alerts.

14. Division of Laboratory Animal Resources (DLAR) Individual Dashboard

15. Division of Laboratory Animal Resources (DLAR) Individual Dashboard User Role

16. Division of Laboratory Animal Resources (DLAR) Individual Dashboard

17. Division of Laboratory Animal Resources (DLAR) Individual Dashboard User Role

18. Division of Laboratory Animal Resources (DLAR) Animal Ordering Animals ordered through the DLAR using CAMS. Vendor catalogs anticipated to be online via CAMS for Charles River, Harlan, Taconic, and Jackson Labs. CAMS automatically confirms the requested species, number, and pain/distress category are consistent with the IACUC approved protocol. PI is alerted when animal numbers approach 80% of the IACUC approved number.

19. Division of Laboratory Animal Resources (DLAR) Animal Ordering Standing orders are permitted. PI is alerted Implementation Meetings are required. Ordering deadlines and vendor delivery schedules remain unchanged. Deadlines and schedules are enforced within the system to reduce errors.

20. Division of Laboratory Animal Resources (DLAR) Animal Ordering

21. Division of Laboratory Animal Resources (DLAR) Animal Ordering

22. Division of Laboratory Animal Resources (DLAR) Animal Ordering

23. Division of Laboratory Animal Resources (DLAR) NHP Requisition PI initiates order request in CAMS. Status and progression of order can be followed in CAMS. A standing PO for shipping charges can be maintained on file in CAMS.

24. Division of Laboratory Animal Resources (DLAR) Animal Import PI initiates the import request in CAMS, triggering a notification to the DLAR Import/Export Coordinator. The DLAR Import/Export Coordinator works with the PI similar to current processes. The PI can track the status of some processes in CAMS via their personal dashboard and from system generated emails.

25. Division of Laboratory Animal Resources (DLAR) Animal Export The Animal Export process is under development and will be supported in an upcoming software update/release. The current process remains in place until that time.

26. Division of Laboratory Animal Resources (DLAR) Animal Receipt & Census Management Email notifications inform PI that animals were received and identifies the housing (room) location. PI can track animal census on his/her individual dashboard. CAMS generated cage cards provide a standardized format and content with space available for DLAR/EH&S stickers and PI notes. Unique barcode identifies the animal (USDA regulated species) or cage (non-regulated species).

27. Division of Laboratory Animal Resources (DLAR) Standard CAMS Cage Card Information auto-populated from animal order

28. Division of Laboratory Animal Resources (DLAR) Animal Receipt & Census Management Barcode of each cage card is scanned on a weekly basis to document and report animal census. PI generated cards (e.g., breeding colony card) can still be used but must be placed behind the CAMS cage card. DLAR provides research personnel with CAMS generated cage cards to capture breeding colony animals weaned and offspring utilized on study prior to weaning.

29. Division of Laboratory Animal Resources (DLAR) IHBC CAMS Cage Card Activation strip is detached for DLAR to enter animals into CAMS

30. Division of Laboratory Animal Resources (DLAR) Cage Cards Every cage or other form of a primary enclosure (run, pen) will be identified by a CAMS generated cage card, including non-DLAR facilities where animals are housed overnight. Zebrafish tanks will be identified with a CAMS generated Avery type label.

31. Division of Laboratory Animal Resources (DLAR) Animal Transfers The animal transfer process for both protocol and location transfers is supported in the system. The full workflow from initial request to completion, with notifications and tracking within the system is under development, and will be fully supported in CAMS in a future release.

32. Division of Laboratory Animal Resources (DLAR) Veterinary Medical Records Electronic veterinary medical records in CAMS will replace hard copy records, but some cage level mechanism will be required to identify animals on treatment or observation. Research staff can notify DLAR veterinary staff of animal health concerns via CAMS. Communications on “active” cases takes place in CAMS.

33. Division of Laboratory Animal Resources (DLAR) Veterinary Medical Records

34. Division of Laboratory Animal Resources (DLAR) Veterinary Medical Records

35. Division of Laboratory Animal Resources (DLAR) Regulatory Reporting CAMS will interface with the IACUC’s ARO system to extract specific protocol information necessary for regulatory reporting and compliance. CAMS will track protocol expiration and renewal dates resulting in various system features relating to animal ordering and DLAR operations. CAMS and ARO are separate systems running on different platforms. One system cannot be used to access the other system.

36. Division of Laboratory Animal Resources (DLAR) Billing and Financials Paperless! Bill summaries and details are available online in CAMS. “Trial invoices” allow for viewing, exporting and reconciliation of charges prior to billing. Monthly billing cycle and ability to split charges between multiple accounts remain in effect.

37. Division of Laboratory Animal Resources (DLAR) Billing and Financials

38. Division of Laboratory Animal Resources (DLAR) Questions