Introduction to LIMS Laboratory Information Management System

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

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

3. 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

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

5. 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

6. 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

7. Navigation Tramline: Department Administrator

8. 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

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

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

11. LIMS Workflow PI & Lab Manager 1 3 Project Core Director 4 Work Performed Lab Member 1 Request Approval 2 Request Lab Member 2 5 Invoice Generated, Emailed Finance 7 Invoice Monitored, Adjusted JV Generated, Processed PI & Lab Manager Dept Administrator 6

12. Weekly Email Invoices • Each Saturday Morning, weekly utilization emails will be sent to PIs, Lab Managers, and Department Administrators • One email will be sent from each Core • Emails 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

13. How 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 MicroscopyCANCER INSTITUTE 07/01/2012-07/07/2012 $ 1,618.00 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 Link takes you into LIMS

14. 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

15. Services Performed Tab Provides Total Details

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

17. LIMS Functions: PI Profile Manage PI emails Manage Chartfields Manage Lab Personnel

18. How to Manage PIs – Lab Personnel

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

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

21. 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

22. 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”

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

24. Questions? • Questions?