Introduction to LIMS Laboratory Information Management System: PI and Lab Mangers

1. Introduction to LIMS Laboratory Information Management System:PI and Lab Mangers Office of Collaborative Science July 2012

2. Objectives • Introduce LIMS capabilities and methodology • Overview of PI/Lab Manager responsibilities and benefits • Walk through LIMS tasks: • Logon to the LIMS System • Navigate the LIMS Workspace • Manage PI chartfields and lab members • Weekly invoices • Locate information, Create reports

3. Logging On to LIMS • LIMS is internet-based • Linked from Cores website, scheduling applications (ocs.med.nyu.edu) • Sign-ins will use Kerberos IDs • Weekly usage emails will have links to the system

4. Google: “NYU Cores” ocs.med.nyu.edu

5. 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 • PIs and Lab Members • Online scheduling, automated usage reports, project budgets, lab memberships • Department Administrators • View & monitor all financial transactions, assign chartfields to projects, run reports, set budget limits

6. Responsibilities of Lab Managers Responsibilities • Creation of Research Projects • Management of Lab Personnel • Review of Lab Utilization Benefits • Control of usage, budgets, chartfields • Ensure correct usage of resources • Immediate access to chartfields and charges

7. Navigation – Using the TramLine

8. LIMS Lab Setup • Designate a Lab Manager • Check your Lab Roster • Check your list of chartfields • Check your active projects

9. Managing Your Lab

10. PI Profile Manage PI emails Manage Chartfields Manage Lab Personnel

11. 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

12. 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

13. Projects: Using Cores requires the creation of a new project in LIMS • All work in will be organized by projects • Projects can be as broad or as focused as needed • Creating projects requires three things: • Choosing a core • Assigning lab personnel the ability to use that core • Providing a chartfieldto bill

14. 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

15. Starting a Project: 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

16. How to Create a Project

17. Create Project Form Fill in all highlighted info. Hit save, then enter chartfield info. Then submit to core

18. Making Requests & Reservations Requests Reservations

19. Requests – first choose Core Note – if you don’t see a core in the drop down box, you have not been assigned to a project!

20. Request Form Pre-populated with information from project

21. Weekly Email Usage Updates 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 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

22. Log in for More Detail

23. Questions? • Questions?