introduction to lims laboratory information management system
DESCRIPTION
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. - PowerPoint PPT PresentationTRANSCRIPT
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, ChartfieldOptional: Budget
RequestsReservations
All self-serve instruments –FACScan,
LM Microscopy, etc.
Requires Experimental Design: DNA Sequencing, RNAi, Creating a Transgenic
MouseWill 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 WorkflowPI & Lab Manager
Project
Lab Member 1 Request
Lab Member 2 Request
Core Director
Approval
1
2
3
Work Performed
4
Invoice Generated,
Emailed
Invoice Monitored, Adjusted
PI & Lab Manager
Dept Administrator
JV Generated, Processed
Finance
5
6
7
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
Microscopy Weekly Departmental InvoiceThe 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 DateMicroscopy CANCER 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
How to Edit Invoices
Principal Investigator Account
Chartfield
Charges During Time Period
Joe Smith 65353 SOM01-15-D-38000-NYUPG-xxxxxx (SY001) $ 1,530.00 07/01/2012-07/07/2012
Joe Smith65351
SOM01-26-D-38000-NYUPG-xxxxxx (SY002) $ 66.00 07/01/2012-07/07/2012
Joe Smith65353
SOM01-15-D-38000-NYUPG-xxxxxx (SY002) $ 22.00 07/01/2012-07/07/2012
Link takes you into LIMS
More Invoice Detail Upon Logging In
Click the icon to edit chartfields – Drop-down box appears. Choosecorrect 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 emails
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 ProjectsIncorrect chartfields will continue to be invoiced unless you edit the associated project
1) First edit the invoice2) 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?
• Questions?