Introduction to LIMS Department Administrators

1. Introduction to LIMS Department Administrators Office of Collaborative Science July 2012

2. Objectives • Introduce LIMS capabilities and methodology • Overview of Departmental responsibilities and benefits • Walk through LIMS tasks: • Logon to the LIMS System • Navigate the LIMS Workspace • Manage PI chartfields and lab members • Approve & edit weekly usage reports • Locate information, Create reports

3. Logging On • The system will be internet-based • Sign-ins will use Kerberos IDs • LIMS will be listed in the web applications list on the Link • Weekly usage emails will have links to the system

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

5. LIMS Functions • Roles for PIs, Lab Members, Department Administrators, Core Directors, and OCS Administrators • LIMS will automate scheduling, invoicing, billing, utilization and data analysis • Future components will be scientifically-oriented, with focus on Genomics and Proteomics

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 • PIs and Lab Members • Online scheduling, automated usage reports, project estimates • 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

7. Responsibilities of Dept. Administrators Responsibilities • Set up of PI and User profiles (one-time only) • Validation of chartfield and charges via email • Management of Lab Personnel Benefits • Transparency into PI usage of OCS Cores • Immediate access to chartfields and charges • Utilization data

8. LIMS Departmental Setup • Each Dept Profile will come loaded with PIs, Lab Members, and chartfields • Email Tom Winner with any missing discretionary chartfields • Ensure Lab Members are up to date • Designate Lab Manager for each Lab • Estimated Time of 10-15 minutes for each Lab

9. Navigation – Using the TramLine

10. What to expect – ongoing Tasks • Upfront time to set up the system. Management of chartfields & lab members will be easy to maintain. • Try to have each PI appoint a lab manager to keep lab rosters up to date, making less work for you • Weekly emails will be sent to department administrators outlining all charges from that week. PIs will get weekly emails too. • Charges will be processed at the end of each month, so taking five minutes to review these on a weekly basis will ensure no need for later transfers.

11. How to Manage PIs – Lab Personnel

12. 3 1 2 If a list of PIs in your department does not appear, click the “OK” box Click the little box next to the PIs name, Click manage

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

14. 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

15. 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

16. 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

17. 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

18. 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 • Upon logging in to LIMS, you will see all the cumulative charges for the month • Our intent is to be transparent & provide ample opportunity to manage chartfields

19. 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

20. More Invoice Detail Upon Logging In Click the icon to edit chartfields – Drop-down box appears. Choose correct account, then save. Remember to edit the project too, or future invoices will have the wrong chartfield! Click the “Services Performed” tab for total details

21. Services Performed Tab Provides Total Details

22. 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

23. Search Projects by PI 1. Click “Project by PI” Click Magnifying Glass Icon, new window will pop up Type part of PI Name, hit return, then click hyper linked name 4. Click “OK”

24. 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”

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

26. Questions? • Questions?