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?