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Darwin Manual Animal Facility Supervisor Office

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1. 9 07 s0 20132022 TestBMice 1114 2 1 est 7 feooosszess 07001220025 Animal Fam es gored 4 pooo szese th i 07 10 20122927 restBMice MOUS 1 14 fest Activate SelectedCards SelectAll Cards UnselectAlCards 5 On this page you can confirm the cards to be activated All cards are selected for activation by default Page 44 of 83 To remove an individual card for activation unselect it by clicking on the corresponding checkbox in the Select column You also have the option to Select All Unselect ALL by clicking the corresponding buttons at the bottom of the dialog 6 To activate cards click Activate Selected Cards You will be directed back to the Activate Cards for Weaned Animals page To return to the home page click on Return to Home Page button B Activate Cards For Weaned Animals By Breeding Requisition Number 1 Select the radio button for Activate Cages for selected breeding request and click Continue Activate Cards for Weaned Animals activate weaned Cages gt effective Date Specify the effective date of the card activation oma Activate Weaned Cages gt Choose Activation Option Choose one of the folowing options Breeding 5007529 The Scan Cards to Activate page appears where y
2. Deactivate Cards for Used Cages Effective Date Specify the effective date of the card activation onza Ed Deactivate Cage Cards gt Choose Deactivation Option Choose one of the following options p Deactivat E Ee pose ES Ineictivat E m poste cages E 2 The Scan Cards to Deactivate page opens where you can scan or type cage card numbers to deactivate in the Card ID column When typing cage card numbers manually you do not need to add the preceding zeros of the card ID Page 48 of 83 Scan Cards to Deactivate Effective Date Specify the effective date of the card activation orans Ed Effect en Deactivate Cage Cards gt Scan or Type Cards to Deactivate Using your bar code scanner scan all cage cards that you wish to deactivate You may also type the card identifier manually In this case you don t need to type the leading zeroes i e type 1234 for card id 0000001234 152662 152665 152652 152653 Retum to Deactivate Cards Filters JL Return to Home Page 3 Click Continue 4
3. When the order is approved by the Animal Facility Supervisor its workflow status is changed to Animal Buyer When the Animal Buyer places the order with the vendor the order moves to Alerts Placed Animal Orders It will also appear in the Alert Delivery Schedule if within 7 days of the delivery date On the delivery date they automatically move to the Alerts Animal Receipts Due section When the order is received it no longer appears in the alerts E E m 1 eee irs e E Se rai al okt a coe Ei Me ee fs TT DECEM Dipp sj EROEL g mens enn be me m Page 11 of 83 Animal Order Request for Shared Housing Here is the summary of the animal order workflow for Shared Housing Host Facility Home Principle Supervisor Host Animal Buyer Investigator Just switch to the Home Facili from TOC of Darwin home Creates an order request for housing at the Home Facility and submits it to the Host Facility Supervisor Pro made by the Home Facility the room and appr Submits the app order to the Host Animal B Scenario The MACFACC is the Home Site and the RVH Animal Facility Test is the Host Facility Investigator2 is the Home Principal Invest
4. BE al Case 1114 voo7930 m MEME 913 final Mores i sis 07 12 2013 15 55 57 voo7930 1 saan ania aia RE Et uates Ens 007930 1 000015267207 12 2013 pe fest Rat ere Seer eee UNI 013 enapan rvenionaliit Moorsso 1 rest Deactivate Selected Cards SelectAliCards UnselectAlCards 5 To deactivate selected cards click Deactivate Selected Cards You will be directed back to the Activate Cards for Weaned Animals page To return to the home page click on Return to Home Page button C Deactivate Cages for Selected Protocol This option will deactivate ALL cards assigned to the selected protocol 1 Selectthe Deactivate Cages for Selected Order Number option on the Deactivate Cards for Used Cages page 2 Enter the 8 digit Protocol Number and click Continue Page 52 of 83 Deactivate Cards for Used Cages Spoty the date ofthe card activation Deactivate Cage Carde gt Choose Daactvabon Opon amne On the Deactivate Selected Cards page a list of the cards that will be deactivated on the effective date you specified will display All cards are selected for deactivation by default To remove an individual card for activation unselect it by clicking on the corresponding c
5. A Animal Buyer A Animal Facility Supervisor A Animal Buyer A Animal Facility Supervisor A Receiving Technician A Animal Buyer A Animal Facility Supervisor A Receiving technician A PI and PI Staff A PI and PI Staff A Animal Buyer Animal Buyer Animal Buyer Animal Facility Supervisor Receiving Technician Animal Buyer Animal Facility Supervisor Receiving Technician Pl and PI Staff Pl and PI Staff Page 79 of 83 Appendix B Standing Order Alerts The following table defines the standing order STO alerts and who would see the alerts and who can take action on the order Alert Why a requisition is displayed Who sees it Workflow statuses here indicate who can Always open the order W Workflow status and take action dependent New Standing When a STO is created it PI and PI Staff A Animal Facility Orders displays here until approved by Supervisor Animal Standing Orders Due Lapsed Standing Orders Animal Buyer Each upcoming shipment of a standing order appears here 7 days prior to expected delivery date When accepted by either the PI or Animal Buyer it moves to Alerts Placed Orders for PI and Alerts Delivery Schedule for Animal Buyer If skipped by PI or Animal Buyer it no longer appears here Animal Buyer gets email if PI skips If an upcoming shipment is neither accepted nor skipped it moves to this alert on
6. aa zi Ruh anmai tacier TEST Tesi onim Mee E NN Sh investigator 00117076 m 0T VM Animal Facey TEST TemCH 201277 INTERNAL USE ONLY Page 56 of 83 Cage Reports 1 From your home page select the Cage Reports option from the Animal Husbandry Census section 2 The Cage Reports Filters page opens Select a requisition report you need to run Cage Reports Filters To run a report type in all desired filters TO set cages by racity and reom NUI _ Lise of Cages by PI Protocol and Species Eage Reports List of Cages by PI Species and Suran D List ef Cages by Vendor Vender Location and Species List of Cages by Sponsor PI and Account int of Gages by Species snd Pur Diem List of Discarded Cage Cards 3 From the Requisition Reports Filters page apply appropriate filters See Appendix C Search Filters for the definitions In the example given a report with a list of active cages within the last month will be generated for the mice housed in the RVH Animal Facility TEST Page 57 of 83 TUTIZSDHUERTUND I NENG e SEITEN za Page 58 of 83 This feature is not available for Shared Housing protocols A request to obtain Protocol information must be submitted to the protocol s Home FA
7. Deactivate Cards for Used Cages page Deactivate Cards for Used Cages Effective Date Specify the affective date of the card activation Ed Deactivate ja Cards gt Choose Deactivation Option Choose one of the following options 2 Select the Animal Facility from the drop down list and enter the Room number Room number must exactly match the Room set up in the Master List Facilities and room Setup This field is Case sensitive Use of the alternate letter case will have implications later in the process and you will be unable to create cage cards 3 Click Continue On the Deactivate Selected Cards page a list of the cards that will be deactivated on the effective date you specified will display All cards are selected for deactivation by default To remove an individual card for activation unselect it by clicking on the corresponding checkbox in the Select column You also have the option to Select All or Unselect ALL by clicking the corresponding buttons at the bottom of the table 5 deactivate selected cards click Deactivate Selected Cards You will be directed back to the Activate Cards for Weaned Animals page To return to the home page click on Return to Home Page button Page 54 of 83 Room Reports 1 From your home page select the Room Reports option from the Animal Husbandry Census section ANIMAL HUSBANDRY CENSUS Room Reports
8. Facility Supervisor step by simply choosing the standing order request from the Alert when the workflow status is Animal Facility Supervisor The Animal Buyer may edit the standing order requisition Page 31 of 83 Animal Facility Supervisor Approves Standing Order Request for Shared Housing To view the alerts for the shared housing the Host Animal Facility Supervisor must switch to the Protocol s Home FACC site from the Table of Contents TOC of Darwin Home Page 1 As the Host Facility ASUPER Rvh Asuper select the Home FACC site MAC from the Table of Contents Home vage Host aciliy ASUPER Home FACC site Role Home site The example above shows that the Host facility ASUPER Rvh Asuper form the RVH changed his role to MAC ASUPER and the order request is displayed in the ALERTS NEW ANIMAL ORDERS 2 Follow instructions as described in Approval of Order Request 3 Indicate TBD in the Room Number Field on the Create New Animal Order gt Order Line Detail page then click on Submit to Animal Buyer Split Rooms does not apply for Shared Housing order requests Noting TBD as a room number is a virtual process performed in the Home site The information will be adjusted further on in the animal order process Accepting Standing Order Shipments In order to become ACTIVE the Order shipment or Plan must be accepted by the or Animal Buyer If accepted the order moved
9. Input fields for service request date facility name and room number notes on the requested service priority for the request and Service Request Group name corresponding to the selected Service Request Type In the Facility Name drop down list only the facilities assigned for the user who creates the request are available for selection Protocol Information This section is also available on the next page Input fields for Protocol Number and Species involved in the request Only the species that are on a balance of the approved protocol can be selected in the request Protocol Number and Species Name information is required for requests under the Experimental Service Request Type Only the species that are on a balance of the approved protocol can be selected in the request Page 69 of 83 Financials Information This section is also available on the next page The account number must be selected Billable check box If checked the request will be billed Date Billed is not editable at this stage Reference Number Optional field for reference information Billing Status is not editable and it is set as Open at this stage Service Status Information You have the option to enter the Service Request Completion Date and Status Notes This section is also available on the next page 3 Click Save and Continue 4 The Service Request Info page appears where you can view or edit the existing information of
10. Order Request approval ASUPER ABUYER Alerts New Standing Orders Standing Order Request is Placed Alerts Animal Standing Orders due ABUYER Standing Order Shipment Accept Standing Order Shipment ABUYER PI e Alerts Placed Orders Page 30 of 83 Animal Facility Supervisor Approves Standing Order Request As with a regular order request standing order requests appear on the Animal Facility Supervisor s home page in the Alerts New Standing Orders section with a workflow status of Animal Facility Supervisor when they are created and submitted by the PI After the PI initiates the creation of the standing order the Animal Facility Supervisor can select it from the Alerts New Standing Orders section for editing as necessary based on housing location and delivery date or to accept and approve it as is Select the order from the Alerts New Standing Orders section of your home page make changes if necessary and click Submit to Animal Buyer rcu After submission the order remains in the Alerts New Standing Orders section with the ABUYER now showing in the workflow status ASUPER mem HEP ees Asper Euh The ABUYER will continue the O order process and place the order with the Vendor After the order is Placed with vendor the order will moved to Alerts Animal Standing Orders Due The Animal Buyer can skip the Animal
11. Reports Submit Request for Breeding Cards 2 The Room Reports Filters page opens Select a requisition report you need to run Room Reports Filters To run a report type in all desired filters and click re tion a sem Population by PI Frotecol and Species bom Population by Species and S in Population by Vendor species ard strain Room Population by PI ane Account Order Filters 3 From the Room Reports Filters page apply appropriate filters See Appendix C Search Filters for the definitions In the example given a report listing the Room population Protocol and Species will be generated for the RVH Animal Facility TEST Page 55 of 83 Order Filters o Rv Animal Facit TEST Comans And Equals gt And gt Click the Run Selected Report button The appropriate report will be displayed eSirius Room Population by PI Protocol and Species Report or TY N77 species Strain 2 Active 277 01222 Mes eSirius Animal Census VH Animal TEST t Inerigetor _ 2012 7267 RUH Animal faee TEST Tew zm Temm a Riiiemtacie TET Tee 2012 7267 7
12. The Deactivate Selected Cards page opens with the list of matching cards for deactivation Any discrepancies such as Cards Never Activated or Cards Already Deactivated will appear in the corresponding sections on this page In the example given card ID 152653 for Order B007928 has never been activated Page 49 of 83 Deactivate Selected Cards Effective Date Specify the effective date of the card activation Effective on oos Matching cards that will be deactivated The following is a list of cards that will be deactivated on the effective date you specified arie ons 012 Animal Mouse E povesszeszor s02012 6 05 40 ereegworzaer ON aveo i 8007929 1 v rears Testb Mice E 114 1 Investigator m 012 Animal 0000152665 07 12 2013 115 26 53 EST Cards never activated g is a list of cards that are not active 2o12 00015265307 10 20138007928 1 267 aci 115 EST Return to Deactivate Cards Filters 5 In the Matching cards That Will be Deactivated section confirm the cards be deactivated All cards are selected by default To remove an individual card unselect it by clicking on the corresponding checkbox in the Select column You also have the option to Select Alll or Unselect ALL by clicking the corresponding buttons at the bottom of the
13. cards Generate cage and Room reports Run searches for cage by location per diems and various other filters This section does not apply to Shared Housing Cage cards are created and managed only in the animal housing site Activate cards for Weaned Animals You can activate cards for weaned animals by A Card number Typing or scanning B Breeding requisition number Ensure that your scanner is configured to use the automatic carriage return option by scanning the ACTIVATE CAGE CARDS programming bar code on the scanner programming sheet refer to Appendix D1 Wireless Scanner Bar Code Programming 1 From your home page select the Activate Cards for Weaned Animals option from the Animal Husbandry Census section NIMAL HUSBANDRY CENSUS Room Reports Cage Reports Search The Activate Cards for Weaned Animal page opens 2 Select the activation date in the Effective date field 3 Select the option in which you wish to deactivate the cards typing scanning or breeding request 4 OPTIONAL You may wish to enter a default number of animals for each cage in the Default Animal Count Per Cage field Each card will be automatically set for the number entered Page 42 of 83 Activate Cards for Weaned Animals Activate Weaned Cages gt Effective Date ofthe zem 7 10 2013 ned Cages gt Choose Activation Option EZ A Activate cards for Weaned Ani
14. did not Arrive Shipment did not Arrive means that the expected shipment did not arrive on due date To proceed with this shipment option 1 From the Receive Shipments gt Choose Receipt Option page select Shipment did not Arrive and click Continue to open Receive Shipments gt Update Receipt Information page Page 26 of 83 Receive Options a e007 798 Shipment receipt Item Information Received as Ordered Pattial Shipment Received ment did not Arrive 2 For Item Receipt Information section enter the new expected date Item Receipt Information Tem expected Order Per QU cage ltem Receipt Notes 3 For Item Receipt Notes section enter notes related to the receipt of this shipment Item Receipt Notes Enter notes related to the receipt of this shipment Include explanation of problems or changes to of the specifications If shipment is cancelled please enter reason fer cancellation in item receipt notes Wessrer is too warm co ship 4 Click the Continue button to open the Receive Shipments gt Finish Item Receipt page 5 Click the Finish this Item button to update the information on the requisition Otherwise click Clear Form or Cancel amp Return to Home Page Page 27 of 83 Cancel Shipment This option is recommended for the cancellation of select shipments from a multiple line item requisition Each of these shipments
15. done as per regular process Received as Ordered A shipment received as ordered means that the animals received as ordered same quantity and delivery date To proceed with this shipment option 1 EM Shipments gt Choose Receipt Option page select Received as Ordered and click ue button From the Cont Receive Options a 007795 Shipment receipt optior Additional Animals Received Shipment cid not Arrive ste Cancel Shioment Item Information From the Receive Shipments gt Update Receipt Information page complete the required fields Page 23 of 83 Receive options Item Receipt Information 3 Click the Continue button to open the Receive Shipments gt Finish Item Receipt page 4 Click the Finish this Item button to complete the order receipt Otherwise click Clear Form Cancel amp Return to Home Page Partial Shipment Received Partial shipment received means that the number of animals received is less than what was ordered To proceed with this shipment option 1 From the Receive Shipments gt Choose Receipt Option page select Partial Shipment Received and click Continue ReceveOp ons Sg Ord bed ZEE Item Information Received as Ordered Shipment id not Arrive 2 From the Receive Shipments gt Update Rece
16. for Shared Housing Process Received Shipment Process Received Shipment for Shared Housing Auto Receive Shipments Auto Receive Shipments Auto Receive Shipments for Shared Housing Requisition Options Animal Receipt Reports Requisition Search Animal Husbandry Census Activate cards for Weaned Animals A Activate cards for Weaned Animals by Typing or Scanning Cards B Activate Cards For Weaned Animals By Breeding Requisition Number Deactivate Cards for Used cage A Deactivate Cages by Typing or Scanning Cards B Deactivate Cages for Selected Order C Deactivate Cages for Selected Protocol D Deactivate Cages for Selected Room Room Reports Cage Reports Protocols Protocol Contact Reports Compliance Reports Service Service Request Submitting a Service Request Service Search View a Service Request Page 2 of 83 Editing a Service Request Service Reports Appendix A Animal Order Alerts Appendix B Standing Order Alerts Appendix C Search Filters Appendix D1 Wireless Scanner Bar Code Programming Appendix D2 Wireless Scanner Bar Code Programming Page 3 of 83 This manual was developed for users with the role of Animal Facility Supervisor ASUPER Within this application The ASU
17. gt Save Order Info Save order info to wait for the vendor s confirmation or if you process involves entering the animal purchase information since the requisition is editable at this stage The order remains in the Alerts New Animal Orders section gt Place with Vendor Place the order with the vendor The order move to Alerts Placed Orders and if expected within the next 7 days it will also appear in the Alerts Delivery Schedule The PI will receive also receive an alerts on his Home page as well as an e mail notification gt Wait Listed Wait list the order The order is displayed on Alert Wait Listed Orders The process can be continued at a later time Page 18 of 83 gt Cancel Order Cancels the order when requested by the PI the order is no longer displayed any alert and the PI is notified of the order cancellation via email This is the final step to the cancellation process and must be completed by the ABUYER in for register adjustment to occur gt Cancel amp Return to Home Page Cancel all the changes you have just made to the order and return to your home page This will not change the status of the order Requisition The Abuyer can override the ASUPER workflow However the very first order of a protocol must respect the ASUPER ABUYER workflow Order is on Delivery Schedule Animal orders are displayed in the Alerts Delivery Schedule section when they are placed with t
18. optional If you want different text from the Item Description to show only on the invoice b Add Supplies button allows you to add additional supply common item s Darwin will search for all Service Common Items with the Service Item Type Supply To add supplies i Click the Add Supplies field button The Supplies Search Filter and Result page opens ii Enter the full or partial description of the supply and click Search Page 71 of 83 Supplies Search Filter and Result EET E ters The Supplies Search Result will appear under the Supplies Search Filters section Supplies Search Filter and Result Supplies Search Filters Basries Search Result Fer TS Selected Supplies Done iii Select the supplies you want to add and click Add Selected Supplies The page resets to include only the Supplies Search Filters which allows you to continue searching for additional supplies iv Click Done when you finished selecting the supplies This brings you back to the Service Request Info page Complete the fields meeting the billing criteria in the Service Request Detail Information section for this item Quantity Rate Item Complete Date check Item Billable 6 Click Calculate Cost The Click Calculate Cost field button must be clicked to populate the cost to the invoice The total cost will display in the Amount field of the Financial Information se
19. requests under the Billable Husbandry Services Request Group Page 74 of 83 3 The Service Request Search Filters page opens displaying the results of your search Service Request Search Results Select a request to modify the request information Click on the Request number to view the information ray Sans 72 Eooncosass 0124 2013 fis billable Husbandry Services 075 Edit Selected Service Request Relumto Services Search Filters View a Service Request 1 the Service Request Search Results page select the appropriate Service Request by clicking on the hyperlink of the Service Transaction ID Service Request Search Results Select a request to modify the request information Click on the Request number to view the information ervice Request Account Number Service Groun Total 1 24 2013 m Husbancry Services maris ana Baie Services 075 EditSelected Services Request Retumic Services Search Filters 2 The Service Request Info page opens where you can view the details 3 Although the Cancel Request button is available the Cancel Service Request action must not be done on this page The Edit Service Request application is used for this purpose refer to Cancel Service Request Cancelling the Service Request will change the Service Status to Cancelled This action does not impact
20. supervisor should notify the PI and the Animal Buyer of any decision to cancel or hold the order Approval of Order Request for Shared Housing To view the alerts for the shared housing the Host Animal Facility Supervisor must switch to the Protocol s Home FACC site from the Table of Contents TOC of Darwin Home Page 1 the Host Facility ASUPER Rvh Asuper select the Home site MAC from the Table of Contents Page 17 of 83 Host faciliy ASUPER Home FACC site Role Home site The example above shows that the Host facility ASUPER Rvh Asuper from the RVH changed his role to MAC ASUPER and the order request is displayed in the ALERTS NEW ANIMAL ORDERS 2 EA Follow instructions as described in Approval of Order Request Indicate TBD in the Room Number Field on the Create New Animal Order gt Order Line Detail page then click on Submit to Animal Buyer Split Rooms does not apply for Shared Housing order requests loting TBD as a room number is a virtual process performed in the protocol Home site The information will be adjusted further on in the animal order process When the supervisor approves the order it remains in the Alerts New Animal Orders section on their home page with the workflow changed to the Animal Buyer status The Animal Buyer will process the order by assigning the perdiems and choosing one of the following options
21. the expected delivery date Animal Facility Supervisor W Animal Buyer A PI and PI Staff A Animal Buyer A Animal Facility Supervisor A PI and PI Staff A Animal Buyer A Animal Facility Supervisor A Animal Buyer Pl and PI Staff Animal Buyer Animal Buyer Page 80 of 83 ppendix C Search Filters Any of the following search filters operators may be used to generate desired search results Equals Not Equal To Like Contains Starts With Sounds Like Blank And Or And Or Search results contain all groups from the first browser window with exactly the same value of the field set on the filters page Search results do not contain groups from the first browser window with exactly the same value of the field set on the filters page Search results contain all groups from the first browser window which contain value that was set on the filters page in the field it is part of the field value Search results contain only groups from the first browser window which contain value that was set on the filters page in the field it is part of the field value Search results contain all groups from the first browser window with field value that starts exactly with the same value that was set on the filters page Search results contain all groups from the first browser window with the value of field that is nearly to the value set on the filters page only some symbols in the field coul
22. to Alerts Placed Orders If declined or skipped the shipment is removed from the alerts Page 32 of 83 Order Delivery Schedule When either the PI or the Animal Buyer accepts an incoming standing order shipment it creates the first shipment on the plan and places it in the Alerts Placed Orders section At this point it is treated like a regular order The order number is the same as a regular vendor purchase number but has a 1 2 3 etc after the number indicating the shipment number Once order is on the Alerts Delivery Schedule the Animal Buyer or Animal Census Coordinator must prepare the cage cards For the next reoccurring standing order shipment it is indicated by an increasing number e g V000652 1 V000652 2 and it will appear in the Alerts Standing Orders Due At this point the order is a plan and needs to be accepted before it goes to the Alerts Delivery Schedule see more definitions on the standing order alerts go to Appendix B Standing Order Alerts Order is on Delivery Schedule for Shared Housing To view the alerts for shared housing the Host ASUPER must switch to the Protocols Home FACC site from the Table of Contents TOC of Darwin Home Page As per regular animal order process alerts will display in the Protocol Home FACC Home Page Since the facility is NOT barcoded the Animal Buyer can receive the animals without printing the cage cards The printing of cage cards will be do
23. will have the same Order but different line Item PI cancellation requests for an individual line item on multi item requisition must be communicated to the ASUPER or ABUYER via processes outside of Darwin For Requisitions with Multiple Line Items The Animal Buyer will take the following steps to cancel the shipment 1 From Animal Buyer Darwin home page select an order from the Alerts Animal Receipts Due or Alerts Delivery Schedule 2 From the Receive Shipments gt Choose Receipt Option page select Cancel Shipment and click Continue Receive Options Received as Ordered Partial Shipment Received Additional Animals Received Item Information 3 From the Receive Shipments gt Update Receipt Information page you need to enter the reason for the order cancellation under the Item Receipt Notes section Item Receipt Notes Enter notes related to the receipt of this shipment Include explanation of problems or changes to any of the specifications If shipment is cancelled please enter reason for cancellation in item receipt notes 4 Then click the Continue button to open the Receive Shipments gt Finish Item Receipt page 5 Click the Finish this Item button to update the information Otherwise click Clear Form or Cancel amp Return to Home Page Page 28 of 83 The line item will be cancelled and non editable A credit to the protocol register will apply for the numbe
24. CC administrator Protocol Contact Reports The Protocol Contact Report function generates various reports with personnel contact information 1 Selectthe Protocol Reports option in the Protocols section on your Darwin home page ROTOCOLS Protocol Search View Protocol Species Usage Register Protocol Reports Protocol Contact Reports The Contact Listing Report Filters page opens 2 Select the type of report you want to generate and select the appropriate filters for your search Click on the Run Selected Report button Page 59 of 83 z mmm MET EH Een i Es h n e eet I E z m7 779 607 7307 79 The report in accordance to the search filters is displayed eSirius Protocol Contact Listing 7777730 077777777770 20137278 I a AS a stone Fred 2 12 1267 Bomas PM Rider yr 7 79777 er gator 20 eee Page 60 of 83 Compliance Reports 1 Select the Protocol Reports option in the Protocols section on your Darwin home page Protocol Search View Protocol Species Usage Reaister Protocol Reports Compliance Reports The Compliance Report Filters page opens 2 Select the report Use Locations by Species and s
25. Common Item Service Request Allows assigned office users to create and submit service requests To submit service requests you must specify the Principal Investigator and account number under which the request will be registered in the system The Service Request function may be used to assign Services to other Office User roles e g AHEALTH for technical service and or to record a billable charge The instructions described in this section will refer only to the Billing function The financial and the request sections of the Service Request work independently For example cancelling a Service Request is not sufficient to prevent billing The Service Request Detail section must also be edited to cancel the billing process To get to Service Request 1 Click the Service Request link under the Services section of your Darwin home page 2 The Name Search page opens where you should enter full or partial PI Click Search Page 65 of 83 2 PI Name Search cage info If your search results in a selection list select the Principal Investigator you want by clicking on the appropriate radio button on the Name Search Results and then click the Select button PI Name Search Results Full Name Contact 10 Principal Investigator RVH coinvestigawremegilllcs 522552232 rincipal Investigator RVH FACC rhimestigstortmegilzs 5141111111x11111 Princip
26. Darwin Manual Animal Facility Supervisor Office Users McGill University Updated August 20 2013 ble of Contents Table of Contents Introduction Login to Darwin Web Darwin Web Application Home Home Page Sections Grey Information Table of Contents TOC Applications and Options Area Introduction to Shared Housii Animal Orders Workflow Process for Animal Order Animal Order Request for Shared Housing Approval of Order Request Approval of Order Request for Shared Housing Order is on Delivery Schedule Order is on Delivery Schedule for Shared Housing Orders Cancelled by the PI Orders Cancelled by the PI for Shared Housing Process Received Shipment Process Received Shipment Process Received Shipment for Shared Housing Received as Ordered Partial Shipment Received Additional Shipment Received Shipment did not Arriv Cancel Shipment For Requisitions with Multiple Line Items For Requisitions with Single Line Item Standing Orders Workflow Process for Standing Orders Page 1 of 83 Animal Facility Supervisor Approves Standing Order Request Animal Facility Supervisor Approves Standing Order Request for Shared Housing Accepting Standing Order Shipments Order Delivery Schedule Order is on Delivery Schedule
27. EST Purchases Vendor Info Select commercial vendor from approved list of vendors and write specific notes or instructions if any for this vendor TTI Charles River Laboratories Requester Info a eran epee ae TTT rin Invesigstor Requestor LESTER STEEN investigator vh mesillies Page 16 of 83 Click save Split Room and Continue A new item is created in the Item Information section of the Create New Animal Order gt Order Line Detail page Enter all information pertinent to species strains age weight sex etc Information Order Details ex pregnant with litter embryo stage should be specified in the item Remarks feld Vendor requests should be specified in the Notes to Vendor section Housing instructions ex special needs room number should be specified in the Notes to Technician section UTE EET TU eina Fac TEST 7 TESTO E Split Roor 4 Oncethe room assignment is complete click Submit to Animal Buyer The workflow status on the home page Alerts New Animal Order Alerts is changed to Animal Buyer If the supervisor takes no action on the order request its workflow status will say Animal Facility Supervisor However the Animal Buyer may still place the order Therefore the
28. PER can perform the following functions Approve animal orders Process the received animal shipments Generate receipt reports Perform Room and Cage searches and generate reports Perform protocol searches and generate reports Apply Service and Supply charges Page 4 of 83 eb Login to Darwin To login to Darwin web based application 1 Open your web browser i e Internet Explorer Firefox or Safari and type the following URL https darwin research mcgill ca 2 The Darwin login screen opens Enter your McGill Short Username and McGill Password in the corresponding fields 3 Click the login to Darwin button ammittee and crjemitha McGill Short Username and McGill Password for more information go to http kb mcgill ca kb Ai 025 leli For non McGill Staff they will be issued a McGill Short Username Can t login Contact Darwin Support by completing the Web Form at http www mcgill ca research researchers compliance animal software webform Page 5 of 83 Darwin Web Application Home Page Upon successful login the Darwin Home Page opens When you login to the Darwin Web Application the Darwin Web Application Home Page opens In the following example the ASUPER Animal Facility Supervisor user s home page is displayed If you are assigned to another security role the home page may differ depending on options that are assigned to your security role If you have more than one secu
29. R must switch to the Protocol s Home FACC site from the Table of Contents TOC of Darwin Home Page As per regular animal order process alerts will display in the Protocol Home FACC Home Page Since the facility is NOT barcoded the Animal Facility Supervisor can receive the animals without printing the cage cards The printing of cage cards will be done via quick cards Page 34 of 83 Auto Receive Shipments With the Auto Receive Animal Shipments option the Animal Facility Supervisor can receive multiple orders Auto Receive applies only to Shipments received as ordered Additional partial and late shipments must be reconciled before using the Auto Receive option Shipments that have been placed with vendor and are listed in the Alerts Animal Receipts Due section This application only applies to Shipments Received as Ordered Shipments with additional or fewer animals ordered must be received individually Refer to Process Received Shipment Orders in the Alerts Animal Receipts Due section and neither overdue nor future deliveries These will need to be managed individually Cage Cards must be printed prior to receiving orders in Darwin Auto Receive Shipments 1 Select Auto Receive Animal Shipments from the Animal Orders section on your Darwin home page Auto Receive Animal Shipments Requisition Search Animal Receipt Reports 2 In the Auto Receive Option page speci
30. Y Page 78 of 83 Appendix A Animal Order Alerts The following table defines the animal order alerts who would see the alerts and who can take action on the order Alert Why a requisition is displayed Who sees it Workflow statuses here indicate who A Always open the order W Workflow status and take action dependent New Animal When the PI or staff member Pl and PI Staff A Animal Facility Orders submits new order to the Animal Facility Supervisor W Supervisor nimal Office Animal Buyer Animal Buyer Placed Orders When the order has been Pl and PI Staff A Animal Buyer Wait Listed Orders Orders Cancelled by PI Delivery Schedule Animal Receipts Due Animal Receipt Protocol usage confirmed by the vendor When the order has been wait listed by the vendor When the PI requests cancel lation of a new or placed order When the order has been placed the order will appear in this alert 7 days before the delivery date Order moves from delivery schedule to here on the scheduled delivery date It stays here until received in the system When an order has been received in Darwin This alert remains on the P s home page for a predetermined of days When animal usage on a protocol reaches 80 percentage is predetermined in preferences Animal Buyer A Animal Facility Supervisor A PI and PI Staff A Animal Facility Supervisor A Animal Buyer
31. al Investigator MAC FACC macinvestigmor ncgilea 5142222222712222 e The Select Type of Service page opens where you should select the Servi of your request By default Service Request Type is initialized with the Un Fi Select Type of Service A Save Contrue Husbandry Veterinary Care Program Administrative Services Required Fields In the example given Husbandry has been selected as the Service Request Type 5 Click Save and Continue Page 66 of 83 Submitting a Service Request Case Scenario We will create a Service Request the Cage Splits by facility Staff service charged to Rvh Investigator1 EM From the Service Type Groups select the Service Request Type Experimental Husbandry Veterinary care Program or Administrative Services of your request and click Save and Continue Sclect Type of Service RT investigatori Service statu Husbandry Veterinary Care Program Administrative Services Save and Coninus Required Fields Complete the required and any optional information in the input fields of the Select Service Type Groups page On this page the complete the following information Group Name select the appropriate Service Request Group Protocol Number Required only for requests under the Experimental Service Request Type Species Name Required onl
32. cancel ONLY the Service Request To cancel the billing transaction the Service Request Detail Information section must also be edited by unchecking the Item Billable checkbox The action buttons Save and Continue Clear Form Save and Finish Later and Cancel Service Request are associated directly to the request and do not affect the billing process If all the criteria for billing are met in the Service Request Detail Information section the transaction will be billed regardless of the Service Request status Page 73 of 83 Allows the authorized Office Users to review and edit service requests A service request can only be editable if the status has been set to Billed 1 Click on Service Search from the Services section on the Darwin Home page 2 The Service Request Search Filters page opens Enter one or a combination of search filters or no filters to see all service requests Click Search Service Request Search Filters Service Fiters Species er ar TS n oc v Housing Filters Equals And Equals inc Financial Fiters RE Equals And w P Equals esi Protocol Filters Seach Graram e In the example given the Service Request Group filter was used to search for all service
33. clicking the corresponding buttons at the bottom of the page To activate cards click Activate Cards You will be directed back to the Activate Cards for Weaned Animals page To return to the home page click on Return to Home Page button Page 46 of 83 Deactivate Cards for Used cages You can deactivate cards for used animals by A Cage cards B Order Number C Protocol D Room E Basedon Query feature is not available Ensure that your scanner is configured to use the automatic tab option by scanning the DEACTIVATE CAGE CARDS programming bar code on the scanner programming sheet Refer to Appendix D1 Wireless Scanner Bar Code Programming 1 From your home page select the Deactivate Cards for Used Cages option from the Animal Husbandry Census section Sa Deactivate Carde for Used Cages Cage Reports Cage Search The Deactivate Cards for Used Cages page opens Deactivate Cards for Used Cages Effective Date Specify the effective date of the card activation Deactivate Cage Cards gt Choose Deactivation Option Choose ona of the following options Page 47 of 83 2 Select the deactivation date in the Effective Date field 3 Select any of an option in the Deactivate Cage Cards gt Choose Deactivation Option section A Deactivate Cages by Typing or Scanning Cards 1 Select the Deactivate by Typing or Scanning Cages option and click Continue
34. ction Financial Information mmm An item will not be billed unless the 4 criteria are met for that item and the Calculate Cost button has been clicked Page 72 of 83 7 Protocol Information section If you are submitting a request under the Experimental Service Request Type ensure the Protocol Number and the Species Name is indicated in this section 8 Financial Information section Ensure the Account Number is indicated and the Billable checkbox is selected The Billing Status of the Service Request is set at Open by default 9 Complete the Service Request Completed Date in the Service Status Information section if you did not enter it in the previous page you need to enter it before you click on the Submit Request button 10 To complete and submit your request click the Submit Request button The transactions are ready be billed The Service Status will change from Un finished to Pending It will remain at the pending status unless the request is later cancelled Service Request Header Info The Service Request will no longer appear on the Home Page Alert Other actions can be taken by clicking the following buttons a Clear Form to reset the form and restart Save and Finish Later The changes will be saved but the request will remain in the un finished status request is placed into the Alerts Un Finished Service Requests section of your home page Cancel Service Request Will
35. d be mistaken Search results contain all groups from the first browser window with empty value of set field Enables you to refine or expand the scope of your search Show results containing all of the chosen parameters Show results containing one of the chosen parameters Page 81 of 83 Wireless Scanner Bar Code ACTIVATE CAGE CARDS SUFBK2990A DEACTIVATE CAGE CARDS Carriage Return Suffix Programs the scanner to add an Enter key function after cach scan LL CLEAR SCANNER SUFCA2 Page 82 of 83 pendix D2 Wireless Scanner Bar Code Programming m 80070226 Hand Held Products Inc Fa 1315 665 004 700 Visions Drive PO Box 208 Skaneateles Fall NY 13153 0208 USA IMAGETEAM 3800 3900 4600 4800 3800r 3800i Hand Held Linear Imager USB Programming Bar codes USB Laptop Suffix Trigger Modes Factory Default MANUAL TRIGGER Need to press the trigger to read Factory Defaults Resets your scanner to default settings AUTOMATIC TRIGGER The beam is always on PRESENTATION MODE The reader is activated Auto Trigger CARRIAGE RETURN SUFFIX If you want a me foe Scans continnousiy at feli Note NOT available in 4600 or 4800 carriage return after the barcode TAB SUFFIX To add a tab after the barcOde scan the bar code REMOVE SUFFIX To remove the suff
36. eb Expert application Page 8 of 83 Introduction to Shared sing Shared housing occurs when a PI belongs to a Home FACC Site and wants to house animal in a Host s facilities The shared housing process involves many people in this order Defining Home and Host role in this document Home is where the protocol originates Host refers to the shared housing Sets up the order preference only for ACO Sets up the Host facilities add facility room and contacts Creates an order from the approved protocol in Home FACC to the Host facility Choose the Host facility in Home protocol Adds room number Approves the order request made by the Home PI Submits the approved order to the Host Animal Buyer Hostfacllity Supervisor Places and receives the order made by the Home PI Creates quick card for the animals in the Host facility Manages census in the Host facility Coordinator Generates services for the Home PI in the Host facility Invoices the Home PI in the Host facility Shared Housing is a customized function Certain applications may differ from the usual Darwin process Customized instructions are specified in the applicable sections Page 9 of 83 Animal Orders The animal order can be created either by the PI the PI group s member or the Animal Buyer The workflow will be slightly different depending on who ini
37. elect the appropriate filters for your search Click on the Run Selected Report button Page 61 of 83 ME Socar TE Protea Fits opr Fee stern esee est rove FST apoibn Lgpsuony Teme ima sy MO Weber dessin FACE ardere mein The report in accordance to the search filters is displayed Page 62 of 83 Sirius AAALAC Compliance Use Locations by Species rvestigetori Rel Animal Facili TEST iseseprececu Medical relating to VH Animal Facility TEST s88procecu vesugatort Rub irvestoatort Investigator Rh Animal Faclin TEST VH Animal Faciliy TEST relating co latina to VH animal iseseprocscure ISH Large Animal Facility by E relating to Regulatory testing Page 63 of 83 Services The aim of this document is to provide information on setting up the common items request groups and service request using the Darwin web The Darwin Services application is a web based application The ASUPER uses this program to do the following Service Request Services Search Service Reports The Darwin Services application must be properly configured befo
38. f your home page RYH FACC MAG Roles ASUPER Change Password Page 7 of 83 The TOC consists of 4 main sections Alerts In the example given above on Supervisor Rvh s home page the following alerts are displayed Alerts NEW ANIMAL ORDERS Alerts ANIMAL STANDING ORDERS DUE Alerts DELIVERY SCHEDULE Alerts PLACED ORDERS Alerts INCOMING STANDING ORDERS SHIPMENTS Options Protocols Animal Orders Animal Husbandry CENSUS Financials Sites section appears if you belong to more than one site Roles section appears if you have permissions to more than one role It displays all roles assigned to you If you are assigned only one role you will not see the Roles in the TOC In the given example Supervisor Rvh is assigned three roles the Animal Facility Supervisor ASUPER his current role Principal Investigator PI and PI Accounting PIACCTG roles Change Password This is an inactive function For more information about the McGill short username and McGill Password go to http kb mcgill ca kb Articleld 1025 Applications and Options Area The image below illustrates what the Applications and Options area looks like The blue stripes Protocols Animal Oa Er Orders Animal Husbandry CENSUS and Services are the various applications under which a user can have some or all of the related options assigned by the Darwin Web Application administrator in the Darwin W
39. fy the filters for your search Fields marked with an asterisk are required fields Select Vendor Source in the Animal Source field Page 35 of 83 Auto Receive Options The Auto Receive option will receive all shipments and activate cage cards for bar coded facilities cong tothe rs You pel bow Auto recov sles Donated Animals 4 WARNING Before continuing with auto receive make sure you have reconciled any shipments with receiving problems such as partial and late shipments Continue Clear Form Return to Home Page The List of Selected Shipments page opens List of Selected Shipments The following is a list of shipments selected for auto receive To exclude shipments fram being Cancel Raimi HomePage On the List of Selected Shipments page the list of orders meeting your search criteria is displayed You may choose to EXCLUDE a shipment from the auto receive process by selecting it and clicking Finish Auto Receive To auto receive ALL displayed shipments do not check Exclude just click Finish Auto Receive Page 36 of 83 List of Selected Shipments Alerts for the received shipments are removed from the home page Auto Receive Shipments for Shared Housing This option is not applicable for Shared Housing orders Page 37 of 83 Animal Receipt Rep
40. he vendor The Alerts Delivery Schedule section is assigned to the Animal Buyer Animal Facility Supervisor and Receiving Technician ipeum vana ae On the scheduled delivery date the orders displayed in the Alerts Delivery Schedule section will auto matically move to the Alerts Animal Receipts Due Once an order is received it no longer appears in any alert To see more definition of the animal orders alerts go to Appendix A Animal Order Alerts Order is on Delivery Schedule for Shared Housing As per regular animal order process alerts will display in the Protocol Home FACC Home Page Page 19 of 83 Orders Cancelled by the PI Before the shipment arrives the PI can submit a request to cancel the order by clicking on the Request to Cancel Order button on the order requisition If the request is placed in time the cancellation process must be confirmed by the Animal Buyer This application will cancel the entire order requisition For cancellation of an individual shipment on a multi item requisition see Cancel Shipment PI cancellation requests for an individual line item on multi item requisition must be communicated to the ASUPER or ABUYER via processes outside of Darwin The ASUPER and ABUYER receive the CANCELLED BY PI ALERT on the home page as well as an e mail notification ANCELLATION REC OPTIONAL The ASUPER ca
41. he Receive Shipments gt Choose Receipt Option page select Additional Shipment Received and click Continue Receive Options Partial Shipment Received Additional Animals Received Shipment cid not Arrive Shioment Page 25 of 83 2 From the Receive Shipments gt Update Receipt Information page review and edit the required fields i e Received Date and Receipt Quantity Item Receipt Information arm ae ERN E Ec 3 Then click the Continue button to open Receive Shipments gt Finish Item Receipt page 4 Forthe Receive Additional Animals section a Indicate if additional cards are needed If yes check the Print Additional Cards checkbox b Indicate if the additional animals are to be debited from the protocol Receive Additional Arimals Enter the number of additional cage cards needed if any If prompted you may debit the protocol with the additional number of animals Number of additonal carde neodad leave blank orf aidons scie Ss If the Print Additional Cards box is checked you will need to go to Darwin Desktop to print additional cards Use Print Cage Cards gt Choose Option for Print cards for selected Order Number and or line item and put a check on Exclude cards that have been printed 5 Click the Finish this Item button Otherwise click Clear Form or Cancel amp Return to Home Page Shipment
42. heckbox in the Select column You also have the option to Select All or Unselect ALL by clicking the corresponding buttons at the bottom of the table To deactivate selected cards click Deactivate Selected Cards You will be directed back to the Activate Cards for Weaned Animals page To return to the home page click on Return to Home Page button Deactivate Selected Cards Effective Date Specify the effective date of the card activation 07 12 2013 Matching cards that will be deactivated The following is a list of cards that will be deactivated on the effective date you specified Seni Sao iia feat Mouse 12 enisriseennofmiiiireae t rea Swanton yore pest Mouse jooooss2179 01 10 2013 1 34 38 20127 eee E Eum des vemen rest Mouse ssa Rh 12913 Animal MI Conventional 1114 i lovoorsereolo1 10 2013 11 94 30F SSIS E ERR eal 0000152181 01 10 2023 11 54 28 Zora Anim E mio 1l p ezt Mouse oeoois2ie2pi ie 20134 54a0 a SSE wn E Eum vaorens il EEUU VUA 152169 01 10 2013 11 54 30 inal diis Page 53 of 83 D Deactivate Cages for Selected Room This option will deactivate ALL cage cards for the selected room 1 Select the Deactivate Cages for Selected Room option on the
43. his field is Case sensitive Use of the alternate letter case will have implications later in the process and you will be unable to create cage cards If the Order Requisition submitted by the PI derived from an Order Template the room number from the original requisition will display in the Room field by default In this case confirm or revise the room number The PI has the option of requesting the preferred housing location in the Requested Housing Room field Page 14 of 83 Create New Animal Order gt Order Line Detail Enter all information pertinent to species strains aga waight sex atc Order info item information DUERIDEGBE SE SCI NRE Vendor requests should be specied in the Notes to Vendor section Housing instructions ex special needs room number should be specified in the Notes to Technician saction RVH Animal Facility TEST mom Animal Source Info Vendor info Select commercial vendor from approved list of vendors and write specific notes or instructions if for this vendor Cre Order Notes Requester Info zm investigator shi mea ien CAUTION Do not click the buttons multiple times Multiple clicks will cause creating multiple Sat anh e b proce Comis Additional housing rooms can be assigned by clicking Split Room for further actions follow the on page instruction
44. igator at the MAC On a protocol he will see Housing Locations created by the Host facility RVH ABUYER at MAC called RVH Animal Facility used by MAC The Home Principal Investigator Mac Investigator2 must choose the shared housing facility he wants to house the animal in RVH Animal Facility used by MAC Housing Location Information This is essentially to determine which animal facity wil be receiving your animal orders IF housing in your laboratory But ordermg animals please choose the nama of Ehe animal faclity which wil place Your orders and raceive the animals fed type studies or housing is involved select Not applicable Tourn Biology Photon Fay _ _ Stoner Biology Research Lab used by MAC e aee Avian aaa a 238 Mac Campus Dairy Complex Campus Field Sudy Mac Campus Large Animal Research Unt Mas Campus Poulry Compier Maz Campus Research Lab Mas Campus Show Arena Mae Campus Suine Complex Ama Facit used by MAC Beqised Anal Faci ee EVMACTEST Se ac MTS Page 12 of 83 When the protocol is approved the Housing Location named herein will be available for orders For this protocol the MAC PI will be able to order animals to be housed in MAC or RVH facilities used for Outside Housing by MAC reete new Anal Order pe Create Mew Animal Order gt Order Line Detail Entar at i
45. ipt Information page review and edit the required fields i e Received Date and Receipt Quantity Receive Options Information 3 For Item Receipt Notes section enter notes related to the receipt of this shipment Page 24 of 83 Click the Continue button to open the Receive Shipments gt Finish Item Receipt page If you know the vendor will be shipping the rest of the animals put a check on Create backlog item for remaining animals and change the new expected delivery date for the remaining animals If you wish to receive remaining animals at a later date please fill information in this section If be cancelled Ee IMS 6 If needed check cage card records that you wish to discard ERE Ci 7 Click the Finish this Item button Otherwise click Clear Form or Cancel amp Return to Home Page If you have entered a new shipping date and discarded some of the cage cards you will see this order in the home page under Alerts Placed Orders and Alerts Delivery schedule the order will appear in this alert if it is 7 days before the delivery date Now you will have to prepare the cage cards for this order and once the shipment has arrived you will do the Process Received Shipment procedure Additional Shipment Received Additional Animals Received means vendor shipped more animals than ordered To proceed with this shipment option 1 From t
46. ition Search With the Requisition Search option you can search for all your orders 1 On your home page select the Requisition Search option from the Animal Orders section 2 The Requisition Search Filters page opens Enter all the necessary filters If needed you can narrow your search by Vendor Source section See Appendix C Search Filters for the definitions Page 39 of 83 Requisition Search Filters Sr EE EENNETETE 9 ina Emus Blu Sponsor Fiters A I ETE Emas v I Fania Hans Pags Once you have applied all the necessary filters click Search The Requisition Search Results page opens Enter all the necessary filters If needed you can narrow your search by Vendor Source section See Appendix C Search Filters for the In the example the search results were obtained by the Animal Buyer With the View Requisition and Edit Requisition buttons the Animal Buyer can view and edit orders that have not been received The Pl or PI staff does not have the select radio button and cannot edit orders Page 40 of 83 Page 41 of 83 Animal Husbandry Census The Animal Husbandry section the ASUPER can Activate deactivate cage
47. ixes Presentation Mode Hands free LED s are off until a bar code is presented TAB Suffix Programs the scanner to add TAB key function after each scan Reread Delay Medium Sets a delay before the scanner can read the same barcode again Note for the 3800 and 3900 Only ONNU Carriage Return Suffix Programs the scanner to add an Enter key function after each scan 00 48001 3800r 3800 Only Clear all Suffixes Manual Trigger Must press the trigger to activate the scanner Removes all suffixes LL Page 83 of 83
48. led The Service Request will no longer appear on the Home Page Alert Service Request Header Info Page 76 of 83 Other actions can be taken by clicking the following buttons Clear Form to reset the form and restart Save and Finish Later The changes will be saved but the request will remain in the un finished status request is placed into the Alerts Un Finished Service Requests section of your home page Cancel Service Request Will cancel ONLY the Service Request To cancel the billing transaction the Service Request Detail Information section must also be edited by unchecking the Item Billable checkbox Page 77 of 83 Service Reports The Services Reporting option provides a summary of Service Requests according to your search criteria Reports may be run for the current billing period or for any historical period 1 Select Service Reports from the Service section of the Darwin Home page Setup Services Services Search The Service Reports Filters page opens Select the Report type and enter one or a combination of search filters or no filters to see all service requests Click Run Selected Report The Search Results display in the Service Charges Group Summary Report eSirius Services Service Charges Group Summary Report mI 072 Ol z4 z013 1119 investigator vh Billable Husbandry Services T en rvestigatort Rsh investigatori INTERNAL USE ONL
49. mals by Typing or Scanning Cards 1 Select the radio button for Activate by Typing or Scanning Cards and click Continue Activate Cards for Weaned Animals Activate Weaned Cages gt Effective Date the effective date of the card activation 07122013 EH Activate Weaned Cages gt Choose Activation Option 2 The Scan Cards to Activate page opens where you can scan or type cage card numbers of cages to activate in the Card ID column Page 43 of 83 Scan Cards to Activate Activate Weaned Cages gt Scan or Type Cards to Activate Use your bar code scanner to scan all cage cards that you wish to activate You may also type the card identifier manually In this case you don t need to type the leading zeroes i e type 1234 for card id 0000001234 For each cage enter relevant information 0710 2013 E oria EISE 7102013 jo7 i0 2013 07102013 Unselect the checkbox in the Debit Protocol column for the appropriate cards if animal numbers should not be debited from the protocol 4 Adjust animal numbers if required 5 After entering all cards to activate click Continue 4 The Activate Selected Cards page opens with the list of matching cards for activation Activate Selected Cards Matching cards that will be activated alist of cards that be activated fee na
50. n submit the request for cancellation to the ABUYER a Select the order from the Alerts Order Cancellation Requested by on the home page b The Create New Animal Order gt Order Line Detail page opens Validate the information and click Submit to Animal Buyer Page 20 of 83 esius iilo ARESA Create Mew mist Order gt Over Une Deta psa pec a eg ee Orders Cancelled by the PI for Shared Housing As per regular animal order process alerts will display in the Protocol Home FACC Home Page Page 21 of 83 Process Received Shipment Prior to receiving the animals in Darwin the Animal Buyer will print the cage cards The receiving pro cess activates those cards so we will tear off and discard the activation strip Every animal facility will have their individual process on how the shipment is received and how the shipment information will get to the ASUPER ABUYER Once the ASUPER ABUYER gets information about the shipments for the day he she can enter the information in the Darwin web application Process Received Shipment 1 From the Darwin home page select an order from the Alerts Animal Receipts Due or Alerts Delivery Schedule The Receive Shipments gt Choose Receipt Option page appears Receive Shipments gt Choose Receipt Option Choose receipt option for this shipmant Received Ordered Antal received as ordered sume quati deliver
51. ne via quick cards Process Received Shipment Prior to receiving the animals in Darwin the Animal Buyer will print the cage cards The receiving process activates those cards so we will tear off the activation strip and throw it away The process for receiving standing orders shipment is the same as the regular orders On the delivery date the standing orders automatically move to the Alerts Animal Receipts Due sec tion on the ASUPER s home page Page 33 of 83 Select an order from the Alerts Animal Receipts Due section select the appropriate receipt option and click Continue Each option available offers different choices for receipt Received as Ordered With this option you cannot change the number of animals received but you can edit most of the other items in the Item Receipt Information section of the Receive Shipments gt Update Receipt Information page Partial Shipment Received With this option you can create an additional line item for delivering the remaining animals at a later date If not you may credit the protocol Additional Animals Received With this option you can debit the protocol for the additional animals Shipment did not Arrive With this option you can ask for a new delivery date Cancel Shipment With this option you can cancel the shipment and credit the protocol Process Received Shipment for Shared Housing To view the alerts for shared housing the Host ASUPE
52. nternation pront t straine ight sex te emt pregnant th ie iib spitat he e tem ena ugg eat som ram do poses pectus ta ota t After the PI creates and submits an order request the system will assign an order number An e mail notification will be issued to the ABUYER and ASUPER and the Alerts New Animal Orders on the Darwin home page for the HOME FACC site The Host Animal Buyer and Animal Facility Supervisor will only be able to view the alerts pertaining to the shared housing host facility in the protocol s Home FACC site home page To view the alerts for the shared housing the Host Animal Facility Supervisor must switch to the Home site from the Table of Contents TOC of Darwin home Page Page 13 of 83 Approval of Order Request The Animal Facility Supervisor role is to assign a building and room number where housing is requested The order request is displayed in the Alerts New Animal Orders section The Abuyer can override the ASUPER workflow However the very first order of a protocol must respect the PI ASUPER ABUYER workflow 1 Click the order number to select and view the order The Create New Animal Order gt Order Line Detail page opens 2 Enter the assigned confirmed Room number in the Room No field Room number must exactly match the Room set up in the Master List Facilities and room Setup T
53. orts 1 From your home page select the Animal Receipt Reports option from the Animal Orders section Auto Receive Animal Shipments Animal Receipt Reports 2 From the Animal Orders Report Filters page select a report to view Animal Orders Report Filters run a report type in all desired filters and click report option animal Receint Report hedule of Arriving Animale Animale Received by Protocol and Spacie Total Animals Received by Protocol Species and USDA Category Total Animals Received by Protocol Species and Strains Total Animals Received by Vendor Species and Strains o o o o o o frora Animals Received by Species and Per Dam 3 Apply filters to narrow your search if needed See Appendix C Search Filters for the And v x sl E E ane 2 Ea 4 Clickthe Run Selected Report button Page 38 of 83 In the example given the animal receipts report is shown Sirius Sirius imal Requisitions Animal Receipts Report INoa7eca i 112 10220122012 Morocut c r EE d oen 7 Presley queas Res tq EE E IgE orani m pres mumpei 5 ll s INTERNAL USE ONLY Requis
54. ou can see all the cards on the breeding requisition that have not yet been activated 2 You can edit the cards by changing the number of animals change the date and decide whether or not to debit the protocol Page 45 of 83 Scan Cards to Activate Activate Weaned Cages gt Breeding Request Info i Se 2012 7267 Account Numberf RES iit Mouse conventional Animal Facility TEST Teste Activate Weaned Cages gt Scan or Type Cards to Activate Use your bar code scanner to scan all cage cards that you wish to activate You may also type the card identifier manually In this case you don t need to type the leading zeroes i e type 1234 for card id 0000001234 For each cage enter all relevant information 2 omom Ed 2 omom 2 onm protocol E po pee Oe debited 2 omo 2 omm 2 Ed Continue ClearForm Return to Activate Weaned Cards Filters Return to Home Page Select cards to activate and click Continue to proceed to the Activate Selected Cards confir mation page 4 On the Active Selected Cards page you can confirm the cards to be activated By default all cards are selected To remove an individual card for activation unselect it by clicking on the corresponding checkbox in the Select column You also have the option to Select All or Unselect ALL by
55. r of animals for the cancelled item shipment For Requisitions with Single Line Item Use of the Cancel Order option is recommended for single line item requisitions In addition to cancelling the shipment the Cancel Order option will also change the order requisition status to Cancelled Refer to Orders Cancelled by the PI If the order is only associated with one requisition line Item and the shipment is cancelled from the Receive Shipments gt Choose Receipt Option page the status of the order is Placed The order can be updated to Cancelled by performing a Requisition Search Before you perform this type of search make sure you know the order and after you have found the order do the following 1 From the Requisition Search Results page you will notice the Status is Placed Click the Edit Requisition button 2 The Create New Animal Order Order Line Detail page will appear Click the Cancel Order button This will change the status of the order from Placed to Cancelled Page 29 of 83 Standing 5 With the standing order process you can create an order with regularly recurring identical shipments The workflow for the standing order process is the same as creating regular Animal Orders Workflow Process for Standing Orders Standing Order Requests Standing Order Request aested and submitted Alerts New Standing Order Email to ABUYER amp ASUPER Standing
56. re starting to use the program The set ups are managed by the Institutional Business Officer The role of the ASUPER The Animal Facility Supervisor ASUPER is the primary user for the Darwin Services web based application There are preset Request Types and Item Types Global settings reserved for Animal Compliance Office Only at the top level For example 1 Createa Service Request Group attached to the appropriate Service Request Type Experimental allows you to link the service request to a specific protocol e g technical procedures for a protocol Veterinary Care allows you to link the Service Request for Veterinary Care related items to the account e g treatments Tech time Husbandry allows you to link the Service Request for Husbandry related items to the PI account e g split cages Administrative links the Service Request for business related items to the PI account e g journal corrections 2 Create a Service Common Item s attached to the appropriate Service Item Type Supplies Common items linked to the Supplies Item Type can be added to a service request without linking the common item to the request group Other For all other Item Types These common items must be linked to a request group during the services setup 3 Poolthe Service Common Items under the appropriate Request Group s Page 64 of 83 Service Request Type Service Request Group Service Item Type Service
57. rity role and are on more than one site please ensure that you are in the ASUPER Animal facility Supervisor role on the site in which you are working Wek tees e oe ense a ONE am mmis o sans labes D ENCPUITIPETEN Mma ixsci ib amp aemer Pus pens Presses ricus us Manas Gram orev peores Page 6 of 83 Home Page Sections The Darwin Web Application Home Page consists of the following sections e Grey stripe across the top of the window e Table of contents at the left of the home page e Applications and Options area Grey Information Bar Your current location your name your security role the SIGN OUT and the REFRESH link buttons and the current date emg NT In the example given the current location is Home Page the office user s name is Supervisor Rvh the security role is ASUPER and the current date is July 5 2013 Table of Contents TOC Clicking an item in the TOC takes you to the corresponding portion of your home page Ales Standing Orders Due Orders Receipts Due Orders Deliveries Orders Placet Table of contents TOC is located on the left hand side of Ensas the home page Anima Orders Cage Care Management Financials When you click on an item in the TOC you will proceed to stes the corresponding section o
58. s and then approve it by clicking Submit to Animal Buyer a Select the item from the Item Information section and click Split Room Item Information Vendor requests should be specified in the Notes to Vendor section Housing instructions ex special needs room number should be specified in the Notes to Technician section RVH Animal Tost Page 15 of 83 The Create New Animal Order gt Split Room page opens b In the Split Rooms Information section complete the field for the animals in the alternate location Room number must exactly match the Room set up in the Master List Facilities and room Setup This field is Case sensitive Use of the alternate letter case will have implications later in the process and you will be unable to create cage cards Create New Animal Order gt Split Room Order Info oe ete 072 Tr 07 03 2013 Item Information Order Details ex pregnant with litter embryo staga should be specified in the line item Remarks field Vendor requests should be specified in the Notes to Vendor section ecial needs room number should be specified in the Notes to m preis ERE be sta e 2 44 4 Ex Reams Infarmation Facity Enter the quantity of animals you wish to move and the facility and room to move them to RYH Animal Facilit T
59. table 6 Click Deactivate Selected Cards You will be directed back to the Activate Cards for Weaned Animals page To return to the home page click on Return to Home Page button Page 50 of 83 B Deactivate Cages for Selected Order This option will deactivate ALL cards with the assigned order number 1 Select the Deactivate cages for selected order number option 2 Enter the Order Number and the Item Number Deactivate Cards for Used Cages Effective Date Specify the effective date of the card activation Deactivate Cage Cards gt Choose Deactivation Option Choose one of the following options 3 Click Continue On the Deactivate Selected Cards page a list of the cards that will be deactivated on the effective date you specified will display All cards are selected for deactivation by default To remove an individual card for activation unselect it by clicking on the corresponding checkbox in the Select column You also have the option to Select All or Unselect ALL by clicking the corresponding buttons at the bottom of the table Page 51 of 83 Deactivate Selected Cards Effective Date Specify the effective date of the card activation S Matching cards that will be deactivated The following is a list of cards EIL Eq eer m Penn re rest Rat 000152667 07 12 2013 15 55 57 rre ier are each e
60. the invoicing process If all the criteria for billing are met in the Service Request Detail Information section the transaction will be billed regardless of the Service Request status Page 75 of 83 Service Request Info Service Request Header info M investigatori Ru C 7 TII The Service Status has been changed to Service Information Cancelled service type EET EET 717022205 Animal Facility TEST aro numbed Priority Description A amp ilisbls Husbandry Services Editing a Service Request 1 From the Service Request Search Results page the radio button for appropriate Service Request and click Edit Selected Service Request Service Request Search Results Select a request to modify the request information Click on the Request number to view the information sieci Service Transaction 0 Service Request Date Account Number ooocosesz jpsveqraox3 m Eilltle Husbanery Services 072 o NEU se lale Husbandry Services 075 Edit Selected Service Request Retumto Services Search Filters 2 The Service Request Info page opens Make the required adjustments complete and submit your request click the Submit Request button The transactions are ready to be billed The Service Status will change from Un finished to Pending It will remain at the pending status unless the request is later cancel
61. the selected service request that were completed on the previous page Service Request Info Service mucus i preachy TEST TS ee aa E m m AasSupphes 1 GeFam SaaiFmsise Canal even Request Page 70 of 83 5 Complete the Service Request Detail Information section This is the financial element independent of the service request status a Only records that are fully completed in this section will appear on invoices The criteria for billing are the following Quantity if zero item will not be billed Rate if zero item will not be billed Item Complete Date No association with the Service Request Completed Date field in the Service Status Information section The item will not be billed unless the Item Complete Date for that item is specified Item Billable Must be selected in order for the item to be billed Service Request Detail fhfermation m egg EN TT 775 01 24 2013 01 24 2013 man suns Fi Add Supplies The item will not be billed unless the 4 criteria are met for that item In the example given Item Test Item 1 will not be billed because the Quantity was left at Zero Invoice Description and Priority Description are
62. tiates the order Animal order requests can be submitted to the Animal Facility only for an approved protocol and if the animal usage has not exceeded the authorized amount This feature only applies to orders deriving from an approved vendor source Non Commercial Sources customary processes are maintained for animal acquisition requests from non commercial or non approved vendor sources Wildlife Does not apply to Darwin Animal Orders The use of field animals will be reported at the renewal phase of the protocol Workflow Process for Animal Order ABUYER PESAN ALERTS Placed Orders ALERTS Delivery Schedule within 7 days exepected date y of ALERTS Receipts Due J a No Alerts Confirmation of cencellation issentto PI viae mail j Page 10 of 83 After the PI or ABUYER creates and submits an order request the system will assign an order number The Alerts New Animal Orders section of the Darwin home page notifies the PI Animal Facility Supervisor and Animal Buyer of the new order and keeps them informed as to the order workflow status The workflow status is created and displayed ONLY when a PI starts an order It will not display if the order is placed by the Animal Buyer In the example given below the order has been created by the PI but not yet approved by the Animal Facility Supervisor the workflow status says Animal Facility Supervisor
63. y date and specs 1 Partial Shipment Received ef nsi received is less Bem wha was ordered yal Animals Received Vendor sipped more anna ordered vt Arrive Expected shipment did not arrive on due date 4 Shipment canceled by PI Buyer or Vendor Cider Detale exi pregnant with litter embryo stags should be specifed in the ine item Remarks p Vandorroquests shouldbe specified in the tes to Vendor section noode room number should be specified in tha Notes to Page 22 of 83 2 Choose one of the Shipment receipt options Receive Options EN 77717005075 007758 Shipment receipt optio Continue Item Information Received as Ordered Partial Shipment Received Additional Animals Received Shipment did not Arrive Shipment Detailed information for the individual process is described in the succeeding sections Process Received Shipment for Shared Housing The requisition data is stored on the Home FACC site Therefore ASUPER must switch to the protocol s Home site from the Table of Contents TOC of Darwin Home Page to process received Shipments Since the facility is NOT barcoded the Animal Buyer can receive the animals without printing the cage cards Cage cards are generated by the ACCOORD role using the Darwin Desktop Quick Card function Referto Darwin for the Animal Census Coordinator Office User manual Shipment Receipt is
64. y for requests under the Experimental Service Request Type Account Number choose one from the drop down list Service Request Completed Date Can be indicated here or on the next page Page 67 of 83 Select Service Type Groups Service Request Header Info T H000003837 riis Service Information P Rusbendry ovens RVH Animal Faciliy TEST Bilable Husbandry Services Completion of the Protocol information section is required for requests under the Experimental Service Request Type Financial Information Service Status Information ClearForm In the example given the request is for the Service Request Group Billable Husbandry Services charged to Rvh Investigator account 114 for protocol 42012 7267 Page 68 of 83 Service Request Header Info In this section you can see information about Y Principal Investigator v Status of the request during request submission it acquires the Un finished status by default Y Service transaction ID that is generated automatically with the prefix that indicates the type of request by the first letter of type name E g H000003837 indicates that this under the Husbandry Service Request Type Service Information This section is also available on the next page In this section you can see Information about the service request type v

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