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

Office of Collaborative Science

July 2012

Objectives

• Introduce LIMS capabilities and methodology

• Overview of PI/Lab Manager responsibilities and benefits

• Walk through LIMS tasks:– Logon to the LIMS System – Navigate the LIMS Workspace – Manage PI chartfields and lab

members– Weekly invoices– Locate information, Create reports

Logging On to LIMS• LIMS is internet-based • Linked from Cores website, scheduling

applications (ocs.med.nyu.edu)• Sign-ins will use Kerberos IDs• Weekly usage emails will have links to

the system

Google: “NYU Cores”

ocs.med.nyu.edu

LIMS Roles• OCS Administrators

– Automate monthly billing, send weekly invoices, create utilization reports, centralize data management

• Core Directors– Schedule projects, manage data, set up projects and

quotes• PIs and Lab Members

– Online scheduling, automated usage reports, project budgets, lab memberships

• Department Administrators– View & monitor all financial transactions, assign chartfields

to projects, run reports, set budget limits

Responsibilities of Lab ManagersResponsibilities• Creation of Research

Projects• Management of Lab

Personnel• Review of Lab

Utilization

Benefits• Control of usage,

budgets, chartfields• Ensure correct usage

of resources• Immediate access to

chartfields and charges

Navigation – Using the TramLine

LIMS Lab Setup

1. Designate a Lab Manager2. Check your Lab Roster3. Check your list of chartfields4. Check your active projects

Managing Your Lab

Manage Lab Personnel

Manage Chartfields

Manage PI emails

PI Profile

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!

• All work in will be organized by projects• Projects can be as broad or as focused as

needed• Creating projects requires three things:1. Choosing a core2. Assigning lab personnel the ability to use

that core 3. Providing a chartfield to bill

Projects: Using Cores requires the creation of a new project in LIMS

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

Starting a Project:Required: Core, Lab Personnel, Chartfield

Optional: 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 to Create a Project

Create Project Form

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

Making Requests & Reservations

Requests

Reservations

Requests – first choose Core

Note – if you don’t see a core in the drop down box, you have not been assigned to a project!

Request Form

Pre-populated with information from project

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 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

Weekly Email Usage Updates

Log in for More Detail

Questions?

• Questions?