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TheUniversityofTexasatAustin

AnimalResourcesCenter

AnimalOrderingGuide

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TableofContents

Introduction 3Tips 4Definitions 5Acronyms 6LoggingintoeAO 7RetrieveProtocols 8UpdatingAccountinformation 9CreateandSubmitanAnimalOrder 12ApproveandSubmitRequisitionCreatedbyOtherPersonnel 20

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Introduction

PurposeofthisdocumentThisdocumentexplainsthestepsinvolvedinorderinganimalsandperformingotheranimalmanagementfunctionsintheeAnimalOrderingSystem(eAO),awebbasedanimalorderingandmanagementsystemdevelopedbyKeySolutionsInc.IntendedAudienceThisdocumentismeanttoassistInvestigators(animalresearchpersonnellistedonIACUCanimalprotocolsintheeProtocolsystem)whowillneedtousetheeAOsystem.ScopeStatementOncetheIACUCcommitteeapprovesaprotocol,Investigatorscanproceedtopurchaseanimalsthatwillbeusedtoperformtheresearchstudiesasdescribedintheprotocol.ThisdocumentexplainsthevariousstepsrequiredtoorderandmanageanimalsintheonlineeAOsystem.

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TipsforSuccessineAO

UsearecommendedBrowserForWindows,useExplorer8(ornewer)ForApple,useSafariAllowpop-upwindowsPop-upblockingsoftwarepreventstheeAOapplicationfromopeningcertainwindows.Youwillneedtomakesurethatyourbrowserhasallpop-upblockingsoftwaredisabledwhileusingeAO.Avoidusingyourbrowser’sBACKbutton.Instead,usethemenusandlinkswithintheapplicationtonavigate.SAVEfrequentlyeAOwilltimeoutafteronehourofinactivity.Onlyactionsthatcausethepagetorefreshorreload(suchassavingornavigatingtoanewsection)areindicationstothesystemthatyoursessionisactive.BePatientSomeprocessescantakeaminutetorun.Althoughdataisloading,yourbrowsermaynotindicateactivity.Signoutwhencompleted.Toprotectyourprivateinformation,alwayslogoffandshutdownyourbrowsercompletelywhenyouarefinishedusingeAO.

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AnimalOrderingintheneweAO-LabAnimalManagementSystem(LAMS)

Definitions

ProtocolID AnidentificationnumberassignedbyeProtocolManagement

SystemtoaprotocolwhenitisapprovedbytheIACUC.Requisition AnelectronicdocumentsubmittedbytheInvestigatorwhen

orderinganimals,givingdetailedspecificationsandpreferences.PurchaseOrder AnelectronicdocumentgeneratedbytheARCProcurementStaff

whenorderingtheanimalsrequestedbytheInvestigator.Receipt Anelectronicdocumentautogeneratedbythesystemwhen

animalsarenotedtohavearrivedbytheARCStaff.CageCard AnelectronicdocumentgeneratedbytheeAOsystemfor

attachingtoacage.ThecagecardcontainsdetailsregardingtheanimalsinthecageandtheirassociatedIACUCprotocol.

CageCode Auniquenumberandbarcodeassignedtoacageforidentificationpurposes.

CageTransfer Transferofsomeoralloftheanimalsfromonecagetoanothercage.

AnimalTransfer Transferofanimalsfromoneprotocol,room,orInvestigatortoanother.

Investigator Allpeoplethatarelistedontheanimalprotocol.Thisincludes:PrincipalInvestigator,Co-PrincipalInvestigator,AdministrativeContact,OtherSubmitterandOtherPersonnel.AnyInvestigatorcanbeginananimalrequisitionandsaveitinthesystemasadraft,butonlyAuthorizedInvestigatorscansubmittherequisitiontotheARCforprocessing.

PrincipalInvestigator Aprincipalinvestigator(PI)istheleadscientistforaparticularIACUCprotocolwhotakesdirectresponsibilityforallaspectsofanimalcareanduse.

AuthorizedInvestigatorThefourcategoriesofpersonnelintheeProtocolsystemthathavetheabilitytomodifyanimalprotocolsandformallysubmitthemtotheIACUC.ThesesamefourcategoriesofpeoplehavetheabilitytoformallysubmitanimalrequisitionsforARCprocessing.Peoplelistedas“OtherPersonnel”inananimalprotocolcanbeginandsaveanimalrequisitionsbuttheymustbythensubmittedbyanAuthorizedInvestigatortocompletetheorder.

ResponsiblePerson TheInvestigatorthatwillbetheprimarylabcontactresponsiblefortheanimalsthatarebeingordered.

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AcronymsAPPQTY ApprovedQuantityDFA DepartmentFinancialAdministratorLAMS LabAnimalManagementSystemPCC PrintCageCardsPI PrincipalInvestigatorPMS eProtocol-ProtocolManagementSystemPS ProcurementStaffRP ResponsiblePerson

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LoggingintoeAO

WebAddress:https://spike.orsc.utexas.edu/eao/EnteryourUserIDandPasswordClickLogin,orpressEnter.TheInvestigatorhomepageisdisplayed.

YouaredirectedtotheHomepageafterlogin.Investigatorscangotohomepageatanystagebyclickingon“Investigator”inthedrop-downeAnimalOrderingmenuatthetopofthepage.NOTE:Inordertomakeyourscreenmoremanageable,thereisabuttonwithdoublearrowsonthefarrightsideofthetitlebarforeachsectiononthehomepage.Thisbuttoncanbeclickedtotogglethedisplaysettingtoshoworhidetheprotocolsineachsection.MakesurethearrowsarepointingDOWNwhenyouarelookingforaprotocolorrequisitiononyourhomepage.

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RetrieveProtocolsThisfunctiononlyneedstobeusedifanapprovedprotocolforwhichyouwishtoorderanimalsisnotlistedintheAvailableProtocolssectionofyourHomepageafterlogin.Usually,theonlyprotocolsthatneedtoberetrievedarethosethathaveveryrecentlybeenapproved.FromtheeAnimalOrderingdropdownmenu,selectInvestigator,thenselectGetApprovedProtocols.ThistriggersthesystemtorefreshthelistofAvailableProtocols.

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UpdateProtocolFundingDetailsBeforeorderinganimalsonaprotocol,accountinformationmustbeadded.AfteranapprovedprotocolisimportedfromeProtocol‘ProtocolManagementSystem’(PMS)andshowsintheAvailableProtocolslisting,youcanaddaddfundingdetails.FromtheeAnimalOrderinghomepage,youwillsee‘actionrequired’,‘inprogress’and‘availableprotocols’.ClickonthebluehyperlinkfortheprotocolthatneedsupdatedfundingintheAvailableProtocolssection.

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OnthescreenthatincludesProtocolDetailsyouareabletoaddorupdatepersonnelandfundinginformation.Toupdatethefunding,clickontheFundingDetailstab.

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Thiswilltakeyoutotheaccountinformationforthisprotocol.Iftheaccountwantedisnotlisted,itwillneedtobeadded.ClickonAddbuttontoaddanewaccount.Thiswillgenerateapopupwindowwithaccountinformation.

Entertheaccountinformationassociatedwiththisprotocol.ClickonthecalendariconnexttotheexpirationdatetoentertheactualexpirationdateandclickSave.

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CREATINGANDSUBMITTINGANANIMALORDER/REQUISITIONBeforeplacinganorder,makesuretheaccountsforthisprotocolareupdatedintheeAOsystem(refertopage6)FromtheeOAInvestigatorhomepagechoosetheprotocolinwhichyouwanttoorderanimalsonbyclickingthecorrespondingbluehyperlink.

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ChecktheboxnexttothespeciesyouwishtoplaceanorderforandthenclickonCreateRequisition.Alternatively,topreloadtheinformationfromapreviousrequisition,selectthespeciesbyusingthecheckboxandthenclickClone.

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TheRequisitionpagewilldisplayanauto-generateddocumentnumber(Doc#)foreachrequisition.ThiswillbethetrackingnumberfortheparticularanimalorderandshouldbeincludedinanycorrespondencesenttotheARCregardinganorder.ClickontheSpecies/Strainbluehyperlinktobegintheprocessofenteringanimalorderinformation.

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TheRequisitionedSpeciesDetailspagewillopenupwithsomeautomatedfieldsthatarepulledfromtheprotocol.Fieldsmarkedwitharedasterisk.(*)arerequiredfields,alongwith:strain,gender,ageandweight.

1. Youwillneedtoenter/updatethestrain,gender,ageORweight,age/weightunit.

2. Enterthedateofbirth,onlyifyouwantaSPECIFICDOB.

3. TheUSDApaincategoryisusuallyautofilled,butifitisblankor

incorrect,choosetheappropriatecategorybasedonwhatwillbedonewiththeanimals.ThepaincategoryislistedintheProcedureDetailsoftheIACUCeProtocol.Ifananimalisusedformultipleprocedures,choosetheHIGHESTpaincategorythatapplies.

4. IFyouarerequestingapregnantanimal,checkthePregnantboxandenterthequantityofpregnantfemalesrequired.Youcanthenenterthenumberofoffspringperlitterexpected.Ifyouwilleuthanizethepregnantfemalebeforeitgivesbirth,the#ofoffspringshouldbeenteredis“1”.Ifthefemalewillgivebirth,enterN+1,whereN=theaverageexpectedlittersizeforthespeciesandstrain.Ifunknown,usealittersizeof8formiceandrats.Ifapregnantpairisrequestedandthemalebreederistobeincluded,thenyoushouldenterthe#ofoffspringasN+2toaccountforthefemaleandthemale.a.The‘Descriptionfield’istoassistthevendorinanimalspecifications.b.‘NotestoVendor’istorequestweandates,surgeries,etc.c.‘SpecialRequestforHusbandry’istonotifytheARCstaffofspecialhousingneeds,pairhousing,nylabone,specialfeed,etc…

5. Nextyouwillseethetotalnumberofanimalsapprovedforthisprotocol

andthebalanceofanimalsthatarestillavailableonthisprotocol,basedonwhathasalreadybeenordered.Enterthenumberofrequestedanimalsforthisorder.NOTE:Ifyouchecked‘Pregnant’thisfieldisautogeneratedbasedonthebreederandlitterinformationenteredinstep4.

6. ‘NumberofCages’Enterthenumberofcagesinwhichtherequestedanimalsshouldbehoused.Ifsinglehousingisrequired,thenumberofcagesshouldequalthenumberofanimals.Forgrouphousing,thenumberofcageswillbefewer,forexample,requesting2cagesfor10micehousedingroupsoffive.Themaximumdensityforrats,hamsters,andgerbilsisthreeadultspercage.Themaximumformiceisfiveadultspercage(Themaximumisnotrecommendedformalerodentsunlesstheyareknowntobecompatible)

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7. IFyouarerequestingarecurringorderclick‘yes’andenterthedatestostart&endandthefrequencyofdelivery.

8. SelectthePreferredVendor.

9. IForderingfromanotherinstitutionratherthanacommercialvendor,clickon‘other’underthe‘preferredvendor’andenterthenameintheboxthatiscreatedontheright.Whenorderinganimalsfromnoncommercialsources,consultthe“FAQs-ImportingSpecialRodentStrains”guidancewhichcanbefoundontheARCPoliciesandProcedureswebpageathttps://research.utexas.edu/arc/policies-and-procedures/.NOTE:SpecialapprovalfromtheDirectorisrequiredfornoncommercialimports,andinmanycasesquarantinewillberequired.

10. Thenextsectionishousing.TheCampusdefaultisUTA.Selectthebuildingandroomnumbertheanimalswillbehoused.

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Thenextsectiondesignateshowyouwillpayforthepurchaseandperdiemcharges.PurchaseAccountistheuniversityaccountnumbertowhichyouwouldliketochargethepurchaseoftheanimals.Clickonthelookupicon andchoosetheaccount(s)youwanttousetopurchasetheanimals.Youcanspecifythatcostsbespreadacrossmultipleaccountsbyselectingtwoormoreaccountsandthenenteringthepercentage(e.g.100%,25%,87%)ofthechargestobepaidfromeachaccount.Thetotalpercentagesmustequal100%,soa100mustbeenteredintothePercentagecolumnifasingleaccountisused.ClickSave

PerdiemAccountistheuniversityaccountnumbertowhichyouwouldliketochargetheanimaldailycarecharges(perdiemrates).Clickonthelookupicon andchoosetheaccountyouwanttouseforperdiems.Ifnoaccountispresented,gotothefundinginstructions.Thenenterthepercentage(100%,25%,87%)oftheamounttobepaidfromeachaccountpercentagesmustequal100%).ClickSaveScrolltothetopofthepageandclickOKThistakesyoubacktotheRequisition-requestedspeciespage.Itispossibletoincludemultiplelineitemsonasinglerequisition,andthisisthepurposeforthethreebuttonstotherightoftheRequestedSpeciesheader.TheAddSpeciesbuttoncanbeusedtoaddanotherlineitemtotherequisition.TheClonebuttoncanbeusedtoduplicatealineitemalreadylisted,andtheDeleteSpeciescanbeusedtoremovealineitemfromtherequisition.

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NOTE:Althoughthesystemmayallowmultiplespeciestobeenteredintoarequisitionifmorethanonespeciesislistedintheanimalprotocol.However,pleaseDONOTprepareorsubmitaneAOrequisitionthatincludesmorethanonespecies.Thiswouldresultinunnecessarycomplexitythatcouldleadtoconfusionandpossibleerrorsasanimalsareordered,labeledwithcagecardsandhousedinthefacility.IftheResponsiblePerson(RP)fieldsarenotfilledincorrectly,dosonow.Theorderwillnotbesubmittedifoneisleftblank.Selectthepersonthatwillberesponsiblefortheanimalsandaddorcorrectthephonenumberandemailaddresscontactinformation.

Onceyouaresuretheorderiscorrect,clickonSubmittoARC.Atthatpoint,therequisitionwillmovetothe“InProgress”sectionofthehomepage,andtheARCpurchasingstaffwillbeginprocessing.IfOtherPersonnelsubmitstherequisition,theeventchangesto‘SubmittedforApproval’andtherequisitionwillmovetothe“ActionRequired”sectionofthehomepage.

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ApproveandSubmitRequisitionCreatedbyOtherPersonnel

ThefoureProtocolrolesconsideredasAuthorizedInvestigators(PI,co-PI,AdminstrativeContactandOtherSubmitter)cancreateandsubmitanimalrequistions.However,althoughpersonsthatarelistedintheOtherPersonnelsectionofanIACUCprotocolcancreatearequisitionandsaveitinthesystem,theycannotcompletethefullprocessandsubmittherequistiontotheARCPurchasingstaff.AfterusingtheSubmitfunction,theseindividualswillneedtonotifyanAuthorizedInvestigatorforthatprotocolthatthereisanordersavedinthesystemforfinallaboratoryapproval.Thesystemdoesgenerateanemailexplainingthatarequisitionisawaitingfurtheraction.TherequisitionwillbedisplayedintheActionRequiredsectionofthehomepageandlabeledas‘RequisitionInPreparation’.OncetherequisitionhasbeensubmittedtotheARCforapprovalbyanAuthorizedInvestigator,itwillbedisplayedas‘SubmittedforApproval’.

IfOtherPersonnelsubmitstherequisition,theeventchangesto‘SubmittedforApproval’.OnceOtherPersonnelcreatetherequisition,itisdisplayedonthehomepagesofalltheInvestigators.Youcanactontherequisitioncreatedbyotherpersonnelevenbeforeitissubmitted.TherequisitionthatisinpreparationstateisdisplayedinActionRequiredsectionofyourHomepagewitheventandstatusas‘RequisitioninPreparation’and‘InPreparation’

Theanimalorderpendingapprovalwillbehighlightedyellow.ClickonthedocumentsID.RequestedSpeciespageisdisplayed.

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ClickontheSpeciestoverifytheorder.Onceyouhaveverifiedtheorderiscorrect,clickOK.

MakesuretheResponsibleperson,phonenumberandemailarecorrectbeforeclickingonSUBMITTOARC.Atthatpoint,therequisitionwillmovetothe“InProgress”sectionofthehomepage,andtheARCpurchasingstaffwillbeginprocessing.