Aldevron Storage Distribution and Stability Service (ASDS)

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1 Page 1 of 18 Aldevron Storage Distribution and Stability Service (ASDS) Pfizer ASDS Portal 6/6/2016 This document outlines how to access and use the ASDS system designed for Pfizer. Table of Contents TABLE OF CONTENTS 1 1 LOGIN 2 2 SEARCH CRITERIA Wildcards RESULTS 5 3 CHECKOUT YOUR CART SHIPPING ADDRESS ACCOUNTING NOTIFICATIONS SHIPPING REQUIREMENTS CONFIRM AND SUBMIT 9 4 NOTIFICATIONS REQUESTOR NOTIFICATIONS Order Confirmation Approval Request Update APPROVER NOTIFICATIONS Approval Request Notification Approval Response Notification SHIPMENT NOTIFICATION 13 5 ORDER HISTORY 14 6 APPROVAL REQUESTS RESPONDING TO AN APPROVAL REQUEST UNIVERSAL APPROVERS 15 7 BUGS 17 REVISIONS 18

2 Page 2 of 18 1 Login The ASDS system can be accessed at asds.aldevron.com/pfizer. You will be automatically logged in, however, if you are not on a Pfizer campus or connected to the Pfizer VPN, you may be asked for user credentials. Please enter your Pfizer username and password. After logging in for the first time, you may be asked to select a site. This just helps us keep our records organized and provides extra information for processing orders. If your site does not appear on the list, choose PFIZER.

3 Page 3 of 18 2 Search 2.1 Criteria The search page allows you to find all critical or research-grade reagents. Start by entering your search criteria then press Submit. At any time you may press the Search button to revise your search criteria or run another search. Many of the text-based search fields support the use of wildcards for more advanced searching capabilities. More information about wildcards can be found in the following section (titled Wildcards) or by pressing the Help button in the upper-left of the search box. Below are the search criteria fields and a description of how each can be used. Search Criteria Description Wildcard Reagent Number Enter any part of a PF or CR number into this field to find items that Yes match. The system will recognize the formatting of PF and CR numbers and add hyphens where needed CR Format: ABC-XXXXXXXX PF Format: PF-XXXXXXXX-YY-ZZZZ Reagent Name Enter any part of a reagent name or reagent synonym, the system will Yes return results that match either of these fields Lot # Enter any part of a lot number Yes Reagent Any: returns all classification types No Specification Research-grade: limits results to only research-grade reagents Critical: limits results to only critical reagents Type Select the critical reagent type to limit results to only those with a Yes matching type Low Level Limit Allows you to search for items that are at or near the specified LLL No Show All Allows you to specify whether or not you wish to show only available items or include items that have no quantity available for purchase No

4 Page 4 of 18 A special note about using multiple criteria When multiple criteria fields are used they will be combined with AND. For example, when searching for both reagent name and lot number, only results matching both fields will be found. ex. Name: Rabbit AND Lot#: It is not possible to combine multiple criteria fields using OR. The following search is not possible: ex. Name: Rabbit OR Lot#: Using wildcards it is possible to search using OR within a single criteria field. For example, we can find both protein and peptide reagents by entering the following search. ex. Type: Protein Peptide Wildcards Many of the text-based search fields support the use of wildcard characters (see the table above for which fields support wildcards). Wildcards allow you to run more advanced searches that can match based on patterns rather than exact values. The wildcard matching used by this system is based on Regular Expression (regex). The table below shows four commonly used wildcard characters and their purpose. Character Description Example Pipe Character Can be read as "or" and is used to indicate alternatives matches any numbers that contain 1256 or 1427 or Dot/Period Character Can be read as "any" and is used to match any other character, think of it as a true "wildcard" * Star/Asterisk Character Can be read as "any number of" and is used to match zero or more occurrences of the preceding character \ Backslash Character This is used when one of the above characters needs to be used as an actual character (and not a wildcard) AAB.001 matches "AAB-001 Biotin" but not "AAB001 Biotin" PRN-0*110 matches all CR numbers that contain 'PRN-' followed by any number of 0s then followed by '110', such as "PRN " AAB.*Biotin matches "AAB-001 Biotin" and "AAB003 Biotin" but not "AAB-001 Antibody" If you would like to search for all reagent names that contain a period, search for \. so that the period character is not recognized as the "any" character. Similarly, to search for the pipe character use \ so that pipe is not recognized as the "or" character.

5 Page 5 of 18 Below are example searches and how wildcards can be used within the search criteria. Please note, there are likely more than one way to run each of the searches below, these are just examples of one possible method. Search Description Find all proteins and peptides where the reagent name contains 'DAE' Find all reagents where the name contains 'AAB' and 'Biotin' Find reagents where the name contains DAE or the lot number contains 12252:34 Find all reagents for lots L and L Criteria Reagent Name: DAE Type: protein peptide Read as: "reagent name contains DAE and type contains protein or peptide" Reagent Name: AAB.*Biotin Read as: "reagent name contains AAB followed by anything then followed by Biotin" This is not possible, see the above note titled A special note about using multiple criteria Lot #: L L Read as: "lot number contains L or L " 2.2 Results Search results are displayed in table format and can be sorted by clicking on the column headers. Because of all the data associated with one critical reagents, some fields are hidden by default. These fields can be made visible by clicking the Show/Hide Columns button. Filter: Filtering allows you to narrow down your search results even further. It will match against all data contained within the table, including hidden columns. The filter box is found in the upper-right corner of

6 Page 6 of 18 the results table. Please be aware that filtering will only find matches in the current set of results, it will not search for new results. Show/Hide Columns: This button allows you to choose which columns to show or hide in the results table. Not all columns are visible by default. Sorting: Sorting is possible by clicking on any of the column headings. The current sorted column is highlighted in blue. To sort by multiple columns simultaneously, hold [SHIFT] while clicking the column headings. Approval: Some items require approval before they can be shipped, this is indicated by the presence of a red padlock icon near item. Hover over the icon to see the reason why the item requires approval as well as the designated approvers. You will have an opportunity to give a justification during checkout that will help the approver understand your need for this item.

7 Page 7 of 18 Icons: Some items will appear with one or more icons in the Qty/Add column. These are a visual queue of an important property of the item. More information about the property is displayed when you hover over the icon. Icon Padlock Meaning A red locked padlock indicates that an item will require approval before it can be shipped. A grey unlocked padlock indicates that no approval is required. Information Alert Example Message: APV this reagent requires approval Approvers: Mike Gehring, Dale McLeod The information icon indicates there is an additional piece of useful information related to this item. Typically this is shown if the item is unpurified or considered starting material. Example Message: Unpurified Antibody This item is unpurified and is typically not shipped in this form. To initiate a purification request go to MXIS. The alert icon indicates that there is an important note entered for this item and you should read it. These notes will also be displayed during checkout and in approval and order confirmation s when the order is placed. Example Message: This material was thawed during a previous shipment. Cart: Your cart can be viewed by pressing the Cart button. Once you have added all items to your cart, press Checkout or click the shopping cart icon in the menu bar.

8 Page 8 of 18 3 Checkout 3.1 Your Cart The first part of the checkout process asks you to review your cart. If any of the items on your order require approval, you will be asked to enter a justification for those items. By placing your mouse over the red padlock icon you can see which types of approval are required for that item as well as the names of the approvers. When you are finished, press Continue. 3.2 Shipping Address Choose a shipping address by selecting from the list of saved addresses or entering a new address at the bottom of the page. For any orders that will ship to multiple addresses, these will have to be placed as separate orders. Addresses can be edited or deleted using the named buttons below each address.

9 Page 9 of Accounting This page asks you to specify the funding cost center, benefiting project code, benefiting research unit, and partner line for this order. You may enter part of each value and any matching results will be suggested for you to choose from. 3.4 Notifications You may enter addresses of any other individuals that should receive notifications related to this order. These individuals will receive copies of the order confirmation , updates when an item is approved or rejected, and the shipment notification containing the tracking number. 3.5 Shipping Requirements Shipping Preference Ship all items together: wait until all items have been approved before shipping Ship items as available: ship once per day all items that have been approved, items that do not require approval will ship immediately Include TempTale: check this box if you would like a TempTale included with your shipment 3.6 Confirm and Submit Take one last second to review your order before submitting. After placing your order you will be taken to the order confirmation page which displays your order number and a summary of the items within your

10 Page 10 of 18 order. Within a few minutes, an order confirmation is sent to you and the addresses you entered in the shipment notifications field.

11 Page 11 of 18 4 Notifications 4.1 Requestor Notifications Order Confirmation After placing an order, the requestor will receive an order confirmation containing the order number and other details. Any addresses entered in the shipment notifications box during checkout will also receive this . If the order includes any items that require approval to ship, the status column will indicate pending approval at this time.

12 Page 12 of Approval Request Update As each approver responds to an order, the requestor will be updated via to each response. The contains the item that was approved/rejected as well as an overview of all other items on the order. In the event that an item is rejected, the approver s justification is also given. 4.2 Approver Notifications Approval Request Notification The primary and secondary contacts will receive a notification each time a critical reagent is ordered that requires approval. The notification contains a list of reagents that were ordered and the reason they require approval. The column requestor justification shows the rationale given by the requestor during checkout. To respond to a request click the link in the to open the ASDS system and select Approval Requests from the navigation bar. If a critical reagent has both a primary and secondary approver, both receive the approval request notification and either can respond.

13 Page 13 of Approval Response Notification When an approver responds to an approval request, an notification is sent to the other designated approvers letting them know their response is no longer required. 4.3 Shipment Notification After your order has shipped you will receive an with the shipping carrier and tracking number. Shipment notifications are typically sent at 5pm central time.

14 Page 14 of 18 5 Order History Past orders may be reviewed using the order history feature accessible in the navigation bar. All past orders placed by the current user will be listed. Orders are only visible to the user that placed the order. Recipients cannot log in and review orders that have been sent to them by another user. Specific details of each order can be reviewed by pressing the View button in each row of the table. Use the Back button in the order detail view to return to the order history list.

15 Page 15 of 18 6 Approval Requests Some critical reagents will require approval before they can be shipped. If this is the case, an notification will be sent to both the primary contact and secondary contact requesting they approve the critical reagent. Examples of approval request s can be found in section Approval Request Notification Users can review approval requests awaiting their response by selecting Approval Requests from the navigation bar. This page will display any pending approval requests that designate the current user as an approver. 6.1 Responding to an Approval Request Each approval request is divided into two sections; the left side identifies the critical reagent requiring approval. The right side identifies the requestor, the number of vials requested, and their justification for the request. The field Approval Required gives the reasons why this critical reagent was flagged for approval. There are presently two types of approval: Low Level Limit (LLL) this occurs when the number of vials requested causes the inventory to drop below the reorder point. Approval Required (APV) this indicates that all requests for this particular reagent require approval regardless of any other conditions. To respond to a request, select either Approve or Reject then press Submit. If you choose to reject a request, you will be asked to give a justification as to why the request is rejected. Your response is sent via to both the requestor and any other approvers for this critical reagent. An example of this can be found in section Approval Request Update. 6.2 Universal Approvers

16 Page 16 of 18 For users that are designated as universal approvers, the option to show all requests or just my requests will appears at the top of the approval requests page. All Requests show all pending approval requests My Requests show only the requests for when you are the primary or secondary contact When a universal approver responds to a request, the primary and secondary contacts are notified and the response given. See an example of this notification in section Approval Response Notification.

17 Page 17 of 18 7 Bugs If any features fail to function correctly or an error message is displayed, please send an describing the issue. Include the following information about the error: To: david.mart@aldevron.com The error message (if any) URL of the current page Any details of the activity being performed

18 Page 18 of 18 Revisions Version Revision Date Author Initial draft prepared for ASDS demo to IT subteam 3/4/2013 David Mart Added Order History section 4/3/2013 David Mart Updated screenshots and edited instructions to match changes made to the latest version of the portal 6/5/2013 David Mart Added section numbering - Added section 4 - Notifications - Added section 6 - Approvals - Updates screenshots and edited instructions to match changes made to the latest version of the portal 9/20/2013 David Mart Updated screenshots of notification s 11/26/2013 David Mart - Updated screenshots of order history page Revised section 2 - Search 2/17/2014 David Mart - Added section Wildcards Updated language in most sections 5/21/2015 David Mart - Updated screenshots to match current UI - Added icons table to section Updated screenshots to reflect latest logo/branding 6/6/2016 Andrew Erovick

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