Darwin Manual Animal Census Coordinator Office Users MODULE 2: DARWIN DESKTOP APPLICATION

Transcription

1 Darwin Manual Animal Census Coordinator Office Users MODULE 2: DARWIN DESKTOP APPLICATION Updated: July 22, 2014

2 Table of Contents Introduction...4 Applications... 4 Cage Card Management Functions (Darwin Desktop)...5 Login to Darwin Desktop... 5 Logout of Darwin Desktop... 7 Cage Card Formats... 8 Print Cage Cards... 9 Print Room Labels Quick Cards Animal Records Identification Print Room Cards Animal Husbandry (Census) Activate Cards for Weaned Animals (Desktop) To Execute Activate Cards For Weaned Animals (Desktop): Option A: Activate by Typing or Scanning Cards Option B: Activate Cages for Selected Order Number: To Complete Activation Process (Desktop): Deactivate Cards for Used Cages (Desktop) To Execute Deactivate Cards for Used Cages (Desktop): Option A: Deactivate by Typing or Scanning Cards Option B: Deactivate Cages for Selected Order Number Option C: Deactivate Cages for Selected Protocol Option D: Deactivate Cages for Selected Room Option E: Deactivate Cages Based on Query To Complete Deactivation Process (Desktop) Submit Request for Breeding Cards Viewing Breeding Request Alerts: Submit Request for Breeding Cards by the ACCOORD: Discard Breeding Cards Relocate Cages Page 1 of 125

3 To Execute Relocate Cages: Option A: Relocate Cages by Typing or Scanning Cards Option B: Relocate Cages for Selected Order Option C: Relocate Cages for Selected Room Option D: Relocate Cages Based on Query To Complete Relocate Cages Process Cage Account Transfer To Execute Cage Account Transfers: Option A: Transfer Account by Typing or Scanning Cards Option B: Transfer Account for Selected Order Option C: Transfer Account for Selected Protocol Option D: Transfer Account Based on Query Option E: Transfer All cages To Complete Cage Account Transfer Process Protocol Transfer To Execute Transfer Protocol: Transfer Type 1: Change in Protocol Number Due to Review Transfer Type 2: Transfer Animal Pain Levels on Same Protocol: Transfer Type 3: All Others Option A: Transfer Cages by Typing or Scanning cards Option B: Transfer All Cages Option C: Transfer Cages Based on Query To Complete the Protocol Transfer Process: Per Diem Transfer To Execute Per Diem Transfers: Option A: Transfer Account by Typing or Scanning Cards Option B: Transfer cages for Selected Orders Option C: Transfer All Cages for Selected Per Diem Option D: Transfer cages Based on Query To Complete the Per Diem Transfer Process Cage Splits Adjust Animal Numbers Page 2 of 125

4 To Execute Adjust Animal Numbers: Option A: Adjust Animal Numbers by Typing or Scanning cards Option B: Adjust Cages for Selected Order Option C: Adjust Cages for Selected Protocol Option D: Adjust Cages based on Query To Complete the Adjust Cages Process Reactivate Cages Transfer Protocol Ownership Census Reports Option A: Printer Report output Option B: Screen Report Output Option C: Excel Report Output Appendix B: Wireless Scanner Bar Code Programming Appendix C: Wireless Scanner Bar Code Programming Page 3 of 125

5 Introduction The Animal Census Coordinator security role is the primary role for cage card management and census functions. In this document, the reader will progressively be introduced to Cage Card Management and Barcode Census Management processes and its various intricacies. At a high level, the key progress related to the Census Coordinator consists of an alternation between cards being activated and deactivated with all husbandry actions being applied in between. A second process inherent in this role, involves performing an internal inventory audit in which the system inventory is validated against real facility inventory via a scanner. This process will be covered in Module 3: Reconcile Physical Inventory of the Animal Census Coordinator manual series. Applications Two applications are being used for the animal order process: Darwin Web and Darwin Desktop. The Animal Census Coordinator will be using both applications with the same user ID and password: This manual is divided into the following modules: Module 1: Darwin Web Application Module 2: Darwin Desktop Application Module 3: Physical Census/ Inventory Darwin web-based application is used for creating and modifying animal orders as well as processing received shipments and generating reports. The Animal Census Coordinator will be using the Darwin Desktop for printing and managing cage cards as performing reconciliation of animal inventory. (Refer to Cage Cards Management -Darwin Desktop) Page 4 of 125

6 Cage Card Management Functions (Darwin Desktop) The management of cage card records is critical to the barcode census process. Barcode census differs from a manual census process in that Darwin keeps track of active cage cards as opposed to having a person manually count cages and then enter census activity in a manual census record. Darwin desktop application is used for cage card management. Login to Darwin Desktop To start working with the desktop application, you must have permissions in the security role of ABUYER, BOFC and/or ACCOORD. 1. From your Computer Desktop, click on the Start menu> Accessories> Remote Desktop Connection 2. In the Remote Desktop dialog box, insert the remote desktop address rd1.campus.mcgill.ca then click Connect. 3. Select your profile icon CAMPUS\ McGill Short Username. You will be prompted to enter your McGill Password. (For more information about the McGill short username and McGill Password, go to kb.mcgill.ca/it/easylink/article.html?id= You will be directed to the Remote Desktop session (blue screen). Click OK 5. From the remote desktop screen, Click the esirius desktop icon Page 5 of 125

7 6. In the dialog box, reenter your login information (short Username & password) and click on Login. 7. If you are assigned more than one security site/role, select the appropriate site/animal Census Coordinator from the Sites and Security Roles drop-down list. 8. Click the OK button. You can change your security role after logging into Darwin by selecting other roles from the File menu. Tip Page 6 of 125

8 Logout of Darwin Desktop Regular updates are performed on the Darwin program, requiring a system shut down at out-of business hours. To avoid subsequent problems after the system is back online, it is important to LOGOUT from (not just close) the Remote Desktop Session from the rd1.campus.mcgill.ca server. 1. Close all open Darwin Desktop window applications 2. Logout of RD1 Desktop: a. Click on START b. Select the arrow next to the lock icon and click Log Off Page 7 of 125

9 Cage Card Formats Datamax Standard Card - recommended for vendor Orders Datamax Breeding Card recommended for breeding cages Page 8 of 125

10 Datamax Weaning card recommended for weaned cages Print Cage Cards This section applies only to orders processed in Animal facility within the protocol s Home FACC site. According to the workflow of the Animal Orders, when the Animal Buyer placed the order in the Darwin web application, the ABUYER or Animal Census Coordinator (ACCOORD) will now prepare to print the cage cards. This must be done prior to receiving the animals in Darwin. The Process Received Shipment activates those cards. The activation strip on the card is removed and discarded, indicating that the card is now active. Note Shared Housing: Cage Cards for Shared Housing are created using the Quick card function in Darwin desktop. This feature is only available to the ACCOORD role. Page 9 of 125

11 1. Select Activities > Cage Card Management > Options > Print Cage Cards. The Print Cage Cards dialog appears. 2. In the Print Cage Cards > Choose Option section, choose one of the options for printing the cards and depending on which option is selected, you need to know the delivery date range, order number, protocol number, or card Id range. 3. In the Print cage cards> Choose Additional Filters section, you may select additional filter for your query. Order Status: All cage cards will be printed according to your specifications, including cancelled orders. Use the Order Status drop-down list to narrow your search (e.g. Open orders only) Page 10 of 125

12 Exclude Deliveries with cards already printed?: Select this option if you want to exclude cards that have been already printed. For example, cards were printed on Monday for the week delivery range. To avoid duplicate prints using the same Print options on Wednesday, the Exclude Deliveries with cards already printed is selected and only the remainder will be printed. Exclude cards that have been printed?: Select this option if you want to exclude cards that have been already printed. 4. In the Print Cage Cards > Choose Output Options section, select from one of the card layout options. 5. Using the Sort By drop down list in the Print cage Cards>Choose Output Options section, the print output can be sorted by Order Number, Facility/ Room, Card ID, Delivery date, PI and Vendor. Order Number is the default sort selection. 6. Click the Print Cards button and the Darwin Desktop confirmation message appears. Note After an action is requested from Darwin (i.e. print cage cards) the status window appears on the top right hand corner. 7. Click OK to print cage cards and the Print dialog will appear. Select Datamax-O Neil M-4210 Mark II (redirected) printer. Page 11 of 125

13 Print Room Labels The room labels links the location of the cage cards when performing routine inventory scanning. Note The system will not recognize any symbols when a scan is performed at a later point in time to read the room numbers. Therefore, the room labels must not contain any punctuation marks, such as decimals, hyphens, etc. 1. From Darwin Desktop, select Activities > Cage Card Management > Options > Print Room Labels. The Print Room Labels page appears 2. Select the building and/or room filters and click Print. (There is only one available selection for the Output Label (Avery 5160 laser Address Labels) Page 12 of 125

14 The Darwin Desktop confirmation message will then appear. Note Use the Facility Room Number field to print specific rooms (used for housing purposes). If only the facility is selected, all the room setup within the facility will be printed. 3. Click OK to print room labels The Print dialog box will appear. If the local printer is not equipped with the required fonts to print barcodes, go to 4B) 4. A. Select the appropriate local Printer labeled with (redirected) from the drop-down list and click on OK. B. If the local printer does not have barcode fonts installed; I. Select MICROSOFT XPS DOCUMENT WRITER from the Print dialog box II. III. IV. Click Save as: Name the document and save it on your local computer or select folder Search and open the saved file from the select location on your computer Page 13 of 125

15 V. Print the document on your local computer as per usual process. Here is an example of the Room Label results; Quick Cards The Quick Card process is used to create new bar-coded cages for; Initial facility set-up (Kick-off). Surplus cards to be made available in the animal holding rooms (e.g. weaning, cage splits). When generating cards for animals deriving from Non-Commercial sources When generating cards for Vendor Animal Order Requisitions from a Shared Housing site. If you are using Quick Cards to generate surplus breeding/ weaning cards in advance to keep Note available to the researcher, do not activate the cards when they are being generated. Page 14 of 125

16 1. From Darwin Desktop, select Activities>Cage Card Management > Options > Quick Cards. The Quick Cards >> PI Name Search dialog appears 2. Enter at least a portion of your PI s first and last names and click the Search button Typing the % wildcard character in each of the required input textboxes (the ones which have a red asterisk associated with the field), will generate a list of all the Principal Investigators defined in the system. Tip The Quick Cards->PI Search Results dialog box appears 3. Click on the appropriate PI name (blue text/link located in the Full Name column). Page 15 of 125

17 A list of all the approved protocols associated with your PI will now appear on the Approved Protocol List page. The results are shown individually by Species Name and Category of Invasiveness for each protocol. Note The Species Name and Categories of Invasiveness (COI) will display separately for each protocol. Protocols with more than one species/ COI will show multiple lines. The protocol will not display if; Note Animal numbers have exceeded the authorized total amount The protocol is expired or On-Hold 4. Select the appropriate protocol from the Protocol # column (click on the blue text/hyperlink). The Quick Cards > Sponsor Information page opens. Page 16 of 125

18 5. Sponsor Information: Sponsor Information applies primarily for Umbrella or Service protocols when the transaction is paid by someone other than the PI/ PI Account. The ABUYER can select any account within the FACC site setups even if the PI is not an authorized user on that account. This feature should be used with diligence and is only accessible to Office Users. If the order will be sponsored: a. Select yes for Will this purchase be paid by someone other than PI? b. Complete the name fields (NOTE: the name entered must be an exact match to the Protocol Contact master list. Page 17 of 125

19 6. Click Continue The Quick Cards page opens 7. Enter the cage card information in the Requisition Information and Animal Information sections. Fields indicated with an asterisk (*) are required. Page 18 of 125

20 REQUISITION INFORMATION SECTION Check-box options Background information Required? Appears on Card? Order Type: Represents the source of the animals. Based on the Order Type selection, the order number will be generated with a prefix to represent the source; Yes Yes D = Donated Animals B = In-House Breeding Colony K = Kick-off Barcode N = Non-Commercial Sources V = Vendor Purchases W = Wildlife Capture Requestor: Name of the Research staff responsible for the animals. No Yes Vendor: Name of the Commercial Supplier (used for Shared Housing Animal purchase orders) No Yes Per Diem: Defines the housing per diem Yes Yes Paid for by: If a sponsor is selected on the previous page, this field will automatically be populated with the sponsor name No No Phone + Ext: The contact information of the research staff selected as the Requestor No Yes Building Not applicable n/a n/a Facility Name: Name of the Housing facility Yes Yes Page 19 of 125

21 Account No. The PI account number that will be charged the census fees Yes Yes information of the research staff selected as the Requestor No No Strain: Selection of strain names from the database list No Yes PO#: Optional: The purchase Order number associated with the animal procurement (e.g. noncommercial sources) No No Room: The housing location Yes Yes Protocol: The protocol number under which the animals are used. The information is automatically populated based on the selection on the previous page Yes Yes ANIMAL INFORMATION SECTION Check-box options Background information Required? Appears on Card? # Animals The total number of animals for the group of cage cards Yes No Per Cage The number of animals housed per cage Yes Yes # of Cages The number of cages represented by the cage cards Yes No Delivery date For animal purchases, this represents the date the animals arrived in the facility. Yes Yes For Surplus cage cards (weaning), the date the cards are generated. Page 20 of 125

22 Age The age or age range of the animals No Yes DOB The Date of Birth of the animals No Yes Weight The weight or weight range of the animals No Yes Sex The sex of the animals Remarks Comment section: No Yes Indicate any comments to appear on the cage card. (e.g. special housing requirements) For Shared Housing Orders, the order number generated for the Quick cards are not consolidated with the Animal Order Requisition order number. It is recommended to annotate the Animal Order requisition number in the remarks field as a reference. Note Shared Housing: The order number generated for the Quick cards are not consolidated with the Animal Order Requisition order number. It is recommended to annotate the Animal Order requisition number in the remarks field as a reference. BUSINESS INFORMATION SECTION OPTIONS: Check-box options Background information Debit Protocol with # of animals If selected, the total number of animals indicated in the # of animals field will be debited from the protocol. Do not select for: Page 21 of 125

23 Surplus cage cards (weaning) Shared Housing purchase orders Apply set-up charges Activate Cages Layout Billable purchases Not applicable. Select for cages which are currently or immediately populated (e.g. facility set-up) Drop-down options for cage card format This option must be selected in order for charges to appear on the PI invoice. Print cage cards Select to prompt printing 8. Select the Print Cage Cards option in the Business Information section. 9. Select the Layout 10. Click the Generate button. The Print Dialog will now appear for you to choose a printer. 11. Select the appropriate printer (Datamax M-4210 Mark II Redirected) and click OK. Page 22 of 125

24 After printing you are returned to the PI Name Search to begin another Quick Card requisition. Animal Records Identification Not applicable Print Room Cards With this application, the ACCOORD can print all cage cards for a selected room of the Facility. 1. From Darwin Desktop, select Activities>Cage Card Management > Options > Print Room Cards. The Print Room Cards page opens; Page 23 of 125

25 2. Complete the output fields. You have the option of printing only breeding cards. (Cards created under the In-House Breeding Order Type) 3. You can Sort the order of the card output by Order Number, Facility/Room, card ID, Delivery Date, PI and Vendor. 4. Select the cage card format in the Layout field 5. Click on the Print button. A message box appears with a confirmation of number of cards to be printed. 6. Click on OK. The Print Dialog will now appear for you to choose a printer. 7. Select the appropriate printer (Datamax M-4210 Mark II Redirected) and click OK. Page 24 of 125

26 Animal Husbandry (Census) The Animal Husbandry application comprises the functions for maintaining the cage card records. If you want to retrieve real-time data it is important to perform the activations and deactivations of cage cards on a regular basis. Cage cards are activated: Automatically when vendor orders are received into a bar-coded facility. When the user activates cards for weaned animals. When a new card is created and printed because of a cage split or transfer. When the activate cages check box is selected in the various applications (e.g. Quick Cards) Cage cards are deactivated: When the user deactivates cards for used cages. When animals are transferred from one per diem, account, room, or protocol to another (and you create a new cage card). Using Darwin, you can look for the active cage card records to report on inventory and care days. When an accounting period is closed, Darwin creates invoices by calculating the charges to the Principal Investigator s charge account using the per diem rate and number of care days. With the Cage Reports, you can view the current inventory data in a variety of formats. Note Ensure that your facility has a process in place for activating and de-activating cards. Ensure that your facility has a process in place for generating breeding requests within Darwin. Activate Cards for Weaned Animals (Desktop) You can activate cards for weaned animals: A. By card number (Typing or scanning) B. By breeding requisition number Page 25 of 125

27 To Execute Activate Cards For Weaned Animals (Desktop): 1. From the Darwin Desktop home page, select Activities > Animal Husbandry > Options > Activate Cards for Weaned Animals. The Activate Cards for Weaned Animals dialog appears. 2. 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 26 of 125

28 In the example given, the value of 3 animals per cage was entered as the Default Animal Count per cage. Each card will automatically have 3 animals pre-entered. The middle section of the screen presents the Animal Census Coordinator with various deactivation options. Detailed instructions for each option are described in the section to follow Option A: Activate by Typing or Scanning Cards 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 B : Wireless Scanner Bar Code Programming Note 1. From the Activate Cards for Weaned Animals page, select the radio button for Activate by Typing or Scanning Cards and click Continue. Page 27 of 125

29 The Scan Cards to Activate dialog opens 2. Place the cursor in the first cell of the # of Animals column and begin scanning or typing cards. Page 28 of 125

30 Note When typing in the cage number manually, it is not necessary to type preceding zeros. Tip The information in columns identified with the underlined, bold font headers can be edited. 3. Adjust the # of Animals and Activation date accordingly. 4. Unselect the checkbox in the Debit Protocol column for the appropriate cards if animal numbers should not be debited from the protocol. 5. After entering all cards to activate, click Continue. The Activate Selected Cards dialog appears with the list of matching cards for activation. On this page, you can confirm the cards to be activated. 6. Refer to Complete Activate Cages Process Desktop Option B: Activate Cages for Selected Order Number: 1. From the Activate Cards for Weaned Animals page, select the Activate cages for selected breeding request radio button. 2. Enter the breeding request number, line item number, and default number of animals per cage (optional) in the appropriate fields and click Continue. Page 29 of 125

31 The Cards to Activate for Breeding Request dialog appears where you can see all the cards on the breeding requisition that have not yet been activated. 3. You can edit the cards by changing the number of animals, change the date, and decide whether or not to debit the protocol. 4. Select cards to activate and click Continue. Page 30 of 125

32 5. On the Active Selected Cards page, you can confirm the cards to be activated. 6. Refer to Complete Activate Cages Process Desktop To Complete Activation Process (Desktop): The Activate Selected Cards page shows with the list of matching cards for activation. On this page, you can confirm the cards to be activated. Inactive cards are displayed on the Matching Cards tab. Page 31 of 125

33 If the cards you entered had never been activated, had been previously deactivated, discarded, or were invalid, they will be displayed on the appropriate tab. The highlighted tabs indicate discrepancies with the scanned cards. No action is required in Darwin Desktop. This should be investigated to assure there is not duplication of cage cards or to identify scanning errors. Previously Activated: Shows the scanned cards which are already currently active. Previously Deactivated: shows details of the scanned cards which have at one time been active and have already been deactivated Previously Discarded: shows details of the scanned cards which have never been activated and have been discarded Invalid: shows details of the scanned cards whose barcode does not link to the data for this facility. In the example given this scanned card originated from another FACC site. Page 32 of 125

34 1. All cards are selected for activation 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 dialog. 2. To activate cards on the Matching Cards tab, select the cards and click the Activate Cards button. 3. A confirmation dialog box will appear. Click Yes if you wish to print the card list. 4. You will be directed back to the Activate Cards for Weaned Animals page. Deactivate Cards for Used Cages (Desktop) You can deactivate cards for weaned animals: A. By card number (Typing or scanning) B. By selected order number C. By selected protocol number D. By selected room E. Based on Query (This option is not available) To Execute Deactivate Cards for Used Cages (Desktop): 1. From the Darwin Desktop home page, select Activities > Animal Husbandry (Census) > Options > Deactivate Cards for Used Cages. Page 33 of 125

35 The Deactivate Cards for Used Cages dialog appears. 2. Select the deactivation date from the Activation Effective Date drop-down list The lower section of the screen presents the Animal Census Coordinator with various deactivation options. Detailed instructions for each option are described in the sections to follow. Page 34 of 125

36 Option A: Deactivate by Typing or Scanning Cards With this option, you can scan or type the card numbers for the deactivation. Note 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 B : Wireless Scanner Bar Code Programming 1. From the Deactivate Cage Cards For Used Cages page, select the Deactivate by Typing or Scanning Cards option. The Scan Cards to Deactivate dialog appears. 2. Place the cursor in the Type or Scan Card ID field and begin scanning cards or typing cards. Page 35 of 125

37 Tip When typing in the cage number manually, it is not necessary to type preceding zeros. 3. When scanning is complete, click Continue. The Deactivate Selected Cards page opens with the list of matching cards for deactivation. On this page, you can confirm the cards to be deactivated. 4. Refer to Complete Deactivate Cages Process Desktop Option B: Deactivate Cages for Selected Order Number 1. From the Deactivate Cards for Used Cages page, select Deactivate Cages for Selected Order Number option. 2. Enter the Order # and Item # and click Continue. 3. The Deactivate Selected Cards page opens with the list of matching cards for deactivation. On this page, you can confirm the cards to be deactivated. Page 36 of 125

38 4. Refer to Complete Deactivate Cages Process Desktop Option C: Deactivate Cages for Selected Protocol If you select one of the radio boxes, the Deactivate Cards for Used Cages dialog appears. 1. From the Deactivate Cards for Used Cages page, select Deactivate Cages for Selected Protocol option. 2. Enter the 8-digit protocol number and click Continue. 3. The Deactivate Selected Cards page opens with the list of matching cards for deactivation. Page 37 of 125

39 On this page, you can confirm the cards to be deactivated. 4. Refer to Complete Deactivate Cages Process Desktop Option D: Deactivate Cages for Selected Room 1. From the Deactivate Cards for Used Cages page, select Deactivate Cages for Selected Room option. 2. Select the facility from the drop down list and enter the Room number. 3. Click Continue. 4. The Deactivate Selected Cards page opens with the list of matching cards for deactivation. Page 38 of 125

40 On this page, you can confirm the cards to be deactivated. 5. Refer to Complete Deactivate cages Process Desktop Option E: Deactivate Cages Based on Query This application is not available To Complete Deactivation Process (Desktop) The Deactivate Selected Cards page shows the list of matching cards for deactivation. On this page, you can confirm the cards to be deactivated. Cards that were activated are displayed on the Matching Cards tab. Page 39 of 125

41 If the cards you entered had never been activated, had been previously deactivated, discarded, or were invalid, they will be displayed on the appropriate tab. The highlighted tabs indicate discrepancies with the scanned cards. No action is required in Darwin Desktop. This should be investigated to assure there is not duplication of cage cards or to identify scanning errors. Never Activated: Shows the scanned cards which have never been activated. Previously Deactivated: shows details of the scanned cards which have at one time been active and have already been deactivated Previously Discarded: shows details of the scanned cards which have never been activated and have been discarded Page 40 of 125

42 Invalid: shows details of the scanned cards whose barcode does not link to the data for this facility. In the example given this scanned card originated from another FACC site. 1. To deactivate cards on the Matching Cards tab, select the cards and click the Deactivate Cards button. 2. A message box will appear confirming the number of cards deactivated in the process. 3. Click Yes if you wish to print the card list. 4. You will be directed back to the Deactivate Cards for Used Cages page. Page 41 of 125

43 Submit Request for Breeding Cards When an investigator submits an online request for breeding cards, the request appears in an alert in Darwin Desktop for the census coordinator which can be opened for approving and finalizing. Viewing Breeding Request Alerts: 1. To view the alert from the main page of Darwin Desktop, expand the Animal Husbandry (Census) option and click Alert New Breeding Requests. The list of all new breeding requests appears in the Alert New Breeding Requests section in the lower part of the screen. Page 42 of 125

44 2. To view information about the request you need, click the request number button. The Request Breeding Card > Adding a New Breeding Card dialog appears. 3. Review and complete the necessary fields to finish the request. 4. In the Breeding Request Business Information section, select Print cage Cards and the Layout. 5. Click Finish Request 6. In the print Dialog box, select the appropriate Printer ((Datamax M-4210 Mark II Redirected). 7. Click OK. The Alert will be removed from the Desktop home page. Note Cards are not active. Refer to Activate Cage Cards section. Page 43 of 125

45 When you complete a request, it no longer appears in the alert. However, it can be called up Note by the investigator to copy as a new request for breeding cage cards. Submit Request for Breeding Cards by the ACCOORD: 1. On the main Darwin Desktop page, select Activities > Animal Husbandry (Census) > Options > Submit Request for Breeding Cards. The Request Breeding Card > Select Breeding Request Source dialog appears. 2. To start new request creation, select New Request and then click Continue. Page 44 of 125

46 The Request Breeding Card > PI Name Search dialog appears. 3. Enter your PI s name and then click Search. The PI Name Search Result List dialog appears. 4. From the search results, click the PI full name button (blue text) to see a list of the investigator s approved protocols. 5. The Request Breeding Cards > List of Approved Protocol dialog appears where you should select a protocol number link for further actions. Page 45 of 125

47 6. Select the appropriate protocol (click on the blue text). The Request Breeding Cards -> Sponsor Information dialog appears. Page 46 of 125

48 7. Click Continue. The Request Breeding Cards > Adding a New Breeding Card dialog appears. Note Information (e.g. special housing instructions) annotated in the Remarks field will be included on the cage card. 8. Enter the needed information in the required fields. Clicking the corresponding business information check boxes will print the work sheet and cage cards. The cards have not been activated and the protocol has not been debited. Those two actions will occur when you activate cage cards for weaned animals. 9. Select the card Layout 10. Click Finish Request to complete the request. 11. In the print Dialog box, select the appropriate printer (Datamax M-4210 Mark II Redirected) 12. Click OK Page 47 of 125

49 Discard Breeding Cards With the Discard Breeding Card function, the ACCOORD can discard cage cards which have been created, and never activated. Cards are discarded by order number and cannot be discarded individually. Darwin will recognize cards and filter out card associated with the order number which are active or have already been deactivated. The process will only affect non-active cards. 1. On the main Darwin Desktop page, select Activities > Animal Husbandry (Census) > Options> Discard Breeding Cards. The Discard Breeding Cards dialog appears. Page 48 of 125

50 2. Enter the Breeding Request Number (Order Number) and Item Number and click Discard. A confirmation dialog will appear. 3. Click OK to discard selected card. Relocate Cages With the Relocate Cages function, the ACCOORD can transfer cages from room to room within a facility or to another facility within the FACC site. This option is not applicable to Shared Housing sites. You can relocate cages by; A. Cage cards (Typing or Scanning) B. Order number C. Room number D. Based on Query E. Based on Scanner Input (This option has not yet been implemented) Details instruction for each option are described in the sections to follow To Execute Relocate Cages: 1. On the main Darwin Desktop application page, select Activities > Animal Husbandry (Census) > Options > Relocate Cages. Page 49 of 125

51 The Relocate Options dialog appears. 2. Select the effective date from the Effective Date drop-down list. Several cage move options are presented to the Animal Census Coordinator at this stage. 3. Select one of the Relocate Options. Instructions for each option are described below. Page 50 of 125

52 Option A: Relocate Cages by Typing or Scanning Cards With this option, you can scan or type the card numbers for the relocation. Note 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 B : Wireless Scanner Bar Code Programming 1. From the Relocate Options page, select Relocate cages by typing or scanning cards 2. By default, the relocation will apply to any pending Breeding card requests which meet the search criteria. If this does not apply, uncheck the Update room number on Breeding Request, if applicable 3. Click Continue The Select Active Cages page opens Page 51 of 125

53 2. Place the cursor in the Type or Scan Card ID field and begin scanning cards or typing cards. Note When typing cage card numbers manually, you do not need to add the preceding zeros of the card ID. 3. When scanning is complete, click Continue. 4. Refer to Complete Relocate Cages Process Option B: Relocate Cages for Selected Order 1. From the Relocate Options page, select Relocate cages for selected order 2. By default, the relocation will apply to any pending Breeding card requests which meet the search criteria. If this does not apply, uncheck the Update room number on Breeding Request, if applicable 3. Enter the Order # and Item #. Darwin Desktop will select cages that match your criteria. Refine the search results by specifying the Cage card Status. 4. Click Continue. Page 52 of 125

54 The Relocate cages page opens with the list of matching cards for relocation. 5. Refer to Refer to Complete Relocate Cages Process Option C: Relocate Cages for Selected Room 1. From the Relocate Options page, select Relocate cages for selected room 2. By default, the relocation will apply to any pending Breeding card requests which meet the search criteria. If this does not apply, uncheck the Update room number on Breeding Request, if applicable 3. Select the Facility from the drop-down list and enter the Room #. Darwin Desktop will select cages that match your criteria. Refine the search results by specifying the Cage card Status. 4. Click Continue. The Relocate cages page opens with the list of matching cards for relocation. Page 53 of 125

55 1. Refer to Complete Relocate Cages Process Option D: Relocate Cages Based on Query This option provides more specific search options. For example, you can locate all Mouse (Micro isolator) cages with active status in room 31 of the Biomedical Research Building facility. 1. From the Relocate Options page, select Relocate cages for selected order 2. By default, the relocation will apply to any pending Breeding card requests which meet the search criteria. If this does not apply, uncheck the Update room number on Breeding Request, if applicable 3. Click Continue. The Search Filters page opens. Page 54 of 125

56 2. Enter the search filters you need and click Search. By default, the relocation will apply to any pending Breeding card requests which meet the search criteria. If this does not apply, uncheck the Update room number on Breeding Request, if applicable Note 3. The Deactivate Selected Cards page opens with the list of matching cards for relocation. On this page, you can confirm the cards to be relocated. Page 55 of 125

57 4. Refer to Complete Relocate Cages Process To Complete Relocate Cages Process The Relocate cages page shows the list of matching cards for relocation. On this page, you can confirm the cards to be relocated. Cards that are valid are displayed on the Matching Cards tab. Page 56 of 125

58 If the cards you entered had never been activated, had been previously deactivated, discarded, or were invalid, they will be displayed on the appropriate tab. The highlighted tabs indicate discrepancies with the scanned cards. No action is required in Darwin Desktop. This should be investigated to assure there is not duplication of cage cards or to identify scanning errors. Never Activated: Shows the scanned cards which have never been activated. Previously Deactivated: shows details of the scanned cards which have at one time been active and have already been deactivated Page 57 of 125

59 Previously Discarded: shows details of the scanned cards which have never been activated and have been discarded Invalid: shows details of the scanned cards whose barcode does not link to the data for this facility. In the example given this scanned card originated from another FACC site. 1. Enter the information of the new location the animals are moving to. 2. If applicable, adjust the PerDiem to reflect the housing for the respective room. If the per diem change applies to all rooms, apply the adjustment to the first item then click Fill Down to complete the remaining items. Note By default, the relocation will apply to any pending Breeding card requests which meet the search criteria. If this does not apply, uncheck the Update room number on Breeding Request, if applicable 2. To relocate cards on the Matching Cards tab, select the cards and click the Relocate Selected Cards button. 3. A message box will appear confirming the number of cards and number of breeding request rooms relocated in the process. Page 58 of 125

60 5. Click OK. You will be directed back to the Relocate Options page. Cage Account Transfer With the Cage Account Transfer function, the ACCOORD can transfer the cage census charges to the PI s alternate account. You can transfer cages by; A. Cage cards B. Order number C. Room D. Based on Query E. Transfer all cages Details instruction for each option are described in the sections to follow To Execute Cage Account Transfers: 1. On the main Darwin Desktop application page, select Activities > Animal Husbandry Census> Options > Cage Account Transfer. Page 59 of 125

61 The Cage Account Transfer Options dialog appears. 2. Enter the Effective Date and the transfer from Account. Several options are presented to the Animal Census Coordinator at this stage. 3. Select one of the account transfer options. Instructions for each option are described below. Page 60 of 125

62 Option A: Transfer Account by Typing or Scanning Cards Note 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 B : Wireless Scanner Bar Code Programming 1. From the Cage Account Transfer Options page, select Transfer account by typing or scanning cards 2. By default, the relocation will apply to any pending Breeding card requests which meet the search criteria. If this does not apply, uncheck the Update room number on Breeding Request, if applicable 3. Click Continue The Select Active Cages page opens Page 61 of 125

63 4. Place the cursor in the Type or Scan Card ID field and begin scanning cards or typing cards. Note When typing cage card numbers manually, you do not need to add the preceding zeros of the card ID. 5. When scanning is complete, click Continue. The Transfer Cages to New Account page opens with the list of matching cards for transfer. 6. Refer to Complete Cage Account Transfer Process Page 62 of 125

64 Option B: Transfer Account for Selected Order 1. From the Cage Account Transfer Options page, select Transfer account by typing or scanning cards 2. By default, the relocation will apply to any pending Breeding card requests which meet the search criteria. If this does not apply, uncheck the Update room number on Breeding Request, if applicable 3. Enter the Order # and Item #. Darwin Desktop will select cages that match your criteria. Refine the search results by specifying the Cage card Status. 4. Click Continue. The Transfer cages to New Account page opens with the list of matching cards for relocation. Page 63 of 125

65 5. Refer to Complete Cage Account Transfer Process Option C: Transfer Account for Selected Protocol 1. From the Cage Account Transfer Options page, select Transfer account for selected protocol Page 64 of 125

66 2. By default, the relocation will apply to any pending Breeding card requests which meet the search criteria. If this does not apply, uncheck the Update room number on Breeding Request, if applicable 3. Enter the 8-digit Protocol number. Darwin Desktop will select cages that match your criteria. Refine the search results by specifying the cage card Status. 4. Click Continue. The Transfer cages to New Account page opens with the list of matching cards for relocation. 5. Refer to Complete Cage Account Transfer Process Option D: Transfer Account Based on Query This option provides more specific search options. 1. From the cage Account Transfer Options page, select Transfer account based on query Page 65 of 125

67 2. By default, the relocation will apply to any pending Breeding card requests which meet the search criteria. If this does not apply, uncheck the Update room number on Breeding Request, if applicable 3. Click Continue. The Search Filters page opens. The query choice of this option allows searching for cards matching a combination of criteria. 6. Enter the search filters you need and click Search Page 66 of 125

68 By default, the transfer will apply to any pending Breeding card requests which meet the search criteria. If this does not apply, uncheck the Update room number on Breeding Request, if applicable Note The Transfer cages to New Account page opens with the list of matching cards for account transfer. 7. Refer to Complete Cage Account Transfer Process Option E: Transfer All cages With this function, all cages charged to the Transfer From account will be transferred. 1. From the cage Account Transfer Options page, select Transfer All Cages Page 67 of 125

69 2. By default, the relocation will apply to any pending Breeding card requests which meet the search criteria. If this does not apply, uncheck the Update room number on Breeding Request, if applicable 3. Click Continue. The Transfer cages to New Account page opens with the list of matching cards for relocation. 8. Refer to Complete Cage Account Transfer Process Page 68 of 125

70 To Complete Cage Account Transfer Process The Transfer Cages to New Account page shows the list of matching cards for transfer. On this page, you can confirm the cards to be transferred. Cards that are valid are displayed on the Matching Cards tab. If the cards you entered had never been activated, had been previously deactivated, discarded, or were invalid, they will be displayed on the appropriate tab. Page 69 of 125

71 The highlighted tabs indicate discrepancies with the scanned cards. No action is required in Darwin Desktop. This should be investigated to assure there is not duplication of cage cards or to identify scanning errors. Never Activated: Shows the scanned cards which have never been activated. Previously Deactivated: shows details of the scanned cards which have at one time been active and have already been deactivated Previously Discarded: shows details of the scanned cards which have never been activated and have been discarded Invalid: shows details of the scanned cards whose barcode does not link to the data for this facility. In the example given this scanned card originated from another FACC site. Information in the columns identified with the underlined, bold font headers can be edited. With the Transfer Account function, you can select cards, change accounts, and adjust the perdiems (if applicable) Tip 1. Select the To account in the fourth column of each row. If the account change applies to all cards, apply the adjustment to the first item then click Fill Down to complete the remaining items. Page 70 of 125

72 2. If applicable, adjust the PerDiem to reflect the housing for the respective room. If the per diem change applies to all rooms, apply the adjustment to the first item then click Fill Down to complete the remaining items. By default, the relocation will apply to any pending Breeding card requests which meet the search criteria. If this does not apply, uncheck the Update room number on Breeding Request, if applicable Note 3. To transfer cards on the Matching Cards tab, select the cards and click the Transfer Selected Cards button. 4. Confirmation Dialog Box appears. Click OK Page 71 of 125

73 In the example given, cards ,152179, , and were transferred from account #1114 to #9993. Using the Cage Report function on the Darwin Web application, we can confirm the account transfer was completed successfully; Protocol Transfer With the Protocol Transfer function, the ACCOORD can transfer cage cards from one protocol to another for the same PI. Protocols are transferred based on Protocol Transfer Types; 1. Change in Protocol Number due to Review: Use this option if you need to change protocol numbers at the time of the third year renewal. 2. Transfer Animals Pain Levels on Same Protocol: Transfer Animal Pain Levels on Same Protocol: Use this option if animals are being moved from one approved CCAC category to another CCAC category on the same protocol. 3. All Others Page 72 of 125

74 Protocols are transferred using the following Protocol Options: A. Cage cards (Typing or Scanning) B. Order number C. Room D. Based on Query Detailed instructions for each Type and Option are described in the sections to follow To Execute Transfer Protocol: 1. On the main Darwin Desktop application page, select Activities > Animal Husbandry (Census) > Options > Protocol Transfer. The Protocol Transfer > Select Transfer Type dialog appears. Page 73 of 125

75 2. Select one of the three Protocol Transfer Types : 3. Click Continue. The Protocol Transfers> Transfer Options page opens. 6. Select one of the Protocol Transfer Type options. Instructions for each option are described below. Transfer Type 1: Change in Protocol Number Due to Review 1. In the Protocol Transfer > Select Transfer Type dialog, select the Change in Protocol Number Due to Review option and click Continue. The Protocol Transfers> Transfer Options page opens. Page 74 of 125

76 1. Indicate the effective date of the transfer in the Effective Date section 2. Enter the 8-digit number for the protocol to transfer from. 3. Click Continue. The Protocol Transfers>Transfer to Protocol Page opens; 4. In the Protocol Transfer>Transfer To Protocol Info section, enter the protocol number the cages are transferring to. Page 75 of 125

77 Note 5. If applicable, update the cage card Information in regards to the requestor and contact information by completing the appropriate input fields in the Protocol Transfer>Transfer to Protocol Info section The option to credit/ debit the Transfer From protocol is not available for the Change in protocol Number due to Review option because the register is linked to the same historical data of the original protocol. 6. To print updated cards (optional), select the Print cage cards check box and select the Layout in the Protocol Transfer> Card layout Section. 7. Click Continue. 8. The list of the cage cards matching the selection criteria appears on the Protocol Transfer>Finish Transfer page On this page, you can confirm the cards to be transferred. 9. Refer to Complete Protocol Transfer Process Transfer Type 2: Transfer Animal Pain Levels on Same Protocol: 1. In the Protocol Transfer > Select Transfer Type dialog, select the Transfer Animals Pain Levels on Same Protocol option and click Continue. Page 76 of 125

78 The Protocol Transfer > Transfer Options dialog appears. 2. Indicate the effective date of the transfer in the Effective Date section 3. In the Transfer from Protocol section, enter protocol number and select applicable species and CCAC category Page 77 of 125

79 4. In the Protocol Transfer Options section, choose from the two transfer options and then click Continue. 5. Refer to Protocol Transfer Options; a. Transfer cages by typing or Scanning Cards b. Transfer All Cages Transfer Type 3: All Others 1. In the Protocol Transfer > Select Transfer Type dialog, select the All Others option and click Continue. The Protocol Transfers> Transfer Options page opens. Page 78 of 125

80 2. Indicate the effective date of the transfer in the Effective Date section 3. In the Transfer from Protocol section, enter protocol number and select applicable species and CCAC category Page 79 of 125

81 4. In the Protocol Transfer Options section, choose from the three transfer options and then click Continue. 5. Refer to Protocol Transfer Options; a. Transfer cages by typing or Scanning Cards b. Transfer All Cages c. Transfer Cages Based on Query Option A: Transfer Cages by Typing or Scanning cards 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 B : Wireless Scanner Bar Code Programming Note 1. Select the Transfer Cages By Typing Or Scanning Cards option on the Protocol Transfers>Transfer Options page 2. Select the Status of the cage cards to refine your search 3. Click Continue 4. In the Select Cages section of the Protocol Transfers>Select Cages page, place the cursor in the Type or Scan Card ID field and begin scanning cards or typing cards. Page 80 of 125

82 Tip When typing in the cage number manually, it is not necessary to type preceding zeros. 5. When scanning is complete, click Continue. 6. Refer to Complete Protocol Transfer Process Option B: Transfer All Cages 1. Select the Transfer All Cages option on the Protocol Transfers>Transfer Options page 2. Select the Status of the cage cards to refine your search 3. Click Continue 4. Refer to Complete Protocol Transfer Process Option C: Transfer Cages Based on Query 1. Select the Transfer cages based on Query option on the Protocol Transfers>Transfer Options page 2. Click Continue. Page 81 of 125

83 The Protocol Transfers>Search Filters page opens. Enter the search filters you need and click Search. 5. Refer to Complete Protocol Transfer Process To Complete the Protocol Transfer Process: The list of the cage cards matching the selection criteria appears on the Protocol Transfer>Finish Transfer page On this page, you can confirm the cards to be transferred. Valid cards are displayed on the Matching Cards tab. Page 82 of 125

84 If the cards you entered had never been activated, had been previously deactivated, discarded, or were invalid, they will be displayed on the appropriate tab. The highlighted tabs indicate discrepancies with the scanned cards. No action is required in Darwin Desktop. This should be investigated to assure there is not duplication of cage cards or to identify scanning errors Previously Activated: Shows the scanned cards which are already currently active. Previously Deactivated: shows details of the scanned cards which have at one time been active and have already been deactivated Previously Discarded: shows details of the scanned cards which have never been activated and have been discarded Page 83 of 125

85 Invalid: shows details of the scanned cards whose barcode does not link to the data for this facility. In the example given this scanned card originated from another FACC site. 1. Printing a preliminary report of the transfer (Optional): a. Click on the Print button b. The Print Dialog will appear for you to choose a printer. c. Select your local printer (redirected) and click OK d. A summary of the transaction, with a list of cage card IDs is generated 2. Select any or all of the cards (selection available only for the Transfer Animal Pain Levels on Same Protocol option) 3. Click the Transfer Selected Cards button. 4. The Protocol Transfer dialog box appears to confirm the transfer. 5. The Print dialog message appears if the Print Cage Cards was selected on the Protocol Transfer>Transfer to Protocol page. Click OK to print the cards. Page 84 of 125

86 6. In the Print dialog box, select the appropriate printer (redirected). Click OK To print a summary report of the final transfer, a. Click on the Print Change Protocol Number Report button b. The Print Dialog will appear for you to choose a printer. c. Select your local printer (redirected) and click OK d. A summary of the transaction, with a list of cage card IDs is generated The protocol is transferred according to the type of transfer you have selected. Per Diem Transfer The per diem transfer can be used to transfer a group of cages from one per diem rate to another. An example might be when moving animals out of quarantine where a higher per diem rate is charged. You may transfer by scanning the cage cards, selecting an order number, selecting all cages in a selected per diem, or running a query to identify cages. You can transfer Per Diems by; A. Cage cards B. Order number C. Per Diem D. Based on Query Page 85 of 125

87 To Execute Per Diem Transfers: 1. On the main Darwin Desktop page, select Activities > Animal Husbandry (Census) > Options > Per Diem Transfer. The Per Diem Transfers>Choose Options page opens. 2. Enter the Effective Date and the Transfer from Per Diem. Page 86 of 125

88 3. Select one of the account transfer options and click Continue. Instructions for each option are described below. Option A: Transfer Account by Typing or Scanning Cards Note 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 B : Wireless Scanner Bar Code Programming 1. From the Per Diem Transfers>Choose Options page, select Transfer account by typing or scanning cards 2. By default, the relocation will apply to any pending Breeding card requests which meet the search criteria. If this does not apply, uncheck the Update per diem on Breeding Request, if applicable 3. Click Continue The Per Diem Transfer>Select Active Cages page opens. Page 87 of 125

89 4. Place the cursor in the Type or Scan Card ID field and begin scanning cards or typing cards. Note When typing cage card numbers manually, you do not need to add the preceding zeros of the card ID. 5. When scanning is complete, click Continue. The Per Diem Transfer>Transfer Cages to New Per Diem page opens with the list of matching cards for transfer. 6. Refer to Complete Per Diem Transfer Process Option B: Transfer cages for Selected Orders Note 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 B : Wireless Scanner Bar Code Programming 1. From the Per Diem Transfers>Choose Options page, select the Transfer cages for selected orders option Page 88 of 125

90 2. By default, the relocation will apply to any pending Breeding card requests which meet the search criteria. If this does not apply, uncheck the Update room number on Breeding Request, if applicable 3. Enter the Order # and Item #. Darwin Desktop will select cages that match your criteria. Refine the search results by specifying the Cage card Status. 4. Click Continue. The Per Diem Transfer>Transfer Cages to New Per Diem page opens with the list of matching cards for transfer. 5. Refer to Complete Per Diem Transfer Process Page 89 of 125

91 Option C: Transfer All Cages for Selected Per Diem 1. From the Per Diem Transfers>Choose Options page, select the Transfer cages for selected orders option 2. Refine the search results by specifying the Cage card Status. 3. By default, the relocation will apply to any pending Breeding card requests which meet the search criteria. If this does not apply, uncheck the Update room number on Breeding Request, if applicable 4. Click Continue The Per Diem Transfer>Transfer Cages to New Per Diem page opens with the list of matching cards for transfer. 5. Refer to Complete Per Diem Transfer Process Page 90 of 125

92 Option D: Transfer cages Based on Query 1. From the Per Diem Transfers>Choose Options page, select the Transfer cages based on Query option 2. By default, the relocation will apply to any pending Breeding card requests which meet the search criteria. If this does not apply, uncheck the Update room number on Breeding Request, if applicable 3. Click Continue The Per Diem Transfer>Search Filters page opens. The query choice of this option allows searching for cards matching a combination of criteria. 6. Enter the search filters you need and click Search Page 91 of 125

93 Note By default, the transfer will apply to any pending Breeding card requests which meet the search criteria. If this does not apply, uncheck the Update room number on Breeding Request, if applicable The Per Diem Transfer>Transfer Cages to New Per Diem page opens with the list of matching cards for transfer. 7. Refer to Complete Per Diem Transfer Process To Complete the Per Diem Transfer Process The Per Diem Transfer>Transfer Cages to New Per Diem page shows the list of matching cards for transfer. On this page, you can confirm the cards to be transferred. Cards that are valid are displayed on the Matching Cards tab. Page 92 of 125

94 If the cards you entered had never been activated, had been previously deactivated, discarded, or were invalid, they will be displayed on the appropriate tab. The highlighted tabs indicate discrepancies with the scanned cards. No action is required in Darwin Desktop. This should be investigated to assure there is not duplication of cage cards or to identify scanning errors. Never Activated: Shows the scanned cards which have never been activated. Previously Deactivated: shows details of the scanned cards which have at one time been active and have already been deactivated Previously Discarded: shows details of the scanned cards which have never been activated and have been discarded Invalid: shows details of the scanned cards whose barcode does not link to the data for this facility. In the example given this scanned card originated from another FACC site. Page 93 of 125

95 Information in the columns identified with the underlined, bold font headers can be edited. With the Transfer Account function, you can select cards, change accounts, and adjust the perdiems (if applicable) Tip 1. Select the appropriate cards and enter the Transfer To Per Diem in the third column. If the account change applies to all cards, apply the adjustment to the first item then click Fill Down to complete the remaining items. 2. Click on the Transfer Selected Cards button. 3. A Confirmation Dialog Box appears. Click OK Page 94 of 125

96 Cage Splits With the cage Splits function, the ACCOORD can separate animals within a cage to two or more cages, generating additional cards with the same order number. The originating cage must have more than one animal. 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 B : Wireless Scanner Bar Code Programming Note 1. On the main Darwin Desktop page, select Activities > Animal Husbandry (Census) > Options > Cage Splits. The Cage Splits > Select Active Cages page appears. Page 95 of 125

97 2. Select the effective date from the Effective Date drop-down list. 3. Place the cursor in the Type or Scan Card ID field and begin scanning cards or typing cards. Note When typing cage card numbers manually, you do not need to add the preceding zeros of the card ID. 4. When scanning is complete, click Continue. The Cage Splits > Split Cages page opens with the list of matching cards. Page 96 of 125

98 Cards that are valid are displayed on the Matching Cards tab. If the cards you entered had never been activated, had been previously deactivated, discarded, or were invalid, they will be displayed on the appropriate tab. Note the grayed-out tabs in the Activate Selected Cards dialog. If the card numbers entered had been previously activated, deactivated, discarded, or were invalid, they would have displayed on the corresponding tab. You can reactivate cards if appropriate. Note The highlighted tabs indicate discrepancies with the scanned cards. No action is required in Darwin Desktop. This should be investigated to assure there is not duplication of cage cards or to identify scanning errors. Never Activated: Shows the scanned cards which have never been activated. Previously Deactivated: shows details of the scanned cards which have at one time been active and have already been deactivated Previously Discarded: shows details of the scanned cards which have never been activated and have been discarded Invalid: shows details of the scanned cards whose barcode does not link to the data for this facility. In the example given this scanned card originated from another FACC site. Page 97 of 125

99 5. Follow the instructions to complete the # to Transfer and # to House Per Cage fields 6. Click on Split Selected Cages. 7. The Split Cages dialog box appears. Confirm by clicking the OK button. 8. To print the additional cards, select the Print Cage Cards checkbox and Layout in the Print Cage Cards section. 9. If you selected to print cage cards, a dialog box appears. Confirm print by clicking the OK button. Select the appropriate printer in the Print dialog box: Datamax (Datamax M-4210 Mark II Redirected) and click OK Page 98 of 125

100 Note The new generated card(s) are automatically activated. Adjust Animal Numbers With the Adjust Animal Numbers option, the ACCOORD can update the number of animals in a cage by; A. Cage Cards (Scanning or Typing) B. Order Number C. Protocol Number D. Based on Query Detailed instructions for each option are described in the sections to follow. To Execute Adjust Animal Numbers: 1. On the main Darwin Desktop page, select Activities > Animal Husbandry (Census) > Options > Adjust Animal Numbers. Page 99 of 125

101 The Adjust Animal Numbers > Choose Options page opens. 2. Select the effective date from the Effective Date drop-down list. Several options are presented to the Animal Census Coordinator at this stage. 3. Select one of the adjustment options you need and click Continue. Instructions for each option are described below. Page 100 of 125

102 Option A: Adjust Animal Numbers by Typing or Scanning cards Note 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 B : Wireless Scanner Bar Code Programming 1. From the Adjust Animal Number>Choose options page, select the Select cages by typing or scanning cards option. 2. Click Continue to open the Adjust Animal Numbers>Select Active Cages page. Page 101 of 125

103 3. Place the cursor in the Type or Scan Card ID field and begin scanning cards or typing cards. Note When typing cage card numbers manually, you do not need to add the preceding zeros of the card ID. 4. When scanning is complete, click Continue. 5. Refer to Complete Adjust Cages Process Option B: Adjust Cages for Selected Order 1. From the Adjust Animal Number>Choose options page, select the Adjust cages for selected order option. Page 102 of 125

104 2. Enter the Order Number and the Item Number 3. Click Continue. The Adjust Animal Numbers>Update Animal Numbers page opens with a list of the matching cards. Page 103 of 125

105 6. Refer to Complete Adjust Cages Process Option C: Adjust Cages for Selected Protocol 1. From the Adjust Animal Number>Choose options page, select the Adjust Cages for Selected Protocol option. Page 104 of 125

106 2. Enter the 8-digit protocol number and click Continue. 3. The Adjust Animal Numbers>Update Animal Numbers page opens with a list of the matching cards. 4. Refer to Complete Adjust Cages Process Option D: Adjust Cages based on Query 1. From the Adjust Animal Number>Choose options page, select the Adjust Cages based on Query option. Page 105 of 125

107 2. Click Continue. The Search Filters page opens. The query choice of this option allows searching for cards matching a combination of criteria. 3. Enter the search filters you need and click Search 4. The Adjust Animal Numbers>Update Animal Numbers page opens with a list of the matching cards. 5. Refer to Complete Adjust Cages Process To Complete the Adjust Cages Process 1. On the Adjust Animal Numbers>Update Animal Numbers page, a list of the matching cards will display. All cards are selected 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 106 of 125

108 3. Update the animal number in the New Count column. 4. Click Adjust Selected Cards to update animal count. 5. The Adjust Animal Numbers confirmation dialog box appears. Click OK to complete the process 6. To print updated cage cards, refer to the Print Cage Cards function in the Cage Card Management module. Reactivate Cages With the Reactivate Cages option, you can reactivate the already deactivated cages. 1. On the main Darwin Desktop page, select Activities > Animal Husbandry (Census) > Options > Reactivate Cages. Page 107 of 125

109 The Reactivate Cages > Choose Options dialog appears. 2. Select the reactivate cages option you need and click Continue. a) Selecting the Scan or Type cage Card option: The Reactivate Cages > Select Cages to Reactivate dialog appears. Page 108 of 125

110 Type or scan card ID by typing the number and clicking Enter to move the number to the column of selected cards. Repeat if necessary and click Continue. 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 B : Wireless Scanner Bar Code Programming Note Selection the Reactivate cards Based on Query: the Reactivate Cages>Search Filters page appears. Complete the select input fields for you search criteria. Then click Search Page 109 of 125

111 3. The Reactivate Cages > Cards that will be Reactivated dialog opens where the matching cards appear. 4. Complete the number of animals column for the appropriate cards that will be reactivated then click Reactivate Cards. Tip If the numerical value for all cards is the same, complete the first cell then click on the Fill Down button to automatically fill in the remaining cells. Only the Selected cards will be reactivated. Page 110 of 125

112 5. The Reactivate Cages confirmation box appears. Click OK to complete the process. Transfer Protocol Ownership The Transfer Protocol Ownership option is used to transfer cards that currently belong to Original PI /Protocol Number to the New PI /Original Protocol Number. In this feature, the protocol number remains the same. The card transfer can only be done following prior protocol transfer process performed by the IACUC role / FACC Administrator. 1. On the main Darwin Desktop page, select Activities > Animal Husbandry (Census) > Options > Transfer Protocol Ownership. Page 111 of 125

113 The Transfer Ownership > Transfer from PI Options page opens. 2. Enter a part of the Investigator s name from whom the protocol will be transferred and press Enter or Tab. The Transfer From PI Search dialog box appears with the matching results. Page 112 of 125

114 3. Select the PI by clicking the corresponding Select button. 4. In the Transfer Ownership Options section, select transfer option you need and click Continue. The Transfer Ownership > Transfer to PI page opens appears. 5. Enter a part of the Investigator s name to whom the protocol will be transferred and press Enter or Tab. The Transfer To PI Search dialog box appears with the matching results. Page 113 of 125

115 6. Select the PI to which the protocol will be transferred by clicking the corresponding Select button and click Continue. The list of matching cards are displayed in the Matching Cards tab of Transfer Ownership > Transfer Cages to New PI page. Page 114 of 125

116 If the protocol has not been transferred by the IACUC role prior to attempting to transfer the cage cards, the cage cards will be displayed below as invalid cards with an error message indicating that the To PI is not the owner of the protocol. Note 7. All cards are selected for transfer 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. 8. In the Transfer Ownership>Transfer Cages From/To PI Info section, the Print Cage Cards check box is selected by default (recommended). Select the Card Layout. Unselect the checkbox if you do not wish to print the updated cards. 9. To transfer cards, click the Transfer Selected Cards button. 10. The Transfer Protocol Ownership (Desktop) dialog box appears. Click OK 11. If you selected to print cage cards, a dialog box appears. Confirm print by clicking the OK button. Page 115 of 125

117 12. Select the appropriate printer in the Print dialog box : Datamax (Datamax M-4210 Mark II Redirected) and click OK. You will be redirected back to the Transfer Ownership page>transfer PI Options page. Census Reports The Census Reposts function provides a summary of census status of a facility in various formats. 1. From the Darwin Desktop Home page, select Activities>Animal Husbandry (Census)>Reports>Census Reports. The Census Reports page opens; Page 116 of 125

118 2. Select the type of report based on the required information in the Report List section 3. In the Report Options section, select one of the following formats for the report; Printer: the report is generated and directed to the printer Screen: The information will be displayed on the PC with the option to print Excel: Then information will be generated in an Excel document format. The document can be edited and saved to your PC. Page 117 of 125

119 Page 118 of 125

120 4. To view a list of the search filters entered, click show filters. A summary will be displayed on the Filter Expression page; 5. Click Close to close the Filter Expression window and return to the Census Reports page. 6. Click Run Report Option A: Printer Report output 1. Printer Report output was selected, the print dialog box will appear. 2. Select the local printer (redirected) and click OK. The report is generated and printed in accordance to the selected filters; Page 119 of 125

121 Option B: Screen Report Output 1. Screen Report output is selected 2. Click Run Report 3. The Careday Census Report is generated and displayed on your screen 4. The printing options are available. Click the Printer icon in the Print Preview dialog box which appears on the top left corner Page 120 of 125

122 5. If the print option is selected, the Print dialog box will appear. 6. Select the local printer (redirected) and click OK. Option C: Excel Report Output 1. Select the Excel Report Output from the Report options section Page 121 of 125

123 2. Click Run Report 3. The Save as Excel dialog box appears 4. Select the location to save the data. Assign the File Name and click Save. 5. The Confirm dialog box appears to confirm the location in which the document has been successfully saved. Click OK Page 122 of 125

124 6. On the PC desktop, search the location of the Excel file and click to Open. Page 123 of 125

125 Appendix B: Wireless Scanner Bar Code Programming Page 124 of 125