ing Innovation:Transition From Paper To Software

Managing an animal care program requires precise data entry and record keeping. This is easily affected by human error – processing information manually can be time consuming and cause delays. EnCCoMPass, an enterprise application consisting of a suite of integrated modules was designed in response to these issues and serves to replace multiple programs and methods that communicated independently of one another.

Methods:Rather than purchase an existing electronic management system, which would need to be customized for our needs and offer less flexibility, a custom solution was selected to meet our programmatic needs. EnCCoMPass was designed to handle all administrative operations, including tracking census, animal ordering, billing investigators, monitoring health status, and developing/reviewing protocols. The system was designed to be accessed by any web-connected device, to allow greater access and mobility.

Amaurys Mendez and Noah MishkinResearch Animal Resource Center & Center of Comparative Pathology

Background:

Results:

Conclusion:

Acknowledgments:

By enabling each module to communicate with one another, efficiency, accuracy, and detail have increased. An accurate census and cage tracking system improves billing accuracy and provides research staff access to valuable information. With a more detailed view of total workload, scheduling has become more equitable. Animal health information is sent directly to veterinarians or investigators, and emergencies are handled more efficiently. This innovative response has allowed for a safer and more enriching environment for staff and animals alike.

Additional modules can and will be developed based on programmatic needs.

Census

Future Work:

The current build is comprised of 5 modules (protocol, census, animal, billing, and health) designed to handle all administrative aspects of managing an animal care program. This automatic record keeping increases data integrity by reducing human error. All records and reports are offered in one location, in a manner convenient and accessible to researchers, veterinary and husbandry staff.

Protocol Animal

Health

• Develop, submit, review, renew, and amend protocols.• Integrated with grants management system allowing

user to select grants/funding sources and associate them with a protocol

• Automatically transfers information from one section to another to reduce data entry error

• The questions to be completed are generated dynamically using relational question flow

How can we help you?• Cage management: husbandry information, user(s), history of changes, create and print barcodes

• View cage inventory in real time• Search for cages by protocol, funding source,

assigned lab member, location, lab notes etc. • Scan cage barcodes and view + modify cage

information cage-side using an internet connected device

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• Order and track animals directly from web-connected device

• Transfer animals between protocols, rooms, facilities, and institutions

• Check status of orders and transfers• Order reports (purchasing, facility impact, cage

preparation, and additional items breakdown)• Faster manager and clinical vet approval

ACTS:• Single device can be used for all duties• Quicker special husbandry process• Automatic notifications remove physical

writing and third party assistance (vets, mgmt)

MANAGEMENT:• Complete cage history allows tracking of

human error and noncompliance (including with OC/GOC, DND, SPHUB)

• Automatically tallied census provides fast and accurate overview for use in scheduling

INVESTIGATORS:• Update protocols quickly and easily• Request and implement your own SPHUB • Receive email communications regarding

arrivals, overcrowded cages and dead animals• Save and share lab notes (searchable field)

 

• Monitor and track health status in real time• Notify veterinary and investigative staff of health

issues automatically • Prioritize emergencies and critical emergencies to

receive immediate veterinary care• Ability to upload images to health records• Search by all variables (incl. status, flags,

condition, veterinary technician, facility, species)

Ron CarterDr. Felix Wolf

Julia KroutDr. Neil Lipman

Billing• Monitor and track financial operations by submitter,

funding source, institution, service, or status• Receive and review consolidated electronic

invoices (and supporting documentation) for all services provided by CCMP

• Change funding source (internal or external) for specific cage(s) online at any time

• Review and approve MCOs in real time