Implementation of a PGR Global Documentation system in Portugal

Ana Maria Barata, Filomena Rocha, João Oliveira, José Maria Lima

Banco Português de Germoplasma Vegetal

Collections network

Allium sativum L. Humulus lupulus L.

Viability Tests

Brassica oleracea L.

Phenotypic Evaluation

Phaseolus vulgaris L.

Collections TotalCereals 719Forrages 121Fruits 37Grain Legumes 734Medicinal and Aromatic Plants 47Oil crops 41Ornamentals 63Vegetables 653Other species 57Total 2 472

Identification of functionalities needs

Indexing of data to relate the information from your genebank into the system

Load the data inventory first start with the accession-level passport data for all collections maintained in the genebank, inventory data and secondly plan f

or the remaining related datasets - such as characterization, evaluation, molecular data.

Public web site launching

Analysis of the procedures in the genebank Business Concepts (Taxonomy, Accession, Collection, Curator,

Passport, …

Actual Data Base (Organized by species, File Maker and Excel)

Business Process

Reasoning for the implementation

Created by USDA/ARS, with Bioversity International that coordinated testing and feedback from the international genebank community, with the Crop Trust.

Royalty free, it can be world-wide, permission to use, to copy and/or modify.

Result analysis and decision Main of he functionalities support BPGV and

ISOplexis needs

Indexing of data• Design base files, in excel, for gathering the existing passport and

inventory data• Creation of script files, in “excel” and “txt”, to transform the data,

from the base files to the import wizards tools format• Developing views, in Admin Tool, to use in Curator Tool

Base File

Import File 00512-BPGV

BPGV00512

• Building preliminary data: code groups (codes for active and base collection), cooperators and taxonomy

• Initial tests performed with a sample of 40 Accessions• Validation of the imported information• Corrections in de script files• Load all the accession’s passport and inventory data

Inventory

2011 Training in June 2011 in BPGV and in ISOplexis

October/2015 Accessions e Inventory data upload

Dez/2015 Public web site on-line

2013 Evaluation of system capacity to genebanks needs: functionality analysis and platform functionalities

Change version from 1.7.2 to 1.9.4without loosing the data

This process has taken sometime and encountered some difficulties, but with the support of Juan Carlos and the João Oliveira and José Lima it was possible to test and change.

Proposal and Suggestions for new functionalities

• Include decimal values in sample quantity (already implemented by our suggestion)

• To build a migration tool for version upgrade

• Develop “specific forms”, supported in the GG tables, to manage accessions stocks ( inputs and outputs) in the different conservation conditions and collections.

Recomendations

• Follow the implementation process in its four steps:

1) System Evaluation Training; 2) Functionality Analysis; 3) Implementation Decision; 4) Planning Next Steps;

• Ensure national and institutional recognition and long term support;

• Genebank operations budget to include budget line for documentation and information management activities;

• Proper training of genebank staff on the GG tools;

Recomendations

• Document your change processes and data index - make your own ‘GRIN-Global [Name] Data Dictionary’;

• Establishment of a community of practices for GRIN-Global development and users;

• To facilitate upgrading the priority must be to build a migration tool for version upgrade;

• Long term support from USDA, TRUST and Bioversity International, for adoption and implementation.

Thank you very much