Project Status: Complete

Project Manager: Renée Lowry

Integrations with MyDay are in flight and targeted to be delivered July 1, 2021.

Project Goals and Objectives

Implementation of the KSI solution is expected to achieve the following goals and benefits:

  1. Development of a new, electronic protocol form to streamline the creation of protocols that include animal subjects for research. The new protocol form is expected to provide the following benefits:
    1. Shorten the timeframe and reduce interaction to review and approve protocols.
    2. Ensure animal handling and research procedures comply with regulatory requirements.
    3. Produce documents and maintain compliance standards required by external agencies.
    4. Ensure confidential electronic protocol submission, review, and storage for initial and continuing applications, revisions, notifications, and final reports.
  2. Minimize manual processing, data entry, and reduce the need to enter the same data in several systems.
  3. Minimize paper records, scanned documentation, and verbal/email communication by automating standard processes within the system (where feasible) as related to animal ordering, census, and creation of statements and billing records for services provided by the DCM group.
  4. Enable accurate billing to research projects for DCM services and drugs, and ensure that the correct accounts are debited/credited.
  5. Increase the accuracy of records related to ordering, receiving, and managing the animal subjects in Animal Housing Facilities (AHF) on the WUSM (Washington University School of Medicine) and Danforth campuses.
  6. Effectively manage reengineering of existing business practices and processes (as necessary) to promote consistency and incorporate standard procedures that promote full adoption of the KSI system.
  7. Create interfaces or processes to allow data exchanges (as feasible) with HRMS (Human Resource Management System) data sources, Marketplace, AIS/FIS (Accounting Information System/Financial Information System), Research Management System (RMS-PAAMCO), Learn@Work, Archibus, and the Pharmacy System.
  8. Change animal census tracking from manual cage counts to electronic barcodes through design, pilot, and implementation of a barcode scanning solution, which will increase the efficiency of data collection and integrity of animal census processes.
  9. Ensure active protocol data from eSirius/Sirius is made available in the KSI solution to maintain data continuity for active protocol records.
  10. Establish an archival solution for access to eSirius/Sirius legacy data for historical analysis and reporting needs.
  11. Deliver training to impacted stakeholders and end-users that provides an informational framework for use of the KSI system per established processes for the various roles and functions.
  12. Establish a product support structure that defines business and WashU IT roles and responsibilities for clarity in support as the system is in transition.
Project Scope

The purpose of this project is to implement an electronic Animal Management and Protocol system (i.e., eProtocol) to submit, review and track animal protocols for research and training at Washington University Medical School and Danforth campuses, as well as manage the business operations (animal ordering, census tracking, per diem and services billing, etc.) for the Division of Comparative Medicine (DCM) (i.e., Lab Animal Resource Management – LARS). Based on the results of the Request for Proposal process completed by the Office of the Vice Chancellor for Research (OVCR), Key Solutions, Inc. (KSI) was selected as the vendor to deliver the future state system. The KSI solution will replace the current legacy NTM eSirius/Sirius applications. The new system will be implemented as a “Software-as-a-Service” (SaaS) solution, which will reduce internal infrastructure costs, shorten the vendor’s implementation timeline, provide anywhere/anytime application access and allow the application to be updated remotely by the vendor.

The implementation of a new electronic protocol management system will significantly improve the submission, review, and approval process for protocols, amendments, and annual reviews; saving valuable time for Principle Investigators (PI), Research Administrators, IACUC and DCM staff. The solution will also introduce a barcode scanning component to improve accuracy and facilitate the management of the animal and cage census process. Integrations or data exchanges with ancillary systems will be designed to manage data flows (inbound and outbound) to support research and administrative functions and workflows.

Milestones
MilestonesCompletion Date
Initiation Complete – eProtocol & LARS (Lab Animal Resource Management) ModulesNovember 2017
Analysis Complete – eProtocolAugust 2018
Design/Configuration Complete – eProtocolNovember 2018
Transition To Operations Start – eProtocol & LARSMarch 2019
Build and Test Complete – eProtocolJuly 2019
Transition To Operations Go / No Go Complete – eProtocolJuly 2019
Transition To Operations Turnover Complete – eProtocolJuly 2019
Analysis Complete – LARS ModuleJune 2019
Design/Configuration Complete – LARSSeptember 2019
Build and Test Complete – LARSJanuary 2020
Transition To Operations Go / No Go Complete – LARSFebruary 2020
Transition To Operations Turnover Complete – LARSFebruary 2020
Core Team
Team MemberTitleRole
Jeneane BradenAsst. Vice Chancellor of Research Integrity & EthicsProject Member
Meredith MooreDirector of Institutional Animal Care and Use Committee (IACUC)Functional Lead
Michele GrunwaldBusiness Manager Division of Comparative Medicine (DCM) & Office of the Vice Chancellor for Research (OVCR)Functional Lead
Tracy LivingstonAsst. Director Division of Comparative Medicine (DCM) FacilitiesFunctional Lead
Renée LowryIT Project Manager IIIProject Manager
Kelly LavickBusiness Analyst IVBusiness Analyst
Kristina KarrenbrockApplication Development LeadTechnical Lead
Jason ClevengerApplications Architect LeadSolutions Architect
Jean ShulerBusiness Alignment LeadBusiness Alignment Lead

Learn more about the LAMPS project on the OVCR website.