Slide 1 FastFacts Feature Presentation December 20 th, 2007 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 1

FastFactsFeature Presentation

December 20th, 2007

We are using audio during this session, so please dial in to our conference line…

Phone number: 877-322-9648 Participant code: 182500

Slide 2

Today’s TopicWe’ll be taking a look at…

Enhancements that have been made to the animal procurement shopping cart

New fields that have been added to the shopping cart for animal purchasesHow to use these enhancements to complete your transaction

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Today’s Presenter

Sharon Molander – Administrator for Animal Resources – 410-955-3273.

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Session Segments

PresentationSharon will walk us through the enhancements that have been made to the animal procurement shopping cart.During her presentation, your phone will be muted.If you would like to submit a question during the presentation, you can email it to: [email protected]

Q&AAfter her presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Sharon will answer as many of your questions as time allows.

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Session Segments – Continued

SurveyAt the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

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Introducing New Fields for Animal Carts

Animal Procurement Shopping Cart Enhancements

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Agenda

Today, we’ll be taking a look at enhancements that have been made to the animal procurement shopping cart.

Protocol and prerequisitesNew fields added to shopping cart

Which ones are mandatory and which ones are either or fields

How and where to enter dataCompleting the transactionHelpful information

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Protocol

Institutional Animal Use Care Committee approval is necessary for all vertebrate animals used in testing, research, and training in the University. All investigators will be required to provide protocol approval numbers at the time of ordering animals or arranging for billing.

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Before You Start

You must have the SRM Requisitioner role to use the HopkinsOne Shopping Cart for animal purchases.You must have a JHED LID and password to login to the SAP portal at: http://hopkinsone.johnshopkins.edu/

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NEW FIELDS ADDED TO SHOPPING CART FOR ANIMAL PURCHASES

New Fields

If you establish default settings, they will apply to each line item in the cart.

Click Extended Details.

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New Fields

Category – Live AnimalsDocument Type – ANPO(Scroll to bottom of shopping cart and click the Check button to make the new fields appear.)Protocol Number – Institutional Animal Care and Use Committee # required (r)

PI Full Name – Last name, first name (r)

Category – B, C, D, or E from the IACUC protocol required (r)

Age – How old, i.e. 5 weeks – (r)

Click

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Note: We are now viewing the other three additional

fields.

New Fields

• Weight – Be specific (r)

• Sex – M or F (r)

• Housing Area – i.e., Ames Hall, Mudd Hall Asthma Allergy, BRB (multiple suites at this site - always put suite number or room number) (r)Click

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Description – Detailed

Quantity – Quantity you want to order

Price/Limit – Enter the price if you know it. If you do not know the price, put $1.00 in this field. (Animal Services will apply the correct price.)

Entering DataCategory – Should always be “live animals” (will default if established in default settings)

Required on – The day you want the animals to arrive

Click the magnifying glass to add additional information for this line item.

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Expandable Fields

Each item can be expanded by clicking the corresponding arrow button.

Enter the Vendor Product Number if you know it.

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Key in appropriate I/O or Cost Center.

Cost Assignment

G/L account no. will default to 633034.

Collapse Cost Assignment.

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Ship-To Address

Click the binoculars to view delivery address list.

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Ship-To Address

Click Start to see the list of delivery addresses.

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Ship-To AddressClick Street to sort

by address number.

This is the address number.

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All animal orders must have the delivery address of either 1721 E. Madison Street or 4940 Eastern Ave.

Ship-To Address

Click here to select this delivery address.

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Sources of Supply

You MUST select the vendor from the list below by clicking the radio button.

Click Assign Vendor after selecting a vendor.

You cannot search for the vendor or type the vendor name in.

If you do not see your vendor, scroll through the list.

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Sources of Supply

Collapse Sources of Supply/Service Agents.

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You MUST follow all the steps for every line in the shopping cart. Instead of re-entering them, use the copy line function.

Completing the TransactionName your shopping with the following information, P.I. name, vendor, date order submitted.

All animal orders need a second approval in your department. Click Approval Preview to see who has approval authority in your department. You can add notes for the approver to see in the Notes for Approval area.

Click Order to send your cart for approval.

Click Check to check for errors and fill in any missing information.

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Useful Information

Orders must be received by Animal Services by 5:00 p.m. on Wednesday for delivery the following week. NCI orders must be received by 5:00 p.m. on Tuesday.Common problems with carts are missing protocol numbers, vendors, P.I. names and housing areas.If Animal Resources has to change your order in any way (e.g., for delivery date, price, quantity), the cart goes back to you for approval. The order cannot be placed with the vendor until you approve the change.Check your R/3 In-box each day.Blanket Orders do not require a separate line item for each delivery date.

Quantity should equal the total number of animals you want for the duration of the blanket order. Include the desired delivery schedule (e.g., 3 mice delivered each Tuesday for the period April 3 – April 24, 2008) in the Vendor Text box in the “documents and attachments” section (see slide 14). Remember to click “COPY TEXT”.

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Resources

Animal Care and Use website http://www.jhu.edu/animalcare/ Animal Resources http://hopkinsmedicine.org/animalresouces Use of experimental Animals at Johns Hopkins University http://www.jhu.edu/animalcare/forms_aesp.html (download .pdf from page)HopkinsOne Support http://www.jhu.edu/hopkinsone/ Purchasing Shared Services http://ssc.jhu.edu/supplychain/index.html

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Q&AWe’re going to open the phone lines now!There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line.We’ll be answering questions in the order that we receive them.We’ll also be answering the questions that were emailed to us during the presentation.If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants.

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Thank You!

Thank you for participating!We would love to hear from you.

Are there certain topics that you would like us to cover in future FastFacts sessions?Would you like to be a FastFacts presenter?Please email us at: [email protected]

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Survey

Before we close, please take the time to complete a short survey.Your feedback will help us as we plan future FastFacts sessions.Click this link to access the survey… http://connectpro28579135.acrobat.com/fastfactssurvey/

Thanks again!