Leading Independent Research Institute, Boston

The following set of software requirements represented the customer's inventory management needs.

• Customizable inventory item descriptions. Inventory items such as samples and aliquots are defined using custom data structures.
• Distributed data entry. Entry of inventory items and locations can be done from any networked computer.
• Bar Code Printing. Labels containing short descriptive information with an optional bar code will be printable from the data entry application.
• Bar Code Scanning Scientists can use a bar code scanner to read a bar code and lookup an item using a networked computer.
• Comprehensive Inventory Database All data entered by each individual researcher is immediately stored in a comprehensive central database for querying and reporting.
• Inventory Searching All inventory items and locations are searchable from any networked computer.
• Investigator-level Access Control Scientists can only change the inventory items they enter unless an administrator grants special access to another individual or group.
• Group-level Access Control Labs and other groups can be granted access to read and/or modify inventory items and locations entered by any of their members.

Components

• Catalyzer 2.0.4 inventory management software, Axiope, Inc.
• Brady Label Printer. Brady Inc.
• Self-laminating, cold and chemical resistant labels for eppendorf tubes. Brady Inc.
• Bluetooth Code Reader Gun Format Package

Inventory Management Procedures

All database operations are performed using either the Catalzer desktop client (for data entry and data publishing) or Catalyzer networked server software (central inventory storage and comprehensive querying).

Inventory Database Design

An Axiope applicaton scientist worked directly with the customer's staff to develop custom data structures for representing inventory items (reagents, slides, etc.). A standard template with sample data was created and made available to all scientists using the system. This serves as their personal catalog that is published to the central database whenever it is saved. Individual scientists can freely extend this representation to meet their needs. A single design for standard label contents, including descriptive name and 2D barcode, was also be prepared at this time.

Data Entry, Label Printing, and Storage

Data entry for inventory items is performed using the standard form entry procedures available in Catalyzer client. From the client a user opens and saves catalogs that are stored in the central Catalyzer server.

Label printing is done from a dedicated computer that is connected to the label printer via USB connection. From the form displaying an inventory item, the user prints a label containing the values of pre-specified fields determined in the design phase. Once printed, labels are attached to the items prior to placement in storage.

The label template has two parts, a rectangular label that wraps around an eppendorf tube and a circular label that fits on top of the tube. The 2D bar code is either be printed on the top or side of the tube. The same labels can be used for larger tubes, slides, or other inventory items.

Physical item identification

Identification of inventory items is possible by reading or scanning the printed labels fixed to the items (tubes, slides).

A bar code reader capable of scanning and storing bar code contents is used to allow a researcher to collect information on several items. After collecting this information, the user connects the scanner to a computer via USB and is able to load the data into programs such as Excel for inspection.

Using the item name(s) or bar code number(s), searching the database from any networked computer retrieves additional information about the item.

Inventory Searching and Reporting

Searching, browsing, printing, and exporting inventory data use standard Catalyzer client features.

Searching across all catalogs is done through a web interface to the server where all data is stored. All information about the item is available for searching in this manner. The bar code number can be entered directly into the search interface using a bar code scanner. With the scanner connected to a computer and the focus placed at the search entry area, the scanner will place the value of the bar code number into the area just as if it were another keyboard.

These are some sample queries possible in this system:

• Retrieve a reagent record by bar code id, sample id, or sample name
• Retrieve all reagents entered into inventory by a specific scientist
• Retrieve all reagents in stock that are used by a particular protocol

Search results are returned as lists of records displayed with summary information about the record. Clicking on the record brings up all information about that record. Search results lists are displayed page by page and can be used to create printed reports.

Inventory Administration

Catalyzer Server software was installed on a dedicated networked computer to provide central storage of all inventory.

Initial user accounts were created and a local administrator trained to add user accounts in the future. The administrator was also be trained to create access control groups and change access permissions for folders and catalogs stored on the server.