Administrative Responsibilities LAT Chapter 2

Chapter 2 LAT Presentations Study Tips If viewing this in PowerPoint, use the icon to run the show.  Mac users go to “Slide Show > View Show” in menu bar Click on the Audio icon: when it appears on the left of the slide to hear the narration. From “File > Print” in the menu bar, choose “notes pages”, “slides 3 per page” or “outline view” for taking notes as you listen and watch the presentation.  Start your own notebook with a 3 ring binder, for later study!

Chapter 2 Record Keeping Accurate, up-to-date records:  determine if procedures are followed according to established standards  determine whether environmental controls are properly maintained  improve facility efficiency and effectiveness A central system:  identification numbers  cage cards

Chapter 2 Other Records Standard operating procedures  specifically outline how to perform activity  kept on file  ensure uniformity and consistency Clinical records  indicate health status  health-related information for larger species USDA identification tags for dogs and cats  retain for one year for review by USDA

Chapter 2 Other Records (continued)  A central billing log book  Census log sheet  Breeding production  Research protocols  Budgetary information  Cage and facility depreciation  Use of surgical suites & veterinary assistance  Personnel records

Chapter 2 Record Maintenance Folders on project, person, or duty Staff records for duration of employment Ongoing studies - the duration of the study+ PHS Policy - all assurance records related directly to grant applications, research proposals, and changes of research activities - > 3 yrs after completion AWA, administered by USDA, has similar requirements

Chapter 2 The USDA Record Sample Training Record

Chapter 2 Centralized/Decentralized Serves all the institution’s animal care needs 1 director for the entire institution All personnel associated with the animal facility All other purchases, per diem, depreciation, inventories, operational costs, and supplies ____ Each department has own animal facility and operating budget. Each department has own animals, supplies, equipment and animal care staffing.

Chapter 2 Which is direct and which indirect again?! Budgets Direct costs - salaries, fringe benefits, equipment, supplies, and operational expenses - depend on the number of animals being housed Indirect costs - physical plant, energy costs, depreciation, heating rooms Cost centers - such as cage washing, laboratory services, etc.

Chapter 2 Budgets Which is direct and which indirect again?!

Chapter 2 Cost Accounting Individual costs => for projecting costs Comparisons reveal areas in which costs can be reduced.  cost consciousness  which services are most cost effective Per diem components - the expense to maintain one animal for one day.  They may include staff and supply costs for the performance of activities chargeable to the care and housing of each species.

Chapter 2 Calculating Per Diem Charges Internal direct costs are incurred for the husbandry of animals and for other services provided by the animal facility for the benefit of specific projects.  If total costs of maintaining a colony of cats is $27,375 over a one year period and the average daily census is 25 cats, the per diem charge needed to recover these costs is easily calculated as $3.00 by dividing $27,375 by 365 and the result by 25.   Comparison of per diem rates among facilities usually has little value.

Chapter 2 Time Management Job Planning: 1- Evaluate what kind of person you are. 2- Set and list your goals. 3- Organize your goals into priorities. 4- Begin your tasks.

Chapter 2 Delegation Good time management Frees animal techs for more important tasks More time for special tasks Completely understand the instructions Make certain others know exactly what is expected of them  Follow up, give feedback

Chapter 2 Additional Reading 1.Fox, J.G., Cohen, B.J., and Loew, F.M. Laboratory Animal Medicine. Academic Press, Orlando, FL, Guide for the Care and Use of Laboratory Animals. National Academy Press, Washington, D.C., NIH Cost Analysis and Rate Setting Manual for Animal Resources. U.S. Department of Health and Human Services, Public Health Service, NIH Pub. No , Revised 1979.