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Looking Ahead Ethan Hildebrand, BS, LATG Animal Systems Coordinator

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Presentation on theme: "Looking Ahead Ethan Hildebrand, BS, LATG Animal Systems Coordinator"— Presentation transcript:

1 Looking Ahead Ethan Hildebrand, BS, LATG Animal Systems Coordinator
Office of Animal Resources Harvard University Faculty of Arts and Sciences Vivarium Operational Excellence Network Webinar March 28, 2018

2 Harvard FAS Animal Care Details
Ave daily census: ~9,500 cages (98% mice, no large animals) 3 buildings (including Office) 55 animal rooms, 2 cagewash areas 25 FTE’s (20 = HUCTW members) Departmental Org. at a glance… Director & Attending Vet Senior clinical vet Manager 2 supervisors 1 vet tech 2 admin staff 14 animal care techs 3 cage wash techs

3 Today’s Tools (in no particular order)
Animal transfers Rodent counting form eBilling (Per Diem Invoices) Special husbandry requests Custom cage process SOP creation1 Training log 2 health templates3 Credit: 1, 2 J. Jorgenson, 3 Dr. K. Pritchett-Corning

4 Lightbulb Moment Slide Credit: S. Niemi, “Epiphany!”, The DIY App Revolution: One Program's Journey, 68th AALAS, Austin TX, 10/17/2017

5 Animal transfers - Tech
+ Website Web form

6 Animal transfers - process
Online form  to supervisors Review  forward to ACTs ACTs get info on iPhone  complete transfer ACTs ‘reply all’ to notify of completion

7 DATA VISIBILITY & ANALYSIS
Can we go farther? Communication Workplace Visibility TEAMS Managing Work Standardization + + + + DATA VISIBILITY & ANALYSIS Data Collection

8 My Goals Tools for maximum benefit with minimal disruption
Use data to better understand the program Evenly distribute workload

9 Data to inform management decisions
My Goals Tools for maximum benefit with minimal disruption Use data to better understand the program Evenly distribute workload Data to inform management decisions Make the work easier

10 Maximum Benefit, Minimal Disruption
Work cage side (iPhone app) Dashboards Collect data Intuitive Fast, fewest possible steps Expandable

11 “Rapid Mobile App Development” (RMAD)
Tools for mobile app development No/low user coding involved Can customize to meet a specific need

12 Headquarters: Seattle, WA
Founded: 2012 Website: YouTube Channel:

13 Room Tasks app

14 “ROOMS” view (homepage)
shows a list of all active housing rooms scroll through to see all rooms color bars indicate status Green = completed / done Red = incomplete / not done Orange (Daily only) = started

15 “ROOMS DETAILS” view Room Number Action Buttons Tasks and Task Status

16 Digital Task List 2 1

17 “Status” view

18 Data Entry Action Buttons

19 Data Entry - continued

20 Data Collected

21 Questions and Answers Which rooms require the most cage changes?

22 Questions and Answers Who performs the most cage separations?
Anonymized Who performs the most cage separations?

23 Roll Out Introduce Training, training, training
“Tell ‘em once, tell ‘em again, then tell ‘em a third time” Visibility, and documentation Practice Pilot – let’s see how it goes…

24 Help Google search YouTube Support pages Solution Partners – AppSheet
“Google sheet import range query”, >1M hits, YouTube AppSheet: Learn Google Spreadsheets: Support pages AppSheet: Google: Solution Partners – AppSheet (Randy Nichols, Pres.)

25 Animal Systems Coordinator
Ethan Hildebrand Animal Systems Coordinator Office of Animal Resources, Harvard University Faculty of Arts and Sciences Office: (617)

26 Questions Let’s open the microphones:
What problems do you have that technology can help you with TODAY?


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