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Inventory Management and Bar-code Implementation

Ella Herrera Prantilla

TT Chang Genetic Resources Center

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Genebank Information SystemIRRI-GRIMS

What is IRRI-GRIMS?

• IRRI-Genetic Resources Information Management System

• Functionalities are based on International Rice Genebank Collection Information System (IRGCIS), except that:

– It uses ICIS schema (GMS, IMS and DMS).– It uses database backend independent IDE (Borland Delphi 2000).– New features/ functionalities are added and/or modified to adopt to

changing (genebank) users’ requirements.– ICIS applications are called within the program (i.e. no need to launch the

ICIS Launcher to open SetGen, for example).

• Assists genebank staff to systematically perform their day-to-day activities and operations

– Performs germplasm associated operations inside the genebank and outside the field

What does IRRI-GRIMS do?

• Seed Acquisition– maintaining and making available of detailed information about sample’s origin and its main

characteristics (passport data); processing of incoming sample; assigning of IRGC accession number; and determining the MLS status

• Seed Characterization– management of observed morphological and agronomic traits, as well as reactions to biotic

and abiotic stresses, of acccessions

• Seed Multiplication– periodically rejuvenating and increasing of the accessions by monitoring the seed stock and

viability

• Seed Management– Inventory management; storing and maintaining the accessions in a cold store rooms and

sending of backup duplicates to NCGRP and Svalbard– periodically monitoring of seed viability

• System Administration– Database manager’s interface in managing the user interfaces (i.e. Grant and revoke access

to specific interface)

ATRIBUTS

PK,I1 AID

FK1,I5 GIDFK2,I3 ATYPEI4 AUID AVALI2 ALOCN AREF ADATEFK3 USERID

GERMPLSM

PK GID

I6 METHN GNPGSI2 GPID1I3 GPID2I4 GERMUIDI5 LGIDI1 GLOCN GDATE GREF GRPLCEI7 MGID

LISTNMS

PK,I1 LISTID

LISTNAME LISTDATE LISTTYPEI2 LISTUID LISTDESCI1 LHIERARCHY LISTSTATUS

LISTDATA

PK,FK1,I2,I1 LISTIDPK LRECID

FK2,I1 GIDI2 ENTRYID ENTRYCD SOURCE DESIG GRPNAMEI2,I1 LRSTATUS

IMS_LOT

PK,I3 LOTID

I6 USERID ETYPEI1 EIDI2 LOCIDI4 SCALEID STATUS COMMENTSI5 SOURCEIDFK1 GID

IMS_TRANSACTION

PK,I5 TRNIDPK,FK1,I1 LOTID

I6 USERID TRNDATE TRNSTAT TRNQTY COMMENTS CMTDATA SOURCETYPEI4 SOURCEIDI3 RECORDID PREVAMOUNTI2 PERSONID

NAMES

PK NID

FK1,I1 GID NTYPE NSTAT NUID NVAL NLOCN NDATE NREF

METHODS

PK MID

MTYPE MGRPI2 MCODE MNAME MDESC MREF MPRGN MFPRG MATTR GENEQI3 MUIDI1 LMID MDATE

LOCATION

PK LOCID

LTYPE NLLP LNAME LABBRI4 SNL3IDI3 SNL2IDI2 SNL1IDI1 CNTRYID LRPLCE

USERS

PK USERID

I1 INSTALID USTATUS UACCESS UTYPE UNAME UPSWDI2 PERSONID ADATE CDATE

UDFLDS

PK FLDNO

FTABLE FTYPEI1 FCODE FNAME FFMT FDESC LFLDNOI2 FUID FDATEI3 SCALEID

Passport data

Names

Inventory data

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Inventory Management

Base Collection

• 2 tin cans are made per accession.

• 60 grams/ tin

*No actual weight measurement for base collection until GPG1.

Active Collection

Aluminum foil bags (bulk)

Aluminum packets (10grams)

- for distribution

Equipment

• 2 units Mettler Toledo Weighing Balance• Mettler Toledo Balance Link Software• 2 units Parallel Cable

– Used to connect the Weighing Balance and the computer

• 4 units Symbol LS2200 Barcode Scanner• 590,000 CILS labels (Computer

Imprintable Labels Systems) – Approx. 21,800 A4 sheets (27 labels / sheet)– Customized to withstand changing temperature and

humidity for more than 100yrs

• LaserJet Printer

Barcode Label

LOTID

Register the donor info of the incoming batch of seed

Create temporary acc IDRegister passport info

Process seed for initial seedincrease

Monitor samples in the fieldCheck viability and harvest

Passed? Create accessionPassed

When do we create a seed lot?Acquisition

Fail

CREATE SEED LOT

Select planting material based on viability, species, and current stock

Withdraw seeds

Monitor samples in the fieldCheck viability and harvest

Passed?Passed

Fail

CREATE SEED LOT

When to create a seed lot?Seed increase

Use of Barcode TechnologyBASE Collection

Summary• Started in September 2005.

• Complete inventory and data cleaning are made possible during GPG1 funded barcoding activity.

Limitations

• Seed movement and tracking within and outside organizational unit are still not documented by the application.

• Experimental data in the field are still being recorded using paper and pencil, not through handheld device.

Plans

• Extend the scope of barcode technology to include field operations, seed health testing, and seed distribution

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