Automatic Data Collection Systems for Animal Care Facilities By Bob Scher and Bobby Burkett September 2009
Today’s animal care facilities can increase efficiencies of routine husbandry management tasks by utilizing the numerous automatic data collection technologies available.
Implementing automatic data collection technologies within the animal care facility should be a collaborative effort involving all of its stakeholders. The enterprise system should provide visibility to the many users having varying requirements for the data. A properly planned system will accommodate all of the team’s needs and provide the necessary security to protect the institution.
Portable data terminals and scanners can utilize the wireless network computer infrastructure available to connect to database servers in real-time. Modern data collection systems tie back to centralized databases through the local area networks (LAN) available within the institutions. Administrators, veterinary technicians, and investigators can access these databases via the Internet fromanywebbrowser.The serious issue of security is addressed using controlled authorization access, data encryption techniques, virtual private networks (VPN), and comprehensive vigilance of the computer network. Additionally, due diligence must be done to insure that radio signals from the various sources do not interfere with each other or cause harm to the personnel or animals.
Cage Census Using RFID Technology
Principal investigators often challenge the accuracy of their billed services and census reports. Tracking the current location of every cage housed within a large animal care facility requires continuous monitoring and extensive record keeping. Radio frequency identification (RFID) tagging of each cage allows for real-time, error free electronic detection of hundreds of cages per second thus allowing the animal census of a room to be reconciled immediately.
Properly designed RFID tags can survive repeated autoclave sterilization. Their ability to mount on metal gives the added advantage of tagging industry standard stainless steel cage cardholders. This mount on metal feature also shields the RFID tags from being read from their back surface, preventing tags to be inadvertently detected through walls and other structures which can show up as errors during the census reconciliation process.
RFID tag technology features anti-collision properties so that hundreds of tags can be read in seconds using a portable RFID reader. In addition to taking animal census, these tagged cages can be individually identified as they pass through cage washers. RFID readers attached to the washers can identify each cage and integrate the wash process control data with the cage tag identifiers providing an accurate record of each wash cycle.
Using the RFI cage census, the enterprise application could manage associated per-diem billing reports, breeding colonies, veterinary electronic medical recording, sanitation schedules, physical asset tracking, and other routine tasks. Automatic data collection systems using RFID technology will soon find many new applications within the laboratory facility.
Planning for the Enterprise
The implementation of an enterprise data collection system requires significant planning and collaboration and should include all of the stakeholders. It is critical that the stakeholders include key personnel representing financial/accounting, administration, IT and computer resources, animal care husbandry, and investigators along with their associated staff. All should play a significant role in forming the definition and requirements of the proposed system. This will help insure that the system will be subsequently accepted and utilized properly by the team.
Requirements Analysis
Any new addition to or replacement of an existing system should undergo a thorough requirements analysis. It’s about asking the right questions at the right time from the right people. Done correctly, this analysis will lead to a solid foundation and ultimately provide a successful system implementation. The processes for the requirements analysis should include examining the current SOPs to determine whether they are adequate or require revision or addition for the proposed system. Develop and refine how the system will be used by each of the different stakeholders. Evaluate the impact of the new addition and determine any risks associated with the replacement of the legacy system.
Computer Infrastructure
Determine the computer system infrastructure requirements with respect to its operating system. Multiple operating systems may be required to support all of the desired functionality. At the database server level, operating systems such as Windows Server and/or Linux may be needed to support enterprise integration.
At the workstation level, operating systems such as Windows XP and Windows Vista may be required.This is seen at induction stations, checkout stations, and administrative workstations.
At the portable level operating systems such as Windows CE, Windows Mobile, or Palm OS (Garnet OS)may be required. This is seen with portable data terminals used for bar code scanning and cage put away, portable RFID readers, and PDAs used for collecting and managing electronic veterinary health care records.
Computer Security and Access Control
It is important to establish the system’s security requirements. Use the three As:
authentication performs user login and identifies who the user is,
authorization determines what the user is currently allowed to access, and
accounting tracks what the user actually did while logged in.
Establish the levels of security and the available roles that can be assigned to your stakeholders as early as possible to ensure the system will be capable of meeting these requirements.
Network Requirements
Determine whether the network requires wired or wireless connectivity or a combination of both topologies. Does a network infrastructure currently exist, and if it does, can it provide the throughput and coverage area required by the enterprise system. Determine the security requirements of the network and the requirements of the systemserver.Will it use actual hardware or use hardware virtualization?
Logon Requirements
Do you require the option for multiple sign-on where one user could have a different password assigned for each unique application or will you only have a single sign-on where only one password is shared for multiple applications?
LDAP (lightweight directory access protocol) is an Internet protocol used to lookup information from a server and is commonly used by many universities and corporations. LDAP uses a hierarchical structure with indexed data and allows filters to be used to select just the person or group being allowed access and return just the information that is requested. LDAP also can define permissions set by an administrator that allows its individual users their associated access privileges.
Virtual Private Network
Determine if your systems will be required to support a VPN. A VPN is a network within a network, typically used to connect remote sites or users together and provide an extra layer of security to the Internet protocols. A site-to-site VPN is used to connect LAN-to-LAN over the Internet and allow remote administration, access, and support.
Most VPNs use tunneling to create a network within a network. Tunneling is the process of placing an entire data packet within another data packet and sending it over the network. A well-designed VPN uses several different methods to maintain data security such as: a firewall to provide a strong barrier between your private network and the internet by restricting protocols and ports; encryption of data to prevent unauthorized detection and access; and authentication and authorization servers that are used to validate authorized users and control associated access privileges and rights.
WiFi
For real-time operation and validation of data, a wireless network is typically required. Security requirements for the network should be established along with determining the compatibility requirements of other systems that may be present such as Bluetooth, cell phones, and instrument telemetry.
WiFi coverage must be insured in all areas of operation. A comprehensive site survey is recommended to determine the minimum number and physical placements of radio access points. The coverage of these access points is highly dependent on the physical layout of the facility and the asset items housed within these locations. Large metal objects such as cage racks, blowers, and other conductive surfaces can significantly effect the reception of radio signals and thus limit reception coverage.
Virtual Server
Virtualization of server hardware allows for the creation of multiple virtual servers on a single hardware server machine. Each of these virtual servers can function as an independent computer running its own individual operating system and set of applications on a single piece of hardware.
Virtual servers can optimize the use of physical computing assets by consolidating hardware resources. Virtual servers can increase security and lower operating risk because they operate in a way that isolates each virtual machine from the core configuration. In the event that a virtual server is stricken with a virus or a buggy application, since it is isolated from the core operating system, the core system and other servers are not affected.
Web Interface
In the event that the application will be utilizing a web interface it will make use of a browser. The browser is used to display the information as a page. The application should be compatible with most popular browsers such as Windows Internet Explorer, Mozilla Firefox, and Apple Safari. Applications should be kept compatible as browsers are further enhanced.
Remote Support
Support is a subject that should be addressed by all potential stakeholders as to whether it will be provided on-site or via remote access. On-site support is typically a very expensive solution; a means of secure remote support should be considered.
Remote support should be secure, transparent, readily available, and cause minimum downtime and disturbance to the daily operation of the system.VPN access can provide an increased level of security when using standard methods of remote connection and support such as Microsoft Remote Desktop.
Remote administration tools such as, Citrix Go To Assist, and Cisco Webex are great alternatives to Remote Desktop for secure remote support. These tools have the advantage of using secure encrypted internet connections that are transparent to firewalls and proxy settings thus making them very easy to use without intervention from your IT department. These tools also allow the customer full control when access is granted as they make the connection via their browser and they can terminate the connection at will.
Project Risk
To insure a successful project initiative, related risk and security issues must be planned and managed. The overall goal of the project needs to be defined with an established project timeline, milestones, and deliverables. Identify and list all potential internal and external influences that affect the project plan. Define the security requirements of all of the stakeholders. Identify as many anticipated and potential problems as possible and define the actions that could be taken to minimize or eliminate potential risk.
Planning
Project planning is an integral part of a successful implementation. This should include a detailed analysis of the project scope as it is important to insure the scope of the project is kept to a manageable level. Review all requirements and risk analysis, and arrange for comprehensive consultation with all of the project stakeholders, both internal and external. Define the boundaries for time and resources, both internal and external, and agree on specific milestones, deliverables, and resource utilization.
Establish a plan defining the methods of ongoing support and maintenance. Determine whether the updates will be supplied and installed by the end user or will provision be included so that the supplier can update and maintain the system on-site or from a remote location. Establish all terms and conditions of the software and hardware maintenance.
Communication
Effective communication and reporting is essential for a successful implementation. It is essential that all stakeholders communicate openly to insure that any stumbling blocks encountered can quickly be resolved and that no one is taken by surprise. Establish a communications hierarchy so that input is not overlooked and is taken into proper consideration.
Rollout and Training
The rollout of the implementation plan deserves considerable thought. The scope of the rollout should be kept at a manageable level with minimum risk and disruption to operation of the enterprise. The rollout may be planned in isolated sections where each piece is fully implemented before affecting other areas.
As an example,where an RFID deployment is replacing or augmenting bar code data collection, an isolated section may initially be deployed with RFID. Once everyone is comfortable with its performance additional RFID deployment can replace the remaining sole use of barcodes. Key personnel should be trained in the use and administration of the new system. These key people should then subsequently train additional users and administrators.
Summary
Planning an automatic data collection system for the animal facility should be a collaborative effort.Communication between all stakeholders should be maintained during all phases of specification, implementation, and rollout. This planning will insure that a minimum of problems will be encountered along the way and none of the stakeholders are taken by surprise once the system is in place.
To begin the project, all existing SOPs should be examined for effectiveness and updated as required. The facility infrastructure must be examined to insure it will meet the system requirements. All facility security requirements must be addressed. Methods for on-going maintenance and remote support must be specified. These requirements must be addressed without difference to using manual, barcode, RFID, or any combination of data collection methodology. Most of all chose your integration partners wisely to assure that they are capable of providing the proposed system along with the ongoing support that you will be required in the future. A well-planned enterprise collection system will provide very positive short and long term return on investment.
Bob Scher is the CEO of Dynasys Technologies, Clearwater, FL. Bob is an electronic engineer and a noted authority on the application of RFID technology. Dynasys is Texas Instruments TI-RFID technical support center for the U.S.He can be contacted at (727) 443-6600 or bobs@dyna-sys.com
Bobby Burkett is the VP of Engineering of Dynasys Technologies, Clearwater, FL. Bobby is an electronics engineer and one of the founders of Dynasys. For the past 20 years Bobby has been designing software and hardware systems for automatic data collection devices. He can be contacted at (727) 443-6600 or bobby@dyna-sys.com
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