Revitalizing a Lab Animal Care Program

A mid-sized research institution was experiencing significant challenges in its Lab Animal Care program. Multiple departments struggled to communicate effectively about animal usage, while staff manually tracked census data in outdated spreadsheets. Inefficient ordering processes and inconsistent record-keeping led to increased operational costs, compliance concerns, and, ultimately, a negative impact on research quality.

Census Management

• Outdated Tracking
  Staff used disparate spreadsheets, resulting in frequent errors, duplicated efforts, and lost data.
• Lack of Real-Time Visibility
  Investigators and staff had no centralized platform to view the current animal census, causing over- or under-housing.

Animal Ordering

• Excessive Lead Times:
  Manual ordering processes prolonged delivery and occasionally resulted in delays to critical projects.
• Budget Overruns:
  Order duplication and inconsistent cost tracking inflated expenses.

Operational and Compliance Issues

• Incomplete Records:
  Missing or inaccurate data complicated compliance reporting and IACUC documentation.
• Staff Coordination:
  Limited training on standardized protocols led to inconsistent animal care practices and confusion over procedural responsibilities.

Research Core Solutions was engaged to perform an end-to-end assessment of the Lab Animal Care program. We worked closely with key stakeholders
including principal investigators, veterinary staff, and administrative personnel—to understand specific hurdles and design tailored solutions.
Our comprehensive methodology included

1. Needs Assessment & Workflow Analysis
   • Conducted detailed interviews and process mapping sessions to identify bottlenecks
     in census tracking, ordering, and record management.
2. Customized Technology Implementation
   • Recommended and implemented an integrated software platform for real-time census
     updates, automated animal ordering, and streamlined billing.
   • Developed standardized digital forms and dashboards to eliminate fragmented
     manual processes.
3. Staff Training & Policy Development:
   • Provided on-site and remote training sessions to ensure consistent application of new protocols.
   • Collaborated with leadership to update policies on data management, animal ordering procedures, and record-keeping best practices.
4. Ongoing Support & Compliance Monitoring
   • Established periodic audits and compliance checkpoints to maintain data accuracy and regulatory standards (e.g., IACUC, USDA, AAALAC).
   • Offered continuous improvement recommendations based on usage patterns and staff feedback.