Inventory Management

Presentation and
Title Goes Here
Bar-code
…presentation Implementation
subtitle.

Ella Herrera Prantilla

TT Chang Genetic Resources Center
 Genebank Information
Presentation Title GoesSystem
Here
…presentation subtitle. IRRI-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)
 LISTNMS
ATRIBUTS
PK,I1 LISTID

LISTNAME
Passport data PK,I1 AID

LISTDATE FK1,I5 GID

LISTTYPE FK2,I3 ATYPE
I2 LISTUID I4 AUID
LISTDESC AVAL
I1 LHIERARCHY I2 ALOCN
LISTSTATUS AREF
ADATE
FK3 USERID UDFLDS

PK FLDNO

FTABLE
LOCATION FTYPE
I1 FCODE
PK LOCID FNAME
LISTDATA GERMPLSM FFMT
LTYPE FDESC
PK,FK1,I2,I1 LISTID PK GID NLLP LFLDNO
PK LRECID LNAME I2 FUID
I6 METHN LABBR FDATE
FK2,I1 GID GNPGS I4 SNL3ID I3 SCALEID
I2 ENTRYID I2 GPID1 I3 SNL2ID
ENTRYCD I3 GPID2 I2 SNL1ID
SOURCE I4 GERMUID I1 CNTRYID
DESIG I5 LGID LRPLCE
GRPNAME I1 GLOCN
I2,I1 LRSTATUS GDATE
GREF
GRPLCE
I7 MGID

IMS_LOT
PK,I3 LOTID NAMES
I6 USERID
ETYPE
Names PK NID
PK
USERS
USERID
I1 EID FK1,I1 GID
I2 LOCID NTYPE I1 INSTALID
I4 SCALEID NSTAT USTATUS
STATUS NUID UACCESS
COMMENTS NVAL UTYPE
I5 SOURCEID NLOCN UNAME
FK1 GID NDATE UPSWD
NREF I2 PERSONID
ADATE
CDATE

Inventory data
METHODS
IMS_TRANSACTION
PK MID
PK,I5 TRNID
PK,FK1,I1 LOTID MTYPE
MGRP
I6 USERID I2 MCODE
TRNDATE MNAME
TRNSTAT MDESC
TRNQTY MREF
COMMENTS MPRGN
CMTDATA MFPRG
SOURCETYPE MATTR
I4 SOURCEID GENEQ
I3 RECORDID I3 MUID
PREVAMOUNT I1 LMID
I2 PERSONID MDATE
Presentation Title
Inventory Goes Here
Management
…presentation subtitle.
 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
 When do we create a seed lot?
Register the donor info of
the incoming batch of seed
Acquisition

Create temporary acc ID

Register passport info

Process seed for initial seed

increase

Fail

Monitor samples in the field Passed

Passed? Create accession
Check viability and harvest

CREATE SEED LOT

 When to create a seed lot?
Seed increase

Select planting material

based on viability, species, and current stock

Withdraw seeds

Fail

Monitor samples in the field Passed

Passed?
Check viability and harvest

CREATE SEED LOT

Use of Barcode Technology
BASE 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
 Thank you
Presentation Title Goes Here
…presentation subtitle.