ARM User Guide

This document was developed in the United States of America by:
Animal Resource Management Systems, Inc.

Toll-free: 1-888-764-6438
Message: 1-888-683-8330
E-mail: joe@armsd.com
First Edition: March, 2001
1998, 1999, 2000, 2001, 2002 by Animal Resource Management. All
rights reserved.
Copyright protection claimed includes all forms and matters of
copyrightable material and information now allowed by statutory or judicial
law or hereinafter granted, including without limitation, material generated
from the software programs which are displayed on the screen such as icons,
screen displays, etc. No part of this document may be reproduced or
transmitted in any form or by any means, electronic or mechanical,
including photocopying and recording, without the express written
permission of Animal Resource Management.
Changes are periodically made to this document. Changes, technical
inaccuracies, and typographic errors will be corrected in subsequent
editions.
Notices:
Animal Resource Management (ARM) and any other Animal Resource

Management products mentioned in this publication are trademarks or
registered trademarks of Animal Resource Management.
Microsoft, MS-DOS, Windows, and any other Microsoft Corporation
products mentioned in this document are trademarks or registered
trademarks of Microsoft Corporation.
Animal Resource Management User Guide
Table of Contents
Chapter 1:
Getting to Know ARM ........................................... 1
What is ARM?................................................................ 2
System Requirements .................................................... 3
Starting ARM ................................................................. 4
ARM Features................................................................ 6
Using Browse Screens.................................................... 8
Navigating the Browse Screen ................................. 8
Performing Tasks in the Browse Screen ................... 9
Using View Screens ..................................................... 14
Table of Contents
Chapter 2:
Using the Protocol Module ................................. 17
Working with Protocols................................................
Working with Current Protocols .............................
Working with Protocol Data...................................
Archiving Protocols................................................
Working with Protocol Personnel...........................
Working with Protocol Procedures.........................
18
18
20
29
32
36
Using Protocol Reports ................................................ 39

Printing Reports ..................................................... 39
Selecting Report Parameters .................................. 41
Chapter 3:
Using the Animals Module.................................. 43
Working with Orders....................................................
Working with Order Data.......................................
Creating New Orders .............................................
Adding Items to Existing Orders.............................
Deleting Orders .....................................................
Printing Orders ......................................................
Faxing Orders........................................................
Transferring Animals..............................................
Exporting Order History ........................................
45
46
48
50
51
51
53
56
58
Working with Archived Orders..................................... 60

Archiving Orders.................................................... 60
Viewing Archived Orders ....................................... 61
Working with Cage Cards ............................................ 65
Printing Cage Cards............................................... 65
Setting Cage Card Number.................................... 71
Receiving Orders ......................................................... 72
Printing Receiving Reports ..................................... 74
Using Animals Reports................................................. 80
ii
Table of Contents
Chapter 4:
Using the Billing Module..................................... 87
Working with Care Days ..............................................
Working with Care Day Data .................................
Adding Care Day Records .....................................
Changing Funds ....................................................
88
88
90
91
Printing Care-Day Reports ........................................... 94

Working with Billing Rates ..................................... 98
Applying Billing Rates .......................................... 105
Working with Service and Supply Charges ................
Working with Service and Supply Charge Data ...
Viewing a Service and Supply Charge .................
Entering and Editing Supply and Service
Charge Data ........................................................
Adding a Charge .................................................
Using the Service and Supply Log .......................
Reconciling Orders ..............................................
Working with Bar Codes......................................
106
106
107
108
108
109
110
111
Printing Billing Reports .............................................. 114

Performing End-Of-Month Processing........................
Using Your End of Month Checklist .....................
Performing End of Month Close...........................
Printing End-Of-Month Information .....................
Using the Accounting Interface ............................
Creating a Billing Mail Merge...............................
Backing Up Your Billing Data ..............................
124
125
127
130
134
135
136
Chapter 5:
Using Reference Information ............................ 137
Working with Contacts...............................................
Working with Current Contacts............................
Working with Contact Data..................................
Working with Archived Contacts..........................
138
138
139
143
iii
Table of Contents
Printing Contact Labels........................................ 144

Printing Contact Lists........................................... 145
Working with Funds...................................................
Working with Funding .........................................
Working with Split Funds.....................................
Printing Fund Lists...............................................
147
148
151
156
Working with Training ...............................................

Working with Current Training ............................
Working with Archived Training ..........................
Printing Training Reports .....................................
163
163
165
166
Working with Animals................................................ 173

Working with Vendors ............................................... 174
Working with Vendor Data .................................. 174
Printing Vendor Information ................................ 176
Working with Photo IDs.............................................
Working with ID Card Data .................................
Printing Photo ID Cards and Reports ...................
Creating a Photo ID Mail Merge...........................
179
179
181
184
Working with Tables ..................................................

Working with General Tables...............................
Working with Course Tables ................................
Working with the Protocol Procedure Table.........
186
186
188
192
Chapter 6:
Using the Veterinary Module ............................ 195
Working with Animal Data.........................................
Viewing an Animal Record ..................................
Entering and Editing Animal Data .......................
Working with Animal Measurements....................
196
197
198
201
Working with Surgery Data........................................ 204

Printing the EndPoint Report ............................... 206
Working with Treatment Data.................................... 207
Working with Drug Data ............................................ 210
iv
Table of Contents
Working with Drug Inventory............................... 211

Printing Lists of Drugs.......................................... 214
Printing Drug Usage/Purchase Report .................. 218
Working with Observations, Treatments, and
Pathology ..................................................................
Working with OTP Health Data ...........................
Printing Health Data ............................................
Entering Health Data ...........................................
220
221
226
226
Chapter 7:
Using the Sentinel Module................................ 229
Working with Sentinel Panels .................................... 230
Printing Sentinel Reports ........................................... 234
Index.................................................................. 239
Table of Contents
vi
Preface
elcome to the Animal Resource Management (ARM) User

Guide. This guide provides you with the information
necessary to easily get started using the ARM system.
The ARM document library consists of the User Guide and

the online help available in the program.
The Animal Resource Management User Guide contains
information about installing the program as well as stepby-step general instructions to help you use ARM.
Online help (available by pressing F1) contains
descriptions of the screens and prompts present in ARM.
The ARM Technical Reference contains the data structures
for the ARM program as well as other internal system
information.
Preface
Animal Resource
Management User Guide
Structure
The chapters in this user guide explain how to use the
modules in the program to assist in managing an animal
research facility. The guide covers everything from entering a
protocol to the End-of-Month processing:
Chapter One shows you how to install the system and

how to sign on to the system. It also covers how to use the
features of the system including an explanation of the
different screens.
Chapter Two shows you how to work with protocol
information including entering and editing information in
the records.
Chapter Three shows you how to work with animal order
information including entering, editing and faxing the
order to the vendor.
Chapter Four shows you how to work with billing
information including charges and the End-of-Month
processing.
Chapter Five shows you how to work with the reference
information including contact, fund, vendor, and photo ID
records.
Chapter Six shows you how to work with veterinary
information including the scheduling of care, drug data,
and Observations, Treatments, and Pathology.
Chapter Seven shows you how to work with the Sentinel
information including panels and sentinel reports.
These chapters work together to supply you with the

necessary information to use and get results from ARM.
viii
Preface
Conventions Used in This

Guide
The conventions used in this guide are text in bold and icon
helpers which alert you to read additional text information.
Type Conventions
Bold text signifies:
Icon Conventions
A choice name (e.g., OK)

A menu selection (e.g., Browse Contacts on the
Contact menu)
A screen name (e.g. Contacts Browse Screen)
The icon helpers are:

Note: this icon calls your attention to additional
information to be noted.
Reference: This icon names a reference to
another section of the guide which gives more indepth information about the subject matter.
Verb Conventions
This guide also includes several verbs to describe actions you

can make:
Press means to press a key on the keyboard

Select means to use the mouse or keyboard to highlight an
item in a list.
Click means to use the mouse to activate an option.
Choose means to select an option from a drop-down
menu.
ix
Preface
Customer Support
Reporting questions and problems is very important to Animal
Resource Management. Our first concern is to provide and
maintain stable, high quality products and services. Should
you have any questions or comments or encounter any
difficulty with the system, we encourage you to contact ARM.
ARM Hot Line:
1-619-596-9404
Chapter 1:
Getting to Know ARM
he Animal Resource Management (ARM) system assists in the

management of an animal research facility. ARM works with
the different departments in a research facility and
accommodates their different needs.
The system incorporates different modules and a variety of
screens to ensure that all pertinent information is accessible
and usable. The Protocol, Animals, Billing, Reference,
Veterinary, and Sentinel modules work together and share
information to create a complete ARM system. ARM
minimizes paperwork and data entry time by sharing
information throughout the system. Reports are available for a
variety of functions and are easy to create, use, and print. All
the functions needed to run a research facility are contained in
the ARM system in a format that is easy to use and manipulate
to fit your institutions individual needs.
What is ARM?
ARM allows a facility to record and track the costs and charges
associated with animal care, protocols, and animal purchases,
as well as personnel and training costs. Information is shared
between the different modules of the program to cut down on
the data entry time and mistakes. Browse screens provide
easy access to records to view or edit them. Charges and
orders are entered into the system and tracked for billing
purposes. Protocols are recorded and managed in the system,
making it easy to track PIs, animals, and funds. Current data is
always available for inquiry. Reports are easy to print and are
completed in minutes.
The ARM system provides the ability to browse data at all
computer stations, but restricts the update capabilities to
designated users. The security feature allows the system
administrator to designate user abilities. The log on and
password prompt at the beginning of the program assures that
only the designated users are able to use the update options.
The ARM system has been installed in several research
facilities, and has been adapted to fit a variety of needs.
Administrative, accounting and veterinary staff can all benefit
from the ARM system and the services it provides. For
example, the University of Utah interfaced the ARM system
into campus systems of their own. Since each institution has
special requirements, interfacing with the Accounting office
may require local modification. The Billing database file
contains the data for that interface. The University of
California San Diego, University of Washington, Colorado
State University and Portland Health Sciences have defined
the interface and are supported by ARM. The Scripps
Research Institute sends the Billing file directly to their
Accounting office.
System Requirements
ARM is designed to run on a single Windows- or Linux-based
PC.
If you are using a local network and not sure if
the ARM program will run on your network, call
ARM.
See the ARM Manager Guide for information on
installing the ARM program.
Starting ARM
You must identify yourself and enter your password to start
ARM. This lets the system know who you are and determines
how you can access ARM data. The system administrator
assigns user update privileges for various tasks. This prevents
people who are not authorized from making changes to
information outside their area of responsibility. The
information is still readily available for viewing for all users of
the system.
To start ARM:
1. Double-click the ARM icon on your desktop. The Please
Identify Yourself dialog appears:
Please Identify Yourself dialog
2. Enter your User ID and Password.

3. Press Enter or Tab. ARM verifies your user name and
password.
If the user name entered or the password entered is not
defined in the system, ARM displays a User Not defined
prompt or Password not defined prompt.
If the user name and password are verified by the system,
ARM displays the system administrator-specified module
menu screen.
The ARM system opens and you can use it based on your
privilege designations as defined by your system
administrator.
ARM Features
The ARM system contains many features that help make it
easy to use. There are different types of screens for different
tasks. Each screen contains different options, and the use of
most of these options is universal throughout the system.
These consistent features allow you easy and quick access to
the information.
In the ARM system there are three ways to accomplish a task.
You can use:
the mouse
the arrow keys
a specified key
When selecting choices on the screen, use the mouse to move

and select the option, or use the arrow keys to scroll through
the options. In some cases you can press a specified key on
the keyboard to select the choice. The end result should be the
same-the option you choose should be highlighted. To make
your choice, press the left mouse button or press Enter.
Using Module Tabs

The tabs for each module in the ARM system are the
entryways to arrive at information you are searching for. Each
tab lists the options available for that specific module. To get
to any given feature or screen, simply click on the button.
Using Browse Screens

The browse screens in the ARM system contain lists of items
for the designated topic. For example, the Contacts browse
screen lists all the contacts in the system. Browse screens can
be large or small lists. The screens allow you to access the
information and view it, or change it if you are allowed to.
Sample browse list screen
The currently selected record appears with a highlighted

background. The actual background color may differ on your
screen depending on your specific settings. This enables you
to immediately know which record is selected, before moving
to another screen, such as the Record view screen.
From the browse screen you can gain access to the Record
view screen where specific data can be viewed or edited.
Navigating the Browse Screen

You can move through the browse screens using your cursor
(arrow keys) or the mouse.
To use the arrow keys:

Press the keys as required to move to the desired entry:
Up Arrow: moves up one entry

Down Arrow: moves down one entry
Page Up: moves up one screen
Page Down: moves down one screen
Esc: exits the browser
To select an entry on the browse screen by using the arrow

keys, move to highlight an entry. Press the character
corresponding to the action you wish to do.
To use the mouse:
Use one of the following methods to view the desired entry or
information:
Click the up arrow on the vertical scroll bar to move up

the screen.
Click the down arrow on the vertical scroll bar to move
down the screen.
Click the left arrow on the horizontal scroll bar to move to
the left across the screen.
Click the right arrow on the horizontal scroll bar to move
to the right across the screen.
To select an entry on the browse screen by using the mouse,

point the mouse and click on an entry. Press the character
corresponding to the action you wish to do.
Performing Tasks in the Browse Screen

Each browse screen contains an option bar at the bottom of
the screen which contains the options available for this screen.
To access the options, do one of the following:
Click the button

Press the underlined character associated with the choice
Click the buttons along the bottom of the browse screen
Top takes you to the first record in the list

Bottom takes you to the last record in the list
Goto enables you to find a specific record
Order change the sorted order of the list
Exit returns you to the module tab where you are working
Other options are available for different browse screens based

on what actions you can do from the list.
Finding a Specific Item

ARM provides an option that allows you to go to or find a
specific entry in a browse screen. This allows for quick access
to a specific entry. What you need to enter in the prompt
varies depending on the way the browse screen is ordered. If
the screen is ordered by PI name, then you must enter a PI
name in the prompt. If the browse screen is ordered by the
order number, you must enter an order number in the prompt.
After you enter the information, ARM returns to the browse
screen with the entry most closely matching the information
you entered highlighted.
To find a specific entry:
1. Click Goto from a browse screen. The Goto dialog
appears:
Goto dialog
2. Enter target entry.

For example, when searching for an order, you would
enter the Order # and Date Expected.
3. Click OK. ARM searches the browse screen for an entry
matching the one you specified and displays the closest
match highlighted.
10
Changing the Sort Order

For each browse screen you can select the way items on the
screen are sorted. Changing the sort order can group like
items together to make relationships more obvious. Changing
the sort order can also show data entry inconsistencies. Each
browse screen provides different sort options pertaining to the
information contained in the screen.
Changing the sort option only changes the way
the information appears on the screen and has
no effect on the data itself.
To change the sort order:
1. Click Order on a browse screen. The Select Order dialog
appears with selections based on the browse screen you
are currently viewing:
Select dialog
2. Select the item you want the screen to be sorted by.

For example, you may want to view the orders sorted by
their Receive Date.
3. Click Select. ARM displays the browse screen with the
entries sorted by the item you chose.
If there are two items in the select order prompt listed on the
same line and separated by a comma (for example: Dept., PI)
the screen will be sorted primarily by the first item and then
secondarily by the second item. For example, the browse
screen would be sorted by the Department and then within
each Department it would be sorted by the PI name.
11
Deleting Entries
ARM allows you to delete unwanted entries from some browse
screen. In some cases you may not be able to delete an entry
if there is something pending for the item. You can not delete
a vendor from the system if there are outstanding orders for
that vendor. When you choose the delete option from a
screen, ARM will ask if you are sure you want to delete the
entry. You can choose from the prompt to delete it or leave it.
When you delete an entry, it is deleted from the
system, not just from the screen.
To delete an entry:
1. Select an entry from a browse screen. ARM highlights the
entry.
2. Click Delete. A confirmation dialog appears:
3. Click Yes to remove the entry. ARM deletes the entry and
returns to the browse screen.
12
Printing the Browse Screen

ARM enables you to print some of the browse screens. If the
Print button is listed at the bottom of the screen, you can print
that browse screen. Printing a browse screen can be helpful if
you need a list of the items on the browse screen, or you want
a paper copy to take notes. You may want to print a browse
screen for a topic that there are no reports available to print.
ARM displays a preview of the report. From there, you can
decide to:
print the hard copy report

save the report to an ascii file
For more information on using the report print preview, see

Printing Reports on page 39.
13
Using View Screens

ARM provides view screens for viewing, entering, and editing
data in records. From these screens you can only view the
data until you access the edit mode. Records displayed in the
view screens contain much of the data in the ARM system.
Records include, but are not limited to the:
Contact
Animal
Protocol
Vendor
To access the view screen:

choose an entry from the browse screen then choose Edit or
press Enter. ARM will display the view screen for the record of
the chosen entry in view mode.
You can view other records in the ARM system from a view
screen. Press P or click Prev(ious) to move to the record
immediately before the present record. Press N or click Next to
move forward to the record immediately after the present
record.
Navigating the View Screen

All data in a record is contained in fields. A field consists of
the:
field name (text before the blank)

field (blank shaded area)
To access the fields in a record view screen, click Edit. ARM

places the cursor in the first editable field. To move from one
field to the next by using the:
14
mouse to click on a field

arrow keys to move from one field to the next
Tab key to move from left to right through the fields
Entering and Editing Data in View Screens

ARM uses the view screens to allow you to enter data in the
records.
To edit/enter data in a record:
1. Click Edit to access the first editable field in the view
screen.
2. Move through the fields until you reach the field you want
to edit.
3. Enter the data.
4. Click Exit to exit the edit mode. ARM exits the edit mode,
but does not exit the view screen.
5. Click Done to exit the view screen and return to the
browse screen.
For more information on entering or editing
data, see the specific information in the following
chapters.
15
16
Chapter 2:
Using the Protocol
Module
he Protocol module contains the information for the protocols

in the system. The Protocol records are located in this module
and can be added and edited from here. You can also print
protocol reports from this module. Completed protocols that
contain no open orders are archived and contained within this
Protocol module.
All protocol information is contained in the protocol record.
The people on protocols are also added and edited in the
protocol module. The protocol record contains all the
important information pertaining to the protocol, such as the
PI and animal information and the veterinary information.
The protocol information is used throughout the entire system.
Most of the functions in the ARM system center around the
protocol information. All animals in the system need to be
assigned to a protocol. Each PI who is to deal with these
animals is assigned to that protocol.
Working with Protocols

Protocol records include all of the data for each protocol in the
ARM system. The starting block for working with protocol data
in the ARM system is the Protocol Module tab.
To reach the Protocol tab, click Protocols from anywhere in
the ARM system:
Protocols Tab
Working with Current Protocols

Much of the current protocol data is entered through the
Protocol view screen which displays the protocol record. This
screen contains all the information in the protocol. There are
many actions that you can take to change the existing
information or add new information to a protocol record.
18
Most of these actions are taken from this screen or screens

associated with this screen.
Protocol View screen
For more information on navigating through the

view screen, see Using View Screens on
page 14.
However, to reach a Protocol View screen you must select it
from the Protocol List Browse screen. This list contains all
current protocols in the ARM system.
Protocol List Browse screen

browse screen, see Using Browse Screens on
page 8.
19
Working with Protocol Data

The Protocol view screen allows you to view protocol records.
You can only view the information in the records until you
press Edit. ARM then places the cursor in the record so you
can add or edit data.
The information in the view screen is broken up into separate
sections indicated by tabs. To view the information in a certain
tab, press the number of the tab you wish to view. ARM
displays the tab and the information contained in it.
You can view all the Protocol Records in the ARM system from
this screen. Press P or click Prev(ious) to move to the record
record.
Viewing a Protocol
You can view significant detail about each protocol in a
separate screen from the list of protocols. This way, you can
easily glance at the specifics for a particular protocol at a time.
To view a protocol:
1. From the Protocols tab, press A or click Current Protocols.
The Protocol List Browse screen appears.
20
2. Highlight a protocol in the list and press V or click View.

The Protocol Record View screen appears:
Protocol Record View screen
From this screen, you can:
view the current information

make changes to the data (see Entering and Editing
Protocol Data below)
print a hard copy report of the information in the current record
Entering and Editing Protocol Data

1. From the Protocol Record View screen, press E or click
Edit. The data fields are available for modification.
2. Enter new data or edit the existing data.
3. (Optional) Click Title, Fund, or Notes to enter or edit
information in those areas.
4. Click Done to save your changes and exit the edit option.
The Protocol View screen also includes tabs that contain more
detailed information for the record. The following tabs are
available beyond the general information for a protocol:
Animals
Procedures
Personnel
Conditions
21
Summary
Documents
History
Use the following to edit or add data in these tabs.

Animals (2)
1. From the Protocol View screen, press 2 or click 2 to access

the Anmls tab.
Animals tab
2. Click Edit The fields area available for data entry or

modification. ARM places the cursor in the Strain field.
3. Enter new data or edit the existing data and click Done
when you are finished.
4. (Optional) Click List of Strains to enter strain information
in a text dialog.
5. (Optional) Click Orders to search for orders containing the
species entered in the Animals tab. ARM searches the
system for any existing orders for the species in the
animals tab. When ARM locates orders it displays them.
ARM displays a message that no orders were found if the
species does not appear on another order.
6. (Optional) Click Segments to view a list of animal
segments for the protocol.
7. Click Exit to save your changes and exit the Animals tab.
Procedures (3)
22
1. From the Protocol View screen, press 3 or click 3 to enter

or edit the data in the Proc tab. ARM displays a browse list
of procedures for this protocol.
2. (Optional) Add a procedure to the protocol.

a. Click Add. ARM displays a list of procedures
b. Use the arrow keys or mouse to locate a procedure and
press ENTER. ARM returns to the Protocol Procedures
tab.
3. Press ESC to save your changes and exit the edit option.
Personnel (4)

or edit data in the Personnel tab. ARM displays a browse
list of contacts for this protocol.
2. (Optional) Add a contact to the protocol.
a. Press Add. ARM displays the People on Protocol
screen.
People on Protocol
b. Press E or click Edit to access the fields.

c. Enter the Contact Name.
Press Enter in the blank field to access a pop-up list of
contact names.
d. Enter the contacts Function.
e. (Optional) Enter the code for Order Flag and Mail Flag.
f. Click Done to save the changes.
g. Click Exit to return to the list of contacts for the
protocol.
For more information on the options in the
Contact Record view screen, see Working with
Contact Data on page 139.
23
Conditions (5)

or edit data in the Conditions tab. The Conditions screen
appears.
Conditions screen
2. Enter free form text or edit the existing text for the protocol
conditions.
3. (Optional) Click Ignore to exit Conditions screen without
saving any changes.
4. Click Save to exit the Conditions screen and save the
changes you entered. The Protocol Conditions screen
appears:
Protocol Conditions screen
5. Enter Y if the conditions have been met, or N if the

conditions have not been met and click OK.
Summary (6)

or edit data in the Summary tab. The Vet Summary screen
appears.
Vet Summary
summary.
24
3. (Optional) Click Ignore to exit Summary screen without

saving any changes.
4. Click Save to exit the Summary screen.
Documents (7)

or edit the data in the Documents tab. The list of
supporting documents for the protocol appears.
2. Press Add. A Windows Open File dialog appears.
3. Select the file using standard Windows procedures to
locate the file and click Import. The Enter Demographics
screen appears:
Enter Document Demographics
4. Enter the File Type.

5. Enter the Description.
6. Click OK. ARM stores the document file in the supporting
documents field for future reference.
ARM only stores the document file, to view or
edit the document you must use the program
that generated the file.
25
History (8)

or edit the data in the History tab. The History screen
appears:
History
history.
3. (Optional) Click Ignore to exit History screen without
saving any changes.
4. Click Save to exit the History screen.
Renumbering Protocols
You can change the number of an existing protocol in the
ARM system. For example, you may need to change the
number of a protocol to agree with a new numbering system
for a certain PI or location. A protocol can have other
protocols that are related, and you may need to change the
numbering to keep it related and consistent. There are many
reasons a protocol number may be changed, and ARM makes
it easy to change the number to suit your needs.
When you change the number of a protocol,
ARM changes the number of that protocol in
every file containing it. This process ensures that
the protocol is always referred to by the same
number in every file.
26
To change the number of an existing protocol:

1. Select a protocol from the Protocol List Browse screen.
2. Press R or click Renum to renumber the highlighted
protocol. ARM displays the Renumber Protocol dialog.
Renumber Protocol dialog
3. Enter the new number in Change To.

4. Click OK. ARM displays a confirmation screen noting the
protocol will be changed.
5. Click Yes to change the number of the protocol in all the
files. ARM searches the system and changes the number of
the protocol in all appropriate files.
OR
Click No to leave the protocol number the same and
return to the protocol browse screen.
Adding a New Protocol

You can add a new protocol to ARM. You can copy
information from an existing protocol and modify it to suit
your specific need, or you can build a new protocol from a
blank screen.
To add a new protocol:
1. Press A or click Add from the Protocol List Browse screen.
2. (Optional) Click Copy Protocol to create a new protocol
based on the information in the currently selected
protocol. For more information on editing protocols, see
Entering and Editing Protocol Data on page 21.
27
3. Click New Protocol to create a blank protocol. The Add a

Protocol dialog appears:
Add a Protocol dialog
4. Enter the PI Name.

Press Enter on the blank field to access a pop-up list of PI
names.
5. Enter a Protocol.
existing protocols to choose from.
6. Enter a Species.
species to choose from.
7. Click OK. A confirmation dialog appears.
8. Click All Names to copy all contact names from the
currently selected protocol.
OR
Click PI Only to copy on the PI Name from the currently
selected protocol.
The Protocol View screen appears.
9. Enter data in the fields and tabs as needed for your new
protocol. For more information on entering data in a
protocol, see Entering and Editing Protocol Data on
page 21.
28
Adding a New species to an Existing Protocol

1. Press A or click Add from the Protocol List Browse screen.
2. Click Add Species. The Species Options dialog appears:
Species Options dialog
3. Enter a Species and click OK.

OR
species to choose from. Click Select once you have
highlighted a species.
After you enter the preceding data, ARM displays the Protocol
View screen for the new or existing protocol. You can modify
protocol information from the Protocol View screen.
Archiving Protocols
When protocols are complete and no longer current, ARM
allows you to remove the completed protocols from the active
file and place them into an archive file. This creates more
space in the active file by removing protocols that are no
longer current from the file. Protocols can be archived when
their completed date has been filled in and there are no more
open orders for the protocol.
ARM allows you to archive one protocol at a time. That way
you can verify the information in the protocol to be sure it
should be moved to the archive file.
29
To archive completed protocols:

1. From the Protocols List Browse screen, select the protocol
you want to archive and click Move or press M. A
confirmation dialog appears:
Be sure the protocol contains a completed dates

and there are no unreceived orders for the
protocol you are about to archive.
2. Click OK. ARM moves the completed protocol with filled
in completed dates earlier then the specified date and with
no open orders pending and transfers them to the archive
file.
ARM prints a list of all the protocols considered during the
archiving process. The completed protocols that fit the
criteria are now in the archive file instead of the active file.
You can also view a list of your archived protocols. To view
archived protocols:
Click Archive Protocols or press B from the Protocols tab.

The Archived Protocol List Browse screen appears.
The Archived Protocol List Browse screen is similar to the

active Protocol List Browse screen. You can edit data the same
way you can for active protocols. For more information on
working with active protocols, see Entering and Editing
Protocol Data on page 21
ARM also allows you to move previously archived protocols
back to the active protocols list. You can also move an
archived protocol to a history file. This allows for even more
30
disk space and cleans obsolete protocols out of your files, but
you can still access the files from history if necessary. For more
information on the history file, see the ARM Manager Guide.
To activate an archived protocol:
1. Click Archive Protocols or press B from the Protocols tab.
The Archived Protocol List Browse screen appears.
2. Select a protocol.
3. Click Move or press M. A confirmation dialog appears:
4. Click OK to move the selected protocol to the active

protocol list.
Printing Protocols
ARM enables you to print protocol information to help keep
track of the protocols currently in the system Printed copies of
the protocols can also be edited for easier data entry when the
changes are made in the system. You can print individual
protocols.
To print a protocol:
1. Select a protocol from the Protocol List browse screen and
click View. The Protocol View Screen appears.
31
2. Click Print. The Report Print Preview appears:
3. Make your selections for printing or exporting the report.

For more information on working with the report preview,
see Printing Reports on page 39.
4. Click Exit to return to the Protocol View screen.
Working with Protocol Personnel

ARM allows you to manipulate the list of people assigned to
protocols. You can add a new person to protocol or edit an
existing person on a protocol through the People browse
screen. You can change the PI or contacts for the protocol
from this screen. You can also view training information from
the browse screen.
Working with People on Protocols Data

The People on Protocols browse screen shows the PIs and
contacts on protocols currently active in the ARM system.
From this browse screen you can add, delete, or edit a person
32
on a protocol. To reach the People on Protocols browse screen

click Personnel or press C on the Protocols tab. The People on
Protocols Browse screen appears:
People on Protocols Browse screen
Adding a Person to Protocol

1. Highlight a protocol from the browse screen.
2. Click Add or press A. ARM copies the personnel
information into the People on Protocol dialog that
appears:
People on Protocol
3. Click Edit or press E to change the personnel information.

4. Enter the Protocol Number to which you are adding
personnel.
5. Enter a Name.
Press Enter to access a pop-up list of names.
6. Enter the Function of this new person (PI or Contact).
33
7. (Optional) Enter the Order Flag code:
Blank indicates this person is not allowed to order animals for this protocol
P indicates this person is the principal investigator on
this protocol
I indicates this person is an investigator on this
protocol
8. (Optional) Enter the Mail Flag code:
M indicates this person is selected

Blank indicates this person is not selected
The mail flag code is used in the Protocol Mail
Merge Report. In that report you can print all
people on the protocol, selected people on the
protocol, or only the principal investigator. For
more information on the Protocol Mail Merge
Report, see the ARM Reports Guide.
9. Click Done to add the new person and return to the

browse screen with the new person added.
Changing Personnel Information for a Protocol

1. Highlight a person from the browse screen.
2. Click View or press V. The People on Protocol dialog
appears.
3. Click Edit or press E.
4. Position your cursor in the field you want to edit. You can
reach the fields by either clicking directly in a field or by
pressing Enter until you reach the field.
5. Edit the information as required.
6. Click Done to save the changes and return to the People
on Protocols Browse screen.
34
When you change information from the People

browse screen, ARM automatically updates the
Protocol record to reflect the changes you made.
Viewing Personnel Training Information

You can view training information through the People on
Protocols browse screen. The Training dialog shows the course
number and description for each of the courses completed by
the selected person.
Use training in the Protocols Module to view the
training information for your personnel. Use the
Reference Module to add or edit training
information. For more information, see
Working with Training on page 163.
To view the training of a person in the browse screen with
training on file:
1. Select a person from the People on Protocols Browse
screen.
2. Click Courses or press C. ARM displays a list of training
courses for that person if there is training on file. If there is
no training on file, ARM displays a no training on file
message.
3. Select a course listing and click View or press V. The
Training dialog appears:
Training dialog
35
4. View the information and click Exit to return to the

Training list for the selected person.
Although you can edit or add training
information from this dialog, you should use
training in the Protocols Module to view the
training information for your personnel only. Use
the Reference Module to add or edit training
information. For more information, see
Working with Training on page 163.
Working with Protocol Procedures

All protocol procedures are contained in a list within the ARM
system. You can add new procedures to the list, delete existing
procedures, or edit these procedures. You can also print a
report that lists all procedures.
To access the Procedures Browse screen, click Procedures or
press D on the Protocols tab:
Protocol Procedures Browse screen
Adding a Procedure to ARM

ARM allows you to add new procedures to the system. Once
youve added a new procedure, you can assign it to a
protocol. For more information, see Entering and Editing
Protocol Data on page 21.
36
To add a new procedure:

1. From the Procedures Browse screen, click Add or press A.
The New Procedure dialog appears:
New Procedure dialog
2. Enter the group Type.

3. Enter a description for the Procedure.
4. Click OK to save the new procedure and return to the
Procedures Browse screen.
Viewing a Procedure to ARM

1. From the Procedures Browse screen, click View or press V.
The New Procedure dialog appears with the information
for the procedure.
2. Click OK to return to the Procedures Browse screen.
Printing Procedures
You can print a report listing all procedures. This enables you
to have a the names of the procedures available at all times
and you can quickly refer to them whether you are
somewhere else in the ARM system or away from it.
37
To print a list of procedures:

1. From the Procedures Browse screen, click Print or press P.
The Protocol Report Print Preview dialog appears:
Protocol Procedures Report Print Preview
2. Make your selections for printing or exporting the report.

3. Click Exit to return to the Procedures Browse screen.
38
Using Protocol Reports

There are many different types of Protocol Reports that can be
generated and printed throughout the ARM system. For each
report you can specify certain criteria to narrow the
information that the report contains.
The following reports are available in the Protocols module of
the ARM system:
Protocol List by PI
Protocol Personnel List
Selected Protocol List
No Approval Date
Mail Merge
Protocol Extract
Protocol Labels
Administrative Summary
Protocol Synopsis
Selected Persons List
AAALAC Report
Consent Calendar
For a detailed descriptions and previews of these
reports, see the ARM Reports Guide.
Printing Reports
1. Click the report you want to print from the Protocol tab.
ARM displays the Protocol List Selection dialog for most
reports.
2. Define your report parameters. For more information, see
Selecting Report Parameters on page 41.
39
3. Once you have selected your parameters, a report print

preview window appears, similar to the example below:
Report Print Preview
4. (Optional) Select Portrait or Landscape to change the print

orientation.
5. (Optional) Click Save to File to save the report as a tab
delimited text file.
6. Verify the correct Printer is listed.
If the printer is incorrect, change your default printer. For
more information, see Windows online help.
7. Click Print. The report prints to your default printer.
8. Click eXit to close the report preview and return to the
Protocols tab.
40
Selecting Report Parameters

Most reports in the Protocols module can be run on all records
in the ARM system or on specific criteria that you define. This
way you can run reports based on specific protocols or other
data.
To select your report parameters:
1. Select a report from the Protocols tab. The Protocol List
Selection dialog appears:
Protocol List Selection
2. Enter the criteria to search for as required.

By default, the ARM system automatically lists all
records found when printing reports. To narrow
the search you must enter specific parameters
here.
3. (Optional) Leave all criteria blank to search all records.
4. Click OK after entering your criteria. ARM searches the
system for the protocols matching the criteria you specified
and the report print preview appears. For more
information, see Printing Reports on page 39.
41
42
Chapter 3:
Using the Animals
Module
he Animals module is where the ordering and receiving of

orders takes place. Animal order records are located in the
Animals module, where records may be added and edited. An
animal order contains the information to order animals from a
vendor. The protocol, fund, and vendor information are all
included in the animal order. The order may be faxed directly
to a vendor through the Animals module.
The information contained in the animal order records is used
throughout the system. The Protocols module uses the order
information to include in the protocol records. The Billing
module uses the order information to bill funds and PIs for
orders.
The order records also include the information for the cage
cards. Cage cards may be printed from the Animals module.
Cage cards help to track the location of animals in the facility.
To reach the Animals module, click the Animals from

anywhere in the ARM system:
Animals tab
44
Working with Orders

Animal orders feed off of the information in a protocol. The
order controls the procurement of animals. It contains the who
for, where from, when, what, how many, and how much
information that is important in tracking animal procurement
and billing. These orders also provide a feature to fax the
order directly from the screen to the vendor for better accuracy
and a quicker turn around time.
You can edit and change order information before it is posted
and sent to the vendor. Completed orders can be moved to an
archive file to free more active file room and to keep
information current. For more information, see Working with
Archived Orders on page 60. You can also change the PI/
Fund from this screen. For more information, see Changing
Funds on page 91.
ARM also contains order reports that you can compile and
print to help track orders and billing. These reports can be
manipulated to contain specific information.
The Orders browse screens shows all of the orders currently in
the ARM system. From this browse screen you can copy, add,
delete, and edit animal orders. To reach the Orders browse
screen, click View Orders on the Animals tab.
Animal Orders Browse screen
45
Working with Order Data

The Order view screen allows you to view order records. You
can only view the information until you press Edit. ARM then
places the cursor in the record so you can add or edit data.
You can view all the Animal Order records in the ARM system
from this screen. Press P or click Prev(ious) to move to the
record immediately before the present record. Press N or click
Next to move forward to the record immediately after the
present record.
From this screen you can also view a referenced record. You
can view the referenced protocol, vendor, contacts, funding,
or tables.
Viewing an Order
You can view detailed information for all orders in the ARM
system:
To view an order:
1. Click View Order in the Animals tab. The Animal Orders
List browse screen appears.
2. Select an order record and click View or press V. The
Order view screen appears:
Animal Order View screen
46

Animal Order Data on page 47)
enter or view long strain information
post or unpost the order
receive the order (see Receiving Orders on page 72)
view a referenced record (i.e., protocol, vendor, etc.)
create a fax of the order to send to vendors (see Faxing
Orders on page 53
Entering and Editing Animal Order Data

1. From the Animal Order View screen, click Edit or press E.
The data fields are available for modification.
3. (Optional) Click Strain to enter a long strain name. The
Long Strain dialog appears:
Long Strain
Enter freeform text and click Save to exit and save the
information.
4. Click Post to post the order and send it to the billing
module.
OR
Click Unpost to unpost the order and remove it from the
billing module.
5. Click Done or press D to save your changes and exit the
edit option.
47
Viewing a Referenced Record

1. From the Animal Order View screen, click Refer(ence) or
press R. The selection dialog appears:
Order Reference Select dialog
2. Select a record type to view for this order:
Protocol
Vendor
Funding
Contacts
Tables
3. Click Select. ARM displays the view screen for that record.
4. Click Exit from the view screen to return to the Animal
Order view screen.
Creating New Orders

When entering data for a new order, you will need to know
what vendor you want the animals from, what type of animals
you want, and how many. The vendor information should be
in the system if the vendor has been used before and the
vendor record has not been deleted. You will need to know
the PI name and the PI information should also be in the
system.
To create a new order:
1. Click New# or press N from the Orders browse screen.
ARM displays the Do you want to copy data fields...
dialog.
48
2. Click Yes to copy the information from the highlighted

order on the browse screen.
OR
Click No to enter all new information.
The New Order dialog appears:
New Order dialog
3. Enter the new Order # and click OK. The Standing Order
dialog appears:
Standing Order dialog
4. (Optional) If you are creating a repeating order:

a. Enter the # of copies.
b. Enter the number of Days Apart.
5. Click OK. The Animal Order view screen appears:
Animal Order view screen
49
If you are copying data from an existing order, it

will appear in the view screen like in the example
above. If chose not to copy an existing order,
these fields will be blank.
6. Click Edit or press E.
Press Enter in a blank field to access a pop-up list of data.
9. Click Post to place the order.
If ARM finds any errors with the order, it displays
and errors list. Correct the errors and click Post
again. If the errors are properly corrected, ARM
will post the order to the file.
Adding Items to Existing Orders

ARM allows you to add items to an order that is already in the
system, but has not yet been posted. That way you can add
the items to the order before it goes to the vendor for
fulfillment.
To add new items to an existing order:
1. Select an order from the Animal Orders list browse screen.
2. Click Add or press A.
3. Click OK in the Adding to Order dialog.
4. Click OK in the Standing Order dialog. The Animal Order
View screen appears.
5. Click Edit.
6. Make changes to the order as required.
7. Click Done to save the changes and exit the edit option.
50
Deleting Orders
You may occasionally need to delete an order. For example,
you have a standing order for animals for a specific protocol
only and that protocol has ended. You can delete the protocol
to free disk space and keep your system current.
To delete an order:
2. Click Delete or press D. A confirmation dialog appears:
3. Click Yes to proceed. ARM deletes the order from the

protocol and billing files.
Printing Orders
ARM enables you to print a report listing all the orders with the
same order number for all active protocols in the system.
To print a list of orders:
2. Click Print or press P. A confirmation dialog appears:
51
3. Click OK to proceed. The report print preview dialog

appears:
Animal Orders Report Print Preview
4. (Optional) Select Portrait or Landscape to change the print

orientation.
5. (Optional) Click Save to File to save the report as a tab
delimited text file.
8. Click eXit to close the report preview and return to the
Animal Orders List browse screen.
52
Faxing Orders
ARM enables you to create an order that you can fax directly
to a vendor. ARM saves each of these orders as an ASCII file
you can print from any text editing program.
To fax an order that has been posted:
1. Click Fax Orders from the Animals tab. A note appears
describing the fax:
2. Click OK to proceed. A list of orders available for faxing to

vendors appears:
53
3. (Optional) Click Layout to view or modify the layout for

the ascii text file. The Fax Specifications dialog appears:
Fax Specifications dialog

Make changes to the layout as required.
a. Select a specification from the list and click View. The
Fax Group Specification dialog appears:
b. Enter the Group type and click OK. The Fax Field and
Position Info dialog appears:
c. Make changes as required.

d. Click OK to save your changes and return to the Fax
Specifications dialog.
54
e. Repeat Steps a through d for other fields in the fax as

required.
f. (Optional) Click Insert to add a new line to the fax.
g. (Optional) Click Print to print a list of the fax contents
and their positions.
h. Click Exit to return to the list of orders available for
faxing.
4. Select an order from the list and click Hold-Fax. A note
appears asking you to select an option for the fax:
5. Select an option:
Fax to mark this item to be included in the current fax

Ignore to keep this item in the list but ignore it for the
current fax
Hold to mark this item to fax at a later time
ARM returns to the list of orders available for faxing, with

the fax/hold (F/H) status changed according to your
selection above.
6. Click Select. The fax Select dialog appears:
Select dialog
All reqs to include all order requisitions for this vendor

Only Req to include only the selected order
55
8. Click Select. The fax appears as a report print preview:
For more information on using the report print preview

window, see Printing Reports on page 39.
Transferring Animals
ARM enables you to transfer animals between protocols,
funds, or PIs. You simply specify which record the animal is
coming from and the record it should go to. You simply update
the information about the animal that is changing and ARM
takes care of the rest.
To transfer animals:
1. Click Transfer Animals from the Animals tab. A
confirmation dialog appears:
56
2. Click Ownership Only. The Ownership Transfer dialog

appears:
Ownership Transfer dialog
3. Enter the Animal ID in the FROM column. ARM takes the

information for that animal and places it in the TO
column.
4. Make changes to the information in the TO column as
required.
5. Select a counting option for both the FROM and TO
records:
Update Cnts
Leave Cnts
6. Click OK. A confirmation note appears, asking if you want

to also create negative counts in the From record you used
above:
7. Click Balance USDA to balance your USDA report by

having ARM create a negative count.
57
OR
Click Second Usage to indicate this animal is being used a
second time (specifically used for large animals).
The Animal Order View screen appears.
8. Make changes to the Animal Order as required and click
Exit to save the changes. The Next Action dialog appears:
Transfer Next Action selection dialog
Another Transfer (clear) to open the Ownership Transfer dialog again with no animal order data showing.
Another Transfer (copy) to open the Ownership Transfer dialog again with the same animal order data
showing.
Quit to return to Animal Tab.
Exporting Order History

ARM enables you to export order to a history file. This is
similar to the protocol archive files (for more information, see
Archiving Protocols on page 29).
To export completed orders to a history file:
1. Click Export History on the Animals tab. A standard
Windows Save As dialog appears.
The default location for the history file is the F:\
drive. If you do not have an F drive or want to
place the file in another directory, you can either
use standard Windows browse procedures to get
58
to the folder or you can modify the default

directory for history files. For more information
on setting up ARM, see your ARM Manager
Guide.
2. In the Save As dialog, enter the Extract File name.
3. Click Save to save the file and return to the Animals tab.
59
Working with Archived

Orders
Completed orders can be moved to an archive file to free
more active file room and to keep information current. You
control how far back you want to archive the completed order.
ARM will not archive an order that is not complete or contains
any open orders.
You will not be able to archive orders if there is
anyone else currently using the Animal Module.
You can view previously archived orders or perform the
archiving from the Animal tab.
Archiving Orders
You can archive completed orders by choosing Archive Orders
from the Animals tab.
To archive completed orders:
1. Click Archive Orders from the Animals tab. A confirmation
dialog appears:
Archive Orders confirmation
60
2. Click OK. ARM displays the Archiving Orders dialog:
Archiving Orders dialog
3. Enter the Date you want the orders received through and
click OK.
ARM searches the system for completed orders with no
outstanding orders through the date you specified. The
orders are placed in the AORDHIST file and deleted from
the active file.
Viewing Archived Orders

The Archived Animal Orders browse screen shows the orders
in the system that are currently inactive and have been
archived. From this screen you can view the order or print the
entire browse screen of orders.
61
To view an order:
1. Click View Archives on the Animals tab. The Archived
Animals Orders browse screen appears:
Archived Animal Orders browse screen
2. Select an archived order and click View or press V. The

Archived Order View screen appears:
Archived Order View screen
62
You can not change or enter any information from this

screen. This screen allows you to view the information
only.
Once an order has been archived, the
information contained in it can not be changed.
3. (Optional) Click Refer(ence) to view the referenced
protocol, vendor, contacts, funding, or tables record. For
more information on viewing referenced records, see
Viewing a Referenced Record on page 48.
4. Click Exit to return to the Archived Orders List browse
screen.
To print a list of archived orders:
1. From the Archived Orders List browse screen, click Print or
press P. A confirmation dialog appears.
2. Click OK to proceed. The report print preview dialog
appears:
Archived Animal Orders Report Print Preview

63

5. Click Exit to close the report preview and return to the
Archived Animal Orders List browse screen.
64
Working with Cage Cards

ARM enables you to create and print Cage Cards to help
identify the animals and track the location of the animals in
your facility. The cage cards show where the animals should
go when they arrive. The cage cards also include bar codes for
scanning. This reduces data entry time and mistakes.
Printing Cage Cards

You can print cage cards for the animals ordered when an
order is placed or when the order is received. You can specify
they be printed based on the information from the following
records:
To print cage cards based on animal order data in placed
orders:
1. Click Cage Card/Order on the Animals tab. A note
appears providing information about the browse screen
that follows:
65
2. Click OK. The Cage Cards from Orders Placed List browse
screen appears:
Cage Cards from Orders Placed List browse screen

3. (Optional) Click Go or press G. The Go dialog appears:
a. Enter the Building number.

b. Enter date the order is Expected.
c. Click OK to return to the Cage Cards from Orders
Placed List browse screen
66
4. Select a cage card from the list and click Select. The Cage
Card from Orders dialog appears:
Cage Card from Orders dialog
5. (Optional) Click a CC Line ## to modify a specific line

number on the cage card. The Cage Card Line ## dialog
appears:
a. Enter the Field # to print on that line of the cage card.

b. Click OK to save the changes and return to the Cage
Card from Orders dialog.
6. Click Print. The Print Cage Cards dialog appears:
Print Cage Cards dialog
7. Enter the following for the number of cage cards:
number per cage

number ordered
number of cage cards to print
67
8. Click Print.
ARM prints the cage cards to your default printer.
To print cage cards based on animal data in placed orders:
1. Click Cage Card/Animal on the Animals tab. A note
appears providing information about the browse screen
that follows:
2. Click OK. A browse screen appears listing cage cards

based on animal data.
3. (Optional) Modify the number of cage cards to print:
a. Select a cage card from the list and click Select.
b. Enter the number of Cards to Print.
c. Enter the number of Cards per Cage.
d. Click OK to return to the browse screen
4. (Optional) Click Change to modify the information in the
lines of the cage card.
5. (Optional) Click Size to modify the cage card
specifications.
6. Select one or more cage cards from the list and click Print.
You can print a single cage card or a collection of cage
cards.
68
To print cage cards for all placed orders:

1. Click Cage Card Batch from the Animals tab. The Batch
Printing Cage Cards from Orders by Placed appears:
Batch Printing Cage Cards from Orders by Placed list

2. Select a batch from the list and click Mark to set it to print.
OR
Select a batch from the list and click Unmark to not print
it.
3. (Optional) Click Size to change the cage card
specifications.
4. Click Go to print the cage cards.
5. Enter the building code of where the cage cards will be
located in Where to?. The Number of Cards to Print dialog
appears:
69
6. Enter the number of cards per cage and the number of

cards and click OK. The cage cards print to your default
printer.
To print unique cage cards:
1. Click Cage Card Unique from the Animals tab. The
Choose Cage Card browse list appears:
Choose Cage Card to Print browse screen
2. (Optional) Click Add to create a new cage card. The

Unique Cage Card dialog appears:
Unique Cage Card dialog
a. Enter the cage card Name.

b. Enter the cage card Number.
c. Click OK. The free form text cage card dialog appears:
d. Enter the text as you wish it to appear on the printed

cage card and press Tab when done. The Unique Cards
to Print dialog appears.
70
e. Enter the number of cards to print and click OK. ARM

creates the cards and prints them to your default printer
and returns you to the Choose Cage Card to Print
browse screen.
3. (Optional) Click Size to change the cage card
specifications.
4. Click View to view the cage card as it will print. Press Tab
when done viewing to print the card. The Unique Cards to
Print dialog appears.
5. Verify the cage card number is correct and click OK. The
cage card prints to your default printer.
Setting Cage Card Number

ARM allows you to control what the next automatic cage card
number should be. This option allows you to create
numbering schemes to group animals or protocols together or
to control the number for other purposes.
To set the next cage card number:
1. Click Cage Card # from the Animals tab. The Next Cage
Card Number dialog appears:
2. Enter the Next CC #.

ARM uses this number to automatically number the next
cage cards you print.
3. Click OK to save the cage card number and return to the
Animals tab.
71
Receiving Orders
ARM provides the Expected Orders browse screen to make
receiving orders quick and easy. From the browse screen you
can receive an order by choosing the order from the screen.
With this screen you can quickly view all orders that can be
received. Although you can receive orders from the Animal
Order view screen, if you have more than one order to
receive, this method is more efficient. Receiving an order from
the Expected Orders browse screen, receives the order in the
system, no other action needs to be taken. This provides the
information for the billing module accurately bill on receipt.
To receive orders:
1. Click Receive Orders on the Animals tab. The Expected
Orders browse screen appears:
Expected Orders browse screen
2. Select an order and click View. The Animal Order screen

appears. For more information on the Animal Order
screen, see Working with Order Data on page 46.
72
3. Click Receive or press C. The Animal Receiving dialog

appears:
Animal Receiving dialog
4. Enter the following information:
Quantity received
Press Enter to accept the quantity or enter a different
quantity
Complete?
Enter Y if the order is complete or N if not complete
Receive date
Press Enter to accept the default date (todays date) or
enter a different date
Inv(oice) #
Enter the billing invoice number
D.o.B
Enter the date of birth of this animal
Colony
Enter the Colony to which this animal belongs
Received by
Enter the name of the person who received this order
Room
Enter the room number where the order is to go
Notify
Enter the name of the person notified that the order
was received
Rec(eiving) Comments
Enter text notes about this order
5. Click Done.
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If ARM requires additional information to receive

the order, additional selection dialogs may
appear. Make your selections and enter the
information as required.
Printing Receiving Reports

There are three reports that you can print containing
information related to receiving:
Delivery Schedule report shows the order records of the

orders expected to be received in the date or date range
and building you specify.
Receiving Log shows the order records for orders falling
within your specified date or date range and building that
have not been received.
Incoming Animals report shows the order records for the
animal orders expected to be received on a single
specified date. It is a variation on the Delivery Schedule.
All of these reports print in a format that leave space for

information to be added to the report to make updating the
record easier.
These reports keep you up to date on the orders that should
be arriving. This makes it easy to find over due outstanding
orders so you can follow up with the vendor.
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Delivery Schedule
Report
To print a Delivery Schedule report:

1. Click Delivery Schedule on the Animals tab. The Delivery
Schedule selection dialog appears:
Delivery Schedule Report dialog
2. Enter a single PI Name and Building code to search for a

specific record
OR
Leave PI Name and Building code blank to search all
records.
here.
3. Enter the Date Range you want the report to cover. To
cover a single date, enter the same date in From and To.
4. Select a Sort By option:
PI Name
Vendor
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5. Click OK. ARM searches the system for all deliveries for
those dates and displays the report print preview screen:
For more information on using the report print preview,

Receiving Log
To print a Receiving Log:

1. Click Receiving Log on the Animals tab. ARM displays the
Receiving Log dialog:
Receiving Log dialog
2. Enter a single PI Name and Building code to search for a

specific record
OR
Leave PI Name and Building code blank to search all
records.
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here.
4. Click OK. ARM searches the system for all orders received
during those dates and displays the report print preview
screen:

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Incoming Animals
Report
To print an Incoming Animals report:

1. Click Incoming Animals on the Animals tab. The Incoming
Animals Report dialog appears:
Incoming Animals Report dialog
2. Enter the Date you want the report to cover and click OK.
ARM searches the system for all orders expected on that
date and displays the report print preview screen.
3. Click Exit to return to the Animals tab.
Sorted Incoming
Animals Report
To print a sorted Incoming Animals report:

1. Click Incoming An II on the Animals tab. The Incoming
Animals Report II dialog appears.
2. Enter the Date you want the report to cover and click OK.
The Sort By dialog appears:
Sort By dialog
3. Select Room to sort the report by room number.

or
Select Building to sort the report by building number
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4. Click Select. ARM searches the system for all orders

expected on that date and displays the report print
preview screen.
5. Click Exit to return to the Animals tab.
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Using Animals Reports

ARM provides a variety of Animal Order Reports on the
orders in the system. This provides a way to help track orders,
the animals being ordered, and where the animals are coming
from. This helps to ensure proper billing as well as to help
track outstanding orders. Changes can be made to the
ordered on the printed copy and then entered into the system
to help ensure data integrity. Several order reports are
available to print in the ARM system. You can choose criteria
to narrow any report to specific information.
The following reports are available in the Animal module of
the ARM system:
List of Orders
Vendor Purchases
USDA
Animal Usage
Animals Ordered
For detailed descriptions and samples of these reports, see the

ARM Reports Guide.
Order List Report
To print a General Order List report:

1. Click List Orders on the Animals tab. A note appears
describing the report.
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2. Click OK. The General Order Report selection dialog

appears:
General Order Report selection dialog

here.
6. Select a Sort by option:
PI Name
Vendor
Species
Date
Order #
7. Click OK. ARM searches the system for the protocols

matching the criteria you specified and the report print
preview appears.
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Animal Orders
Report
To print animal orders:

1. Click Print Orders on the Animals tab. The Print Which
Orders selection dialog appears:
Print Which Orders dialog
All Orders
Open Orders
Placed Orders
Specified List to enter specific orders to include in the
report.
Date of Request to include orders by a specified date
of request.
3. Click Select. ARM searches the system for the orders you
specified and the report print preview appears.
Vendor Purchase
Report
To print Vendor Purchase reports:

1. Click Vendor Purchases from the Animals tab. A note
appears describing this report.
2. Click OK. The Which Charge Types dialog appears:
Which Charge Types dialog
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3. Enter the charge Type and click OK. The Billing File to
Sum dialog appears:
Billing File to Sum dialog

4. Press to accept the default file, BILLING, that will sum the
present vendor billing information
OR
Enter the specific month and year plus BILL to sum a
vendors billing information for a specified month.
You can compile more than one month worth of
data. Continue adding months and leave the File
blank to stop adding months.
5. Click OK. The Vendor Report Heading dialog appears:
Vendor Report Heading dialog
6. Enter the Heading. This text appears under the title of the
report.
ARM compiles the report and displays a preview on the
screen. For more information on working with the report
print preview screen, see Printing Reports on page 39.
USDA Report
To print a USDA Report:

1. Click USDA Report on the Animals tab. The module
Reports menu. A note appears describing this report.
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2. Click OK. The USDA Report - Date Ranges dialog

appears:
USDA Report - Date Ranges

ARM searches for entries matching the date range.
Animal Usage
Report
To print the Animal Usage report:

1. Click Animal Usage on the Animals tab. The module
Reports menu. A note appears describing this report.
2. Click OK. The Animal Usage Report dialog appears:
Animal Usage Report dialog

ARM searches for entries matching the date range.
The Heading for Animal Usage Report dialog appears.
Heading for Animal Usage Report dialog
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4. Enter the Heading. This text appears under the title of the
report.
Animals Ordered
Report
To print the Animals Ordered report:

1. Click Animals Ordered on the Animals tab. A note appears
describing this report.
2. Click OK. The Print Order History dialog appears:
Print Order History dialog

3. The Show By selection dialog appears:
Show By selection dialog
PI name
Vendor
Project & PI
Click Select. ARM compiles the report and displays a

preview on the screen. For more information on working
with the report print preview screen, see Printing
Reports on page 39.
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Chapter 4:
Using the Billing Module
he Billing module contains the billing and charge information

for the system. The information entered in the Billing module
records is used at the end of the month for the accounting and
the billing for the facility. The billing of care days as well as
services and supplies is done through this module.
The billing of care days is done through the care days records.
These records track the total for billing purposes the care
received. Records may be added and edited through this
module.
The billing of supplies and services is done through the
supplies and services transaction records. These records track
the charges accrued for funds and PIs in the system. Records
may be added and edited through this module.
The End-of-Month (EoM) processing is done through the
Billing module. EoM processing automatically bills the
appropriate funds and PIs for the charges accumulated during
the month.
Working with Care Days

The Care Days browse screen contains the care days records
currently in the system. From this screen you can add new
care days records or edit existing ones. To reach the Care Days
browse screen, click View Care Days from the Billing tab.
Care Days browse screen
In the browse screen you can view most of the information

found in the care day record. To view the rest of the
information or to change or add information you must be at
the Care Day view screen.
Working with Care Day Data

The Care Day view screen contains all the information for
each care day charge. The information from this record is
used when closing is processed to bill the correct fund or PI.
To access the Care Day view screen for a care day charge,
select the charge from the Care Days browse screen.
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You can view all the Care Day records in the ARM system
present record.
Viewing a Care Day Record

You can view significant detail about each care day in a
separate screen from the list of care day records. This way you
can easily glance at the specifics for a particular care day at a
time.
To view a care day record:
1. From the Billing tab, click View Care Days. The Care Days
List browse screen appears.
2. Highlight a care day record in the list and click View or
press V. The Care Days record view screen appears:
Care Day Record View Screen

Care Day Records below)
Entering and Editing Care Day Records

1. From the Care Day Record view screen, press E or click
Edit. The data fields are now available for modification.
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3. (Optional) Click Counts, Show, or Refs to enter or edit

information in those areas.
Adding Care Day Records

You can add a new care day record to ARM. You can copy
information from an existing care day and modify it to suit
your specific need, or you can build a new care day from a
blank screen.
To add a care day record:
1. From the Care Day list browse screen, click Add. The Care
Day view screen appears with the data from the
highlighted care day record.
2. Click Add. The data fields are now available for
modification:
Care Day view screen
3. Enter the information as required for the new care day.

Press Enter on a blank field to access a pop-up list of
available data.
4. Click Done to save the new care day record and return to
the care day list browse screen.
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Changing Funds
ARM enables you to change the PI/Fund in care days charges,
supplies and services charges, and in purchases pending for
the month. ARM will present each record for the PI/Fund you
enter so you can decide if it is to be changed.
This option does not change the fund in every
record.
To change the PI/Fund number:
1. From the Care Days list browse screen, click
FundChanges. The Fund Change dialog appears:
Fund Change dialog
You can also access the Fund Change dialog

from the Service and Supply Charges List
Browse screen and Animal Orders Browse
screen. For more information, see Working with
Service and Supply Charges on page 106 or
Working with Orders on page 45.
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2. Click Continue to select a fund to change from a list of

funds in the system. The Fund to change dialog appears:
Fund to change dialog
3. Highlight a fund in the list and click Select. ARM returns to

the Fund Change dialog with 1. Pick the fund to change
filled in.
4. Click Continue. The Pick Funding dialog appears:
Pick Funding dialog
5. Highlight a fund in the list and click Select. ARM returns to

the Fund Change dialog with 2. Pick the fund to replace it
filled in.
6. Click Continue to apply the changes. A selection dialog
appears with all protocols affected by the change.
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7. Select the appropriate records to reflect the change:

a. Select a protocol from the list and click Mark/Unmark
as need to place a Y in the YesNo column or leave
the field blank.
b. Continue marking protocols as required.
c. Click Exit to save the changes.
ARM displays a report preview of the changed records:
For more information on working with the report print

preview screen, see Printing Reports on page 39.
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Printing Care-Day Reports

There are four reports that you can print that contain care day
information:
Errors in Care Day Records

Care Day Log
Care Day Worksheets
Care Day Protocol Expiration
You can print both of the reports from the Billing module Care
Days menu. The care day log includes the cumulative care
days being charged for each entry. The care days sheets are
used to collect the care days counts for an upcoming month.
The care days sheets also generate a room inventory list for
each room specified.
Errors in Care Day
Records
ARM enables you to check the care day records in the system
for any errors in billing amounts.
To print Errors in Care Day Records report
1. Click Check Care Days on the Billing tab. A note appears
2. Click OK. ARM checks the system for errors found in the
care day records and provides a total amount that is ready
to be billed.
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screen.

Care Day Log
The Care Day Log lists all billable charges in the system for a
specified time period. It also summarizes charges for species
and housing.
To print the Care Day Log:
1. Click Care Day Log on the Billing tab. A note appears
2. Click OK. The Care Day Log Report dialog appears:
Care Day Log Report dialog

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3. Enter the reporting Period.

5. Select a Sort By option.
All Care Days

Op Ctr Only
If you choose to report by operation center only, enter
the Op Ctr code.
7. (Optional) Select Summary to include a summary of

species and housing.
screen.

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You can also print this report by clicking View

Care Days under Charges on the Billing tab. It
only lists the care day records by Operations
Center and PI and you can not specify any
options.
Care Day
Worksheets
ARM enables you to print work sheets (board cards) to record

care day information. You can also print blank worksheets.
To print Care Day Worksheets:
1. Click Care Day WkShts on the Billing tab. The Specify
Date Range dialog appears:
Specify Date Range dialog
2. Enter the date range you want the report to cover. To

3. Click OK. The Board Cards selection dialog appears.
4. Select an option as follows:
New Month
Reprint Specific #s
Blank Cards
5. Click OK. Depending on the option you chose, enter

additional information
New Month: enter the board card Start #

Reprint Specific #s: enter the Card # to print
Blank Cards: enter the Card # to print and how many
6. Click OK. ARM compiles the report and displays a preview

on the screen.
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Care Day Protocol
Expiration
ARM enables you to check for expired protocols and print a

report that shows all animals with protocol expiring on or
before specified date.
To print a Care Day Protocol Expiration report:
1. Click Prot Expiration on the Billing tab. A note appears
2. Click OK. The Expiration dialog appears:
Protocol Expiration dialog
3. Enter the as of Expiration date and click OK. ARM

compiles the report and displays a preview on the screen.
Working with Billing Rates

ARM enables you to define and modify billing rates for service
an supply charges within your facility. You can perform the
following:
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view the rates

add a new billing rate
change a current billing rate
The billing rates currently in use in the system are listed in the
Billing Rates browse screen. To reach the Billing Rates browse
screen, click View Rates Table on the Billing tab.
Billing Rates browse screen
Working with Billing Rate Data

The billing rate information is contained in the Billing Rate
Records. You can access the Billing Rate Records through the
Billing Rates view screen. The Billing Rate Record includes the
information used by the billing module to bill charges.
You can view all the Billing Rate records in the ARM system
from the view screen. Press P or click Prev(ious) to move to
the record immediately before the present record. Press N or
click Next to move forward to the record immediately after the
present record.
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Viewing Billing Rates

You can view significant detail about the Billing Rate Records
in the ARM system from billing rate view screen. Press B to
move back through the records to view a record that comes
before the present record. Press F to move forward through
the records to view a record that comes after the present
record.
To view a billing rate:
1. From the Billing tab, click View Rates Table. The Billing
Rates browse screen appears.
2. Highlight a billing rate in the lists and press V or click View.
The Billing Rate Detail view screen appears:
Billing Rate Detail view screen


Billing Rates below)
Entering and Editing Billing Rates

1. From the Billing Rate Detail view screen, click Edit or press
E. The data fields are available for modification.
3. Click Exit to return to the Billing Rate browse list screen.
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Adding Billing Rates

You can add a billing rate to the ARM system for use in the
billing module.
To add a billing rate record:
1. From the Billing Rate list browse screen, press A or click
Add. The Billing Rate Detail dialog appears.
2. Click Edit. The data fields are available for modification.
Billing Rate Detail view screen
3. Enter the rate Code.

4. Enter the Group.
5. Enter the Description.
6. Enter the Rate and enter a second rate if necessary.
7. (Optional) Enter free form text in the Note.
8. Click Done to save your changes and return to the Billing
Rates browse screen.
Changing Billing Rates

You can change the billing rate or any of the other information
in a billing rate record.
To edit the billing rate record:
1. Select a billing rate from the Billing Rates List browse
screen and click View. The billing rate view screen
appears.
3. Make changes to the data as required.
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4. Click Done to save your changes and return to the Billing

Rates list browse screen.
Printing Billing Rates

You can print Billing Rates from the Billing Rates browse
screen. You can choose certain rates to print or you can print
the entire table. The print dialog varies by what the browse
screen is sorted by:
Description - the Print by Description dialog appears and

the From and To fields contain descriptions.
Code - the Print by Code dialog appears and the From
and To fields contain codes.
To print the billing rates sorted by description:

1. From the Billing Rates list browse screen, click Order. The
Select dialog appears:
2. Select Description and click OK. ARM sorts the list based
on the description.
3. Highlight a billing rate from the list and click Print or press
P. The Print by Rate Description dialog appears:
Print by Rate Description dialog

4. Enter the From and To descriptions for the billing rates you
want the report to cover.
Leave the field blank to cover all billing rate descriptions in
the report.
102

on the screen.

To print the billing rates sorted by code:
1. From the Billing Rates list browse screen, click Order. The
Select dialog appears:
2. Select Code and click OK. ARM sorts the list based on the
Code.
103
3. Highlight a billing rate from the list and click Print or press
P. The Print by Rate Code dialog appears:
Print by Rate Code dialog

4. Enter the From and To codes for the billing rates you want
the report to cover.
Leave the field blank to cover all billing rate codes in the
report.
on the screen.

104
Applying Billing Rates

Once you have created a new billing rate or made changes to
an existing rate, you must apply the rates to the ARM tables.
This updates the ARM system with the changes you made and
ensures all rates being used are accurate and current.
To apply billing rates:
1. Click Apply Rates under the Charges section on the Billing
tab. The S&S: Apply Rate dialog appears:
S&S: Apply Rate dialog
2. Enter the Billing Type.

Press Enter to view a list of all available billing type codes.
3. Enter the Effective date.
4. Click OK. ARM applies the rates to the system and
displays a report print preview screen describing the
update to the rates.
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Working with Service and

Supply Charges
Service and supply charges may be viewed from the Charges
browse screen. This screen contains all the service and supply
charges currently in the system. From this screen you can add,
edit, or renumber the charges by accessing the service and
supply Transaction record. To reach the Charges browse
screen, click View Charges on the Billing tab.
Charges list browse screen
Working with Service and Supply Charge

Data
The Service and Supply Charge view screen allows you to
view service and supply records. You can only view the
information in the records until you click Edit. ARM then
places the cursor in the record so you can add or edit the data.
106
You can view all the service and supply records in the ARM
system from this screen. Press P or click Prev(ious) to move to
the record immediately before the present record. Press N or
click Next to move forward to the record immediately after the
present record.
Viewing a Service and Supply Charge

You can view significant detail about each service and supply
charge in a separate screen from the list of charges. This way,
you can easily glance at the specifics for a particular charge at
a time.
To view a service and supply charge:
1. From the Billing tab, click View Charges. The Charges list
browse screen appears.
2. Highlight a charge in the list and press V or click View. The
Supplies and Services view screen appears:
Supplies and Services view screen


make changes to the data
3. (Optional) Click Counts to view the list of counts for this

service and supply record.
4. (Optional) Click Show to view activity for this service and
supply record in the current billing period.
107
5. (Optional) Click Refs to view referenced information for

this service and supply record. The References selection
dialog appears. Select an option to view:
Protocol
Contacts
Funding
Tables
6. Click Exit to return to the Service and Supply Charges list

browse screen.
Entering and Editing Supply and Service

Charge Data
1. From the Supplies and Services view screen, click Edit or
press E. The data fields are available for modification.
Adding a Charge
1. From the Service and Supply Charges list browse screen,
click Add. The service and supply view screen appears.
ARM automatically fills in the data fields with the
information of the highlighted record from the browse
screen.
2. Click Add. The data fields are available for data entry.
3. Enter the new data.
4. Click Done to save your changes and return to the service
and supply browse screen.
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Using the Service and Supply Log

You can print a Services and Supplies Log containing
information you specify. The log may include the service and
supply transactions only, the animal purchases only, or all of
the transactions. You specify which format you want the report
to be in.
To print the Service and Supply Log:
1. Click Serv/Supply Log on the Billing tab. The service and
supply Transaction Log dialog appears:
service and supply Transaction Log dialog

2. Enter the From and To dates for the date range you want
the report to cover.
3. Select which transactions you want the report to cover:
All Transactions
Animal Purchases Only
service and supply only - no purchases
4. Select a Sort By option
PI Name
Order #
Op Center
5. Enter the Op Center you want specified in the report.

Leave this blank to include all of the buildings.
6. Enter the Chg Types.
109
7. Click OK. ARM searches the system for all service and
supply transactions for the specified date range and
displays the report print preview screen:
For more information, see Printing Reports on page 39.

8. Click Exit to return to the Billing tab.
Reconciling Orders
ARM enables you to reconcile your orders against your billing.
You can reconcile orders for the current billing period or a
previous period. ARM creates a reconciliation report you can
use to balance your orders.
To reconcile orders:
1. Click Reconcile Orders on the Billing tab. A note appears
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2. Click OK. The Select Period for Reconciliation dialog

appears:
3. Enter the billing Period and click OK. ARM compiles the
report and displays a preview on the screen.

4. Click Exit to return to the Billing tab.
Working with Bar Codes

If you have the bar code software installed, ARM provides bar
codes for the PI printed on a cage card. Using bar codes
makes tracking animals easier and faster and reduce data
entry mistakes. You can use the bar code reader with ARM to
track your animal inventory and counts.
111
Tracking Inventory with a Bar Code Reader

ARM enables you to use your bar code reader to append or
reprocess your inventory or census data.
To run inventory using bar code:
1. Click Bar Code Inventory on the Billing tab. The Select
dialog appears:
Bar Code Inventory selection dialog
Append New Bar Code Census to add data to an

existing bar code inventory .txt file
Reprocess Prior Census to view a report of all counts
going in or out
3. Click Select.
If you chose Append New Bar Code Census, the Bar

Code Input dialog appears. Enter the File and click
OK.
If you chose Reprocess Prior Census, the Select dialog
appears. Choose an option and click OK. The report
print preview screen appears.
Tracking Counts with a Bar Code Reader

ARM enables you to use your bar code reader to track animal
counts in and out of the system.
To track counts:
1. Click Bar Code Ins/Outs on the Billing tab. The Select
Dialog appears.
2. Make a selection and click OK. The Enter Care Day dialog
appears.
112
3. Enter the Animal ID and click OK. The Care Day ID dialog
appears.
4. Enter the Care Day ID and click OK. The Pick Housing
Entry list dialog appears.
5. Select a Housing and click Select. A note appears
summarizing the in/out movement.
6. Click OK. The Care Day in specific location dialog
appears.
7. Enter the Totals and Date and click OK.
The count is moved to the proper locations within ARM.
The Enter Care Day dialog appears again. You can
continue moving animal In or Out or exit the dialog to
return to the Billing Tab.
113
Printing Billing Reports

There are a variety billing reports available in the ARM system.
They are accessed through the Billing tab. The reports contain
different kinds of information and have criteria for you to
specify to narrow the report.
The following billing reports are available:
Care Day Analysis

Census Activity
Room Occupancy
Funding Analysis
Facility Census
Financial Status
PO Number Report
Budget Summary
For a detailed description of these reports, See
the ARM Reports Guide.
Care Day Analysis

Report
To print the Care Day Analysis Report:

1. Click Care Day Analysis on the Billing tab. The Reporting
Range dialog appears:
Reporting Range dialog
114
2. Enter the From and To dates for the reporting date range
and click OK. The Group Report By dialog appears:
Group Report By dialog
3. Select how you want the report grouped:
School
Department
School and Dept.
PI Name
Fund Number
PI Name and Fund
4. Click Select. ARM compiles the report and displays a

preview on the screen.

115
Census Activity
Report
To print a Census Activity Report:

1. Click Census Activity on the Billing tab. The Census
Activity dialog appears:
Census Activity dialog

2. Enter the billing Period.
3. Enter the Op Ctr.
on the screen.

116
Room Occupancy
Report
To print a Room Occupancy report:

1. Click Room Occupancy on the Billing tab. The Room
Occupancy Report dialog appears:
Room Occupancy Report dialog

2. Enter the beginning and end of the date range for the
report in Period: and thru.
3. Enter the Op Ctr.
4. Enter the species and housing codes in Spc & Hsg.
on the screen.

117
Funding Analysis
Report
To print a Funding Analysis report:

1. Click Funding Analysis on the Billing tab. The Funding
Analysis Report selection dialog appears:
Funding Analysis Report selection dialog
2. Enter the Billing Period.

3. Enter the Fund Types.
4. Enter the Organization.
5. Enter the Department.
6. Select a Sort by option.
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on the screen.

Facility Census
Report
To print a Facility Census report:

1. Click Facility Census on the Billing tab. A note appears
2. Click OK. The Select Care Day Periods in Facility Census
list appears:
Select Care Day Periods in Facility Census browse list
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3. Select a period.
4. (Optional) Click View to set the period as the beginning or
ending of the period.
5. Click Report. ARM compiles the report and displays a
preview on the screen.

Financial Status
Report
To print a Financial Status report:

1. Click Financial Status on the Billing tab. A note appears
2. Click OK. The Order By dialog appears:
Order By dialog
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3. Select an option to sort the report:
Fund Number
PI Name
4. Click Select. The Fund Status Report Charges dialog

appears:
Fund Status Report Charges dialog
5. Enter the Charges Thru date and click OK.

screen.

PO Number Report
To print the PO Number report:

For the facility at the University of Utah, this
report is the PeopleSoft Report.
121
1. Click PO # Report on the Billing tab. A note appears

about the title of this report.
on the screen.

Budget Summary
Report
To print the Budget Summary report:

1. Click Budget Summary on the Billing tab. A date range
selection dialog appears:
2. Enter the From Period and To Period you want the report
to cover.
122

on the screen.

123
Performing End-Of-Month
Processing
The Bill Checklist browse screen contains the checklist for the
end-of-month processing. This checklist provides a way to
remember the tasks that need to be done and to make sure
they are completed for each month. The Bill Checklist browse
screen shows what month the checklist is for, all the tasks,
whether or not the task is required, the date is was completed,
and who it was completed by. From the browse screen, you
can:
run a task
modify the checklist
select a new month to process
To reach the Bill Checklist browse screen, click EOM Checklist

on the Billing tab.
Bill Checklist browse screen
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Using Your End of Month Checklist

To use the checklist, run each task from the Bill Checklist
browse screen. ARM runs the task that you select. If the task is
run successfully, ARM places a check mark in the field, enters
the date in the ComplDate field, and enters your name in the
By whom field. If it is not run successfully ARM enters an
asterisk (*) in the field.
Editing Your Checklist

1. Click Modify on the Bill Checklist browse screen. The
Checklist view screen appears:
2. Click Edit. The data is available for modification.

3. Make changes to the information as required.
4. Click Done to save your changes and exit the edit mode.
5. Click Exit to return to the Bill Checklist browse screen.
Selecting a Month to Close

1. Click OtherList from the Bill Checklist browse screen. The
Select month to process browse screen appears:
Select month to process browse screen
125
2. Highlight the month to process and click Select.

OR
Click NewList to create a new list. The Creating a New
Checklist dialog appears:
a. Enter the Month.

b. Enter the Year.
c. Click OK. The Billing Date dialog appears:
d. Enter the Date and click OK to save the new checklist

and return to the Select month to process browse
screen.
Once a month is selected, you can begin selecting tasks to run.
Running a Task from the Checklist:

1. Highlight the task on the Bill Checklist browse screen and
click Select. The Task Check dialog appears asking OK to
run this task?
2. Click OK. ARM runs the task and the Task Results dialog
appears:
126
OK if the task ran successfully. ARM returns to the

browse screen and places a checkmark in Done
column.
No Good if the task was not run successfully. ARM

returns to the browse screen and places an asterisk in
the Done column.
Skip it to skip the task. ARM returns to the browse
screen and places an asterisk in the Done column.
Cancel to exit and return to the browse screen.
Performing End of Month Close

ARM provides two options for closing during the end-ofmonth processing. The end-of-month processing is done at
the end of the month after the Care Days billing and Services
and Supplies billing is checked. The first of the two choices is a
Trial Close. A Trial Close may be repeated as often as
necessary to ensure that all the records are complete and the
billing is completed. The second option is the Final Close. The
Final Close is final, and cannot be repeated. The Final Close
creates backup files and clears the current files for the
processing for the next month.
The End-of-Month process cannot be completed
if someone is generating billing charges. They
may be not be able to charge.
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Running a Trial Close

1. Click EOM Close on the Billing tab. The Trial/Final Close
dialog appears:
Trial/Final Close dialog
2. Click Trial. The EoM Processing dialog appears:
EoM Processing dialog
3. Enter the year and month of This Periods close and click
OK.
128
ARM performs the trial close and compiles a report based

on the trial. The report preview screen appears:

Running a Final Close

1. Click EOM Close on the Billing tab. The Trial/Final Close
dialog appears.
2. Click Final. The EoM Processing dialog appears:.
EoM Processing dialog
3. Enter the year and month of This Periods close and click
OK.
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ARM performs the trial close and compiles a report based

on the trial. The report preview screen appears:

Printing End-Of-Month Information

You can print customer statements and billing summaries
during end-of-month processing. These reports help to
complete the end-of-month closing and billing process. To
print customer statements, run a Trial Close to generate the
statements. You can choose whether the statements are
printed by PI name or by the fund number and you can
choose the starting invoice number. For the Billing Summaries
report you can select criteria to narrow the report.
130
To print a Customer Statement:

1. Click Cust Statement from the Billing tab. A note appears
2. Click Current to print the statement for the current billing
period.
OR
Click Prior to print the statement for the previous billing
period.
The Billing Note dialog appears:
3. (Optional) Create a text message to appear on each billing

statement.
a. Place your cursor in the text area.
b. Enter the text.
c. Click Save Changes.
4. Click Yes to include the text note on the billing statements.
OR
Click No to exclude the text note from the billing
statements.
The Invoice Range dialog appears:
131
5. Enter the numbers for the First Invoice and Last Invoice of
the range.
6. Click OK. ARM compiles the customer statements and
displays a preview on the screen.
To print a Billing Summary:
1. Click Summary Billing on the Billing tab. The Billing
Summary dialog appears:

132

on the screen.

To print a Funding Summary:
1. Click Funding Summary on the Billing tab. The Funding
Summary dialog appears:

133

on the screen.

Using the Accounting Interface

ARM enables you to interface with your accounting
department where necessary when a custom billing interface is
installed. This allows you to transfer the billing information in
the Billing module directly to your accounting department.
This option is only available for institutions who
have a custom interface for Billing.
To access the Accounting Interface, click Acct Interface on the
Billing tab.
134
Creating a Billing Mail Merge

ARM enables you to create a mail merge file that contains
addresses for the current billing data. You can use the file with
other programs, such as MS Word or MS Excel, to use on
letters, envelopes, or other mailing material. You can specify
the output mail merge file format.
To create a billing mail merge:
1. Click Fund Mail on the Billing tab. A note appears
describing the task.
2. Click OK. The Billing Report - Mail Merge/Labels list
appears:
Billing Report - Mail Merge/Labels
3. (Optional) Click a numbered button on the bottom of the

dialog to change the value for the selection types:
Period (1)
Funds (2)
Fund Types (3)
Name (4)
Output (5)
4. Click 6 or Z to create the mail merge file. ARM compiles

the file and a note appears with the file name and the
number of records in the file.
5. Click OK to return to the Billing tab.
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Backing Up Your Billing Data

Its a good idea to back up your data at regular intervals to
ensure you dont lose large amounts of data in case of a
problem. ARM enables you to easily back up your billing data,
just in case of such a problem.
To back up billing data:
1. Click Data Backup on the Billing tab. The ARM Backup
dialog appears:
ARM Backup dialog
Hard Disk Backup

Diskette(s) Backup
Current Billing Only Backup
3. Click Select. A note appears about the location of the

backup file.
4. Click OK. Another Backup dialog appears depending on
the option you chose in Step 2.
5. Specify the billing period or location as required and click
OK.
ARM backs up the data and returns you to the ARM
Backup dialog. From there you can back up more data or
exit to return to the Billing Tab.
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Chapter 5:
Using Reference
Information
The Reference module contains the reference information for

the system. This information includes contact, training, photo
ID, and vendor information.
Most of this information is available through other modules,
with the exception of the photo ID information. The Reference
module contains all this information in one location for easy
access.
From this module you can add and edit the contact, training,
photo ID, and vendor information. You can also view the
information from the Reference module. This allows you to
update the data that will be used in the rest of the system.
Working with Contacts

Contact records include all of the data for personnel at your
facility. You can track training and personal information for
any of your employees. This way you can quickly look up a
phone number or mailing code, or verify whether or not they
have taken a particular course.
From the Reference module, you can work with contacts,
archived contacts, and print labels and lists of contacts.
Working with Current Contacts

Contact information is available for editing and viewing
through the Contacts browse screen. The browse screen
contains all the contacts that are currently in the system. You
can view the Contact Record from the Contacts browse
screen. You can add contacts to the system from the browse
screen as well.
138
To reach the Contacts browse screen, click View Contacts from

the Reference tab.
Contacts List Browse screen

browse screen, see Using Browse Screens on
page 8.
Working with Contact Data

Much of the contact data is entered through the Contact
Record view screen which displays the Contact Record. There
are many actions you can take from the Contact Record view
screen to add and edit information in the record. From the
contact record you can:
Edit the contact information

Change the name on the record
Add a mail address
View training
139
You can view all the Contact Records in the ARM system from
record.
Viewing a Contact
You can view significant detail about each contact in a
separate screen from the list of contacts. This way, you can
easily glance at the specifics for a particular contact at a time.
To view a contact:
1. From the Reference tab, click Current Contacts. The
Contacts List Browse screen appears.
2. Highlight a contact in the list and press V or click View.
The Contact View screen appears:
Contact View screen

140

Contact Data below)
add a new contact (see Entering and Editing Contact
Data below)
Entering and Editing Contact Data

1. From the Contact view screen, click Edit or press E. The
data fields are available for modification.
3. (Optional) Click ChangeName, Training, or MailAddr to
enter or edit information in those areas.
Adding a New Contact

1. Press A or click Add from the Contact List Browse screen
or the Contact view screen. The Name You Wish to Add
dialog appears:
Name You Wish to Add dialog
2. Enter the Name and click OK. A Contact View screen

appears highlighted for adding the contact:
Contact View screen

4. Enter the information as required and click Done to save
your changes and exit the edit option.
5. (Optional) Click Training to specify any training received
by this contact. For more information, see Entering
Training Information for Contacts below.
141
6. (Optional) Click MailAddress to add an off-site mailing

address.
7. Click Exit to return to the Contacts List browse screen.
Entering Training Information for Contacts

1. From the Contact View screen click Training. The Training
for Contact list appears:
Training for Contact list
2. Click Add. The Training dialog appears with the contact

Name:
Training dialog

4. Enter the course number in Crs_id:
Press Enter in the blank field to access as pop-up list of
training courses to choose from.
5. Enter the length of the course in Tr_duratn:
6. (Optional) Enter free form text notes in Tr_notes:
7. Click Done to save the changes.
142
8. Click Exit to return to the training list for this contact.

9. Click Exit on the Training List to return to the Contact view
screen.
Working with Archived Contacts

When contacts are no longer current or you are no long using
them, ARM enables you to remove contacts from the active
file and place them into an archive file. This creates more
space in the active file by removing contacts that are no longer
current from the file.
Archiving a Contact
1. From the Contacts List browse screen, highlight a contact.
2. Click Move. If this contact has training attached to the
record, the Move Contact selection dialog appears:
Contact Move Selection dialog
a. Select an option:
Contact Only to move just the contact record to
the archive file
Training Also to move the training information
with the contact to the archive file
b. Click Select.
If there is no training for the selected contact, ARM
automatically moves the record to the archive file.
3. Click Exit to return to the Reference tab.
143
Viewing an Archived Contact

1. Click Archived Contacts on the Reference tab. The
Archived Contacts list browse screen appears:
Archived Contacts list browse screen
2. Highlight an archived contact in the list and click View or

press V. The Contact view screen appears.
3. (Optional) Click Training to view a list of training courses
this archived contact completed.
4. View the information and click Exit to return to the
Archived Contacts List Browse screen.
Printing Contact Labels

ARM enables you to create a file that contains addresses for
the contacts in the system. You can use the file with other
programs, such as MS Word or MS Excel, to use on labels.
144
To create contact labels:

1. Click Contact Labels on the Reference tab. The Contact
Label Selection dialog appears:
Contact Label Selection dialog
2. Enter the criteria to include in the labels as required

contacts found when creating the label file. To
narrow the search you must enter specific
parameters here.
3. (Optional) Leave all criteria blank to include all records.
4. Click OK. The Label File Name dialog appears:
Label File Name dialog

5. Enter the File name and click OK.
ARM searches the system for the contacts matching the
criteria you specified and creates the contact labels file.
Printing Contact Lists

ARM enables you to print a list of all active contacts. This
report can be sorted by contact name, department,
organization, type, or PI group.
145
To print a list of contacts:

1. Click Contact Listing on the Reference tab. A note appears
describing the options available for printing lists:
All includes all the contacts in the system

Dept displays the contacts grouped by department
Org displays the contacts grouped by organization
Types displays the contacts for a specified group
PI Group displays the contact names and phone numbers grouped by PI group
3. (Optional) If you selected Types in Step 2 above, the Enter

List Types dialog appears.
a. Enter the Types
b. Click OK.
ARM searches the system and compiles the contact list based
on the criteria you selected. A print preview screen appears
with the Contact List. For more information on using the
report print preview screen, see Printing Reports on page
39.
146
Working with Funds

The Funding browse screen contains funding information for
the funds currently in the system. The Funding browse screen
provides quick access to important funding information
associated with each fund. The screen displays the following
information for each fund listed:
Fund number
PI or billing entity
Contact
Expiration date
Budget
Balance
Funding List Browse screen
147
Working with Funding

The Funding Record view screen contains all the information
for each fund. From this screen, you can
add a new fund record

edit the current fund
view references for the fund
renumber the fund
change the current fund to a split fund
Funding Record view screen
Entering and Editing Funding Source Data

The Funding Record contains the information displayed in the
browse screen, as well as some added information. You can
view all the information for a fund through the Funding
Record view screen. You can only view the record until you
press Edit. The data for the fund is entered and edited through
the Funding Record in the editing option.
You can view all the Funding records in the ARM system from
record.
148
To edit a funding record:

1. Highlight a record in the Funding browse screen and click
View. The Funding Record view screen appears:
Funding Record view screen

2. Click Edit. The fields are available for modification.
3. Place your cursor in the field(s) you want to modify and
make the changes as required.
5. (Optional) Press Note to access the note field. ARM places
the cursor in the note field.
6. (Optional) Click Renumber to renumber the fund. ARM
displays the renumber fund prompt.
7. (Optional) Click Refs to view the references for the fund.
The References select dialog appears:
References selection dialog
a. Select an option:
PI Name to view the PI contact information

Bill Contact to view the billing contact information
Contact Browse to view a list of contacts sorted by
name
149
b. Click Select. The contact information appears based on

your selection.
c. Click Exit to return to the Funding Record view screen.
8. Click Exit to return to the Funding List browse screen.
Adding a New Funding Record

When new funds are available at your facility, you should
enter them in to the ARM system. This ensures your protocols
and procedures can be assigned to the proper funds.
To add a new fund:
1. Click Add on the Funding browse screen. A note appears
describing options:
2. Click New Fund. The Funding Information view screen

appears.
3. Click Edit. The fields are available for data entry:
Funding Information view screen
4. Enter the information as required for the funding record.

available data.
5. Click Done to save the new record and exit the edit mode.
150
6. (Optional) Click Note to enter free form text in the Note

area.
7. Click Exit to return to the Funding List browse screen.
Working with Split Funds

Split funds are funds in which more than one person or entity
is charged on a percentage basis for certain categories. Any
fund may become a split fund. There is no limit to how many
shared funds are in a split fund.
A Split Fund must have a Fund Type of S.
You can set the percentage of allocations for each person or
entity involved. There are four categories of charges for split
funds:
Procurement
Sur Charges
Per Diem
Services
There is no limit to how many funds are charged per category

or what percentage each fund is charged for any category as
long as the split fund is balanced between charges and funds
charged.
151
The Split Funding browse screen contains all of the split

funding allocations currently in the system. From this screen
you can add and edit allocations.
Split Funding browse screen

All the categories in the split fund allocation must
equal 100% or 0%. If the charges do not equal,
an error will occur at the end-of-month closing.
To add a new split fund:
1. Click View Split Fund on the Billing tab. The Split Funding
2. Click Add. A note appears describing the new split fund
record:
152
3. Click OK. The New Split Fund dialog appears:
New Split Fund dialog

4. Enter the split Fund No and click OK. The Funding
Information view screen appears with the new fund
number and S type.
5. Click Edit. The fields are available for data entry
Funding Information view screen
6. Enter the information as required for the new split fund.

available data.
7. Click Done to save the changes and exit the edit option.
The Shared Funds for browse screen appears:
Shared Funds for browse screen
153
8. Add funds and percentages as required:

a. From the Shared Funds browse screen, click Add. The
Change Percentages dialog appears.
b. Click Edit. The fields are available for data entry:
Change Percentages dialog
c. Enter the information as required for the funds in the

this new split fund.
available data.
d. Click Done to save your changes and exit the edit
option.
e. Click Exit on the Change Percentages dialog.
9. The percentage totals are reflected in the Shared Funds for
browse screen. Add more funds as required and click Exit
to return to the Split Funds list browse screen.
To edit a split fund:
1. Select a fund in the Shared Funds list browse screen and
click View. The Shared Funds for browse screen appears
with the funds listed:
Shared Funds for browse screen
154
2. Select a fund and click Edit. The Change Share

Percentages dialog appears.
4. Change the information as required.
available data.
6. Click Exit on the Change Percentages dialog.
7. The percentage totals are reflected in the Shared Funds for
browse screen. Add more funds as required and click Exit
to return to the Split Funds list browse screen.
Printing the Split Fund List

You can print the split fund list from the Split Funding browse
screen. The split fund list includes all the funds listed in the
split funding browse screen and the shared funds for each split
fund.
155
To print the Split Fund List:
Click Print on the Shared Funds list browse screen. ARM

compiles the report and displays a preview of the report:

Printing Fund Lists

You can print a list of funds in the ARM system. You can
choose to print only groups of PI names, fund ranges or types,
or specific expiration date, or you can print all funds.
156
To print the Fund List:

1. Click List Funding on the Reference tab. The Fund Listing
Fund Listing selection dialog

here.
157

system for the funds matching the criteria you specified
and the report print preview appears:
Printing the Analyze Funds Report

You can print an analysis of funds in the ARM system. You can
choose to print only funds with negative balances or past their
expiration date. You can print funds of a specific type or all
funds.
158
To print the Analyze Fund Report:

1. Click Analyze Funds on the Reference tab. The Analyze
Funds selection dialog appears:
Analyze Funds selection
2. Select funds to include in the report:
Negative Balance
Past Expire Date
3. Enter the Fund Types or leave blank to include all fund

types.
4. Select a Sort by option:
Fund #
PI Name
159
5. Click OK. ARM searches the system for the funds matching
the criteria you specified and the report print preview
appears:
Creating a Fund Mail Merge

addresses for the current funding data. You can use the file
with other programs, such as MS Word or MS Excel, to use on
letters, envelopes, or other mailing material. You can specify
the output mail merge file format.
To create a funding mail merge:
1. Click Fund Mail Merge on the Reference tab. A note
appears describing the task.
160
2. Click OK. The Fund Mail Merge parameter selection dialog

appears
Fund Mail Merge
3. Enter the criteria to include in the mail merge as required.

here.
system for the funds matching the criteria you specified
161
and a report print preview appears. For more information,

6. Click Exit after you have verified the information in the

print preview. A note appears asking you to specify the
format of the output mail merge file.
7. Click FoxPro DBF to create the file in .dbf format
OR
Click Excel XLS to create the file in .xls format.
ARM compiles the file and returns to the Reference tab. A
temporary note appears in the upper right corner of screen
with the file name and the number of records in the file.
162
Working with Training

ARM allows you to track the training of individuals through
the system. The system uses the courses entered by the facility
to allow you to assign courses to individual training records
after the courses are completed. This shows what individuals
have accomplished and what tasks they have been trained to
do. You can add and edit a contacts training from the Training
browse screen.
Working with Current Training

The Current Training browse screen allows you to view the
training for individual contacts. The screen lists all training on
file for each contact. To reach the Training browse screen, click
Current Training on the Reference tab.
Current Training list browse screen
From this screen you can:
add new training to a contact

edit existing training
move training to an archive file
163
To add training to a contact:

1. Click Add in the Current Training browse screen. The
Training view dialog appears:
Training view dialog

2. Click Edit. The fields are available for data entry.
3. Enter the contact Name.
available data.
4. Enter the course information in Crs_id.
available data.
5. Enter the date of training in Drs_date.
6. Enter the length of the training in Tr_duratn.
7. (Optional) Enter free form text in the Notes area.
9. Click Exit to return to the Current Training List browse
screen.
You can add new training by copying existing
training records. Select a training and click Copy.
From there you can edit the record as required.
To edit training information:
1. Select a training record in the Current Training list browse
screen and click View. The Training view screen appears.
164

5. Click Exit to return to the Current Training List browse
screen.
Working with Archived Training

When training is obsolete or no longer current, ARM allows
you to remove the completed training for a contact from the
active file and place them into an archive file. This creates
more space in the active file by removing the training that is
no longer current from the file. For archived training, you can
archive training records

view archived training records
To archive training information:

1. From the Current Training List Browse screen, select the
training you want to archive and click Move or press M.
The Move Training to Archive dialog appears:
Move Training to Archive dialog
2. Enter 1 to move only the selected record to the archive

file.
OR
Enter A to move all records to the archive file.
3. Click OK. ARM moves the training record(s) to the archive
file.
165
To view archived training:

1. Click Archived Training from the Reference tab. The
Archived Training List Browse screen appears.
2. Select a training record and click View. The Training view
screen appears.
3. Click Exit to return to the Archived Training list browse
screen.
Printing Training Reports

There are many different types of Protocol Reports that can be
generated and printed throughout the ARM system. For each
report you can specify certain criteria to narrow the
information that the report contains.
The following training reports are available under the training
section on the Reference tab:
Protocol Report
Training Report by Individual
No Training Report
Training Required Report
Expired Training Report
For a detailed description of these reports, see the ARM

Reports Guide
166
To print the Training Protocol Report:

1. Click Protocol Report. The Protocol List Selection dialog
appears:
Protocol List Selection dialog

here.
4. Click OK after entering your criteria. The Report Heading
dialog appears.
5. Enter a Report Heading and click OK. The Report Options
dialog appears:
Protocol Report Options dialog
167
6. Enter an option in Print Summary:
Y to include a summary in the report

N to not include a summary in the report
7. Enter an option in New Page on Char:
Y to create a new page for each Protocol

N to print more than one Protocol per page
8. Click OK. ARM compiles the data and displays a preview

of the report on screen.
To print the Training Report:
1. Click Training Report on the Reference tab. The Training
Report by Individual selection dialog appears:
Training Report by Individual selection dialog

here.
168

system for the individual training matching the criteria you
specified and the report print preview appears:

To print the No Training Report
1. Click NO Training Report on the Reference tab. A note
appears describing the report:
169
2. Click OK. The No Training Report selection dialog

appears:
No Training Report selection dialog

here.
170

system for the individual training matching the criteria you
specified and the report print preview appears:

To print the Training Required Report:
1. Click Training Required on the Reference tab. A note
171
2. Click OK. ARM searches the system for the individual

training matching the criteria you specified and the report
print preview appears:

To print the Expired Training Report:
1. Click Expired Training on the Reference tab. A note
2. Click OK. ARM searches the system for the individual

training matching the criteria you specified and the report
print preview appears.
172
Working with Animals

ARM now enables you to work with animal records from the
Reference tab. The tasks and options are identical to the
animal options available from the Vet tab.
For more information on what is available and how to
accomplish tasks for animal records, see Working with
Animal Data on page 196.
173
Working with Vendors

The Vendors browse screen contains all the vendors currently
in the system. This screen provides an easy way to view
vendors and access vendor records. From this screen you can:
Add a vendor
Edit a vendor
Print vendor information
To reach the Vendor browse screen click View Vendors on the

Reference tab.
Vendor browse screen
Working with Vendor Data

The Vendor Record contains the information for a vendor.
This record is used throughout the system when vendor
information is needed. You can view all the vendor records in
the ARM system from this screen. Press P or click Prev(ious) to
move to the record immediately before the present record.
Press N or click Next to move forward to the record
immediately after the present record.
174
To add a vendor record:

1. Click Add from the Vendor List browse screen. The
Vendor view screen appears.
2. Click Edit. The fields are available for data entry:
Vendor view screen
3. Enter the vendor information.

4. Click Done to save the changes and exit the edit mode.
5. Click Exit to return to the Vendor List browse screen.
175
To edit a vendor record:

1. Select a vendor in the Vendor List browse screen and click
View. The Vendor view screen appears:
Vendor view screen

4. Click Exit to return to the Vendor List browse screen.
Printing Vendor Information

You can print vendor information from the Vendor browse
screen. From the browse screen you can print a list of the
vendors sorted by code or name. You can also print a long or
short form. A long form contains all the vendor information
for each vendor. The short form contains only a single-line
extraction of data from the vendor record including the
address, phone number, and contact name.
176
To print vendor information:

1. Click Print on the Vendors list browse screen. The Vendor
Report selection dialog appears:
Vendor Report selection dialog
2. Choose an option from the drop down list:
All Vendors
Animal Vendors Only
Cost Accounting Vendors Only
Drug Vendors Only
3. Select a Sort By option:
Code
Name
4. Select a Form:
Long
Short
177

on the screen.

178
Working with Photo IDs

ARM provides Photo IDs to help identify the people working
for the facility and the building(s) they work in. This adds
some security for the facility by helping to ensure the proper
people are handling the procedures. Photo ID records are
available to view in the Photo ID browse screen.
The Photo ID browse screen contains all the photo ID records
currently in the system. This screen provides quick reference to
a photo ID record.
Photo ID browse screen
Working with ID Card Data

The Photo ID record view screen contains the information for
the photo ID. The photo ID record contains the following:
Name of the bearer

Department of the bearer
Protocol information
PI information
Date issued
179
Date renewed
Building
Access information
To add a Photo ID record:

1. Click Add from the Photo ID browse screen. The New
Card dialog appears:
New Card dialog

2. Enter the new Card Number and Type and click OK. The
Photo ID view screen appears:
Photo ID view screen
3. Enter the data as required.

4. (Optional) Click Ref(ence)s to view the referenced
protocol, contacts, or record. For more information on
viewing referenced records, see Viewing a Referenced
Record on page 48.
5. Click Exit to save your changes and return to the Photo ID
list browse screen.
To edit a Photo ID record:
1. Select a Photo ID record from the Photo ID list browse
screen and click View. The Photo ID view screen appears.
180

4. Click Exit to return to the Photo ID list browse screen.
Printing Photo ID Cards and Reports

ARM enables you to print the photo ID cards or reports listing
the information within the photo ID cards. The reports
available are:
List Photo ID Report

Photo ID vs. Protocol
To print photo ID cards:

1. Click Print Photo ID on the Reference tab. The Photo ID
Selection dialog appears:
Photo ID Selection dialog
Card # to print the cards sorted by card number

Name to print the cards sorted by contact name
181
3. Click OK. The report print preview window appears:
4. Click Print to print the cards to your default printer.

To print a list of photo ID cards:
1. Click List Photo ID on the Reference tab. The Photo ID
Selection dialog appears.
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Card # to print the cards sorted by card number

Name to print the cards sorted by contact name
3. Click OK. The report print preview window appears:
For more information on using the report print preview screen,

To print the Photo ID vs. Protocol report:
1. Click ID vs Protocol on the Reference tab. A note appears
2. Click OK. The Protocol Report dialog appears:
Protocol Report dialog
3. Enter the Specific PI number or leave blank to search all

PIs.
4. Enter the Species or leave blank to search all species.
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5. Click OK. ARM searches the system and compiles the

contact list based on the criteria you selected. A print
preview screen appears with the report:

screen, see Printing Reports on page 39.
Creating a Photo ID Mail Merge

names, mail codes, and badge numbers for the existing photo
IDs in the system. You can use the file with other programs,
such as MS Word or MS Excel, to use on letters, envelopes, or
other mailing material. You can specify the output mail merge
file format.
To create a photo ID mail merge:
1. Click Mail Merge on the Reference tab. A note appears
describing the data file.
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2. Click OK. The Specify Range of Names dialog appears:
Specify Range of Names dialog

3. Enter the range of names you want the mail merge to
cover in From and To.
OR
Leave the From and To blank to use all photo IDs in the
system.
4. Click OK. ARM compiles the information for the mail
merge file and displays a print preview:
5. Click Exit. A note appears.

6. Specify an output type for the mail merge file:
FoxPro DBF
Excel XLS
7. Enter a file name for the mail merge in the Save As dialog
and click Save.
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Working with Tables

ARM allows you to view and edit the various tables used
throughout the system.
The Pick Tables browse screen contains all the general tables
in the system. From this browse screen you can select a table
and view all its entries. From the table screens you can edit
and add entries to the tables.
The Course Table and Protocol Procedure Tables are also
available to view, edit, or add entries.
You can only edit/add entries to the table if you
are authorized in the system to do so.
Working with General Tables

The general tables are used throughout the ARM system. You
can view these tables or add new ones.
To view a table:
1. Click View General Tables on the Reference tab. The Pick
Table Group browse screen appears:
Pick Table Group browse screen
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2. Highlight a table and click Select. ARM displays the table

for your choice.
3. (Optional) Select an item in the list and click View. The

Table Values dialog appears with information specific to
the table you selected.
From this dialog, you can edit the data if necessary.

Click OK to return to the table.
4. (Optional) Click Print to print a listing of the values in the
table.
5. Click Exit to return to the Pick Table by Group list browse
screen.
To add a new entry to an existing table:
1. Highlight a table in the Pick Table by Group browse screen
and click Select. ARM displays the table for your choice.
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2. Click Add. The Table Values dialog appears specific to the

table of your choice.
3. Enter the information as required.

4. Click OK to save the information and return to the Table
list. ARM updates the table with the new entry.
Working with Course Tables

Courses are classes supported by a facility to train employees.
The courses in the system are ones that are available for the
employees and may be required before performing certain
tasks. The ARM system only catalogs the course and tracks the
contacts and PI who have taken the courses. You are
responsible for entering and updating course information for
your own facility. ARM provides the means to list the courses
in the system with a course ID number and a brief description.
The Training Course browse screen contains the courses in the
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system. The system tracks who has taken the courses by the
information entered into the system.
Training Course browse screen
Working with Course Data

The Training Course browse screen lists all the courses
courses or edit existing courses. When you add a new course,
you have the choice of adding it by creating it from scratch or
by copying an existing course.
To add a new course:
1. Click View Course Table on the Reference tab. The
Training Course browse screen appears.
2. Click Add. The Course Definition dialog appears:
Course Definition dialog

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4. Enter the course information as required.

6. Click Exit to return to the Training Course browse screen.
To add a new course by copying an existing course:
2. Select a training course from the list and click Copy. The
Course Definition dialog appears with the selected course
information:
Course Definition dialog

4. Enter the Course ID.
5. Modify the remaining fields as required.odification as
required.
To edit an existing training course:
2. Select a training course from the list and click View. The
Course Definition dialog appears with the selected course
information.
4. Modify the information as required.
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Printing a Course List

ARM allows you to print a list of the courses currently in the
system. The list contains the following information:
course ID number
course description
course level
species list for the course
To print the list of courses:

Training Courses list browse screen appears.
2. Click Print. A note appears describing the report.
of the report:

191
Working with the Protocol Procedure Table

ARM includes a table of all protocol procedures currently used
in the system. You are responsible for entering and updating
protocol information for your own facility. ARM provides the
means to list the protocols in the system with a protocol group
and a brief description. The Protocol Procedure browse screen
contains the protocols in the system.
Protocol Procedure browse screen
Working with Protocol Data

The Protocol Procedure browse screen lists all the protocols
protocols or edit existing protocols. You can also print a list of
all protocols in the system.
To add a protocol procedure:
1. Click View Proc Master on the Reference tab. The Protocol
Procedure list browse screen appears.
2. Click Add. The New Procedure Entry dialog appears:
New Procedure Entry dialog

3. Enter the procedure Type.
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4. Enter a description of the Procedure.

5. Click OK. ARM saves the new procedure and adds it to the
Protocol Procedures list browse screen.
To edit an existing protocol:
1. Select a protocol from the Protocol Procedures list browse
screen and click View. The New Procedure Entry dialog
appears with the data for the protocol you selected.
2. Enter your changes as required and click OK. ARM saves
the changes to the procedure and posts it to the Protocol
Procedures list browse screen.
Printing a Protocol Procedure List

ARM allows you to print a list of the protocol procedures
currently in the system. The list contains the following
information:
group type
protocol procedure description
To print the list of protocols:

1. Click View Proc Master on the Reference tab. The Protocol
Procedures list browse screen appears.
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2. Click Print. ARM compiles the report and displays a

preview of the report:

194
Chapter 6:
Using the Veterinary
Module
RM provides the Veterinary module to track the care of the

animals in the facility. The module contains information for
each animal, information on surgery to animals, and drug
data.
The information contained in the Veterinary module centers
around the Animal record which includes all of the
information about the animals care, treatment, and diagnosis.
Drug tracking is contained in this module. Drug inventory is
tracked as well as usage and purchasing. All the drug in the
ARM system are accounted for in the drug tracking of the
Veterinary module.
Working with Animal Data

ARM contains all of the animal information in the Animal
Record. Those records are listed in the Animals browse screen.
From this browse screen you can access an existing animal
record and edit it, or you can add a new animal record. To
reach this browse screen, click View Animals under the
Animals area of the Vet or Reference tab.
Animals list browse screen
The Animal Record contains information that is important to

the care and tracking of an animal. The animal data is entered
through the Animal Record view screen. There are many
options available to you from this screen, you can:
196
Edit the existing information

Add new information
Add patient history
View the records references
View the records charges
View the records synonyms
Viewing an Animal Record

You can view significant detail about each animal in a
separate screen from the list of animals. This way you can
easily glance at the specifics for a particular animal at a time.
The Animal Record also contains EndPoint for an animal. You
can enter the exact date of the end point, the date the animal
left, and a reason for the end. An EndPoint report is also
available. For more information, see Printing the EndPoint
Report on page 206.
To view an animal record:
1. From the Vet tab or the Reference tab, click View Animals.
The Animal List browse screen appears.
Select an animal record and click View or press V. The
Animal Information view screen appears:
Animal Information View screen

Animal Data below)
add a new animal record based on the current information
or from blank data
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Entering and Editing Animal Data

1. From the Animal List browse screen, press E or click Edit.
The data fields are available for modification.
3. (Optional) Click History or Cage Card to enter or edit
freeform text information in those areas.
4. (Optional) Click Synonyms to select from a list of
synonyms to associate with this animal.
5. (Optional) Click Measures to select from a list of
measurements to attach to this animal. For more
information, see Working with Animal Measurements on
page 201.
6. (Optional) Click LStrain to enter freeform text about the
long strain name for this animal.
7. Click Refs to view the associated references to this animal:
Protocol
Vendor
Contacts
Tables
8. Click Done to save your changes and exit the edit option
Printing Animal Data and Status

You can print an animal record from the Animals browse
screen. Highlight a record on the browse screen and press
Print. ARM prints a copy of the Animal Record.
You can also print an animal status report from the Vet tab.
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To print the Animal Status Report:

1. Click Print Status from the Vet tab.
2. The Animal Status Report parameter selection dialog
appears:
Animal Status Report dialog

3. Enter the range of Animal ID numbers to include in From
Id and Thru.
4. (Optional) Enter a Species Code to limit the report to a
single species.
here.
on the screen.
Working with Animal Synonyms

Animal synonyms are used to provide additional identification
for large animals. An animal in the ARM system may have
many identifiers, including a name. To view the synonyms in
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the current system, use the Animal ID Synonyms browse

screen. To reach the browse screen, click View Animal
Synonyms from the Vet tab.
Animal ID Synonyms list browse screen
The Animal ID Synonyms browse screen enables you to view

the synonyms and add new ones.
To add a new synonym:
1. From the Animal ID Synonyms list browse screen, select
an Animal ID from the list and click Add. The Edit Animal
Synonym for dialog appears:
Edit Animal Synonym for
2. Enter the Synonym you want to create for the selected

animal ID.
3. (Optional) Change the Source. ARM automatically enters
your user identification.
4. Click OK. ARM adds the synonym to the system and
returns to the Animal ID Synonyms list browse screen with
the new synonym.
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To edit an animal synonym:

1. From the Animal ID Synonyms list browse screen, select
an Animal ID from the list and click View. The Edit Animal
Synonym for dialog appears.
2. Change the data as required.
3. Click OK. ARM save the changes you made and returns to
the Animal ID Synonyms list browse screen with the
synonym changed.
Working with Animal Measurements

Animal measurement records are used to provide additional
information for specific animals. These measurements enable
researchers to record and track an animals progress. ARM
also enables you to specify measurement units. For example,
you can specify pounds, ounces, grams, or any other unit of
measurement.
You can add a new animal measurement record to the ARM
system, or edit an existing record.
Adding Animal Measurements

To add an animal measurement:
1. Click Enter Animal Meas(urement) on the Vet tab. The
Animal Weighings view screen appears.
2. Click Edit. The fields are available for data entry
Animal Weighings view screen
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You can also reach a new Animal Weighings

view screen by clicking Add from the
Measurements for All Animals list browse screen.
3. Enter the Animal ID number.
4. Enter the Weight and unit of measurement.
5. (Optional) Enter free form text in the Comments.
6. Click Done to save the changes and exit the edit mode.
7. (Optional) Click History to view or enter the measurement
history and comments.
8. (Optional) Click Another to create a new animal
measurement record. A new, blank animal measurement
view screen appears.
9. Click Exit to return to the Measurements for All Animals
list browse screen.
Editing Animal Measurements

To edit an animal measurement:
1. Click View Animal Meas(urement) on the Vet tab. The
Measurements for All Animals list browse screen appears:
Measurements for All Animals list browse screen
202
2. Select an animal measurement record and click View. The

Animal Weighings view screen appears.
4. Make changes as required and click Done to save your
changes and exit the edit mode.
5. Click Exit to return to the Measurements for All Animals
list browse screen.
Printing Animal Measurements

To print the Animal Measurements Report:
1. Click Print Animal Meas(urement) on the Vet tab. The
Weight Report selection dialog appears:
Weight Report selection dialog
2. Enter the date range you want the report to cover.

3. (Optional) Enter the Anim ID range and An Code List to
report only specific animal IDs and codes.
here.
on the screen.
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Working with Surgery Data

The animal surgery record contains information for surgical
procedures performed on animals in the ARM system. The
record includes information about the animal, medications
and anaesthesia, surgeons comments, the outcome of the
surgery, and history.
To reach the Surgery list browse screen, click View Surgery on
the Vet tab.
Surgery list browse screen

From this screen you can view the details for a surgery record,
add a new surgery record, or edit an existing surgery record.
ARM also enables you to print a surgery report that lists
surgeries performed.
To add a surgery record:
1. Click View Surgery on the Vet tab. The Surgery list browse
screen appears.
204
2. Click Add. The Animal Surgery view screen appears:
Animal Surgery view screen

5. Click Done to save the record and exit the edit mode.
6. (Optional) Continue adding surgery records.
a. Click Another. A new Animal Surgery view screen
appears with the fields available for data entry.
b. Repeat steps 4 and 5 above.

7. (Optional) Click History to view historical information on
this animal.
8. Click Exit to return to the Surgery list browse screen.
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To edit a surgery record:

1. Click View Surgery on the Vet tab. The Surgery list browse
screen appears.
2. Select a surgery record and click View. The Animal
Surgery view screen appears:

5. (Optional) Click History to view historical information on
this animal.
6. Click Exit to return to the Surgery list browse screen.
Printing the EndPoint Report

The EndPoint Report summarizes all animal records in the
system that contain endpoint data.
To print the EndPoint Report:
Click EndPoint Report on the Vet tab. ARM compiles the

report and displays the report in the print preview screen.
For more information on working with the print preview,
206
Working with Treatment

Data
ARM provides an easy way to view and edit treatment data
through the Treatments browse screen. Treatment data
includes information for the animal specified about what the
treatment was and what the results were as well as who
completed the treatments and when. This screen enables you
to browse and edit the treatment data in the system.
To reach the Treatment browse screen, click View Treatments
on the Vet tab.
Treatment browse screen
To view treatment data:

1. Select an animal from the Treatment browse screen.
207
2. Click View. The Animal Treatment view screen appears:
Animal Treatment view screen

3. (Optional) Click Animal to view the animal record.
4. Click Exit to return to the Treatment browse screen.
To edit treatment data:
1. Select an animal from the Treatment browse screen.
2. Click View. The Animal Treatment view screen appears.
3. Click Edit. The fields are available for modification:
4. (Optional) Click Treatment to enter comments about the

treatment.
5. (Optional) Click Animal to view the animal record.
7. Click Exit to return to the Treatments list screen.
Treatment data is also provided in a worksheet form. You can
print animal treatment worksheets that contain work lists
compiled from the treatment data. The worksheets contain all
of the information in the Treatment record. These worksheets
can be printed according to the criteria you set.
208
To print Animal Treatment Worksheets:

1. Click Print Worksheet on the Vet tab. The Treatment
Worksheet Select dialog appears:
Treatment Worksheet Select dialog

2. Enter the Date range you want ARM to consider in Date
and thru.
3. Enter the Building you want ARM to consider.
4. Enter the Status you want ARM to consider.
5. Click OK to print the worksheets. ARM compiles the report
and displays a preview on the screen.
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Working with Drug Data

ARM contains an extensive drug inventory system to help
track the drugs in the facility and their usage. From two
browse screens, all the drug information is available to view.
The browse screens available provide information for the:
Drug Inventory
Drug Usage
The Drug Inventory browse screen lists all of the drugs in the
system and allows you to view and edit an existing drug
record or add a new drug record to the system. The Usage/
Purchase browse screen allows you to view and edit or add
usage, purchase, return, and inventory records for all the
drugs in the system. These two screens contain all the
information on the drugs currently being used in the facility.
They track the purchase and usage to keep the inventory
current. They also keep track of who is using and purchasing
the drugs and where the drugs are coming from. All of this
information works together to keep a useful and current drug
inventory in the system.
A drug inventory report is available that covers all the drug
inventory information is contained in the system. The Drug
List lists all the drugs and includes the drug record
information. You can also print a single drug record from the
Drug Inventory browse screen. These reports can be used to
track the drug inventory easily and list the important
information that is necessary in keeping a correct drug
inventory.
The Drug Usage/Purchase report contains all the drug
information and includes the usage, purchase, returned, and
inventory information.
210
Working with Drug Inventory

ARMs drug tracking system helps to keep the drug inventory
current. It includes a browse list of the drugs currently in the
inventory and allows you to add new drugs to the list and edit
existing drugs.
To reach the Drug Inventory browse screen, click View Master
Drugs on the Vet tab.
Drug Inventory browse screen
211
To add a drug to the drug inventory:

1. Click View Master Drugs. The Drug Inventory browse
screen appears.
2. Click Add. The Drug Information view screen appears:
Drug Information view screen

4. Enter the following information:
Drug Name and Lot Number

NDC number and DEA class
Location of the drug in the building (i.e., west cabinet)
Drug Status in the ARM system
Package Size including the quantity and the unit (i.e.,
35 liter)
Purchase and Used Quantities
Purchase and Used Units
5. Click Done to save the information and exit the edit mode.
6. (Optional) Click Notes to enter additional comments
about this drug.
7. Click Exit to return to the Drug Inventory browse screen.
You can print a single drug record. The report includes all
information about the drug including vendor information,
history, and inventory information. This helps you keep track
of specific drugs, apart from all the drugs in the ARM system.
212
To print a single drug record:

1. From the Drug Inventory list browse screen, select a drug
record.
2. Click Print. The report print preview appears:

213
Printing Lists of Drugs

ARM provides a report that lists drugs, enabling you to print a
list of drugs for easy reference and tracking. The drug list
includes the drug name and all the information in the drug
record. The drugs are printed in alphabetical order for easy
browsing.
To print the list of drugs:
Click Drug Master List on the Vet tab. ARM compiles the
report and displays the report in the print preview screen:

214
Working with Drug Usage

ARM uses the Drug purchase/usage records to track drug
usage and purchasing in the system. From this screen you can
edit a drug or add a new drug record. You can add records on
usage, purchase, inventory count and returned for drugs
found in the Drug Inventory.
To reach the Drug Purchase/Usage browse screen, click View
Drug Usage on the Vet tab:
Drug Purchase/Usage browse screen
From this screen you can edit or add a usage and purchase
information, inventory counts, or returned records.
To edit a drug purchase/usage record:
1. Click View Drug Usage on the Vet tab. The Drug
Purchase/Usage list browse screen appears.
2. Select the record you want to edit and click View. The
Drug Purchase/Usage browse screen appears.
215
3. Click Edit. The fields are available for modification:
Drug Purchase/Usage browse screen

6. Click Exit to return to the Drug Purchase/Usage browse
screen.
To add a new usage, purchase, inventory count, or returned
record to the system:
1. Click View Drug Usage on the Vet tab. The Drug
Purchase/Usage list browse screen appears.
2. Click Add. The Pick Type of Transaction selection dialog
appears:
3. Highlight the type of record you want to add:
216
Usage
Purchase
Inventory count
Returned
4. Click Select. The Drug Usage Information view screen

appears:
Drug Usage Information view screen

6. Enter the drug Name and Lot number.
Press Enter on the blank field to access the drug pop-up
list.
7. Enter the remaining information as required.
8. Click Done to save the information and exit the edit mode.
9. Click Exit to return to the Drug Purchase/Usage list browse
screen.
217
Printing Drug Usage/Purchase Report

You can print a report on drug usage and purchase that
contains all the drugs currently in the system and includes the
record information for each drug and all the use, purchase,
return, and inventory information as well.
To print the Drug Usage/Purchase report:
1. Click Drug Usage List on the Vet tab. The Drug Listing
Drug Listing selection dialog

2. Enter the Person, Drug, and Date Range.
218

on the screen:

You can also print a single drug record. For more
information, see Working with Drug Inventory
on page 211.
219
Working with
Observations, Treatments,
and Pathology
ARM contains the veterinary health data in three different
categories: Observations, Treatments, and Pathology (OTP).
These three categories are similar, but each serve a significant
purpose. Observations are the most common and there may
be several observations of an animal over a short period.
Treatments are generally the result of observations and are
specific actions taken by a veterinarian or animal technician.
Pathology is the final report on an animal, there is only one
pathology per animal.
ARM contains a comprehensive health data record in its
Veterinary module that helps to track the health and treatment
of animals. This record contains animal identification and
location information, pathology, diagnosis and billing
information for a single animal or group of animals. These
records are listed on the Health Data browse screen.
220
To reach the Health Data browse screen, click View OTP data
on the Vet tab.
Heath Data list browse screen
From this screen you can add, view, or print a health data
record.
Working with OTP Health Data

The OTP Health Data Record contains all the information on
the health and treatment of an animal. You can view or edit
the health data record and you can reach it through the
Health Data browse screen.
Animal OTP view screen

221
You can view all the Health Data Records in the ARM system
present record.
To add a health data record:
1. Click View OTP data on the Vet tab. The Heath Data list
2. Click Add. The Please Identify Animal dialog appears:
Please Identify Animal dialog

3. Enter the An(imal) ID and Type and click OK. The Animals
by ID list browse screen appears:
Animals by ID list browse screen
222
4. Select the animal record for the Animal ID you entered in

Step 3 above and click Select. The Animal OTP view
screen appears:
Animal OTP view screen

7. (Optional) Click Pathology to enter pathology information.
The Pathology view screen appears:
Pathology view screen

Enter freeform text and click Done to exit and save the
changes.
223
8. (Optional) Click Diagnosis to enter diagnosis information

for the animal. ARM displays the Diagnosis Codes list.
Diagnosis Codes list
a. Click Add to add a diagnosis code to the health record

for the current animal. The Diagnosis For dialog
appears:
Diagnosis For dialog

b. Enter the diagnosis #. If ARM does not recognize the
code, it will display the Diagnosis Code browse screen
for you to choose a code from.
c. Enter the SNOVET Code.
Press Enter on the empty field to select from a list of
SNOVET Diagnosis codes.
d. Click OK. An additional Diagnosis for dialog appears.
e. Enter the Code and Desc(ription).
f. Click Exit from the Diagnosis Codes list to save the
changes and return to the Animal OTP view screen.
224
9. (Optional) Click Animal to access the animal information.

ARM displays the Animal record for the animal.
See Working with Animal Data on page 196
for information on working with an animal
record.
10. Click Exit to save the new Health Record and return to the
Heath Data list browse screen appears.
To edit a health data record:
1. Click View OTP Data on the Vet tab. The Heath Data list
2. Select a Health Data record and click View. The Animal
OTP view screen appears for that record.
4. Make changes as required and click Done to save your
changes and exit the edit mode.
5. (Optional) Click Pathology to edit the pathology data.
6. (Optional) Click Diagnosis to add a diagnosis to the
record.
7. (Optional) Click Animal to view or edit the animal
information.
8. Click Exit to return to the Heath Data list browse screen.
225
Printing Health Data

ARM enables you to print a record for any animal listed on the
Health Data browse screen. This way, you have an instant
report on the health of any particular animal.
To print health data:
1. Click View OTP Data on the Vet tab. The Heath Data list
2. Select an animal health record and click Print. A
confirmation dialog appears.
3. Click OK. The Report Print Preview appears:

Entering Health Data

ARM enables you to enter health data for one or many
animals at one time without having to select each record from
a list and editing the data. Entering health data is streamlined
so you can make your entries quickly and often.
226
To enter health data:

1. Click Enter OTP Data on the Vet tab. The New OTP
Information dialog appears:
New OTP Information dialog
2. Enter the Date and Reported By and click OK.

Press Enter on an empty Reported By field to select from a
list of people.
The Reported On dialog appears:
Reported On dialog
3. Enter the animal ID and observation Type and click OK.

The list of animals appears:
Animals list screen
4. Verify the correct animal is selected and click Select. The

Animal OTP view screen appears.
The Observation, Treatment, or Pathology button appears
on the bottom of the view screen depending on the Type
you entered in Step 3.
227
5. Click Observation, Treatment, or Pathology to enter the

information for that animal. The Observation, Treatment,
or Pathology dialog appears.
6. Enter free form text and click Save to save your
comments. A confirmation dialog appears asking if you
want to save the information in the patient history.
Yes, with the current date

Yes, with another date
No
8. Click Exit on the Animal OTP view screen to save the

information and return to the Reported on dialog.
9. Continue entering OTP data for additional animals as
required (repeat Steps 3 through 8).
10. Click Cancel to finish entering OTP data and return to the
Vet tab.
228
Chapter 7:
Using the Sentinel
Module
The Sentinel module contains information relating to the

animal testing panels. You define the number of tests in the
panel and the schedule. Animal care is scheduled and
schedules are printed in this module.
Working with Sentinel

Panels
ARM enables you to create customized testing panels based
on the specific needs of your facility. You can define the
number of tests to run in a panel and the amount of time
spent on each phase of the panel. Once a panel is completed,
you can mark it complete to keep the ARM system up to date.
The Panels browse screens shows all of the panels currently in
the ARM system.
To reach the Panels browse screen, click View Panels on the
Sentinel tab.
Panels browse screen
From this browse screen you can add, delete, and edit panels.
To add a new panel:
1. Click View Panels on the Sentinel tab. The Panels browse
screen appears.
230
2. Click Add. The New Panel Designation dialog appears:
New Panel Designation dialog
3. Enter the Panel name and Suffix number and click OK.
Usually the suffix number is 1, 2, 3, or 4.
The When does Panel Start? dialog appears:
When does Panel Start? dialog
4. Enter the starting Date for the panel and click OK. The
Panel view screen appears:
Panel view screen

6. Enter the panel information as required.
7. (Optional) Click Schedule to add or view the schedule for
this panel.
231
ARM automatically creates the schedule based

on the start date you entered in Step 4 when you
create a panel. To modify the default schedule,
you must use the Schedule checklist here.
9. Click Exit to return to the Panels browse screen.
10. Repeat steps 2 through 9 for the remaining suffixes for the
panel.
To edit a panel:
screen appears.
2. Select a panel from the list and click View. The Panel view
screen appears with the information for the panel you
chose:
Panel view screen

4. Make changes to the panel as required.
5. (Optional) Click Schedule to add or view the schedule for
this panel.
7. Click Exit to return to the panels browse screen.
232
To mark a panel completed:

screen appears.
2. Select a panel from the list and click View. The Panel view
screen appears.
3. Click Completed. The Completed dialog appears:
Completed dialog
4. Enter the date Completed and click Complete.

ARM returns to the Panel View dialog with the Completed
field populated with the date you just entered.
5. Click Exit to return to the Panels browse screen.
233
Printing Sentinel Reports

ARM provides a Room List report that lists all panels
scheduled in the system sorted by specific rooms. This report
provides a quick list, by room, which species are to be tested
and when. The report also lists which PI the species is a part
of.
The reports section of the Sentinel module also contains forms
you can print to use when the animal testing takes place. It
provides the tester a place to take notes or make observations
on the test. You can use the default form included in the ARM
system, or you can customize the form to your facility.
Room List Report
To print the Room List Report

1. Click Room List on the Sentinel tab. The Room List
Room List selection dialog
2. Enter the PI Name and Op Center to list in the report.

here. To search all records, leave these fields
blank.
234
4. Click OK. ARM compiles the report and displays the report
print preview:

Testing Form
To print the testing form:

1. Click Print Form on the Sentinel tab. The Sentinel Form
Sentinel Form selection dialog
2. Enter the Dates to print on the form.

3. Select an Operation Center option:
All Op Ctrs to include all centers

Op Ctr Only to select a specific Operation Center
235
4. Click OK. The print preview window appears with the

form:

Custom Test Form
To customize the Test Form:

1. Click Form Design on the Sentinel tab. The Design
Sentinel Form dialog appears:
Design Sentinel Form dialog
236
2. Click Top to edit or create the top paragraph. The Edit

Paragraph dialog appears:
Edit Paragraph dialog
3. Enter free form text and click Save to save your changes
and return to the Design Sentinel Form dialog.
4. (Optional) Click Bottom and repeat Step 3 for the bottom
paragraph.
5. Click Quit to return to the Sentinel tab.
237
238
Index
A
accounting interface
adding
animal measurements
billing rates
care day records
charge
contact
funding record
items to existing orders
person to protocol
protocol
species to an existing protocol
adding
procedure
animal data, working with
animal measurements,
working with
animals module
animals reports
animals, transferring
animals, working with
applying billing rates
archived contacts, working with
archived orders, working with
archived training, working with
archiving
contact
orders
protocols
arm, starting
B
134
201
101
90
108
141
150
50
33
27
29
36
196
201
43
80
56
173
105
143
60
165
143
60
29
4
backing up billing data

bar codes, working with
billing data, backing up
billing module
billing rate data, working with
billing rates
applying
working with
browse screens
136
111
136
87
99
105
98
8
C
cage card number, setting
cage cards, working with
care day data, working with
care days, working with
changing
billing rates
funds
personnel information for a
protocol
sort order
checklist, using end of month
contact data, working with
contacts, working with
course data, working with
course tables, working with
creating
billing mail merge
fund mail merge
new orders
photo id mail merge
71
65
88
88
101
91
34
11
125
139
138
189
188
135
160
48
184
239
current contacts, working with

current protocols, working with
current training, working with
138
18
163
D
data, backing up billing
deleting
entries
orders
drug data, working with
drug inventory, working with
136
12
51
210
211
E
editing
animal data
198
animal measurements
202
animal order data
47
billing rates
100
care day records
89
checklist
125
contact data
141
data in view screens
15
funding source data
148
protocol data
21
supply and service charge data 108
end of month
checklist, using
125
close
127
processing
124
entering
health data
226
training information for
contacts
142
exporting order history
58
240
F
faxing orders
features
finding a specific item
funding, working with
funds, working with
53
6
10
148
147
G
general tables, working with
186
H
history, exporting order
58
I
id card data, working with
information, reference
interface, accounting
item, finding a specific
179
137
134
10
L
log, service and supply
109
M
module
animals
billing
protocol
sentinel
veterinary
month, end of checklist
43
87
17
229
195
125
N
navigating
browse screen
view screen
number, setting cage card
8
14
71
O
observations, treatments, and
pathology, working with
order data, working with
order history, exporting
orders
faxing
receiving
reconciling
working with
otp health data, working with
220
46
58
53
72
110
45
221
P
people on protocols data,
working with
photo ids, working with
printing
analyze funds report
animal data and status
animal measurements
billing rates
billing reports
browse screen
cage cards
care-day reports
contact labels
contact lists
course list
drug usage/purchase report
end-of-month information
32
179
158
198
203
102
114
13
65
94
144
145
191
218
130
endpoint report
206
fund lists
156
health data
226
lists of drugs
214
orders
51
photo id cards and reports
181
procedures
37
protocol procedure list
193
protocols
31
receiving reports
74
reports
39
sentinel reports
234
split fund list
155
training reports
166
vendor information
176
protocol
module
17
personnel, working with
32
procedures, working with
36
renumbering
26
reports
39
working with
18
protocol data, working with 20, 192
protocol procedure table,
working with
192
R
rates, applying billing
receiving orders
reconciling orders
reference information
renumbering protocols
reports
animals
protocol
requirements, system
105
72
110
137
26
80
39
3
241
running
final close
task from checklist
trial close
129
126
128
S
screens
browse
view
selecting
month to close
report parameters
sentinel module
sentinel panels, working with
service and supply charge data,
working with
service and supply charges,
working with
service and supply log
setting cage card number
specific item, finding a
split funds, working with
starting arm
supply log, service and
surgery data, working with
system requirements
8
14
125
41
229
230
106
106
109
71
10
151
4
109
204
3
U
using end of month checklist
125
V
vendor data, working with
174
vendors, working with
174
veterinary module
195
view screens
14
viewing
archived orders
61
billing rates
100
personnel training information 35
viewing
animal record
197
archived contact
144
care day record
89
contact
140
order
46
procedure to arm
37
protocol
20
referenced record
48
service and supply charge
107
T
tables, working with
tracking counts, bar code reader
tracking inventory, bar code
reader
training, working with
transferring animals
treatment data, working with
242
186
112
112
163
56
207

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This document was developed in the United States of America by:

Animal Resource Management Systems, Inc.

Animal Resource Management (ARM) and any other Animal Resource

Animal Resource Management User Guide

Using Protocol Reports ................................................ 39

Working with Archived Orders..................................... 60

Animal Resource Management User Guide

Printing Care-Day Reports ........................................... 94

Printing Billing Reports .............................................. 114

Printing Contact Labels........................................ 144

Working with Training ...............................................

Working with Animals................................................ 173

Working with Tables ..................................................

Working with Surgery Data........................................ 204

Animal Resource Management User Guide

Working with Drug Inventory............................... 211

Animal Resource Management User Guide

Animal Resource Management User Guide

elcome to the Animal Resource Management (ARM) User

The ARM document library consists of the User Guide and

Chapter One shows you how to install the system and

These chapters work together to supply you with the

Animal Resource Management User Guide

Conventions Used in This

Bold text signifies:

A choice name (e.g., OK)

The icon helpers are:

This guide also includes several verbs to describe actions you

Press means to press a key on the keyboard

Animal Resource Management User Guide

Animal Resource Management User Guide

he Animal Resource Management (ARM) system assists in the

Animal Resource Management User Guide

Animal Resource Management User Guide

Please Identify Yourself dialog

2. Enter your User ID and Password.

Animal Resource Management User Guide

Animal Resource Management User Guide

When selecting choices on the screen, use the mouse to move

Animal Resource Management User Guide

Using Module Tabs

Animal Resource Management User Guide

Using Browse Screens

Sample browse list screen

The currently selected record appears with a highlighted

Navigating the Browse Screen

Animal Resource Management User Guide

To use the arrow keys:

Up Arrow: moves up one entry

To select an entry on the browse screen by using the arrow

Click the up arrow on the vertical scroll bar to move up

To select an entry on the browse screen by using the mouse,

Performing Tasks in the Browse Screen

Click the button

Animal Resource Management User Guide

Click the buttons along the bottom of the browse screen

Top takes you to the first record in the list

Other options are available for different browse screens based

Finding a Specific Item

2. Enter target entry.

Animal Resource Management User Guide

Changing the Sort Order

2. Select the item you want the screen to be sorted by.

Animal Resource Management User Guide