SmartLab: monitoring of lab activities goes digital

In autumn 2020, the Faculty of Medicine launched the SmartLab project, which aims to deploy an electronic tool for monitoring research activities in its laboratories. The paper notepads generally used by research teams can thus be replaced by digital tools that facilitate both daily life and compliance with the legal traceability requirements governing research. These "Electronic Laboratory Notebooks" or "Laboratory Information Management Systems" have indeed many advantages:

internal search engines that enable all kinds of information to be found quickly and efficiently
information sharing within the laboratory
sample traceability tools
ease of implementation of the SNSF's data management plan
standardization of procedures within the Faculty of Medicine in order to guarantee consistent quality

Following evaluations by a working group and tests carried out by pilot laboratories in the Fundamental and Clinical Medicine Sections, UNIGE chose Eppendorf's eLabNext.

Tool specifications

The tool selected to meet the needs of UNIGE laboratories, eLabNext, has several advantages:

a functional interface for an easy-to-use tool
a highly adaptable tool that can meet the specific needs of a large number of laboratories
a widely developed "Electronic Laboratory Notebook" that offers extended possibilities for the traceability of experiments.
a mobile application (Android and iOS) to facilitate data accessibility

Support team is available to researchers for any questions or requests for information, to advise and train teams, and to support the implementation of this new tool.

Tool demonstration

Video produced in collaboration with Elsa-Line Huwyler as part of the "Data Science For All" project https://datascience.unige.ch/formation/data-science-for-all

Video published on Mediaserver https://mediaserver.unige.ch/play/176782

Training

eLabNext tutorial videos : Youtube eLabNext videos

Institut Pasteur tutorial videos about eLabNext : eLab Project Youtube

Price

A financial contribution is requested from laboratories wishing to implement the system. This includes system licensing, training, as well as support and maintenance.

The price is CHF 100 per user per year (with a maximum of CHF 1,000 per lab).

Contacts

Support :

Ticket : SmartLab-eLabNext ticket

Mail : smartlab(at)unige.ch

Coralie FOURNIER
SmartLab Project Manager

Coralie.Fournier(at)unige.ch
+41 22 379 55 29

Camilla Bellone_Picture.jpg

Prof. Camilla BELLONE
Vice-dean for fundamental medicine
SmartLab Academic Manager

Camilla.Bellone(at)unige.ch
+41 22 379 54 33

More info

In & Out process check list

Chemicals storage information

eLabNext webpage

UniGe Data Research webpage

"Data Science for All" webpage (videos about scientific data)

FAQ

GENERAL

Why use a LIMS in my lab?

The "Laboratory Information Management System" (LIMS) and the "Electronic Laboratory Notebook" (ELN) are tools that are becoming crucial in the field of research. They have many advantages:

Data accessible from anywhere
Powerful data research tool
Full information traceability
Results reproduction
Process standardization
Reduction of human error

How was the system selected?

The system was selected following a needs assessment by the medical school and a comparison based on testing three systems over a total of 5 weeks.

The selection was made by a pilot group of 12 users from different laboratories.

At the same time, a comparison of costs and IT infrastructure needs between the three systems has been performed.

What are the steps to follow if I am interested in installing the system in my laboratory?

You must open a ticket for the implementation.

Then the implementation process is:

You must designate a person responsible for the system (super user) in your lab, as well as a back-up person. These people will be the points of contact for the lab. This information as well as other general information about your lab must be entered in a template file that will be sent to you.
Plan a half-day with the key user and the super users/back up of your lab for specific training and the start of the system implementation.
Finally, a one-hour training for all members of your lab will be provided. This is when everyone will have access and can start working in the system.

What is the cost of the system?

A financial contribution is requested from the laboratories acquiring the system.

It amounts to maximum 100 CHF/license (user) per year.

This participation covers the annual maintenance costs of the system as well as the costs generated by the IT infrastructure.

SUPPORT

How can I get support for the system?

Different levels of support are available to you:

Some answers to your questions should probably be on the system's help page: https://smartlab.unige.ch/doc/
You can also refer to your super user. Each laboratory has a reference person who has been specifically trained on the system and who has extended rights within your group.
If your problem or question persists you can open a ticket on our platform.

How can I be trained on eLab?

During the implementation of the system, training is given to all members of the laboratory.
You also have the possibility of following specific training provided during the year (see list in our Training section)
Your super user can train you on the system directly in your group.
Your super user or PI can request specific training for laboratory members, to be agreed directly with the key user.
Finally, several videos from the supplier are available online https://www.youtube.com/c/eLabNext

How can I get a demo of the system?

A demonstration video of the system is available on our web page.

If you want a more specific demonstration as well as a discussion related to your needs, do not hesitate to open a ticket on our platform.

CONNECTION

How do we log into the system?

The system is only accessible to people with an email address from the University of Geneva. ISIs credentials serve as access to the system, username and password. The short name and not the email address should be used as username. In addition, the password is case-sensitive and does not support the "space" character.

URL access : https://smartlab.unige.ch

Can I access the system outside the University of Geneva or on a computer other than mine?

Yes, the system is accessible from a web page, we recommend the use of the Google Chrome browser. It is therefore accessible from any computer with an internet connection and access to the VPN of the University of Geneva. Indeed, the servers being installed at the University, access can only be done from the university network (on site or via a VPN)

Does the system have a mobile app?

Yes, eLabNext is available on a mobile application allowing the use of a smartphone or a tablet. Both operating systems, Android and iOS, are supported. To connect your smartphone, you will find more details on the help page: https://smartlab.unige.ch/doc/MobileApps.html

How do I get an eLab license for a new member in my lab?

You can, at any time, add a collaborator in your eLab group (see the process of In & Out in our section "More Info")

The license will be automatically created and taken into account for invoicing.

Only people with an @unige.ch or @etu.unige.ch email address can be added.

DATA

Where the data is stored?

All data recorded in the eLabNext system is stored on centralized servers at the University of Geneva, which meets all the usual security aspects.

Is my data regularly backed up?

eLabNext infrastructure is backed up everyday and kept for 60 days.

The associated database is backed up everyday and kept for 7 days.

Can anyone access my data in eLab?

No, eLabNext is compartmentalized by research group. Only members of your lab (or guests of your choice) have access to the group. In addition, it is possible to determine roles for each person and define permissions for each role. Members of your group who have the administrator role will, by default, be able to see all the data saved in your group.

Is the system accessible to other UniGe faculties?

Currently only the Faculty of Medicine benefits from this tool and provides the necessary support to users. However, this tool could be installed in other faculties.

What happens when a member of my lab leaves?

When a member leaves your group, you can remove him/her from the member list in the system. This person will no longer have access to the system, but all the information he/she has entered will remain and be accessible by the other members of the group (see the process of In & Out in our section "More Info").

RESEARCH

SmartLab: monitoring of lab activities goes digital

Tool specifications

Tool demonstration

Training

Price