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summary level use cases
A use case is a structured description of a how a specific system user (e.g., a Keeper) interacts with the system to perform a particular activity (e.g., “Enter Behavioral Observation”). Use cases express “how” a user expects the system to function from the their perspective. A summary level use case is a high-level version of a use case. The goal of a summary level use case utilized in conjunction with a conceptual data model is to provide a reasonable basis for defining the scope a system.
The summary level use cases below depict the primary transactions/interactions between ZIMS users and ZIMS. The summary level use cases are designed to be consistent with the description of summary-level use cases described in “Writing Effective Use Cases” by Alistair Cockburn. In other words each summary-level use case below could evolve, on average, into 3-5 user-level uses case scenarios at the functional specification level.
Please note that summary level uses cases to support reference/domain table maintenance (e.g., taxonomy, medical reference values, etc.) are not included below. For planning and estimating purposes the proposing vendor should be able to infer the number of reference/domain tables based on the conceptual data model.
The following summary level use cases are categorized as either depicting a “core” requirement (animal inventory, record keeping and management activities) or a “veterinary” requirement (animal medical activities and history). Each summary level use case includes the use case name, primary actor(s) (i.e., users), and a description of what type of interaction the system needs to functionally provide.
The functionality represented by following summary level uses cases are considered to be within the scope of this project:
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| summary level use cases for core requirements |
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Name: Enter an animal (individual or group) into inventory
Primary Actors: Registrar/Curator/Manager/Keeper
Description: Enter the appropriate information to set-up a new animal in the system due to an acquisition event such as a birth (or pre-birth), purchase, donation, capture-in-wild, etc. Includes information regarding the animal and information regarding the parties to the acquisition and type of acquisition. Can also include establishing the relationships (kinship) to other animals in the system such as parents and siblings. |
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Name: Record animal (individual or group) accession
Primary Actors: Registrar
Description: The term Accession means to register and officially recognize an animal as part of the institution’s collection. An animal can be added to the institutions inventory (use case: “Record Animal Acquisition”) without being accessioned into the institution’s collection. Additional information may be captured and maintained for accessioned animals than for non-accessioned animals. |
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Name: Record group event
Primary Actors: Registrar/Curator/Manager/Keeper
Description: A group is subject to a number of events such as a “split” (creating two or more new groups from one group) and merge (create a new group from two or more other groups. |
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Name: Record accession of an individual animal from a group (i.e., term-free acquisition)
Primary Actors: Registrar
Description: Identify and record the accession an individual animal from a group of animals. Typically results from a birth or a change in life stage. Includes adding the individual animal to the institution’s collection and revising the group information as appropriate. |
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Name: Record animal (individual or group) physical disposition
Primary Actors: Curator/Manager
Description: Enter the appropriate information to revise the institution’s current physical collection/inventory due to an event such as death or transfer of an animal to another institution. Note: The physical disposition of an animal may or may not affect the animal’s legal status. For example, an animal may be moved from institution A to institution B for breeding purposes, but the animal is still owned by institution A. |
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Name: Record Animal (individual or group) legal disposition
Primary Actors: Curator/Manager/Registrar
Description: Enter the appropriate information to revise the animal’s legal status due to an event such as a sale, donation, loan, etc. Note: The legal disposition of an animal may or may not affect the animal’s physical location. For example, institution A may sell an animal to institution B, but the animal may physically remain at institution A. |
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Name: Record transfer of animal between enclosures within institution
Primary Actors: Registrar/Curator/Manager/Keeper
Description: Enter information regarding the animal transfer such as enclosure moved to/from, date and time of transfer, person(s) involved in the transfer, status, etc. |
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Name: Record transfer of animal between institutions
Primary Actors: Registrar
Description: Capture and track information regarding the transfer of an animal from one institution to another. Includes specifying the sending and receiving institution, enclosure moved from, method of transportation and the expected and actual departure and arrival dates. System to notify both institutions of actual departure and arrival dates and flag both institutions if animal does not arrive within a specific date parameter. Also captures transfer status/outcome information such as “received”, “lost in transit”, “died in transit”, etc. |
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Name: Revise official group count
Primary Actors: Keeper/Registrar
Description: Update the official count of animals in a group resulting from an event such as an official census, observation, etc. (e.g., the number of ducks in an enclosure or the number of tadpoles in a tank). The official count is classified as either “actual” or “estimate”. Each “estimate” count requires an estimate of the degree of precision of the count. The system also maintains the values of the official count over time. The Keeper can also enter a “provisional” count. The “provisional” count is not included in the official census. |
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Name: Record animal observation
Primary Actors: Keeper
Description: Enter a text-based note regarding an animal observation that is classified by an observation type (e.g., behavioral, dietary, medical, etc.). |
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Name: Review/revise animal observation
Primary Actors: Curator/Manager
Description: A curator/manager, based on their review of the quality, content, classification of an observation, can revise the observation note and classification. Each version of the observation is maintained. A binary object such as a digital photo may also be associated with an observation. |
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Name: Record animal management action
Primary Actors: Curator/Manager
Description: Enter a text-based note regarding an animal management action that is classified by a management action type (e.g., anesthesiology, feeding, pathology, incubation, etc.) |
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Name: Review/revise animal management action
Primary Actors: Curator/Manager
Description: A curator/manager, based on their review of the quality, content, classification of a management action, can revise the action note and classification. Each version of the action is maintained. |
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Name: Record animal contraception action
Primary Actors: Curator/Manager
Description: A contraception action is a type of animal management action. Additional information captured regarding an animal contraception action includes date that mate access started and ended, date bout ended, date lost, etc |
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Name: Create census report
Primary Actors: Registrar/Keeper
Description: A census is the official count of accessioned animals at a point in time. The report is created in various formats and levels of summary to satisfy different constituencies such as regulators, vets, curators, etc. |
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Name: Create inventory report
Primary Actors Registrar/Curator/Manager
Description: The animal inventory report is similar to the census report except that the inventory reflects population changes over time. |
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Name: De-accession and validate extinction of a group.
Primary Actors: Registrar
Description: Set the official group count to 0 and lock any further transactions regarding the group |
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Name: Maintain individual animal demographics/genetic/morphometric information
Primary Actors: Keeper/Curator/Manager
Description: Enter/review/revise/validate animal details such as gender, taxonomy, birth date, weight/length, parentage/kinship, life stage, etc. as new or revised information becomes available. The notion of “validate” implies that the information has been manually reviewed and certified as accurate. |
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Name: Maintain group demographics/genetic/morphometric information
Primary Actors: Keeper/Curator/Manager
Description: Enter/review/revise/validate group details on a percentage basis such as gender, taxonomy, life stage, etc. as new or revised information becomes available. The notion of “validate” implies that the information has been manually reviewed and certified as accurate. |
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Name: Maintain animal management plan
Primary Actors: Curator/Manager
Description: Record a plan that regards how an animal should be managed. The plan is further classified by plan type such as Collection Plan, Training Plan, etc. |
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Name: Maintain animal identification
Primary Actors: Keeper/Manager/Vet/Curator
Description: Add/review/revise an identifier for an animal. There are several categories of identifiers such as electronic (transponder, etc.), Physical (tattoo, notching mark, etc.) and Binary Object (photo, video, etc.). Each occurrence of an electronic identifier will have an electronic ID number. Each occurrence of a physical id will have a description of the id. Each occurrence of a binary object will have an associated file object such as a electronic picture. An animal could have several identifiers. |
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Name: Maintain enclosure information
Primary Actors: Registrar
Description: Create/revise enclosure information. An enclosure is a defined space to house an animal. Typical information includes size (dimensions), type, etc. Also includes relating enclosures to other enclosures to capture the structure and hierarchy of an institution’s animal habitats. |
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Name: Assign animal (Individual or Group) to an enclosure
Primary Actors: Registrar/Curator/Manager/Keeper
Description: Record a relationship between an animal and an enclosure to identify where that animal is housed. |
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Name: Enter enclosure environmental monitoring event.
Primary Actors: Keeper
Description: Enter information regarding the environmental condition of an enclosure based on a particular test performed by a particular method at a point in time. |
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Name: Enter enclosure maintenance event.
Primary Actors: Keeper
Description: Enter a particular maintenance activity performed on a specific enclosure, at a particular time (e.g., cage cleaning, tank chemistry maintenance, etc.) |
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Name: Record animal medical treatment
Primary Actors: Curator/Manager/Vet
Description: A medical treatment is a type of animal management action. Additional information is captured regarding an animal medical treatment includes the type of treatment or procedure performed, treatment date, vet who performed the treatment, notes regarding the treatment, etc. |
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Name: Enter necropsy results
Primary Actors: Registrar, Vet
Description: Enter a text-based note on the cause of an animal’s death. |
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Summary Level Use Cases for Veterinary Requirements |
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Name: Record/schedule procedure
Primary Actors: Vet, Vet Tech
Description: A procedure is a recognized medical activity that typically involves physical contact with an animal. Attributes typically include procedure type/classification, date/time, place/location/facility, people involved, standard protocol, free from text notes, etc. Each occurrence of a procedure could also be associated with activities such as cases, problems, samples, tests, prescriptions, drugs, etc. Procedures can be related to and/or nested within other procedures. For example, a surgical procedure consists of a series of procedures such as anesthesia, etc. Each type of procedure typically has unique information that is collected specific to an occurrence of that type of procedure. Procedure can be scheduled in advance. A schedule procedure should be able to be replicated and new occurrence added by changing the procedure date. |
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Name: Create/update/maintain/review an animal “problem”
Primary Actors: Vet, Vet Tech
Description: A problem represents a medical issue with respect to an animal that a vet deems is of sufficient interest that it is recorded in the system and associated with the activities (i.e., procedures, treatments, observations, etc.) performed in connection with the problem. The decision to record a problem is subjective. The status – “open” or “closed” of the problem is captured along with other relevant attributes. Also see “case” below. The relationships and distinctions between “problem” and “case” are to be determined in the analysis phase of the ZIMS project. |
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Name: Create/update/maintain/review a “case”
Primary Actors: Vet, Vet Tech
Description: A case can include and/or be related to opinions, diagnoses, procedures, etc. regarding the medical care and treatment of an animal. The definition, creation, and use of a case is currently somewhat subjective. However, a case is typically opened if the vet expects to treat an animal in some manner. The status “open” or “closed” of the case is captured along with other relevant attributes. Also, see “problem” above. The relationships and distinctions between “problem” and “case” are to be determined in the analysis phase of the ZIMS project. |
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Name: Record/revise prescription for animal treatment or enclosure treatment
Primary Actors: Vet, Vet Tech
Description: Enter the prescribed medical treatment for an animal (or an enclosure) with a medical condition (e.g., diabetes, high blood pressure, high bacteria count, etc.). Capture interval of treatment (e.g., daily, hourly), start date, stop date, review date, drug(s) used, result of treatment, etc. A treatment can be a one-time occurrence or a recurring treatment (e.g. recurs every three months). Recurring treatments should automatically be scheduled on an activity calendar. |
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Name: Record/review/revise animal observation
Primary Actors: Keeper/Vet/Curator
Description: Enter a text-based note regarding an animal observation that is classified by an observation type (e.g., behavioral, dietary, medical, etc.). Based on a review of the quality, content, classification of an observation, an observation note and classification may be revised. A binary object such as a digital photo may also be associated with an observation. |
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Name: Record drug dispense transaction
Primary Actors: Vet, Vet Tech
Description: Dispensing of a drug from the pharmacy subtracts the quantity of the dispensed drug from the on-hand inventory balance, prints a container (tube, vile, bags, pouch, etc.) label, prints an instruction sheet for administering the drug, and associated the dispensing transaction with a prescription. For drugs classified as “controlled” the transaction associates the drug with a specific container/lot number in inventory. |
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Name: Record drug receipt transaction
Primary Actors: Vet, Vet Tech
Description: Receipt of the drug into the pharmacy increases the on-hand inventory balance of the drug. A receipt can result from an order received from a vendor, a drug being returned to stock unused or partially used in connection with the treatment of an animal or enclosure, or a drug mixed on premises. Additional attributes of controlled drugs that need to be tracked include the vendor and lot number of the purchase, expiration date of the lot/container, where/how the drug was utilized, etc. Future enhancement – ability to read bar codes from containers to track expiration dates. Note: the rules governing the tracking of controlled drugs varies greatly among countries. |
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Name: Review animal census
Primary Actors: Registrar/Keeper/Vet
Description: A census is the official count of accessioned animals at a point in time. The report is created in various formats and levels of summary to satisfy different constituencies such as regulators, vets, curators, etc. |
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Name: Record/update animal “sample” transaction
Primary Actors: Vet, Vet Tech
Description: Capture type of sample (e.g., blood, urine, tissue, sperm, etc.), which animal or enclosure it came from, quantity, quality, where it is located, and history of location. A sample can be created in-house and utilized in-house, created in-house and shipped to a third party, or created by a third party and received by the institution. |
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Name: Record/process a request for biomaterials
Primary Actors: Vet/Keeper/Manager/Curator
Description: Record a request for biomaterials (i.e., animal sample) from internal parties, other zoological institutions, and various third parties. Information associated with recording and processing the request include the type of biomaterial, the type of animal (to determine from taxonomy what permits may be required), the specific animal the material is from, the procedure associated with creating the biomaterial, recipient of material, expiration date associated with the request, and free form text to capture, if required, the justification for the biomaterials. |
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Name: Record request for lab test
Primary Actors: Laboratory, Vet, Vet Tech
Description: The lab receives a request for a test from a vet via a number of modes such as phone call, email, fax, etc. The lab enters test request information such the type of test, parameters of test, who requested the test, time requirements of test, sample(s), if any, associated with the test, etc. |
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Name: Schedule/record lab test
Primary Actors: Vet, Vet Tech, Keeper, Registrar, Curator
Description: Schedule the test type, date/time, method type, instrument type, and expected date to received results. For each completed test record the instrument settings, unit of measurement, and measurement values. Note: Many lab tests are performed by an outside lab. Lab test results can be communicated to the vet/institution in a number of ways such as email, voice and fax. In the short run, the test results will be manually entered into ZIMS. ZIMS should enforce a number of validation rules to help ensure accurate data entry. In the future, the vet community would like to have lab test data automatically captured and entered into ZIMS (and associated with an animal record) via some type of data interchange with the machine conducting the test. |
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Name: Maintain standard/normative test result values
Primary Actors: Vet, Vet Tech
Description: A type of test could be associated with three types of predefined standard/normative result values and/or ranges of values: published values, local values, ZIMS global database values. |
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Name: Record request for Vet service
Primary Actors: Curators, Keepers, Registrars
Description: Curators/keepers, etc. request vet services on an on-going basis. Currently, the request is communicated via email, phone, or report. ZIMS should enable a request to be created and tracked via ZIMS. The request should include who is requesting the service, type of service, the animal involved and free-form text narrative regarding the nature of the request. The request could result in being associated with a case, procedure, diagnosis, and prescription |
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Name: Record environmental monitoring data
Primary Actors: Vet/Keeper
Description: Enter data from an environmental monitoring event (e.g., the temperature of an aquatic tank at certain time intervals). Could also include readings based on certain events such as when a temperature alarm goes-off in a tank. |
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Name: Create preventative medical schedule
Primary Actors: Vet, Vet Tech
Description: Create a date/time advance schedule of medical procedures (shots, tests, etc.) to be performed on a specific animal for the purpose of preventive medicine |
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Name: Record/process pre-shipment request for vet/medical services
Primary Actors: Registrar/Keeper/Vet
Description: The zoological institution transferring/shipping an animal to the receiving institution may specify to the receiving institution certain types of medical procedures/treatments/etc. that need to be performed upon receipt. The specification could be based upon a regulatory requirement, unique need of the animal, etc. The transaction should be associated with the transfer transaction and enable a Vet to schedule the appropriate procedure/treatment/etc. |
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Name: Record/revise diagnosis
Primary Actors: Vet, Vet Tech
Description: Enter diagnosis text information and associate the diagnosis to other activities such as a case, treatment, procedure, etc. Support the concept of differential diagnosis – create/link a series of candidate diagnosis as part of an overall diagnosis for a case. Support the concept of a summary diagnosis – associating a group of diagnosis and creating a high-level text summary that applies to the group. |
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Name: Create alternate animal identifier
Primary Actors: Vet, Vet Tech
Description: Enable a Vet to create an additional/alternate animal ID (tag, photo, descriptive, character based tattoo, marker, etc.) on an as needed basis. Each alternate ID is associated with the primary identifier so that the history of the alternate identifiers can be tracked over time. |
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Name: Record/revise/search clinical note(s)
Primary Actors: Vet/Keeper
Description: Create, revise a free-form text base note associated with various activities such as procedures, observations, etc. Search the notes based on key words, character strings, etc. |
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Name: Record enclosure maintenance event.
Primary Actors: Keeper, Vet, Vet Tech
Description: Enter a particular maintenance activity performed on a specific enclosure, at a particular time (e.g., cage cleaning, water chemistry test, tank chemistry maintenance, effluent discharge, etc.). For each occurrence of effluent discharge (water from an aquarium tank, pond, etc.), capture the source (tank, etc.), effluent makeup/chemistry, destination, date/time, etc. |
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Name: Record post mortem/necropsy exam information
Primary Actors: Vet, Vet Tech
Description: Capture information regarding a series of procedures to determine the animal cause of death. Capture free-form text regarding normal, abnormal, and incidental findings. Enter free form text regarding cause of death. Associate the cause of death with a class/type of standard causes. |
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Name: Record quarantine status of animal
Primary Actors: Vet, Vet Tech
Description: Record the date that an animal starts and ends the status of “quarantine”. This enable queries numerous quarantine types of queries such as identifying what animals and enclosures the animal was located with and within prior to, during and after quarantine. |
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Name: Record anesthetization (type of procedure) information
Primary Actors: Vet, Vet Tech
Description: Associate the procedure with the animal that is subject of the procedure and drugs utilized. Associate the procedure with the equipment utilized in the procedure. Capture the resulting depth that resulted from the procedure (e.g., mildly sedate, heavily sedated, sedated for surgery, etc.) and a rating of the overall success of the procedure (poor, fair, good, excellent). |
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Name: Maintain individual animal demographics/genetic/morphometric information
Primary Actors: Keeper/Curator/Manager/Registrar/Vet
Description: Enter/review/revise/validate animal details such as gender, taxonomy, birth date, weight/length, parentage/kinship, life stage, etc. as new or revised information becomes available. The notion of “validate” implies that the information has been manually reviewed and certified as accurate. |
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Name: Maintain group demographics/genetic/morphometric information
Primary Actors: Keeper/Curator/Manager
Description: Enter/review/revise/validate group details on a percentage basis such as gender, taxonomy, life stage, etc. as new or revised information becomes available. The notion of “validate” implies that the information has been manually reviewed and certified as accurate. |
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Name: Print/request/access recurring standard report.
Primary Actors: Vet, Vet Tech, Keeper
Description: Print/request/access recurring standard report on an as needed basis. Typical/common reports include Summary of the Days Activities, Medical History, Animal Record/History Summary Reports (available to be sorted and/or filtered by various criteria), Controlled Drug Report, Active Cases Report, Scheduled Preventative Medical Treatments, Pending Treatment Report (e.g., A lab report to third party waiting for results) Calendar of Schedule Events (e.g., Looks ahead for things (treatments, etc.) scheduled. |
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Name: Review animal medical history
Primary Actors: Vet, Vet Tech
Description: Ability to drill down and across an animal’s medical information from multiple perspectives. This includes the ability to review cases, procedures, treatments, observations, tests, samples, etc. relating to an animal. This also includes the ability to perform key word and character string searches of the free-form text associated with the animal and related information. Also includes ability to search and review by signalment, phenotype, and taxonomic data/attributes. |
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