The document summarizes the implementation of a global documentation system called GRIN-Global at the Portuguese Plant Genetic Resources bank in Portugal. It describes loading passport and inventory data for over 2,400 accessions across various crop collections. System functionality was analyzed and initial testing was performed before full implementation. Training and data uploads were conducted over multiple years. System upgrades required support to migrate data successfully. Recommendations include following implementation steps, ensuring long-term support, proper training, and developing tools to facilitate upgrades.

1. Implementation of a PGR Global
Documentation system in Portugal
Ana Maria Barata, Filomena Rocha, João Oliveira, José Maria Lima

3. Banco Português de Germoplasma Vegetal

4. Collections network

6. Allium sativum L. Humulus lupulus L.

9. Viability Tests Brassica oleracea L.

10. Phenotypic Evaluation
Phaseolus vulgaris L.

12. Collections Total
Cereals 719
Forrages 121
Fruits 37
Grain Legumes 734
Medicinal and Aromatic Plants 47
Oil crops 41
Ornamentals 63
Vegetables 653
Other species 57
Total 2 472

15.  Identification of functionalities needs
Indexing of data
to relate the information from your genebank into the system
Load the data inventory
first start with the accession-level passport data for all collections
maintained in the genebank, inventory data and secondly plan f
or the remaining related datasets - such as characterization,
evaluation, molecular data.
 Public web site launching

16. Analysis of the procedures in the genebank
Business Concepts (Taxonomy, Accession, Collection, Curator,
Passport, …
Actual Data Base (Organized by species, File Maker and Excel)
Business Process

17. Reasoning for the implementation
Created by USDA/ARS, with Bioversity International that
coordinated testing and feedback from the international
genebank community, with the Crop Trust.
Royalty free, it can be world-wide, permission to use, to copy
and/or modify.
Result analysis and decision
Main of he functionalities support BPGV and
ISOplexis needs

18. Indexing of data
• Design base files, in excel, for gathering the existing passport and
inventory data
• Creation of script files, in “excel” and “txt”, to transform the data,
from the base files to the import wizards tools format
• Developing views, in Admin Tool, to use in Curator Tool
Base File
Import File 00512-BPGV
BPGV00512

19. • Building preliminary data: code groups (codes for active and base
collection), cooperators and taxonomy
• Initial tests performed with a sample of 40 Accessions
• Validation of the imported information
• Corrections in de script files
• Load all the accession’s passport and inventory data
Inventory

20. 2011 Training in June 2011 in BPGV and in ISOplexis
October/2015 Accessions e Inventory data upload
Dez/2015 Public web site on-line
2013 Evaluation of system capacity to genebanks needs:
functionality analysis and platform functionalities

21. Change version from 1.7.2 to 1.9.4
without loosing the data
This process has taken sometime and encountered some
difficulties,
but with the support of Juan Carlos and the João Oliveira and
José Lima it was possible to test and change.

22. Proposal and Suggestions for new functionalities
• Include decimal values in sample quantity
(already implemented by our suggestion)
• To build a migration tool for version upgrade
• Develop “specific forms”, supported in the GG
tables, to manage accessions stocks ( inputs and
outputs) in the different conservation conditions
and collections.

23. Recomendations
• Follow the implementation process in its four steps:
1) System Evaluation Training;
2) Functionality Analysis;
3) Implementation Decision;
4) Planning Next Steps;
• Ensure national and institutional recognition and long
term support;
• Genebank operations budget to include budget line for
documentation and information management activities;
• Proper training of genebank staff on the GG tools;

24. Recomendations
• Document your change processes and data index -
make your own ‘GRIN-Global [Name] Data Dictionary’;
• Establishment of a community of practices for GRIN-
Global development and users;
• To facilitate upgrading the priority must be to build a
migration tool for version upgrade;
• Long term support from USDA, TRUST and Bioversity
International, for adoption and implementation.

25. Thank you very much