SMPH Facilities — Sonicu Alarm Monitoring
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Overview
Last Updated: February 13, 2025
To safeguard research integrity and ensure the safety of valuable temperature-sensitive materials, all laboratories participating in the Sonicu Freezer Monitoring System must designate an individual responsible for receiving temperature alarms and establish an escalation contact list known as the call-down contacts for alarms. It’s important to note that SMPH Facilities exclusively supports the Sonicu Freezer Monitoring System. We are unable to assist with any other devices used for temperature monitoring.
Purpose
To ensure that all laboratory alarms are promptly received and addressed, each lab must add its Principal Investigators (PIs) or designated individuals to the Sonicu Monitoring System. The PI or designated individual will be the first to receive texts, emails, or calls from Sonicu regarding equipment alarms. Labs can have more than one person receive the initial alarm to ensure a timely response. Labs also need to provide escalation alarm contacts if the primary contacts are unable to respond promptly. Labs will provide the contact information to Sonicu.
It’s crucial to understand that SMPH Facilities do not respond to temperature alarms. It is the sole responsibility of the labs to ensure they are actively monitoring their equipment using the Sonicu system. We cannot provide support for other temperature monitoring devices.
Responsibilities of Laboratories
Receive Alarms
Labs are responsible for receiving all alarms related to their temperature equipment through the Sonicu system.
Monitor and Check Alarms
Upon receiving an alarm, labs must promptly check the condition of the equipment and take necessary actions to protect their research.
Escalation Alarms
Labs need to add escalation points of contact, also known as a call-down list, to ensure that if the initial notification is not handled, subsequent contacts are notified. This helps guarantee that alarms are addressed in a timely manner, preventing potential research disruptions.
Service Procedures
If technical support or service is needed on the temperature monitor itself, labs need to follow the outlined procedure in 102.1 to request assistance from Sonicu. It is important to note that Sonicu is solely a temperature monitoring system and does not provide freezer maintenance.
Temperature Equipment Maintenance
For any actual service work on the temperature equipment, departments need to reach out to their service provider. SMPH Facilities recommends working with 608 Mechanical, a state contract vendor, for any necessary maintenance or repairs of refrigerant items. They can be contacted at:
Phone: 608-279-6810
Email: jill@608mechanical.com
Sonicu Support and Resources
Sonicu Guidelines
Sonicu Freezer Temperature Monitoring System
Due to significant growth (we now support more than 575 points and are scheduled to add about 100 more points shortly with a growing geographical support footprint), we will be implementing an annual support charge for each temperature monitoring point effective 10/1/2024.
This fee will help us maintain the high level of service you have come to expect, including:
- Continuous monitoring and alerts
- Data analysis and reporting
- System maintenance and updates
- Technical support
We understand this change may impact your budget, and we apologize for any inconvenience. This fee is necessary to ensure our system’s continued reliability and effectiveness.
For freezer installations by an SMPH department or center:
Future installation of individual monitoring points will cost $465, and all existing and new points will be subject to an annual support fee of $200 per point. Suppose your freezer was recently installed, and you paid a more significant installation fee. In that case, we will work with you individually to ensure a fair application of the fees you paid against future payments due.
For freezers that do not belong to SMPH departments:
Since you will be purchasing your equipment directly from Sonicu, there will be an installation-only charge of $150 for each monitoring point and an annual support fee of $200 per point.
For freezers located in the WIMR Freezer Farm:
Since your freezer is part of the freezer farm, you have been on a fee schedule different from that of other freezer owners. Your annual charge, which covers the cost of temperature monitoring and environmental upkeep, will remain unchanged at $485 per year
We reserve the right to adjust these fees in the future if the contract renewal requires us to do so. We value your continued partnership and appreciate your understanding. If you have any questions or concerns, please submit a ticket as described above.
Sonicu Freezer Alarm System Information Page
To Login to the SMPH Sonicu Freezer Alarm System, click the following link (Sonicu.com). Select the Login link at the top right to go to the login page.
- For the first time logging in, select the ‘Need to be reminded of your “password”‘ to reset or setup your password for the first time.
Sonicu Freezer Monitoring Support Request Form
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Sonicu Technical Support Intake
Sonicu Technical Support Intake
Procedure for Requesting Technical Support and Service for Freezer Monitoring Devices that are from Sonicu
Sonicu Equipment Request Process and Form
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New Sonicu Equipment Intake Form
New Sonicu Equipment Intake Form
Review the Quote
Once the quote is received:
- Review to ensure the number of devices is correct.
- Review pricing.
- If you have any questions, contact Sean O’Connor. He will review the quote in detail and explain the proposal.
Additional Fees
Service Fee:
- All Sonicu monitoring points (also referred to as SonicuDuo) require an annual service This fee is currently $200.00 per monitoring point and will be invoiced yearly by SMPH Facilities.
- This mandatory service fee covers the on-site service and support needs, including the technician’s The cost will be prorated from the date of order to year-end.
- When the order is placed, SMPH Facilities needs to know the funding string you would like to use for the annual Please send the funding string to smph.freezers@office365.wisc.edu.
SoniCloud Monitoring Fee:
- SoniCloud monitoring will be included in the proposal for the new device at a prorated rate for the remaining months of monitoring.
- Note that there will be additional fees associated with the cloud fee after January 31, The contract will be renegotiated by the end of 2025 with Sonicu.
- The current cloud monitoring contract is for three years, at roughly $180.00 per monitoring point, and it expires on January 31, 2026.
- SoniCloud is a robust, secure, cloud-based platform that aggregates system- wide monitored data to a dashboard, providing 24/7 access to critical information and alarms.
Placing the Order
- Have your department administrator or the person responsible for Shop UW items in your department enter the information in Shop UW to get a PO released to Sonicu.
Shop UW Notes:
- Sonicu is a non-catalog item.
- Sonicu Name in the non-catalog item: Sonicu LLC
- Address: CHK-11 AMERICAN LEGION PLACE, 11 AMERICAN LEGION PL, GREENFIELD, Indiana 46140-2317, United States
- Ensure all items from the quote, including shipping costs, are listed in the item section in Shop UW.
- Select the appropriate shipping location for order pickup.
Post-PO Release
- Once Sonicu obtains the PO, they will process the order, which takes a couple of weeks before installation.
- Sonicu will coordinate the installation with their subcontractor, CoolSys.
- Sonicu or CoolSys (subcontractor) will contact the requester to schedule the installation.
Sonicu Mobile App for Apple & Android
You can download this app from the Play Store or the App Store and monitor your freezers from anywhere in the world. You will need to setup your password on the computer before you can login to the app.