Transcript Shared Resource Billing / Member Usage Tracking (Simon)

Suzanne Simon
Cancer Center Administrator
James Fitzpatrick
Sr. Director of Scientific Core Facilities
Director of the Advanced Biophotonics Core
 Founded by Jonas Salk in 1970
 Designated as NCI Basic Center in 1973
■ Center includes 30 Faculty members
■ 200 Post-doctoral researchers
■ 50 Graduate research students
 Cancer Center Director: Tony Hunter, Ph.D.
 Cancer Center is distributed across Salk
■ 62% of Institute participate in Center programs
 NCI Review of Center Renewal (2008)
■ Recommendation for central database
Collect, administer and interrogate Shared Resource Use
 Provide uniform invoicing for all laboratories
 Provide ability to track CC vs non CC use
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 Challenges:
■ Most CC supported cores – legacy systems
■ Need existed to create a uniform system for all cores
Collecting data
 Invoicing users
 Tracking usage
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 13 Scientific Core Facilities at Salk
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Biophotonics and Imaging (BPHO)
Animal Behavior Testing (BTC)
Flow Cytometry (FCCF)
Functional Genomics (FGL)
Genome Manipulation (GMC)
Gene Transfer, Targeting and Therapeutics (GT3)
Integrative Genomics and Bioinformatics (IGC)
Histology (HIC)
Next-Gen Sequencing (NGS)
Peptide Synthesis (PSC)
Proteomics (MASS)
Stem Cell (STEM)
Transgenic Animals (TGC)
 13 Scientific Core Facilities at Salk
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Biophotonics and Imaging (BPHO)
Animal Behavior Testing (BTC)
Flow Cytometry (FCCF)
Functional Genomics (FGL)
Genome Manipulation (GMC)
Gene Transfer, Targeting and Therapeutics (GT3)
Integrative Genomics and Bioinformatics (IGC)
Histology (HIC)
Next-Gen Sequencing (NGS)
Peptide Synthesis (PSC)
Proteomics (MASS)
Stem Cell (STEM)
Transgenic Animals (TGC)
 13 Scientific Core Facilities at Salk













Biophotonics and Imaging (BPHO)
Animal Behavior Testing (BTC)
Flow Cytometry (FCCF)
Functional Genomics (FGL)
Genome Manipulation (GMC)
Gene Transfer, Targeting and Therapeutics (GT3)
Integrative Genomics and Bioinformatics (IGC)
Histology (HIC)
Next-Gen Sequencing (NGS)
Peptide Synthesis (PSC)
Proteomics (MASS)
Stem Cell (STEM)
Transgenic Animals (TGC)
 13 Scientific Core Facilities at Salk













Biophotonics and Imaging (BPHO)
Animal Behavior Testing (BTC)
Flow Cytometry (FCCF)
Functional Genomics (FGL)
Genome Manipulation (GMC)
Gene Transfer, Targeting and Therapeutics (GT3)
Integrative Genomics and Bioinformatics (IGC)
Histology (HIC)
Next-Gen Sequencing (NGS)
Peptide Synthesis (PSC)
Proteomics (MASS)
Stem Cell (STEM)
Transgenic Animals (TGC)
 13 Scientific Core Facilities at Salk













Biophotonics and Imaging (BPHO)
Animal Behavior Testing (BTC)
Flow Cytometry (FCCF)
Functional Genomics (FGL)
Genome Manipulation (GMC)
Gene Transfer, Targeting and Therapeutics (GT3)
Integrative Genomics and Bioinformatics (IGC)
Histology (HIC)
Next-Gen Sequencing (NGS)
Peptide Synthesis (PSC)
Proteomics (MASS)
Stem Cell (STEM)
Transgenic Animals (TGC)
 Flexible system
■ Each core facility receives requests differently
Scheduling time on microscopes or cytometers
 Requesting different DNA / protein sample preps
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■ End result: need to accommodate different data inputs
 System must interface with Banner (FIN)
 Multiple user access
■ Core Managers, CC Admin / Director, Core Director
 Reporting (CC data tables)
 Several Commercial Vendor Options
■ iLabs Solutions / CORES
■ PPMS
■ Idea Elan
 Large upfront cost plus yearly charges
 Built for larger enterprise solutions
 CHALLENGE:
■ Lack of dedicated funds to purchase system
■ No dedicated full-time administrator to manager
 Given Salk’s small size – homegrown solution
■ Flexibility to custom-design interfaces for each core
■ Salk Business Info Systems to administer databases
■ Ability to directly interface with Salk Financial system
 James Fitzpatrick (BPHO Dir / Sr. Dir CORES)
■ Worked with Suzy Simon (CC Admin)
■ Developed centralized invoicing and usage tracking
■ CRMS – Core Recharge Master System
Data
Warehouse
LABS
Reporting
Pre-invoicing
Cycle
Salk Databases
FIN
Chart of Accounts
Lab Table
People
Core Databases
Recharge Master
Reporting
RACT
Core Labs
NCI
NEI
NINDS
etc…
Input Methods
FileMaker Pro 12
BPHO
WEB Scheduler
PPMS
WEB
External Interface
WEB
Internal Interface
Direct User
Input
BTC
FCCF
FGL
GMC
GT3
HIC
IGC
NGS
PSC
Core Manager
Input
MASS
STEM
TGC
Salk Databases
Core Databases
BPHO
CHART OF
ACCOUNTS
BTC
FCCF
FGL
CONTACTS
GMC
GT3
DEPT
TABLE / PEOPLE
HIC
IGC
NGS
PSC
Recharge Master
BPHO
BTC
FCCF
FGL
GMC
GT3
HIC
IGC
NGS
PSC
MASS
STEM
TGC
MASS
STEM
TGC
FIN PO’s /
Contacts
PSC
External
Fund
Lab
PI
User
Person Code
Qty
Product
Description
Charge
Date of
Charge
Recharge
Period
NCI
Rate
Serial
Recharge
Center
PO
IDC Rate
Sales
Tax
MTA
ORG
FILER
EXTERNAL
LABS
RACT
FIN
Internal Usage
Reporting and
Invoicing
On-line Soon
IGC
Internal
Recharges
Labs/Depts
Years
Monthly PDF
Reports
 CRMS system functional
 Project start April 2013
 Current Status (1 year later…) :
■ 11/13 cores recharging through this system
■ Remaining two will be in production by April 2014
■ System fully functional by June 30, 2014
 Provides reporting
■ Essential for grant progress reports and renewals
■ Provides usage information to both labs and Institute