Introduction for Academic Business Managers
April 2015
Current environment
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Separate systems and methods for making reservations and
requests across the shared resources
Difficulty linking grants/fund codes to requests & reservations
Not integrated with SAP/R3; manual billing process for most
shared resources increases errors
Delays in posting charges to fund codes
Users have to be set up in each core separately,
and accounts often persist after they leave
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No consolidated reporting by grant across all shared resources
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No central support
System goals
Provide a centrally supported, enterprise wide, efficient,
booking to billing system to support operation
of shared resources.
This goal will be met by:
• Automating fund code management via SAP interface
• Mechanizing billing and invoicing
• Integrating SAP/R3 to manage JVs
• Providing robust reporting for core management
• Centralized user profiles across all shared resources,
supported by Department
System features
Fund code management
• Auto creation of projects via SAP for each fund code
• Auto creation of PI, FM & GM accounts
• Auto link fund codes to PI, FM and GM
• Auto management of fund code status
• Ability to put project/fund code on hold
• Assignment of memberships
Billing
• Direct billing through SAP/R3
• Automated or manual daily, weekly and monthly billing cycles
• Split billing
• Pre-invoice option
• Review charges to date
• Review pending charges
System features, continued
Booking
• Instrument reservations
• Service requests
• Lab & tool reservations (Phase II)
• Estimates for reservations & services
• Instrument / tool certification management
• Notes, two-way communications
Access security
 NetID and Password
 Role-based security by fund code and privileges
 Favorites by user
Grant management features
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Auto-creation of project for each active SAP fund code
Affiliation & membership linking for discounts
Link students & lab staff to projects for accurate billing
Closeout compliance
Reporting of pending, in process, and completed requests
Status tracking
Fund Code-level reporting
Consolidated review across multiple fund codes
Pending/Historical Reservations & Service Requests
Pending/Billable/Historical Services
Facility user notes
Email and Safety Officer notifications
Operational support
Shared Resources Operational Support Structure
Shared Resource
SOM SR
(Core)
Regional Office
Access: Phone, ServiceNow Access: Phone, Service Now Access: Service Now Ticket
Ticket
Ticket
Billing, Invoicing Issues
- Password
All Core specific issues
- Rates & Rate Tables
- Network
- Equipment
- Fund Codes
- Account Access
- Calendar/Schedule
- Reconciliation
- Facilities
- Affiliations / Memberships
- Services
- Discounts
- Split Invoice
- Training PI/FM/GM/FU
- Facility User
- Facility User linking
- External User
DHTS Service Now
ORI Research
Support Services
Access: Service Now Ticket
CoreResearch@Duke Issues
- Program functionality
- Bug resolution
- Documentation
- Training Shared Resources
Training overview
Shared Resources Training Plan
Training
Objectives
Basic
Usage &
Operational
Facility Users
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Update Profile
Access Help
Create quick links
Manage Estimates
(create, edit,
cancel, submit)
 Manage Service
Requests (create,
edit, cancel,
submit, and change
funding source)
 Reservation
(create, edit,
cancel, submit, and
change funding
source)
 Manage
Notifications
Core Users
PI and PI-D
 Update Profile
 Access Help
 Link/De-link
Facility Users
 Create PI Delegate
 Create quick links
 Manage
Notifications
Core Personnel
Core Manager/Director
 Update Profile
 Access Help
PI-D, GM, and FA
 Update Profile
 Access Help
Core Staff
 Update Profile
 Access Help
 Link/De-link Facility
Users
 Create PI Delegate
 Create quick links
 Manage Notifications
 Manage Projects (put
on Hold, etc.)
 Manage Invoices (view,
preview, and summary)
 Run Queries (pending,
completed, funding
source status, historical
projects, invoices, etc.)
 Manage Estimates (create,
edit, cancel, submit)
 Manage Service Requests
(create, edit, cancel,
submit, and change funding
source)
 Reservation (create, edit,
cancel, submit, and change
funding source)
 Manage Notifications
 Manage Projects (put on
Hold, etc.)
 Manage Invoices (view,
preview, and summary)
 Manage Estimates
(create, edit, cancel,
submit)
 Manage Service Requests
(create, edit, cancel,
submit, and change
funding source)
 Reservation (create, edit,
cancel, submit, and
change funding source)
 Manage Notifications
 Manage Projects (put on
Hold, etc.)
 Split Charges
 Manage Invoices (edit,
view, preview, and JV
Now)
 Run Utilization Reports
Trainer
ORI & Cores
Regional Office
(SOM)
Regional Office (SOM),
ORI
ORI
Delivery
Method
SOP and Step-by-step
Documents
SOP and Step-by-step
Documents
SOP and Step-by-step
Documents
Workshops SOP, and Step-bystep Documents
Workshops, SOP and Stepby-step Documents
Implementation overview
Phase I (Pilot) – Completed
• GCB Integrated Genomic Analysis
• DHVI RBL Immunology
Phase II participants – 10 SR, 2 BB SR
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Several successful
cycles of journal
voucher postings
through SAP/R3
interface!
Light Microscopy Core Facility
Shared Materials Instrumentation Facility
Research Flow Cytometry - DHVI
Flow Cytometry Shared Resource - DCI/Immunology
Flow Core - CFAR
Irradiator Shared Resources (4)
Duke Immersive Virtual Environment
Center for Applied Genomics Biospecimen Repository
Biospecimen Repository & Processing Core
Implementation overview, continued
Phase II new functionality
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Accounts receivable integration
Reservation enhancements
Project and fund code status enhancements
Billing step rates enhancements
Several other small enhancements
Phase II timeline
• Requirements specification well underway
• Implementation from April 2015 – December 2015
Implementation overview, continued
Phase III general rollout
• Implementation of shared resources that fit the base
profile
• Approximately 50 shared resources
• Rollout starts April 2015 through 2016
Questions?