iLab Training for VU Departments & Users VUMC Office of Research

Agenda VUMC Cores live in iLab Training User Support Resources

VUMC Cores live in iLab

iLab Training

Core Users All users will need to register Registration instructions available on the Office of Research website Once registered, all VUMC and VU users will access the application using their VUNet ID and ePassword NOTE: Webform located on the OOR site. Existing users can request additional roles by submitting a request on a webform.

Registration Tips Step 2: Step 1: Enter your VUNet ID and ePassword VUMC or VU User (with VUNet ID) Step 2: Enter your VUNet ID and ePassword If you have not yet registered, the system will ask you to select your PI’s name.

Registration Tips Step 3: If your PI is not listed select AAA Default (VU) Lab If you work with multiple PIs, email CoresEmail@Vanderbilt.edu. VU Students mentored by VUMC Faculty – Select the default lab. Step 3: Select your PI Name and provide requested information.

Core Users: Customer Payment Notes: VU Users use the PO Number payment functionality PO Numbers are added by PI or Lab Member Core must approve before billing can be completed. Once approved, the number is available for future order requests. Core can also add and approve a PO number on behalf of a customer before orders/reservations are requested.

Core Users: Customer Payment Notes: VU Users are instructed to enter their VU cost centers as the “PO Number” Spending limits must be entered for each PO during creation. One PO Number per User per core VU users will also have the ability to pay with a “scholarship fund”.

Adding a VU Standing PO Demo

Adding a VU Standing PO Demo Select the Core 1 Select the Core Name

Adding a VU Standing PO Demo 2 Select PO or VU Cost Center tab

Adding a VU Standing PO Demo 3 Select Add New PO

All Purchase Orders must be Approved by the Core prior to use. Adding a VU Standing PO Select the PI’s name from the Group box. 4 5 Enter the VU Center Number 6 Add VU Center Name 7 Enter Amount Each PO needs to be setup with an initial amount so that charges can be billed. * The initial amount entered is not intended to be the actual amount charged for core services. * It is only a ceiling on what could be billed over the course of time. * No funds will be encumbered. * Charges will only be billed for services actually rendered. * Consider setting a higher amount to prevent any delays in requesting core services or reservations. Each individual user will need a separate PO for each core. Notes: Ensure the Appropriate “Group” is selected. Department Admins are unable to do this. 8 Enter Expiration Date 9 Select Save Purchase Order All Purchase Orders must be Approved by the Core prior to use.

New web form https://medschool.Vanderbilt.edu/oor/vumc-cores-ilab-solutions-transition

Project Workflow Demo Request a Project

Project Workflow Demo Select the Core 1 Select the Core Name

Select “Request Service” Project Workflow Demo Request a Project Select “Request Service” 2

Don’t see your PI’s name? Project Workflow Demo Request a Project 3 Select your lab’s name (PI) in the “lab” field. Don’t see your PI’s name?

Complete the custom form. Project Workflow Demo Request a Project Complete the custom form. 4

Project Workflow Demo Request a Project 5 6 Select the user’s Standing PO. 5 Select submit request to core to continue. 6 NOTE: For those of you that use scholarship funds (known as center funds in iLab), we will be showing you later in this presentation how to select this. iLab uses the term Standing PO to reference external funds. All VU users should add their VU cost center as a Standing PO

The View All Requests tab will display. Project Workflow Demo Request a Project The View All Requests tab will display. 7 Note: This will only show service or project requests and you will need to view another tab to see pending reservations. You will be able to see all of your Service or Project Requests for this core by reviewing the View My Requests tab.

Reservation Workflow Demo Request a Reservation

Reservation Workflow Demo Select the Core 1 Select the Core Name

Reservation Workflow Demo Select Schedule Equipment 2 Please note the “Reservation” tab can have various names. It can be called “Schedule Equipment”, “Schedule Services”, etc. Each core may have a slightly different name based on the services they may offer. 3 Select View Schedule

Reservation Workflow Demo Note: If the user has more than one (1) lab, they will need to select which lab they would like to make the request for. 4 Select the Date/Time by dragging your cursor over the calendar.

Reservation Workflow Demo 6 Complete Form 5 Verify Date/Time

Reservation Workflow Demo Select the applicable Standing PO number 7 8 Select Save Reservation iLab uses the term Standing PO to reference external funds. All VU users should add their VU cost center as a Standing PO

Reservation Workflow Demo 9 Reservation will appear on the calendar stating Pending Approval. NOTE: If core requires approval, it will be pending here. Not all reservations will require core approval. You will be able to see all of your Reservations for this core by reviewing the schedule.

VA Fund Selection Demo

VA Fund Selection Demo 1 Select the VA-TVHS Lab

Select your existing 999999####. VA Fund Selection Demo 2 Select the Standing PO The Office of Research will manage the VA POs in collaboration with Mike Walsh at the VA. Select your existing 999999####. Email CoresEmail@Vanderbilt.edu if you do not see your VA billing number.

Scholarship Selection Demo

Select the PI’s “VUMC Scholarship & Voucher” Lab Scholarship Selection Demo 1 Select the PI’s “VUMC Scholarship & Voucher” Lab VU Users with scholarship funds will have a separate “VUMC Scholarship & Voucher” Lab.

Select the Scholarship fund number. Scholarship Selection Demo Select Scholarships 2 Select the Scholarship fund number. 3 Once scholarships are added, the PI will receive an email notification. If you do not see your scholarship fund, confirm you have been given access to the fund number by your PI or Lab Manager.

Summary of Lab Groups VU Labs VA Labs VUMC Scholarship & Voucher Labs VU Cost Centers (entered as Standing POs) VU Labs VA Billing Number (999999####) VA Labs Vouchers Numbers for VU Investigators Scholarship Numbers for VU Investigators VUMC Scholarship & Voucher Labs

Lab groups available for VU Faculty Fund Type: Select this lab when you want to make core purchases/ reservations using your VU cost centers. Activating VU Cost Centers VU Cost Centers are added by the user and/or the PI at the core level on the “PO or VU Cost Center” tab. Once added, the core will need to approve the PO. OOR Webform The VU department administrators can also complete a webform to request updates to VU cost centers in iLab. OOR will add and approve Pos at the core level as requested via the webform. Access to VU Funds Once the VU cost center has been added to the requested core site as a “Standing PO’, the user will have access to the fund. Smith, John (VU) Lab Fund Type: Select this lab when you want to make core purchases/ reservations using your VA Funds (99999XXXX) VA Funds (999999xxxx) VA funds are considered external funds. VA funds are added as a ‘Standing PO’ number to each VUMC core facility that will be used. The VA fund must be added for each individual lab member at each core facility. Activating VA Funds Contact the Office of Research to activate VA funds for each of the lab members. NOTE: This is a manual process, and we will activate upon request. Please provide the VUMC core name and the name of the lab member. Access to VA Funds Once the VA fund has been added to the requested core site as a “Standing PO’, the user will have access to the fund. Smith, John (VA) Lab Fund Type: Select this lab when you want to make core purchases/ reservations using your scholarship or voucher funds. Scholarship and Voucher Funds These funds are considered internal funds. Activating Scholarship & Voucher Funds These funds are activated via an outside process. Scholarships: Office of Research Allocation Process Voucher: StarBRITE Feed Access to Voucher & Scholarship Funds The PI will have automatic access to these funds once activated The PI or Lab Manager will need to grant access for specific users to specific cost centers via the PI’s fund grid. Smith, John (VUMC Scholarship & Voucher) Lab

Pre-Invoice Demo

Pre-Invoice Demo 1 Select Invoices

Pre-Invoice Demo Optional: Filter to the invoice you are wanting to review 2 3 Select the magnifying glass to view the invoice.

Pre-Invoice Demo 4 5 Pre-Invoice Status Click the $ Icon to see the billing number 5 Note: Review where you see the payment # information.

Pre-Invoice Demo 6 To update the charges to a different billing number, select the check box for each charge in the payment list. 7 Using the Standing PO drop-down menu, select a new billing number. Note: Every month you will be able to review the pre-invoices on the 1st working day of the month. You will be able to make changes to the payment information at that time. If you need to add a PO, go ahead and add the PO here. You will need to wait for the Core to approve prior to re-allocating the funds. 8 Select Save

Final Invoice If invoice status states “Final”, please contact the core for any refunds. 9 Final Invoice Status Note: You cannot do a refund until the invoice is in a “Final Invoice” status. Once the invoice is in the “Final Invoice” status, you are unable to update the distribution of charges at this time.

Final invoices are generated around noon on the 2nd Business Day. Pre-Invoices are generally available between noon and 1pm on the 1st Business Day. Final invoices are generated around noon on the 2nd Business Day. Users have roughly 24 hours to review the pre-invoice reports. TIP: Use the reporting module to view completed charges that will be included on that month’s invoices. Billing numbers can also be updated on orders in the ‘completed’ state.

Reporting Demo

Reporting for Department Administrators 2 Select View 1 Department Administrators select My Departments 3 Select Reporting

Reporting for PIs and Lab Managers 1 Labs select Reporting

Reporting Demo Review: 1) Load Default, 2) Run Report, 3) Filters, 4) Exporting Reports, 5) Customizable Report, 6) Save a Report

Reporting Demo Watch the iLab Reporting Tutorial Review: 1) Load Default, 2) Run Report, 3) Filters, 4) Exporting Reports, 5) Customizable Report, 6) Save a Report

Core User Support VU Department User Training Sessions Dept. Admins, PIs & Lab Managers Online User Guides and FAQs

Complete the questionnaire and select Submit Ticket iLab Support Select HELP You can “Add Attachments” and view Archived Tickets. Complete the questionnaire and select Submit Ticket

Office of Research Website Registration Instructions User Guides FAQs https://medschool.Vanderbilt.edu/oor/vumc-cores-ilab-solutions-transition

iLab Walk-in Clinics Weekly clinics offered every Thursday 10:00 am to 11:00 am Location: MCN A-0207 (May 2017) MCN D-2221 (starting June 2017) Walk-in, no reservation necessary. All system users welcome.

We’re Here to Help To request individual training or if you have any questions, please email CoresEmail@vanderbilt.edu Or, contact the core manager!

Questions?