Introduction for Grant Administrators March 2015

Current environment 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 processes for most shared resources increases errors Delays in posting charges to fund codes Users have to be set up on each core and remain as users even after they leave No consolidated reporting by grant across all shared resources 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 JV’s 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, 2-way communications Access security NetID and Password Role based security by fund code and privileges Favorites by user

Grant management features 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 and Safety Officer notifications

Operational support

Training overview

Implementation overview Several successful cycles of journal voucher postings through SAP/R3 interface! Phase I (Pilot) – Completed GCB Integrated Genomic Analysis DHVI RBL Immunology Phase II participants – 10 SR, 2 BB SR 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

Phase II new functionality Accounts Receivable Reservation enhancements Project and fund code status enhancements Billing step rates enhancements Several small enhancements Phase II timeline Requirements specification well underway Implementation from April end 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?