1. iLab Training for VU Departments & Users
VUMC Office of Research

3. Agenda
VUMC Cores live in iLab
Training
User Support
Resources

4. VUMC Cores live in iLab

5. iLab Training

6. 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.

7. 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.

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

9. 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.

10. 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”.

11. Adding a VU Standing PO Demo

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

13. Adding a VU Standing PO Demo2
Select PO or VU Cost Center tab

14. Adding a VU Standing PO Demo3
Select Add New PO

15. 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.

16. New web form

17. Project Workflow Demo
Request a Project

18. Project Workflow Demo
Select the Core 1
Select the Core Name

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

20. 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?

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

22. 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

23. 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.

24. Reservation Workflow Demo
Request a Reservation

25. Reservation Workflow Demo
Select the Core 1
Select the Core Name

26. 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

27. 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.

28. Reservation Workflow Demo6
Complete Form 5
Verify Date/Time

29. 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

30. Reservation Workflow Demo9
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.

31. VA Fund Selection Demo

32. VA Fund Selection Demo 1
Select the VA-TVHS Lab

33. 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 ####.
if you do not see your VA billing number.

34. Scholarship Selection Demo

35. 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.

36. 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 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.

37. 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

38. 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

39. Pre-Invoice Demo

40. Pre-Invoice Demo 1
Select Invoices

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

42. 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.

43. 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

44. 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.

45. 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.

46. Reporting Demo

47. Reporting for Department Administrators2
Select View 1
Department Administrators select My Departments 3
Select Reporting

48. Reporting for PIs and Lab Managers1
Labs select Reporting

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

50. 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

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

52. 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

53. Office of Research Website
Registration Instructions
User Guides
FAQs

54. 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.

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

56. Questions?