Resource Reservations for Core Managers
Contents
1. to the name of the user 4 Ifthe user logs in to CORES as a Lab Manager Assistant check the name of their PI as well Select Resource Users VUMC Test Active Resource Users 0 Available Resource Users 4423 Last Name This pane allows you to select users that do not have any resources assigned to them Aamodt Kristie aamodtk Abbot Patrick abbotdk Abdulkadir Sarki Abba abdulksa Abdulkadir Sarki 9999992431 Abel Ty W abeltw Abeliovich Asa 9999991559 Abernathy Patty abernapm Abiria Sunday abirias Abou Khalil Bassel aboukhbw Abou Zeid Elias abouzeee Aboud Asad abouda Abraham Robert abraharl Abramo Thomas abramotj Abramson Vandana guptav2 Abramson Richard abramsrg Abreu Maria abreum Absi Tarek absits Abumrad Naji abumran Accili Domenico 9999992142 Acra Sari acrasa1 Acra Sari acras I1DOOBOOORBOOOBRORORARARAAASBAaAARG Action Nicole actionn ra Step 1 of 2 5 Click Continue at the bottom of the screen 6 Check the boxes for the equipment that the user should be able to see Home VANDERBILT UNIVERSITY MEDICAL CENTER Resource User Approval VUMC Test Select the appropriate Resource User combination s and click Save Approvals to add remove rights Resources Select All 7 Resources 3T A 24 hour access 298 users 3T A daily 305 users 3T B 24 hour access 298 users 3T B daily 305 users 7T 302 users 7T 242. RES Procedures Resource Reservations rev 22 March 2013 Yes Na amp x Set Availability Windows Monday a Start Time 12 00 AM ke End Time 8 00 AM 8 hour s a Window Type Blocked tke tke z Set Time Block Clos ime Bloc a This time block will not be applied until you click Update below ila ila ila ila lable Available Available Available Available Available lable Available Available Available Available Available e Click Set Time Block o NOTE CORES will not show the time blocks until you have saved the Resource settings 5 Specify any additional charges that should be automatically included for this Resource For example if use of a particular piece of equipment will always require a certain reagent chemical or special maintenance you might include those charges here e Click on Add default items for this resource to display the items currently in your price list W Add default items for this resource Category Chemistry v Associate Services Description Phosphorous Quantity Price Ext Price v 1 0000 3 00 3 00 e Click Associate Services e Repeat for each item charge that should be Select the category item and quantity just as you would in order entry included in the reservation 6 Specify the email notification settings for new reservations e Check the boxes for each core staff member who should receive an email noti
3. S main page click on Unconfirmed Orders Click on the Reservation Confirmation number to view the reservation and review for accuracy Individual reservations may also be deleted at this point for example if the equipment malfunctioned you could delete the reservation to ensure that the user is not charged Unconfirmed Orders NOTE VUMC Test Mar 22 2013 at 0 Unconfirmed Orders From Reservations Primary Reservation Center Reservation Resource Resource Project Order Confirmation Nbr Number Description Date PI Name User Resource Qty Amount V Select Deselect All V 20130301 117 0000013493 CRC Research 03 21 13 Clauss Jacqueline 8 3T B daily 1 5 BLACKFORD 30389 750 00 OS T 20130124 68 4262300861 HD067254 01PREDICTING LATE EMERGING RD 03 21 13 Cutting Laurie amp Delheimer Julie amp 37 8 daily 1 500 00 Q a F 20130111 70 4043517006 Novo Nordisk investigator initiated weight loss stud 03 21 13 Niswender Kevin amp Fister Matthew amp 37 A daiy 25 1 250 00 Q B Z 20130226 40 4206610801 EY017082 NEURAL REPRESENTATION OF FEATURES IN THE HUMAN VISU 03 21 13 Tong Frank 3 3T B daily 2 5 TONG F 30311 1 250 00 Q e 20130123 86 4043517006 Novo Nordisk investigator initiated weight loss stud 03 21 13 Niswender Kevin amp Fister Matthew amp 37 A daily 1 500 00 x 2 20130123 85 4043517006 Novo Nordisk investigator initiated weight loss stud 03 20 13 Niswender Ke
4. Using the CORES Online Reservation System Core facilities that manage shared equipment may opt to use the CORES Resource Reservation module This functionality allows for all shared equipment to be reserved via a central CORES calendar and automatically creates an order based on the information entered by the Pl Resource User Once the Resource Reservation module is completely set up and functional it reduces the reservation process to three easily monitored stages 1 The Pl Resource User logs in to CORES and reserves the equipment for their desired time They specify the time frame and center number that should be charged 2 After the reservation time has passed CORES changes the reservation to an Unconfirmed Order The Core Manager Associate must confirm the order to ensure that the core receives payment 3 The order is uploaded at the end of the billing cycle by the Office of Research Payment is automatically transferred to the core and the PI receives the invoice via email First ensure that your core is currently set up with Resource Scheduling Logic 1 Goto Maintenance Menu gt Core 2 Next to Use Resource Scheduling Logic ensure that it is marked Yes see below If it says No please contact the Office of Research to request that the functionality be turned on Other Use R Logic Use Order Upload Logic Use Resource Scheduling Logic Automatically Confirm Resource Reservation Orders Display Cor
5. ancy microscope 1 Just something Save as Defaut View Calendar Return 3 Click View Calendar to view resource availability Reservation Calendar VUMC Local Development a Assistance Yes No Resources Other Resources The default view is by week Select a specific day view by clicking on the date move from week to week using the arrows or view the entire month by clicking on the calendar icon CORES Procedures Resource Reservations rev 22 March 2013 When you mouse over the PI name a pop up box provides basic information about the reservation VANDERBILT UNIVERSITY MEDICAL CENT Reservation Calendar VUMC Test Resources Reset Defaults 4 Click on the desired open time slot no color block in the column for the instrument you want to reserve A detailed view is displayed on the next page CORES Procedures Resource Reservations rev 22 March 2013 Resource Scheduler Resource Scheduler Selection Name CFX B Core MCBR Services Category Instrument Access Description Real time PCR Price 2 35 hour Resource Description Bio Rad CFX Real time PCR Instrument Resource Instructions CFX email run completion notification amp reports not data file sent to Vanderbilt email accounts notification reports amp data file sent to non Vanderbilt email accounts Minimum Reservation 3 hours Maximum Reservation 3 hours Cancellation Poli
6. cy User can cancel any time prior to reservation cancellations within 1 hour S prior to reservation will be charged a 100 00 percent fee of the total reservation Name loraz warr Center Number Caa Reservation Date 10 27 11 End Time 3 00 AM 3 hour s v Add specific comments as desired characters left Note Any applicable pricing modifiers will be applied when this reservation is generated into an order Also all prices are subject to change without notice 5 After completing the form click Submit Your reservation will automatically and immediately appear on the core calendar Confirmation details appear in the next screen view To edit or cancel a reservation 1 Onyour CORES main page click on Reserve Core Device Select the core and resource that you reserved In the calendar view click on your reservation block Scroll to the bottom of the reservation summary information Click on Cancel Reservation np wn CORES Procedures Resource Reservations rev 22 March 2013 To confirm a reservation for billing After the reservation time has passed CORES will automatically convert the reservation to an Unconfirmed Order which will show up on your CORES main page VUMC Test Quick Links General Order Entry Unconfirmed Orders 81 qn Reserve Core Device 89 Utilities tem Maintenance Resource Maintenance Search For Services Reports Usage Reports Query On your CORE
7. e Use Summary on Main Menu Allow Item Maintenance Price Change Allow tem Specific Account Codes Use Lockbox Logic E mail self service receipt to Pl Use Time Entry Update Controls Cancel To create a calendar 1 Goto Maintenance Menu gt Resource 2 Click Add Resource 3 Specify the billing parameters for this resource see next page CORES Procedures Resource Reservations rev 22 March 2013 qe Resource Name Super fancy microscope 1 Description Is this resource an Assistant Yes No Is this resource currently available for Scheduling yes No P Is this resource billable Yes No Billing Type _ Select Billing Type User must be approved to reserve resource Yes No Allow Recurring Reservations Yes No Allow additional Category Description s Yes No Allow Assistant s to be reserved for this resource Yes No Show Resource Availability 4 Specify the lab hours that the resource will be available for use If your equipment will be available 24 hours a day you may skip this step e Click Show Resource Availability to display the weekly calendar Show Resource Availability New windows created will not be applied until the resource is saved e Click on the time that you would like to Block e Specify the Start and End Times using the drop down menus Select Blocked for the Window Type CO
8. equest that you make the reservation for them A Resource User does not see the appropriate PI as an option Please have them contact the Office of Research directly at CORESemail vanderbilt edu A user cannot see the resource equipment that they need Most likely this user has not been approved as a user for that piece of equipment Please see above To approve a user for a resource and ensure that they have been given the appropriate access A Resource User does not see the center number that they need Their PI will need to manually grant them access to each center number or scholarship that they should use Please refer them to the Reservations User Manual on the Office of Research CORES website for more specific directions Oops A Pl Resource User picked the wrong center number Depending on your Edit Policy the Pl Resource User may be able to edit the center number in the reservation at any time up until the cancellation window To do so simply navigate back to the core calendar and click on your reservation CORES will allow you to change the date time center number etc Please see above To edit or cancel a reservation If the reservation time has already passed and the order is confirmed you or the Pl can change the center number in CORES by going to Entry gt Center Number Correction Distribution If the invoice has already been created please direct the user to work with their Department Administrator to subm
9. fication when new reservations are made Email Policy amp C Boyd Kelli L Cook James Cook Megan E Doss Stephanie E Downing Melissa W Only send emails when assistant is used CORES Procedures Resource Reservations rev 22 March 2013 7 Specify the cancellation policy and terms Cancellation Policy vv User can cancel any time prior to reservation Select One User can cancel any time up to the day of the reservation without charge Users must contact core manager to cancel day of reservation Charges apply at core manager s discretion if core manager cancels 7 r User can cancel up to hour s prior to reservation Select One Users must contact core manager to cancel after this time Charges apply at core manager s discretion if core manager cancels User can cancel any time prior to reservation Cancellations before hour s prior to reservation will not be charged Cancellations after this time will be charged 8 Specify the terms of your Edit Policy Edit Policy User can not edit reservation User can edit reservation up to 8 hour s prior to reservation Users must contact core manager to edit the reservation after this time User can edit reservation at any time on the day of occurance Q 9 Specify the time limitations on reservations Limit future reservations to within days 30 Resource reservat
10. hour access 298 users Cear Only Show Newly Added Users 7 Click Refresh Assignment Grid CORES Procedures Resource Reservations rev 22 March 2013 8 Check the boxes for each piece of equipment to which the user should have access LJ Uny onow Newry Aea Users 3T A 24 hour 3T B 24 hour Resource Users 3T A daily access 3T B daily RT 7T 24 hour access Mock Scanner E E E E E Abdulkadir Sarki Abiria Sunday im al Abou Khalil Bassel Abraham Robert F m m I Save Approvals Cancel Step 2 of 2 9 Click Save Approvals at the bottom of the screen CORES Procedures Resource Reservations rev 22 March 2013 Troubleshooting A user cannot log in to CORES If they have not yet requested a CORES user account please have them submit their request online at https www mc vanderbilt edu root vumc php site CFUIS amp doc 13512 New accounts are usually confirmed with one business day If they already have an active account please have them contact the Office of Research directly at CORESemail vanderbilt edu How do schedule a reservation for a non VUMC customer Investigators outside Vanderbilt do not have access to CORES at this time These users will need to contact you directly to r
11. icroscope 1 Cancel Print Barcode Label 5 Click Update Item to save your settings Confirm that your Resource Calendar is now active 1 Onyour CORES main page click on Reserve Core Device 2 You should now see your Resource Calendar listed VANDERBILT UNIVERSITY MEDICAL CENTER Calendar Resource Selection VUMC Test Select up to 6 Resources b TPSR Comparative Pathology Super fancy microscope 1 Just something Save as Default View Calendar Return CORES Procedures Resource Reservations rev 22 March 2013 Once your Resource Calendar is active any Service Core Manager Associate or Principal Investigator PI can make a reservation as well as any Lab Managers Assistants or Resource Users associated with them in CORES NOTE If you have opted to require user approval before scheduling no one will see your calendars unless you have given them access In general users will make reservations on their own without assistance from the core manager However Service Core Managers and Associates do have the ability to make reservations on a user s behalf To make a reservation 1 Onyour CORES main page click on Reserve Core Device 2 Check the boxes next to the core instrumentation resource you want to reserve VANDERBILT UNIVERSITY MEDICAL CENTER Calendar Resource Selection VUMC Test Select up to 6 Resources gt TPSR Comparative Pathology m Super f
12. ion time interval 0 hours 30 minutes 0 Minimum reservation time period hours 30 minutes Maximum reservation time period 2 hours 0 minutes 10 Include any special information that you would like to include for your Resource Users Instructions to users Location Picture Machine Name Update Delete Cancel 11 Click Update to save your settings CORES Procedures Resource Reservations rev 22 March 2013 To set the hourly rate for the resource 1 Goto Maintenance Menu gt Item Maintenance 2 Ifyou have already loaded a price for usage of this particular resource click on the item e If you have not already loaded a price for this particular resource click Add Item and enter the basic details 3 Confirm that the unit of measure is per hour If you have previously set your rates per scan or similar you will need to refigure your rates to an equivalent hourly charge 4 Under Assigned Resource check the box next to the Resource to which this price should be associated Fields in bold are required Status Active Inactive Core Name TPSR Comparative Pathology VUMC Price Category Equipment Academic Price Description Super fancy microscope 1 y Unit of Measure per hour Default Order Entry Item F Corporate Pharma Price External Price Meharry Price PI Order Entry Not Applicable v Y VA Price N Assigned Resources E Super fancy m
13. it a manual correction Journal Entry CORES Procedures Resource Reservations rev 22 March 2013
14. vin 3 Fister Matthew a 3T A daily 25 1 250 00 o a 7 20130304 71 4206610801 EY017082 NEURAL REPRESENTATION OF FEATURES IN THE HUMAN VISU 03 20 13 Tong Frank 3 3T B daily 2 5 TONG F 30311 1 250 00 Q T 20130301 11g 0000013493 CRC Research 03 20 13 Clauss Jacqueline 8 3T B daily 1 5 BLACKFORD 30389 750 00 Q a F 20130219 78 1042709118 VIOM Pilot Project 03 20 13 Welch Brian amp Gifford Aliya 8 3T A daiy 15 WELCH B 30356 750 00 Q E 20130301 116 0000013493 CRC Research 03 19 13 Clauss Jacqueline 3 3T B daily 1 5 BLACKFORD 30389 5750 00 Q a F 20130111 69 4043517006 Novo Nordisk investigator initiated weight loss stud 03 19 13 Niswender Kevin amp Fister Matthew amp 37 Adaily 25 1 250 00 Q 20130216 4 4262300861 HD067254 01PREDICTING LATE EMERGING RD 03 19 13 Cutting Laurie amp Delheimer Julie amp 37 8 daily 1 500 00 Q3 You may do a mass approval of all unconfirmed orders by simply checking all of the boxes and clicking Confirm Orders at the bottom of the page This process must be done every month in order to ensure timely billing Unconfirmed orders that are still outstanding at the time of the monthly upload will be automatically deleted and the core will not be able to receive payment CORES Procedures Resource Reservations rev 22 March 2013 To approve a user for a resource 1 Goto Maintenance Menu gt Resource User Approval 2 Click on the tab for Available Resource Users 3 Check the box next
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