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C.O.R.E.S. -- Core Ordering and Reporting Enterprise System User Guide - Getting started

To access CORES, go to https://cfuis.mc.vanderbilt.edu/login.cfm and use your VUnet ID and ePassword to log in.

Set up new user in CORES The only requirement for access to CORES is that you have a Vanderbilt employee ID and VUnet ID. Include the following information in your request sent to CoresEmail@vanderbilt.edu:

VUnet ID

VU Employee ID - If you do not know your employee ID, log in to C2HR ( https://webapp-a.mis.vanderbilt.edu/c2hr/ ) and view your paycheck information under the Payment History tab, or ask your administrator for this information. Do not submit your social security number.

Contact information: email, phone, address

Department name and/or research center membership if applicable

your PI name(s) if applicable

User role: PI, Department Administrator or Lab Manager/Assistant. If you are not sure what role you should have in CORES, just let us know. We can help you determine what level of access will be best for you. Add or delete center numbers in CORES All requests must be initiated by the department administrator (or designee). Send an email to CoresEmail@vanderbilt.edu including the following information:

Center number

Project title/description

Departmental Authorization

PI name *

PI VUnet ID *

*If the PI is not already in CORES, please submit new user account information as well. Center Number Cards Once a cost center number is in CORES, a center number card can be used at the MCB Resource Product Core, or at selected service cores. Cards can be printed at the Product Core (834 Light Hall); contact Kris Ellis at 2-7238. You may also send an email to CoresEmail@vanderbilt.edu; once printed, you will be able to pick up your cards in the Office of Research (CCC-3322 MCN).

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User Roles in CORES Your user role in CORES is not necessarily restricted by your own job description. In order to have access to all the information you need, you may be assigned one or more of the following roles: Principal Investigator (PI) This is the primary role in CORES. A Principal Investigator (PI) can be assigned multiple cost center numbers, multiple assistants and multiple departments. The PI can review charges and invoices, make center number corrections and generate reports for any cost center assigned to him/her in the system. Note: each cost center number can only be assigned to a single Principal Investigator. PI Roles and Responsibilities:

Purchases products/services from core facilities Products can be ordered/delivered directly: http://thecore.vanderbilt.edu/

Ensures lab members use appropriate cost centers

Reserves time on core instruments in CORES Main Menu >> Resource Reservations

Reviews core charges in CORES Main Menu >> Reports >> Pre-Invoice Report (before upload) Main Menu >> Approve/Reject Invoices Main Menu >> Reports >> Usage Report or Query

Re-distribution of charges in CORES (before upload) Main Menu >> Center Number Correction/Distribution

Note that a PI may redistribute charges to any open cost center associated with the PI in CORES.

Departmental Administrator This role will have access to information for all PIs assigned to the administrator’s department. The administrator can review charges and invoices, make center number corrections and generate reports for any cost center assigned to PIs in his/her department.

Note: in order to have complete access, it is important that each PI’s user profile be set up with the correct department(s) in CORES. Departmental Administrator Roles and Responsibilities:

Ensures cost centers in CORES are open for billing Main Menu >> Reports >> PI/Center Number Report

Send updates to CoresEmail@vanderbilt.edu or use web form

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Reviews core charges in CORES Main Menu >> Reports >> Pre-Invoice Report (before upload) Main Menu >> Reports >> Usage Report or Query

Re-distribution of charges in CORES (before upload) Main Menu >> Center Number Correction/Distribution

Note that a Departmental Administrator may redistribute charges made to a specific PI to any open cost center associated with that PI in CORES, but may not transfer charges between different PIs.

Journal entries to transfer charges (after upload)

Lab Manager/Assistant In order to view information in CORES, the Lab Manager/Assistant must be linked to another primary role: either Principal Investigator or Departmental Administrator.

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Review center numbers available for invoicing in CORES From the Main Menu, select Reports, then PI/Center Number Report. A complete list of center numbers available for your department will be displayed. You can download this or any report in Excel or PDF format by clicking on either option near the upper right corner of the screen. Note: this report is available to Department Administrator role

Review charges in CORES throughout the month From the Main Menu, select Reports, then Usage Report or Pre-Invoice Report to view details of charges to your cost centers. Pre-Invoice Report will display charges that have been entered in the system during the 30 days prior to invoicing. Usage Report will provide summary or detail information on all historical invoices. Invoice Report will provide summary information on invoices by month. Query allows a customized search for current charges or historical invoices.

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Transfer charges from one cost center to another in CORES From the Main Menu, select Center Number Correction/Distribution. A list of principal investigators will be displayed. Select the appropriate PI by clicking on the name. An itemized list of products and/or services that have been purchased using your cost center numbers will be displayed. Use the dropdown menu next to each line item to change the center number charged or to distribute the charge across multiple center numbers. Once charges have been entered by the core manager, you may review them at any time during the month prior to the upload process. You can choose to have your charges distributed evenly to any or all of your valid center numbers, or create a custom distribution. Note: This should be done before the third working day of each new month in order to correct or redistribute charges from the previous month before they post to the general ledger.

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Invoice copies From the Reports menu, use the Query option to obtain copies of invoices. Choose a search period at the top of the page, enter the invoice number, center number or PI name in the appropriate field and click Search. A detailed report will be generated showing each item/service purchased, the PI’s name, cost center number charged, date of transaction and total amounts charged. Invoices can be downloaded and saved in PDF or Excel format.

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Monthly billing and upload schedule Final billing for each month is complete by noon on the second working day of each new month. All CORES charges are uploaded to the general ledger once each month, on the third working day of each new month. After the monthly upload, contact the appropriate core manager for a refund of incorrect charges, or prepare a journal entry to transfer charges to a different center number. Invoices are displayed via the Approve/Reject Invoices menu option for 30 days, until the next invoice action. Note that the default action for all un-reviewed invoices is “Approve.” After 30 days, invoices are no longer available for “Rejection.” However, you can review invoices at any time using the Reports Menu. Note that the regular upload schedule may be changed to accommodate fiscal year end, or holidays. Account Billing VUMC research core facilities use the following debit code:

60425 RESEARCH CORE CHARGES

Used only for recharge center related activity.

Used to record internal activity for charges related to recharge centers. A debit to this account must be offset by a credit to account 80425 Research Core Charges - Credit.

There are some exceptions for specialized service centers and federal program income:

Debit Account Credit Account

SDRC-Histology 63440 34440 SDRC-Phenotype Animal Surgical Services 63440 34440 SDRC-Molecular Genetics Core 63440 34440 SDRC-Tissue Culture Services 63440 34440 Investigational Drug Services 61400 34480

CRC-Facilities 63410 63410 Division of Animal Care per diems 60635 81060

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Email notices In order to receive email notices generated by CORES, it is important that the Principal Investigator’s user profile page be set up correctly:

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Invoices are emailed automatically once each month on upload day (the third working day of the month). These notices can be sent to up to four recipients. One summary message for each cost center will be sent. For additional details on any invoice, log in to CORES, or click on the invoice number shown in the email message. A sample invoice message is shown below:

________________________________________________________________________

A Vanderbilt University Medical Center invoice summary has been created for your review. For more information, and to approve or reject this invoice, log in to C.O.R.E.S. at https://cfuis.mc.vanderbilt.edu. Select Approve/Reject Invoices and follow the invoice number link(s) to view details. Invoice Number: CA12345678 Center Number: 4440009999 Principal Investigator: Principal Investigator Charge: $70.00 For further assistance, contact the core manager(s), or send an email to: CoresEmail@vanderbilt.edu

_________________________________________________________________________

Receipts are automatically generated for each transaction at the MCB Resource Product cores and selected service cores. Note that currently, receipts can be sent to a single individual only. It is not currently possible to send receipts to multiple recipients for a single PI. If you want to receive general messages with information about meetings, CORES updates and policies, send a request to CoresEmail@vanderbilt.edu

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Frequently Asked Questions How do I get a user ID and password to use CORES? Get set up as a CORES user by emailing CoresEmail@vanderbilt.edu. Your request should include:

VUnet ID

VU Employee ID (this is NOT the social security number)

Contact information: email, phone, address

Department name and/or research center membership

your PI name(s) if applicable

Once you have been set up, you can use your VUnet ID and e-password to access CORES. How do core facilities and shared resources bill my center numbers? Core managers enter charges for products and services in CORES, using center numbers validated by your departmental administrator. Invoices are generated once each month, and all charges for the month are uploaded to Finance on the third working day of each month. PIs and their designated assistants receive email notification of invoices each month. Can I see the details of the charges made against my center numbers? Yes! CORES was designed to make getting this information easy. You can use a number of report functions to obtained detailed information about core products and services purchased on your center numbers. How do I get an incorrect charge removed from my center number? This is easy to do before charges have been uploaded to Finance. You can use the Center Number Correction/Distribution function in CORES to make these changes. Once charges have been uploaded to Finance, see your departmental administrator for assistance in preparing a journal entry to transfer the charge. If the charge is entirely incorrect, see the appropriate core manager for a refund. What happens when I “reject” a CORES invoice? An email is automatically sent to the core manager, and to the Office of Research to notify them of your action. However, the charges will still post to the general ledger. Contact the core manager for a refund, or initiate a journal entry to transfer the charge to a different cost center. How do I make a purchase in a Service Core? Verify your center number(s) with your departmental administrator or lab manager. You will be asked to provide a valid center number when you use core services. How do I make a purchase in a Product Core? You must have a Center Number Card to make a purchase in a product core. These cards

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contain your center number information in barcode format. You will be asked to scan your card before making your purchase(s). How do I get a Center Number Card? Ask your departmental administrator to contact us at CoresEmail@vanderbilt.edu to request a card. Cards can be printed and picked up in the MCB Resource Supply Core in 834 Light Hall, or in the Office of Research in MCN CCC-3322. How does the product core self-service terminal work?

Scan your center number card - Hold your card about 4-6 inches from the scanner so that the red lines from the scanner cross the barcode on the back. The system will display the Center Number and PI Name.

Your PI has the option to request that your name be entered for each transaction. If prompted, enter your name using the touch screen keypad.

Scan your item(s). As you scan each item, the system will display the description and price.

Touch the ‘Submit’ button. This is the last step after you have scanned all of your items. The system will notify you that the order is complete.

CORES will automatically generate a receipt by e-mail to the lab manager or designated person for each PI. CORES will also generate a monthly invoice containing all orders for the month. The lab manager can review and approve or reject the monthly invoice on-line.

Is there training available for CORES? Yes. We can come to your office for small group or one-on-one sessions. Or you can attend one of our quarterly meetings. To request training, send an email to CoresEmail@vanderbilt.edu For meeting schedules and other information, visit our website: http://www.mc.vanderbilt.edu/CFUIS.

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Research Core Facilities Listings ACCRE - Advanced Computing Center for Research & Education Managing Director: Carie Lee Kennedy 2-7256 Analytical Resource Center Manager: Vladimir Babaev 6-1161 Biostatistics Consulting Services Manager: Linda Stewart 6-1009 Biochemistry Tissue Culture Resource Manager: Kim Johnson 6-3990 kimberly.n.johnson@vanderbilt.edu Cell Culture Supplies Manager: Scott Wright 2-7608 Cell & Developmental Biology Equipment Resources Manager: Ian McCullough 2-8326 Cell Imaging Shared Resource Manager/Director: Sam Wells 2-6687 Assistant: Sean Schaffer 6-3706 CFAR-Molecular Virology Sr. Research Specialist: Lorraine Sutton - 3-5897 CFAR-Immunopathogenesis Manager: Louise Barnett 3-5929 Clinical Trials Center Manager: Jill Janssen 3-8010 Assistant: Rachael Thompson 3-8010 Computational Genomics Manager: David Sexton 3-8618 CRC – Clinical Research Center Contact: Carol Thaxter 3-1427 or AmyBeth Ray 2-6972 Division of Animal Care Manager: Rhonda Hunter 3-2970

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DNA Resources Manager: Cara Sutcliffe 6-2744 DNA Sequencing Shared Resource Director: Al George Manager: Robert Woodhall 6-2086 DNA Synthesis Manager: Kris Ellis 2-7238 – 834 Light Hall Electron Microscopy Director: Jay Jerome 2-5530 Manager: Denny Kerns 2-5965 Assistant: Dorinda Vardell 2-5965 Energy Balance Core Laboratory Director: Maciej Buchowski Manager: Cindy Dorminy 2-3699 Epidemiology Biospecimen Core Manager: Regina Courtney 6-0467 regina.courtney@vanderbilt.edu Epidemiology Survey Research Shared Resource Manager: Sara Hollis 6-2662 sara.hollis@vanderbilt.edu Flow Cytometry and Immunology Director: Jim Crowe Manager: Kevin Weller 3-3661 (office), 3-8323 (lab) Genetic Studies Ascertainment Director: Jonathan Haines, Center for Human Genetics Research Manager: Kelly Taylor 2-7195 Genome Technology Core Manager: Christie Ingram 2-4321 GTC@vanderbilt.edu Hormone Assay and Analytical Services Core Manager: Wanda Snead 6-1625 Human Tissue Acquisition and Pathology Director: Mary Kay Washington Manager: Anthony L. Frazier 6-1618

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Immunohistochemistry Director: Lillian Nanney Manager: Pam Wirth 2-3660 Ingenuity For access, email s.meyn@vanderbilt.edu Investigational Drug Service Manager: Christal Stephens 3-6537 Islet Procurement and Analysis Core Manager: Marcela Brissova 6-1672 Mass Spectrometry Research Center Cores Mass Spectrometry Research Core Director: David L. Hachey 3-8382 Assistant Director: M. Wade Calcutt 2-3160 Manager: Lamar Dixon 2-2094 Proteomics Core Director: David L. Hachey 3-8382 Manager: Lamar Dixon 2-2094 Tissue/Serum Proteomics Core Director: Richard Caprioli 2-4336 Molecular Cell Biology Resource Cores PCR Support Products Molecular Cloning Reagents Macromolecule Isolation DNA Protein Analysis Biochemistry Supplies ABI/PCR Reagents Manager: Kris Ellis 2-7238 – 834 Light Hall Murine Neurobehavior Core Laboratory Manager: John Allison 2-0794 Neurochemistry Core Laboratory Manager: Raymond Johnson 2-4496 Protein Adduct Mapping Core Director: Dan Liebler daniel.liebler@vanderbilt.edu Protein Expression Users Club Manager: Jill Shell 6-5551

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SDRC - Molecular Genetics Core Manager: Susan Opalenik 3-1931 SDRC - Morphology Core send email to: SCRCmorphcore@vanderbilt.edu Director: Lillian Nanney SDRC – Phenotype Core Director: Jeff Davidson Manager: Connie Nixon 3-2655 Sleep Research Core Director: Beth Malow Manager: Peter Howard 3-2532 Structural Biology Computing Service Center Director: Walter Chazin Manager: Jarrod Smith 2-1739 / Lori Michalowski 6-2209 Structural Biology Biophysical Instrumentation Manager: Laura Mizoue 6-2253 Vanderbilt Center for Stem Cell Biology Transgenic Mouse/ESC Shared Resource Scientific Co-Directors: Mark Magnuson, Trish Lebosky and Doug Mortlock Managing Co-Director: Jennifer Skelton 3-3454 Vanderbilt Kennedy Center Core Services Manager: Nancy Huffman 2-8234 Assistant: Mary Dangerfield 3-3386 Vanderbilt Microarray Shared Resources (VMSR) Director: Shawn Levy 6-3000 Manager: Vicki Amann 6-3003 send email to: microarray@vanderbilt.edu VICB Vanderbilt Institute of Chemical Biology Chemical Synthesis Core Scientific Co-Directors: Craig Lindsley, Jeffrey Johnston, Gary Sulikowski Manager: Padma Portonovo 3-0869 VICB Vanderbilt Institute of Chemical Biology High-Throughput Screening Facility Manager: Lisa Wright 6-7098

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VICB Vanderbilt Institute of Chemical Biology Monoclonal Antibody Core Director: Rob Carnahan vmac@vanderbilt.edu VU Institute of Imaging Science Human Imaging Core Director: Chris Gatenby 2-8351 Manager: Robin Avison 2-8530 Center for Small Animal Imaging Director: Mark Does 2-8352 Manager: Jarrod True 2-5045 Vanderbilt O'Brien Mouse Kidney Physiology and Disease Center For information, contact: Bryan Ratliff 3-6882