Rescue Time from Administration for Science and Coffee

Herbert Auer

iLab SolutionsSave money. Save Time. Accelerate research.

©2006 – 2012 iLab Solutions, LLC 2

Science & Coffee (& Tobacco)

iLab Solutions

Do Core Directors have Time for Science and Coffee?

iLab Solutions

hour

s

35%

iLab helps to reduce this boring part

4th Core Facility Managers Benchmarking Study 2014

• How do core facilities operate? • What are the challenges?

• 240 responses

• over 40 different core types

• 135 different institutionsthroughout North America, Europe, Asia/Pacific

iLab Solutions

Top Challenges for Core Managers

Additional challenges: sustainability, customer management, equipment management, institutional support, personnel management, customer

recruitment, independent research, proper resources, increasing usage, compliance, and staying relevant.

Acquiring funding & managing the budget

Workload

Administrative duties

iLab Solutions

iLab Solutions

Costs and Income of Core Facilities

iLab Solutions

iLab Solutions: Core facility management software for

academic research institutions

•Founded in 2006 by academic researchers•>50 staff •iLab has 9 years experience successfully providing

research management tools

Working with >1,000 core facilities in >100 institutions in 11 countries

iLab Solutions

Requests, Customers, Invoices, Reports…

…and no good system to organize things…

iLab Solutions

…except an Electronic Management System

22% decrease of the time spent on the administrative tasks of running a core

All responses Individuals with electronic system

Core Managers Hours per Month

iLab – The Information Exchange Machine

Finances (SAP, Agresso, Banner…)

Grants

Invoices

Human Resources

(LDAP, Active Directory…)

Institutional Log-in

Core Facilities

LIMS

Offers, Results

Requests

Results

Administration(Depts, Centers…)

Labs (PI, Manager,…)

Labs (PI, Manager,…)

Labs (PI, Manager,…)

Labs (PI, Manager,…)Results,

Invoices

Oversight

ReportsRequests

Requests

10

11

Some Communication about Instruments

Available on weekends?A tech will work with you

Similar equipment?

I need it every Tuesday

I use it for project ABC

Price for externals at night?

We need sample info

You need consumables!

Only for trained users

How long did you use it?

© iLab Solutions 2006-2015

Where do I find it?

1 laser is broken, rest works

© iLab Solutions 2006-2015

Some Communication about a ProjectType of service?

Type of samples?

Sample names? Status of my samples?

Which account to charge? Total price for externals?

Files of my results?

Okay with proposal?

John Doe will do itPrice of this step?

Instrument X used for 1 hour

How to prep my samples?Connected files?

How long does this take?

12

Convince Funding Agencies by Your Reports

Activities per CoreActivities per User

Activities per InstrumentTracking Actual Usage

© iLab Solutions 2006-2015

14

Receive the Money for Your Work

© iLab Solutions 2006-2015

Electronic or paper invoices, automatic or manual money

transfer

As few or as many approval steps as You need

Invoices grouped by date, lab, institution….

And So Much More...Sample Processing (96 well, etc.) Studies (Clinical/Translational)

Inventory (In-house shop) Vivarium (Mouse house)

15

iLabInstrument lock

© iLab Solutions 2006-2015

©2006 – 2014 iLab Solutions, LLC 16

Your Single Login –Different Rights for Different Roles

17© iLab Solutions 2006-2015

Science + Coffee - Administration

© iLab Solutions 2006-2015

Our Vision

Acquiring funding & managing the budget

iLab SolutionsSave money. Save Time. Accelerate research.

© iLab Solutions 2006-2015

You do your science-we reduce administration