RRP UPDATE2017 Core Leadership Retreat

Best Practices for Cores

Elizabeth Sinclair

RRP Executive Director

Research Resource Program

Goal: Support the UCSF research enterprise by enabling

access to state-of-the-art technology, through the support

of core laboratories and other shared resources.

Elizabeth Sinclair

Executive Director

Helene Bour-Jordan

Program Manager

BIOS Biospecimen

Program Team

David Aaronson

Sudeep Basnet

Nicola Gabancho

Vincent Te

Emily Davis

Candice Pyn

Desiree Porter

Business Manager

Sarah Bruce

Financial Analyst

Rochelle Kelley

Administrative Analyst

Greg Tong

Project Manager

Core Support

TBH

VC of Research

TBH

Associate Director

UCSF Research Resource Program (RRP)

Office of Research

Office of Executive Vice Chancellor and Provost

BIOS

Scott Vandenberg

BIOS Director

Core Support

Funding: Open to Certified Campus Cores• Institutional Matching Instrumentation Awards

• Core Operational Support Award

Services: Open to all UCSF Cores • Increase Access to Cores and Core Usage

• Core Visualization (marketing)

• Support and Improve Operations, Administration and Finance• Core Management Software (MyCORES) – 38 cores/resources

• Recharge Proposal submission and support – 16 recharges

• Business Plans and Process Improvement – 5 cores

• Equipment Maintenance Program - coming soon!

• Education • Core Management Meetings

• Travel

• Workshops

• Management or Support of Core Transitions

Funding for Certified Campus Cores

Campus Core Certification

rrp.ucsf.edu/campus-cores

Requirements

1. Open and accessible to all

2. Provide high quality

technical/scientific services to

significant number investigators

3. Provide training or education

4. Defined Mission

5. Equitable and transparent cost

recovery, usage tracking and fee

structure

6. Defined management structure

including advisory committee

Institutional Matching Instrumentation Awards

Managed through RAP

2016-17: Twelve applications, seven awards were funded

2017-18: Accepted applications through RAP fall cycle only!

Author School Department Core Campus Equipment S10 MatchOtherMatch

Ho DentistryBiomaterials & Bioengineering

BB Correlative Microscopy Core

PHSIGMA 500-VP Field Emission Electron Microscope

$150,000

Mullins MedicineCellular Mol Pharmacology

Nikon Imaging Center

MB OMX Optical microscope $200,000

Chow MedicineBiochemistry & Biophysics

Center for Advanced Technology

MBIllumina NovaSeq™ 6000 Sequencing System

$200,000

Krummel Medicine PathologyBiological Imaging Development Center

PHTwo-laser two-photon microscope dedicated to human specimen

$125,000

Braun Medicine PediatricsLaboratory for Cell Analysis

MB BD Aria3 cell sorter $150,000

Kazakia Medicine RadiologyHuman Imaging Core: QMIF

CBXtremeCT II, high resolution skeletal imaging system

$130,000

Aweeka Pharmacy Clinical PharmacyDrug Research Unit

ZSFG UPLC tandem mass spectrometer $200,000

Core Operational Improvement Award

Goal: Support operational improvements that will lower cost of, or increase access to, key technologies at UCSF, for example:

• Process improvement (reducing waste/increasing value)

• Reducing duplicative core services

• Reducing redundancy in administrative functions

Applications that propose cross-department collaboration and/or merger of existing core facilities are strongly encouraged

Mechanism: 1 page LOI submit through Open Proposals

Finalists selected to give face-to-face presentation

Call: Winter 2017-18

Amount: Up to $100K

Core Funding at Other Institutions

iLab Benchmarking study of 282 cores from 156 institutions

Other institutions: Average level of support is 30%

This level of support for 70 UCSF cores = roughly $10M!

Funding for Cores

RRP Allocation for Core Funding:

• Total of $1M per year for 70+ core facilities

• Submit budget request each year to EVCP for funds

Cores need more supportExpecting fixed costs to be covered by variable income is unrealistic, other institutions understand this.

• What we need• 30 - 50% salary support for core director to develop new

technology, write grants and provide training and education.

• Yearly budget evaluation with variable subsidy to avoid deficit

• More instrumentation funding

Which Cores will be funded?

• Become a certified Campus Core

• Use RRP Core Management Software

• Keep on-line information updated

• Create a business plan

• Keep improving operations

• Adopt best practices

Services Open to all UCSF Cores

Core Visualization Program

Greg Tong – Program Manager

Rochelle Kelley – Event Planning and Communications

Topic of Last Year’s Retreat

• Core Search rrp.ucsf.edu/find-cores

• Core Family Pages

• Core Web site support

• Core Fairs and Core Coffee Hour

• Shuttle Ads

Core Management Software Transition

Selection Process

COMPLETED Conduct Market Evaluation &

Cost Analysis

Meet with SCM & IT Departments

Secure Funding

Assemble Task Force

Review Known Gaps & Issues

Finalize Targeted Requirements

Document Functional & Technical Requirements

Conduct Targeted Needs Evaluation

Finalize Post-Change Support Requirements

Selection Process

NEXT STEPS

• Host Oral & Sandbox Sessions

• Assess Vendor Gap Analysis

• Conduct Final Evaluation &

Select Vendor

• Negotiate Contract

• New software will have all the functionality of MyCORES plus

new features and improved user interface

• Selection is based on functionality, customer service and cost

Transfer Process

2018

• Integrate with UCSF Systems

• Train Users

• Onboard Cores in Waves

Equipment Maintenance Program

• Manufacturer’s service contracts are too expensive and a

major cost to cores.

• University of Chicago showed that the actual cost of

preventative maintenance and repair is much less than

the cost of a service contract.

UCSF Program

1. Decision – service contract or self-insurance?

2. Budget funds for self-maintenance in recharge proposal

(and carry unused funds forward to build reserve)

3. If catastrophic failure, then borrow from UCSF central

pool

Equipment Maintenance Program

Program Component Phase 1 Phase 2 Phase 3

Decision

• OEM service

contract

• 3rd party

• Self-Insurance

• Collect data

with excel

spreadsheet

• RRP Advise

• Data Collected in Asset

Management Data Base

• Optional : RRP Advise

Self-Insurance Incorporate funds into recharge

proposal

Purchase from

central pool

Institutional Support UCSF - Borrow money from

“Catastrophic Failure Pool”

UCOP

Winter 2017

Spring 2018 Summer 2018 ?

For 18-19

Core Education ProgramBusiness Planning for Cores Winter 2017

Desiree Porter - RRP Business Manager

Four interactive workshops and one-on-one coaching to create a business plan for your core

Lean Management for Cores Spring 2018

Paul Sullivan and Jennifer Lo – Program Management Office

Interactive workshops and coaching to introduce lean concepts and practice using lean tools to improve business or operational processes

Core Managers Meetings

Organizer - Desiree Porter

Core Metrics to Measure Success

Travel Awards

Association of Biomedical Resource Facilities – Myrtle Beach April 22-25 2018

Western Association of Core Directors – Fall 2018

Your favorite meeting where you are presenting your work

Best Practices for Cores

• RRP Strategic Advisory Committee recommendation -

provide “best practices for cores”

• Standardize how cores approach common problems and

issues to achieve the best results

• Share knowledge and expertise among cores

• We want to start that process by asking you what best

practices should be for four areas selected by the retreat

committee

• Work from today will will be used toward establishing best

practice documents

Thanks to

2017 Retreat Committee

• Jennifer Page – Chair

• DeLaine Larsen

• Eric Chow

• Rochelle Kelley

• Desiree Porter