Salk Core Recharge Master Systems

Suzanne SimonCancer Center Administrator

James FitzpatrickSr. Director of Scientific Core FacilitiesDirector of the Advanced Biophotonics Core

Founded by Jonas Salk in 1970Designated as NCI Basic Center in

1973■Center includes 30 Faculty members■200 Post-doctoral researchers■50 Graduate research students

Cancer Center Director: Tony Hunter, Ph.D.

Cancer Center is distributed across Salk■62% of Institute participate in Center

programs

Salk Institute Cancer Center

NCI Review of Center Renewal (2008)■Recommendation for central database

Collect, administer and interrogate Shared Resource Use

Provide uniform invoicing for all laboratories Provide ability to track CC vs non CC use

Challenges:■Most CC supported cores – legacy systems■Need existed to create a uniform system

for all cores Collecting data Invoicing users Tracking usage

The Current Challenge

13 Scientific Core Facilities at Salk Biophotonics and Imaging (BPHO) Animal Behavior Testing (BTC) Flow Cytometry (FCCF) Functional Genomics (FGL) Genome Manipulation (GMC) Gene Transfer, Targeting and Therapeutics (GT3) Integrative Genomics and Bioinformatics (IGC) Histology (HIC) Next-Gen Sequencing (NGS) Peptide Synthesis (PSC) Proteomics (MASS) Stem Cell (STEM) Transgenic Animals (TGC)

Scientific Core Facilities

13 Scientific Core Facilities at Salk Biophotonics and Imaging (BPHO) Animal Behavior Testing (BTC) Flow Cytometry (FCCF) Functional Genomics (FGL) Genome Manipulation (GMC) Gene Transfer, Targeting and Therapeutics (GT3) Integrative Genomics and Bioinformatics (IGC) Histology (HIC) Next-Gen Sequencing (NGS) Peptide Synthesis (PSC) Proteomics (MASS) Stem Cell (STEM) Transgenic Animals (TGC)

Scientific Core Facilities - NCI

13 Scientific Core Facilities at Salk Biophotonics and Imaging (BPHO) Animal Behavior Testing (BTC) Flow Cytometry (FCCF) Functional Genomics (FGL) Genome Manipulation (GMC) Gene Transfer, Targeting and Therapeutics (GT3) Integrative Genomics and Bioinformatics (IGC) Histology (HIC) Next-Gen Sequencing (NGS) Peptide Synthesis (PSC) Proteomics (MASS) Stem Cell (STEM) Transgenic Animals (TGC)

Scientific Core Facilities - NINDS

13 Scientific Core Facilities at Salk Biophotonics and Imaging (BPHO) Animal Behavior Testing (BTC) Flow Cytometry (FCCF) Functional Genomics (FGL) Genome Manipulation (GMC) Gene Transfer, Targeting and Therapeutics (GT3) Integrative Genomics and Bioinformatics (IGC) Histology (HIC) Next-Gen Sequencing (NGS) Peptide Synthesis (PSC) Proteomics (MASS) Stem Cell (STEM) Transgenic Animals (TGC)

Scientific Core Facilities - NEI

13 Scientific Core Facilities at Salk Biophotonics and Imaging (BPHO) Animal Behavior Testing (BTC) Flow Cytometry (FCCF) Functional Genomics (FGL) Genome Manipulation (GMC) Gene Transfer, Targeting and Therapeutics (GT3) Integrative Genomics and Bioinformatics (IGC) Histology (HIC) Next-Gen Sequencing (NGS) Peptide Synthesis (PSC) Proteomics (MASS) Stem Cell (STEM) Transgenic Animals (TGC)

Scientific Core Facilities - Other

Flexible system■Each core facility receives requests

differently Scheduling time on microscopes or cytometers Requesting different DNA / protein sample

preps

■End result: need to accommodate different data inputs

System must interface with Banner (FIN)

Multiple user access■Core Managers, CC Admin / Director, Core

Director

Reporting (CC data tables)

Uniform System – needs are?

Several Commercial Vendor Options■iLabs Solutions / CORES■PPMS■Idea Elan

Large upfront cost plus yearly charges

Built for larger enterprise solutionsCHALLENGE:

■Lack of dedicated funds to purchase system

■No dedicated full-time administrator to manager

Commerical System Options?

Given Salk’s small size – homegrown solution■Flexibility to custom-design interfaces for

each core■Salk Business Info Systems to administer

databases■Ability to directly interface with Salk

Financial system

James Fitzpatrick (BPHO Dir / Sr. Dir CORES)■Worked with Suzy Simon (CC Admin)■Developed centralized invoicing and

usage tracking■CRMS – Core Recharge Master System

Home-grown and organic solution….

CORE Labs Overview

FIN

LABS

Core Labs

NCINEI

NINDSetc…

Salk Databases

Chart of AccountsLab Table

People

Core Databases Recharge Master

Pre-invoicingCycle

Reporting

Reporting

RACT

Editing

DataWarehouse

CORE Labs Data Input Breakdown

FileMaker Pro 12

BPHO

FCCF

FGL

GT3

IGC

MASS

Input Methods

WEB Scheduler

PPMS

WEBInternal Interface

Direct User Input

WEBExternal Interface

BTC

GMC

HIC

NGS

PSC

STEM

TGC

Core Manager

Input

CRMS System OverviewCore

DatabasesSalk

Databases

CHART OF

ACCOUNTS

DEPTTABLE / PEOPLE

CONTACTS

Recharge Master

Internal

FundLabPIUserPerson CodeQtyProductDescriptionChargeDate of ChargeRecharge PeriodNCIRateSerialRecharge Center

External

POIDC RateSales TaxMTAORG

BPHO

FCCF

FGL

GT3

IGC

MASS

BTC

GMC

HIC

NGS

PSC

STEM

TGC

On-line Soon

IGC

PSC

BPHOBTCFCCFFGLGMCGT3HICIGCNGSPSC

MASSSTEMTGC

RACT

FIN

FIN PO’s / Contacts

EXTERNAL LABS

FILER

Internal Usage Reporting and

Invoicing

YearsLabs/DeptsRecharges Monthly PDF

Reports

CRMS system functionalProject start April 2013Current Status (1 year later…) :

■11/13 cores recharging through this system

■Remaining two will be in production by April 2014

■System fully functional by June 30, 2014

Provides reporting■Essential for grant progress reports and

renewals■Provides usage information to both labs

and Institute

Wrap-up comments