Research Cores Management System
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Jennifer Jackson, HMS Director of Information Systems
Caroline Shamu, HMS Assoc. Dean for Cores & Technology
Nancy Jagaselvan, HMS PPMS Product Owner
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Standardize the method for
scheduling
of facilities
and
ordering of services
•
Provide consistent framework for
pricing
and
billing
of equipment and services
•
Integrate with Oracle’s General Ledger
for inter-departmental journaling for internal customers
•
Leverage Central Accounts Receivable
to bill and collect payments from external customers
•
Improve the quality of reporting
at the core and school level;
increase transparency
across cores
•
Lessen the administrative burden and costs on each individual core
by having a commonly
administered toolset with a shared customer base
https://corefacilities.hms.harvard.edu/
Implement a common technology platform to be used across all 30+ HMS core facilities
Project Vision
Steering Committee
Project Workstreams
Caroline Shamu
Bill Barnett
Jen Jackson
Deborah Scott
David Smallwood
Finance
Owner: David Smallwood
Pilot Cores
Owner: Caroline Shamu
Research Cores Community
Owner: Caroline Shamu
Information Tech (IT)
Owner: Jen J./ Bill B.
Department Level Finance
Independent Cores Lead:
Mirela Vaso
BCMP Leads:
KyungAh
Benedetti, Jason Hall, Elmira
Dhroso
Cell Bio Leads:
Julie Huang,
Steven Bishop, Stuart Blossom
HMS Office of Finance
Leads:
Grace Shin
Security
Lead:
Joe Zurba
Info Sys
Leads:
Steve Wimberg, Kellie
Lucy
Pilot Cores
Lead:
Kelly Arnett
Lead:
Sarah Boswell
Lead:
Stephanie Mohr
Lead:
Jennifer Smith
Lead:
Jennifer Waters
HUIT
Leads:
Jason Shaffner Simone
Alpen, Sarah Moriarty, Mike
Landino
Cores Scheduling & Billing RFP
Governance
Executive Business Sponsors
Caroline Shamu/Bill Barnett
Project Director
Jennifer Jackson
Product Owner
Nancy Jagaselvan
Jason Shaffner
Rita Bergemann
Mirela Vaso
Grace Shin
- Analytical Chemistry
- Array Tomography
- Cell Biology Microscopy
- Conventional Electron Microscopy
- Cryo-EM Center
- DF/HCC DNA Resource
-
East Quad NMR
- Harvard Chan Bioinformatics
- Image and Data Analysis
- Image Management
- Immune Imaging
- Immunology Imaging
- MicRoN
- Mouse Behavior
- Mouse Imaging
- Nascent Transcriptions
- Neurobiology Imaging
- Research Computing
- Research Imaging Solutions for
Scientific Communications
- Research Instrumentation
- SBGrid Computing Core and
Software Consortium
- System Biology Microscopy
- Taplin Biological Mass Specrometry
- Thermo Fisher Center for
Multiplexed Proteomics
Research Computing
Lead:
Neil Copland
Pilot Cores to Consult
Lead:
Bob Steen
Lead:
Lauri Wyner
* Project Workstreams do not represent Harvard organizational structure.
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https://corefacilities.hms.harvard.edu/
June – October 2019
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Current State Analysis
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Document future state needs
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Prioritize future state needs
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Formal evaluation of 3 vendors
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Vendor demos
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Vendor reference checks
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Vendor scorecards
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Selection of Stratocore’s PPMS system
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https://corefacilities.hms.harvard.edu/
January – November 2020
System Configuration
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Core Service Offerings
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Core Pricing
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F&A
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Commercial Add-ons
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Subsidies
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Exceptions
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Equipment tracking
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Internal and External User Attributes
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Integration with Oracle General Ledger
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Integration with Accounts Receivable
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User permissions
Users
PI/Group
Grants
Manager
Internal
& External
Affiliations
Harvard
Account
Coding
Accounts
Receivable
References
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First invoices processed December 2020
HMS Research Core Facilities Project Vision aims to implement a common technology platform across 30+ HMS core facilities. The project seeks to standardize scheduling, ordering, pricing, and billing processes, integrating with Oracle's General Ledger for seamless journaling, billing, and payment collections. By leveraging shared tools and a customer base, the initiative aims to improve reporting quality, transparency, and operational efficiency while reducing administrative burdens and costs.
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Presentation Transcript
Research Cores Management System HMS Research Administrators Open Forum December 3, 2020 Jennifer Jackson, HMS Director of Information Systems Caroline Shamu, HMS Assoc. Dean for Cores & Technology Nancy Jagaselvan, HMS PPMS Product Owner
HMS Research Core Facilities Project Vision Project Vision Implement a common technology platform to be used across all 30+ HMS core facilities Standardize the method for schedulingof facilities and ordering of services Provide consistent framework for pricing and billing of equipment and services Integrate with Oracle s General Ledger for inter-departmental journaling for internal customers Leverage Central Accounts Receivable to bill and collect payments from external customers Improve the quality of reporting at the core and school level; increase transparency across cores Lessen the administrative burden and costs on each individual core by having a commonly administered toolset with a shared customer base https://corefacilities.hms.harvard.edu/
Executive Business Sponsors Cores Scheduling & Billing RFP Governance Steering Committee Caroline Shamu/Bill Barnett Jason Shaffner Rita Bergemann Mirela Vaso Grace Shin Caroline Shamu Bill Barnett Jen Jackson Deborah Scott David Smallwood Project Director Jennifer Jackson Product Owner Nancy Jagaselvan Project Workstreams Finance Pilot Cores Information Tech (IT) Owner: Jen J./ Bill B. Research Cores Community Owner: Caroline Shamu Owner: David Smallwood Owner: Caroline Shamu HMS Office of Finance Leads: Grace Shin Pilot Cores Research Computing Lead: Neil Copland - Analytical Chemistry - Array Tomography - Cell Biology Microscopy - Conventional Electron Microscopy - Cryo-EM Center - DF/HCC DNA Resource - East Quad NMR - Harvard Chan Bioinformatics - Image and Data Analysis - Image Management - Immune Imaging - Immunology Imaging - MicRoN - Mouse Behavior - Mouse Imaging - Nascent Transcriptions - Neurobiology Imaging - Research Computing - Research Imaging Solutions for Scientific Communications - Research Instrumentation - SBGrid Computing Core and Software Consortium - System Biology Microscopy - Taplin Biological Mass Specrometry - Thermo Fisher Center for Multiplexed Proteomics Lead: Kelly Arnett Lead: Sarah Boswell Lead: Stephanie Mohr Lead: Jennifer Smith Lead: Jennifer Waters Security Department Level Finance Lead: Joe Zurba Independent Cores Lead: Mirela Vaso Info Sys Pilot Cores to Consult Lead: Bob Steen Lead: Lauri Wyner Leads: Steve Wimberg, Kellie Lucy BCMP Leads: KyungAh Benedetti, Jason Hall, Elmira Dhroso HUIT Leads: Jason Shaffner Simone Alpen, Sarah Moriarty, Mike Landino Cell Bio Leads: Julie Huang, Steven Bishop, Stuart Blossom * Project Workstreams do not represent Harvard organizational structure.
Formal RFP and Vendor Selection Process Scorecard Section Evaluation Criteria June October 2019 Current State Analysis 1 2 3 4 5 6 Usability Ease of Configuration and Core Customization Costs and Licensing Security Company Background Product Background Document future state needs Prioritize future state needs 7 8 9 Deployment Core/Services Management User Permission Management Equipment Use Management Request for Services Equipment Tracking Estimate Generation Pricing Billing and Invoicing Reporting User Groups/Profiles Migration Integration Technical Requirements Formal evaluation of 3 vendors 10 11 12 13 14 15 16 17 18 19 20 Vendor demos Vendor reference checks Vendor scorecards Selection of Stratocore s PPMS system Total of Average Category Scores https://corefacilities.hms.harvard.edu/
Project Implementation January November 2020 System Configuration Core Service Offerings Core Pricing F&A Commercial Add-ons Subsidies Exceptions Equipment tracking Internal and External User Attributes Integration with Oracle General Ledger Integration with Accounts Receivable User permissions Users Grants Manager PI/Group Accounts Receivable References Internal & External Affiliations Harvard Account Coding https://corefacilities.hms.harvard.edu/
Implementation Schedule as of December 2020 June 2020 November 2020 Cohort* Initial 2021 Cohort HCCM Analytical Chemistry Research Computing Cryo-EM BioGrids MEMS SBGrid CMI ICCB-Longwood BioNMR Nascent Transcriptomics Mouse Imaging Single Cell Mouse Behavior * First invoices processed December 2020
