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1 Facility Management Software Victorian Platform Technologies Network Karen Clarke Gerard Gibbs Southern Node Manager Bio21 Cluster Node Manager
2 VPTN Build and maintain a network of core facilities across Victoria Covers multiple technologies Sequencing High performance computing Nanofabrication eresearch Animal houses Protein production Clinical trials Biobanks Flow cytometry! Provide advocacy and marketing opportunities for facilities Provide professional development workshops for facility managers Build initiatives for the benefit of research infrastructure in Victoria to support the wider research community
3 Who has to report to their institute? What are you expected to report to facility directors? Institutional directors? Department/faculty heads? Do you have this information on hand? How long do you spend compiling reports for directors and finance each month?
4 Why do you report to your institution? How would you convince your institution that you need a new sorter or analyser? How would you convince your institution that t you need more staff? More institutions are undertaking strategic planning for research infrastructure Capital expenditure Operational expenditure Cost recovery Subsidies for facilities Future planning within the institute Future planning for government funded grants?
5 Government Perspective More demand dfor collegiate support of grants, especially for LIEF More demand for evidenced based reporting and grant applications What do they want to know? What demographics are accessing your facility? Internal? External? Industry? What instruments are available? Do they have to fund application number xx if there s already one here? Someone has asked for a CYTOF. How does that differ from an Influx? So we already have one, what is the available capacity for that instrument? What can they use to attract and retain talented researchers and R&D in our region/country/state? The value of increased R&D to the area, the contribution to research excellence.
6 Problem. How do we capture this information? How do we make this information accessible? How do we free up facility managers time to get on with being technical experts, while satisfying reporting requirements? How do we remain visible in the plethora of research infrastructure? How do we make access for our customers easier? How do we track and bill for the appropriate usage of our instruments? Can we integrate all of these requirements into one information system?
7 The Process 2010: Identify the problem most facilities have non existent or insufficient booking and billing tools, making reporting very difficult; and have little cross talk withother facilities. 2011: Scope main lab management software companies and develop a working group to evaluate available software solutions Facility managers Institutional admins IT experts 2012: Develop detailed technical and functional requirements and investigate possibility of hosting and integration a software solution across institutions
8 Our Vision Provide an advanced software system to support core facilities in the VPTN Single sign onaccess to all platform facilities Improve management efficiencies within the facilities Provide advanced resource utilisation reporting to support facility and organisational investment decisions. Simplify user access and visibility of resources Improve organisational insight into resource utilisation
9 Software Functionality Single sign on access to all VPTN facilities using the software Provides the facility and organisation 100% control over their own services/capabilities Booking resources (instruments, services, products) Advanced booking rules, access policy, pricing control (expert, novice, business hrs, after hrs) Integrated reporting (booked time, used time, organisation, income) Invoice generation, potential to integrate with finance systems Automatic reporting and admin options based on user roles (facility admin, researcher, PI, institutional admin, superadmin)
10 Benefit: Stakeholder groups State government Research organisation leadership Facility managers and staff Users Greater visibility of the research infrastructure to the innovation community Primary interest in encouraging greater access by the biotech and pharma communities Interested in utilisation information to assist with funding decisions. Understand resource utilisation More information to support strategic planning System for improved management of your facility Mechanism to manage access rules and pricing rule Integrated reporting to for improved resource utilisation More information to suport strategic planning Greater opportunity for cost recovery e.g. Actual use invoicing. A single login to access infrastructure Can switch between facilities from a single access point. Can only access facilities that they have been authorised to use... But they can see everything.
11 Possible Outcomes Better visibility of capabilities available for use by researchers, encouraging access by biotech and pharma Capturing utilisation information to assist itwith funding cases, decisions and planning Improvedfacility managementthrough through streamlined access and pricing structures Bettercost recovery for facilities through actualusage usage tracking and charging Encouraging inter facility relationships
12 Discussion What functions would you want in such a software package? What problems can you foresee? Would you adopt this approach?
13 Announcement since AFCG Melbourne VPTN are happy to announce that the Victorian Government has funded our software project the Australian Research Infrastructure Network (ARIN) which was announced at AusBiotech in Melbourne in October For more info on VPTN and ARIN, please visit ltf t l
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