1 / 13 BookitLab - Core Facilities Management Software Get the Most of Your Core Facility with BookitLab January 2013 Prog4biz Software Solutions Ltd.
2 / 13 Table of Contents Prog4biz Software Solutions Company Background...3 Why BookitLab? Benefits for Your Core...4 BookitLab Software - Main Features...6 BookitLab Software - Management Modules...7 SaaS or Self Hosted Solution...11 Self-Hosted Requirements...11 BookitLab - Testimonials...12 Contact Us...13
3 / 13 Prog4biz Software Solutions - Company Background Prog4biz Software Ltd was founded in 2005, and since then has been providing software and information systems development services to commercial companies, research organizations and universities worldwide. Amongst our clients are research institutes such as the Tel-Aviv University, The Hebrew University and Bar Ilan University, companies such as DHL, Sesame Street, Claims Conference, Delek Israel Fuel Corporation, The Migdal Group, and various local TV Channels. BookitLab Core Facilities Management Software BookitLab, first named as "Bookit" and renamed to "BookitLab" in 2011, was developed in 2007 together with a team of scientific advisers and research scientists in order to meet the needs of Core Facilities managers in different fields of research in Life Science, Medicine, Nano Technology, Chemistry, and others. Prog4biz mission was and always will be to make BookitLab an adjustable and reliable solution, designed to meet the most modern and customized needs of our customers, in terms of solution and available budget to spend. Our customers maintain long and tight relationships with our team, and their satisfaction is the most important outcome and asset for the company. For more information and to read what our customers say, please go to the testimonials section in this document.
4 / 13 Why BookitLab? Benefits for Your Core Starting from the very first months of use, all core facilities managers reported an increasing time saving both for staff and researchers in performing daily operations, as well as dramatic improve in the processes of equipment reservations, reporting, billing, asset management and other aspects of their work. Save staff time Dramatic reduction of staff work hours spent on typing, tracking, and collecting billing. This usually affects the following functions: secretary, finance, management and administration. Save lab staff work hours by enabling them to report their work directly and easily into the BookitLab system. Save lab staff work hours spent on coordinating tutoring sessions with their users, and when relevant, allow only trained users to work. Save researchers time Researcher reports dramatically reduce work hours spent on processing billing reports Researchers access their billing data at various levels from top summary to highly detailed levels of each billing event by their users Any billing discussions between you and your customers (researchers / external companies / others) are reduced to minimum. Increase maintenance effectiveness Staff work hours spent in maintenance is reduced. Coordinate with suppliers, block future reservations, alert all affected users, notify all the other users, track and analyze maintenance cost: All done quickly and efficiently from one interface. Increase focus on core responsibilities Save staff work and increase equipment usage by easily defining and effectively enforcing detailed policies per service and equipment.
5 / 13 Increase efficiency in booking and scheduling assets BookitLab contains multiple tools and features. They increase the efficiency of booking time, including notifications in real time on service occupancy, with features for taking over used time of reservations. BookitLab also enables ordering permissions to become less restricted as the reservation start time nears, etc It also enables penalization of users for cancelling orders based on a cancelling policy that allows lower cancellation fees for earlier cancellations, and penalizing for ordering more lab time than actually required. BookitLab also analyses the behavior per equipment, and each research group in terms of work efficiency, so that administrators and decision makers can learn how and where to increase the efficiency rates. Save money Purchasing new equipment - learn exactly when a need for purchasing new high cost equipment is justified. Learn what equipment features are required, based upon the analyses of existing user behavior in similar instances. Save great expenses when purchasing the right equipment, with the right features, at the right time.
6 / 13 BookitLab Software - Main Features Main Features Rich permissions system and a rich administrator panel Supports accompanied services (e.g. rotors on centrifuges) Lab services done by the laboratory team Auto documenting of actual work time (vs. reservation time) Automatic billing system Maintenance and offline hours management, including notifications system Tutoring system with rich policy options Web hosted solution / self hosted solution Intuitive user interface Lab expenses and balance reports Budgets system Pricing system and billing enhancements Extremely detailed permissions system to control when, what and who can use your resources. More than 5 years proven record in running major core facilities in leading universities and research institutes Optional Integration / Customization Active Directory optional integration Payment system integration Self hosted solution Product customization
7 / 13 BookitLab Software - Management Modules Equipment Tracking & Reservation Equipment reservation and online documentation of working sessions With BookitLab, lab members can reserve laboratory equipment for their use. BookitLab makes it possible to prevent the use of equipment without prior reservation, thus saving valuable time and avoiding potential disorder. The work session is automatically saved and can be tracked online. Each and every user can see the equipment's schedule from the system, and whether the equipment is currently out of order. Each lab manager can define the criteria for making reservations to his or her lab's equipment and those criteria will be enforced by BookitLab when making reservations. As an example a criteria may be members from certain labs or members who did not receive prior tutoring. The lab manager can define the pricing scheme: by customer, by time of day, by use, by hours of use and more. History of reservations is saved and can be printed, exported and searched by filter. BookitLab has an intuitive user interface. Booking equipment through BookitLab is easy, intuitive and secured.
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9 / 13 Sample Management Requesting lab services through Sample Management With BookitLab, lab members can send requests online for lab services of various kinds such as: sample testing, PCR, TEM imaging and many more. Sending a request requires filling out an electronic form with fields that are predetermined by the core. The request goes through a process of confirmation, and later - execution. The clients can track the progress of their request online through BookitLab. The pricing for the service will be determined automatically by criteria predefined by the core in the administration panel or manually if the administrator defines it so. Price may be negotiated by issuing a quote request and receiving approval. It is possible to search for requests by date, user, service and more. Barcodes are fully supported, can be printed and attached to the sample, and therefore match the sample to its data in the system. With BookitLab Sample Management, issuing lab service requests is quick, organized, secured and environmentally friendly. BookitLab Sample Management makes lab services requests easy, well organized secured and environmentally friendly Automatic Billing Fully automated core facility billing with BookitLab: Works for all the services seamlessly whether they are equipment ordering, order cancelling, equipment usage, lab services or samples services Researchers can access their billing summary online, as well as optionally delve into each individual charge within the billing summary. Optional integration with various 3rd party billing systems With BookitLab automatic billing system: Put an end to the endless hassles of managing your core facility billing.
10 / 13 Reporting Creating activity reports Lab members can create various kinds of activity reports to fully track the work and expenses of the laboratory. Core facility management keeps track of profit and loss in various segments of the core. Reports can be prepared by using one of the numerous existing reports: by events, by users, annual balance report, service balance summary, etc., or create various tailored reporting options using report generators. By creating periodical reports it is easy to track the lab's expenses and income, beneficially assisting to maintain an economical lab. By creating periodical reports it is easy to track the lab's expenses and income, helping to maintain a cost - effective laboratory. Asset Management Inventory tracking through Asset Management. Organize your inventory tracking using BookitLab Asset Management. Track inventory such as reagents, lab tubes and robes by amount, supplier, date and user. Changes of item inventories are automatically saved into a log containing the amount changed, date and performing user, as well as automatically calculated into your expenses. Manage your suppliers. Track any inventory changes by date, user, inventory item, supplier and more. Tracking inventory on BookitLab enables lab members to know what they have, what they need, and view inventory trends thus maintaining a more economical laboratory.
11 / 13 SaaS or Self Hosted Solution Whatever your choice, BookitLab supports it. BookitLab is offered both as a self-hosted solution, set up and maintained locally, or as SaaS (Software-as-a-Service), hosted and maintained by BookitLab team. Choose the installation type that suits you. Enjoy the full service solution of the SaaS installation, or be free to run the system on your servers without relying on external resources. Full support and ongoing upgrades are provided in both types of installation. Effective 24/7 customer support for your organization, regardless of the solution you choose. Self-Hosted Requirements: IIS 6 / 7.5 MS SQL Server 2005/ 2008 R2/ 2012 (Any license, including Express) VPS/ Dedicated Server Capacities: o At least 200MB Storage Space o At least 500MB Free memory. o At least one CPU core. o Requirements may vary according to installation type and expected work load. FTP + MS SQL Management access for installation, upgrade deployments, and maintenance.
12 / 13 BookitLab - Testimonials Our featured clients say about BookitLab: "Approximately 3 years ago we purchased BookitLab - Core Facility Management Software. Since then our center has become much more efficient. We were able to generate financial reports, track users activities and monitor instruments failures. I want to thank the CEO, Amir Bokovza and Prog4biz Company for their professional support, availability and innovative ideas for developing and improving our unit." Dr. Itay Lazar, Head of Scientific Equipment Center, Bar Ilan University " As director of the Interdepartmental Core Facility at the Sackler School of Medicine I really needed a program that would allow me to monitor and control booking, usage and billing of the many devices in our ever-growing unit. I finally found BookitLab which has proven to be the answer to task. The installation of BookitLab in our unit has yielded increased availability, fair user time allocation and overall financial management. All these are now simplified and computerized. At present we have over 150 research labs with 500 registered users on line using our facilities. No one can work without registering into BookitLab, booking usage time, logging on with their personal username and password and being paid up (within preset limits). BookitLab has allowed us, and individual user labs, to immediately produce all financial reports necessary for all accounting purposes. We are very pleased with BookitLab and recommend it highly." Y. Oschry, Ph.D, Director of Interdepartmental Equipment Labs Sackler School of Medicine, Tel Aviv University "BookitLab has been a great improvement for our facility. It is very easy to use, all our users adapted quickly. Everyone so far is happily using the software and by doing so, significantly improving their work. Great product at an affordable cost." A. Pereleman, Ph.D, Bar Ilan University
13 / 13 Contact Us: Please contact us for further information or to request an online demo: Canada Address: 2 Toronto St., Suite 471, Toronto, Ontario M5C 2B5, Canada Toll Free: 1-888 - 885-5211 Fax: 1-888 - 885-5211 Email: info@prog4biz.com North American Coordinator Brian H.Davis Mobile: 651 308-7141 Email: brian@prog4biz.com Israel Address: 130 Hanassi Blvd., Haifa 34632, Israel Phone: (+ 972) - 77-794 - 4044 Fax: (+972) - 77-764 4199 Email: info@prog4biz.com