Viral Vector Core

Cincinnati Children’s Research Foundationhelp-cores@bmi.cchmc.org

™

How do I use the system?• Log in to CORES Billing• Select your role• Place an order for the Viral Vector Core• Monitor the status of your order• Assign lab members to a particular budget number• Issue budget number corrections• Dispute invoices• Pull reports

CORES Billing: User Training

How do I use the system?• Log in to CORES Billing• Select your role• Place an order for the Viral Vector Core:• Monitor the status of your order• Assign lab members to a particular budget number• Issue budget number corrections• Dispute invoices• Pull reports

CORES Billing: User Training

Logging in to CORES Billing

Log in to CORES Billing using your CCHMC, UC or external* credentials:

https://cores-cchmc.mis.vanderbilt.edu

External users: *log-in credentials will be emailed to you when your account is created.

If you need to request an account or have trouble logging in, please contact help-cores@bmi.cchmc.org

CORES Billing: User Training

CORES Billing: User Training

CCHMC & External (non-UC) users enter credentials here

UC users click here

How do I use the system?• Log in to CORES Billing

• Select your role• Place an order for the Viral Vector Core• Monitor the status of your order• Assign lab members to a particular budget number• Issue budget number corrections• Dispute invoices• Pull reports

CORES Billing: User Training

Selecting your role

Proxy to the PI

Lab member:• Technician• Grad student• Postdoc

CORES Billing: User Training

PI

If you need to: Choose the following CORES Billing role:

Place an order or reservation from a Shared Facility Principal Investigator, Lab Manager/Assistant, Resource User

Monitor order status Principal Investigator, Lab Manager/Assistant, Resource User

Grant a “Resource User” (lab member) access to a specific budget number Principal Investigator, Lab Manager/Assistant

Budget number corrections Principal Investigator, Lab Manager/Assistant, Business Director

Approve/dispute invoiced charges Principal Investigator, Lab Manager/Assistant, Business Director

Pull reports on all Shared Facility usage Principal Investigator, Lab Manager/Assistant, Business Director

Ask a question, or address other issues Please contact help-cores@bmi.cchmc.org

What role do I choose?

CORES Billing: User Training

How do I use the system?• Log in to CORES Billing• Select your role

• Place an order from the Viral Vector Core• Monitor the status of your order• Assign lab members to a particular budget number• Issue budget number corrections• Dispute invoices• Pull reports

CORES Billing: User Training

How to place an order: Viral Vector Core

CORES Billing: User Training

Log in to CORES Billing

Enter your vector order directly in

the system

Log in to CORES Billing

CORES Billing: User Training

Quick Links: Order Entry

CORES Billing: User Training

Select a Budget Number

CORES Billing: User Training

Select a Budget Number

CORES Billing: User Training

Please ask your PI which budget number you should use for each transaction.

Select a Budget Number

CORES Billing: User Training

If your budget number is not listed, please contact help-cores@bmi.cchmc.org

Select a Budget Number

CORES Billing: User Training

CCHMC Budget Number format:BUS UNIT FUND DEPT (PROJ BUDG REF) CORES Example: 31.90000.590000.(123456.00).ABCD

Select a Budget Number

CORES Billing: User Training

External Account Number format:Generic, 10-digit number for all of your CORES purchasesExample: 9999999892

CORES Billing: User Training

Select a Template

CORES Billing: User Training

Select a Template

Customize your order using the dropdown menus

CORES Billing: User Training

Customize your order using the dropdown menus

CORES Billing: User Training

Customize your order using the dropdown menus

CORES Billing: User Training

Delete line items not needed

CORES Billing: User Training

Add any additional items

CORES Billing: User Training

Add any additional items

CORES Billing: User Training

Customize using the dropdown menus

CORES Billing: User Training

Customize using the dropdown menus

CORES Billing: User Training

Follow instructions in the Comments

CORES Billing: User Training

Please add:• IBC Number• Plasmid Name• DNA Concentration• FedEx Number (if applicable)

Adjust unit quantities

CORES Billing: User Training

Select (single unit) versus (multi-unit)

CORES Billing: User Training

If quantity is 2 or more, select (multi-unit) instead of (single unit) to obtain multi-unit discount

Attach your Plasmid Map

CORES Billing: User Training

Submit Order Request

CORES Billing: User Training

How to place an order: Viral Vector Core

• To review:

– Log in to CORES Billing– Quick Links: Order Entry– Select a budget number– Select a Template– Customize order using dropdown menus– Add items if necessary– Follow instructions in Comments: add IBC number and DNA concentration– Attach plasmid map– Submit order request

CORES Billing: User Training

Comparison to previous VVC Request Form

CORES Billing: User Training

PI and lab contact information:

CORES Billing: User Training

CORES Billing: User Training

PI

Lab contact (person logged in to CORES Billing, placing the order)

PI and lab contact information:is automatically loaded

Previously: enter up to 4 vector requests

CORES Billing: User Training

1 2 3 4

CORES Billing: 1 vector/order request

CORES Billing: User Training

1

CORES Billing: 1 vector/order request

CORES Billing: User Training

1

Add details

CORES Billing: 1 vector/order request

CORES Billing: User Training

1

Attach plasmid map

CORES Billing: 1 vector/order request

CORES Billing: User Training

1

Submit the request for Vector #1

Additional Order Details:

CORES Billing: User Training

Plasmid Details: Comments and Plasmid map

CORES Billing: User Training

To Comments add:• Name/Identification• DNA Concentration

Add Annotated Plasmid Map that indicates plasmid size

CORES Billing: 1 vector/order request

CORES Billing: User Training

2

Repeat the process for any additional vectors preps.

Vector Details: Category & Description

CORES Billing: User Training

Use Category & Description dropdown menus to indicate:• Virus type (+ pseudotype)• Titration• Purification

Add Items: Category & Description

CORES Billing: User Training

Click “Add Item” to request additional items or services:

Add Items: Category & Description

CORES Billing: User Training

Click “Add Item” to request additional items or services:

Add Items: Category & Description

CORES Billing: User Training

Click “Add Item” to request additional items or services:• Vector Concentration

Add Items: Category & Description

CORES Billing: User Training

Click “Add Item” to request additional items or services:• Vector Concentration• Plasmid Prep

Add Items: Category & Description

CORES Billing: User Training

Click “Add Item” to request additional items or services:• Vector Concentration• Plasmid Prep• Safety Testing

Add Items: Category & Description

CORES Billing: User Training

Click “Add Item” to request additional items or services:• Vector Concentration• Plasmid Prep• Safety Testing• Shipping

Add Items: Category & Description

CORES Billing: User Training

Once you’ve selected an additional Category, the related Description dropdown menu will populate

Special Requests: in Comments

CORES Billing: User Training

If applicable, include in Comments:• Non-standard medium• Special dispensing• Shipping FedEx Number

> 1 plate of the same prep: multi-unit discount

CORES Billing: User Training

Step 1:• Increase number of

plates (quantity)

> 1 plate of the same prep: multi-unit discount

CORES Billing: User Training

Step 2:• Change to “multi-unit”

Description.

> 1 plate of the same prep: multi-unit discount

CORES Billing: User Training

Step 2:• Change to “multi-unit”

Description.

> 1 plate of the same prep: multi-unit discount

CORES Billing: User Training

If you order > 1 plate of the same vector prep, you qualify for a multi-unit discount.

IBC Protocol number: in Comments

CORES Billing: User Training

DNA Concentration: in Comments

CORES Billing: User Training

Also include your DNA concentration in the Comments field.

Budget Number: selected before order entry

CORES Billing: User Training

Budget Number: selected before order entry

CORES Billing: User Training

You can also change budget number on order entry screen before you submit order request

How do I use the system?• Log in to CORES Billing• Select your role• Place an order or reservation from Viral Vector Core

• Monitor the status of your order• Assign lab members to a particular budget number• Issue budget number corrections• Dispute invoices• Pull reports

CORES Billing: User Training

Quick Links: Open Orders Status

CORES Billing: User Training

Monitor Order Status

CORES Billing: User Training

Open = still in processSubmitted for invoice = order is completed

CORES Billing: User Training

Monitor Order Status

How do I use the system?• Log in to CORES Billing• Select your role• Place an order or reservation from Viral Vector Core• Monitor the status of your order

• Assign lab members to a particular budget number• Issue budget number corrections• Dispute invoices• Pull reports

CORES Billing: User Training

Maintenance Menu: Resource User

CORES Billing: User Training

See current budget number assignments

CORES Billing: User Training

Select/Deselect All or set individually

CORES Billing: User Training

Customize budget number access for each lab member

CORES Billing: User Training

• This can be updated and/or monitored by:– Principal Investigator– Lab Manager/Assistant (proxy role)– Business Director of your Division (LMA role)– Research Administration (help-cores@bmi.cchmc.org)

• Investigators: if members of your lab use the RFCC, CIC or VVC, please check this in January.– Or send a list to help-cores@bmi.cchmc.org

CORES Billing: User Training

Assigning budget numbers to your lab members

How do I use the system?• Log in to CORES Billing• Select your role• Place an order or reservation from Viral Vector Core• Monitor the status of your order• Assign lab members to a particular budget number

• Issue budget number corrections• Dispute invoices• Pull reports

CORES Billing: User Training

Entry: Budget Number Correction

CORES Billing: User Training

Entry: Budget Number Correction

CORES Billing: User Training

How do I use the system?• Log in to CORES Billing• Select your role• Place an order or reservation from Viral Vector Core• Monitor the status of your order• Assign lab members to a particular budget number• Issue budget number corrections

• Dispute invoices• Pull reports

CORES Billing: User Training

How to Dispute Invoices

• CCHMC customers can dispute directly in CORES (see following slides).

• External customers: to dispute an order, please contact help-cores@bmi.cchmc.org

CORES Billing: User Training

How to Dispute Invoices

• CCHMC customers can dispute directly in CORES (see following slides).

• External customers: to dispute an order, please contact help-cores@bmi.cchmc.org

CORES Billing: User Training

CORES Billing: User Training

Invoice Menu: Approve/Dispute Invoices – CCHMC only

CORES Billing: User Training

Invoice Menu: Approve/Dispute Invoices – CCHMC only

Invoice Menu: Approve/Dispute Invoices – CCHMC only

CORES Billing: User Training

How do I use the system?• Log in to CORES Billing• Select your role• Place an order or reservation from Viral Vector Core• Monitor the status of your order• Assign lab members to a particular budget number• Issue budget number corrections• Dispute invoices

• Pull reports

CORES Billing: User Training

Reporting Features

CORES Billing: User Training

Reporting: Invoice Report

CORES Billing: User Training

Reporting: Active Budget Numbers

CORES Billing: User Training

Reporting: Budget Number Summary

CORES Billing: User Training

Reporting: Usage Report

- Order Number- Shared Facility- Budget Number- P30 Center

CORES Billing: User Training

Reporting: Query Function

CORES Billing: User Training

Options available to you in CORES Billing:• Log in to CORES Billing• Select your role• Place an order or reservation from Viral Vector Core• Monitor the status of your order• Investigators: assign lab members to a particular budget number• Issue budget number corrections• Dispute invoices• Pull reports

CORES Billing: User Training

We are here to help!

Please contact us at:

help-cores@bmi.cchmc.org

Find more information on Centerlink (CCHMC only) at:

http://centerlink.cchmc.org/content1/110696/

CORES Billing: User Training