iLab Solutions: Core Management System

1. iLab Solutions:Core Management System Research Advisory Forum April 10, 2014

2. What is iLab? • Web-based research service core management tool • System helps core staff manage orders, record utilization, and bill for services • Each core receives its own web page • Each iLab core is managed by the individual core administration

3. Why iLab? • The RFA for the new CTSA grant mandates a process to track all resource utilization at the project level (who is using, what was provided, how much was provided, who is benefiting from the resource, how much CTSA subsidy) • Cancer Center requires a system to better comply with NCI Cancer Center Support Guidelines • No standardized systems in use at AMC • Finance advantages (automatic billing, A/R recording, service center compliance)

4. Primary Features Manage Facility Details Search Request • Cores can provide a description of resources, availability, usage rules, forms, pricing, etc. • Researchers can browse or search by keyword for available resources • Researchers can request services or submit project summaries • Researchers can reserve time on equipment Manage Project Workflow Bill/Invoice Report • Facility staff can develop project plans • Facility staff can track/ update project progress • Track equipment use • iLab integrates directly to PeopleSoft Finance to facilitate direct billing to PIs through automated file upload • iLab can email invoice copies to PIs • Robust reporting module • Lab Admin reports • Consolidated reporting across cores • PIs can report on their own usage

5. Additional Benefits • System is hosted and maintained by iLab • Customer Support provided by iLab (5x18) • Dedicated implementation teams • Proven system at many major academic research institutions

6. More than 96 leading research organizations across North America and Europe work with iLab

7. ROLL-OUT PLAN • 3 Cohorts of 3 Cores each to be brought on-line in FY 2015 with each cohort estimated to be completed within 3 to 4 months • Considered to be a conservative roll-out; most institutions have brought 12 to 16 cores on-line in first year • Should accelerated implementation be feasible and recommended, contract can be amended to increase annual numbers and/or modify to a site licensing arrangement (30 cores per initial tranche)

8. Cost StructurePer Core vs. Site License • Per Core Structure • Pricing delineated by core revenue (sm-med-lg) • Medium core = $100,000 to $550,000 annual revenue • ~$5,500 annual subscription fee + $2,750 implementation fee (1styr only) • Site License • Flat $100,000/yr • Up to 30 total cores • No per core implementation fees • iLab analysis indicates best to switch to site license structure in year 3

9. GOVERNANCE • CCTSI and Cancer Center co-managing implementation, with CCTSI leading contractual negotiations and providing central project manager • With participation of other SOM and campus organizations, management and governance, expected to shift to campus entity