iLab for Core or Shared Resource Administrators

The Office for Research has created several guides to assist core or shared resource administrators with the process of billing for services rendered in iLab, and verifying the subsequent charges in ARC.

IMPORTANT

**All services for the previous month should be confirmed and billed for by 5PM on the fourth business day of each month.**

**No new services should be billed for after the close until four business days AFTER the close."

Please contact [email protected] if you have ANY questions regarding when you should be processing your billing events.

 

Webinars

Note: Due to file size, some video files are hosted on Sharepoint. To view videos, you may need to log in with your @cumc.columbia.edu email address and password to view these files.

Webinar for managers considering iLab. CUIMC login required.

  • Webinar to show potential users features and how iLab works.

iLab Features and Refresher Training (5/11/2020)

  • Seminar hosted by the Office for Research to update current iLab managers on new and important iLab features.

Agilent iLab Webinar Listing (Updated 11/26/2018).

  • This document provides links to webinars created by Agilent to provide basic overviews of iLab features for new core facility managers and administrators.

iLab Billing and ARC Integration Training Webinar (06/15/2018).

  • Archived webinar that demonstrates the billing procedure for core managers in iLab (with video), and also describes the iLab-ARC integration for financial managers (at 42 minutes).

Workflow and Procedure Guides

VP&S Core Billing Procedures (Updated 10/15/2018)

  • This document provides a quick overview of the billing process in iLab for facility managers, and a summary of the queries department/financial administrators can use to verify charges in ARC.
  • Also included are best practices regarding billing frequency and month/year-end close requirements.

iLab Billing Workflow (Updated 6/13/2018)

  • This guide gives step-by-step instructions on how to complete charges, create billing events, and send charges to ARC for processing.

iLab - ARC File Processing (Updated 8/01/2018)

  • After the bililng event has been completed in iLab, charges should be sent to ARC for processing. Once the journal files have been loaded and processed by ARC, they should be checked for errors by the department/financial administrator for the core. This document details how to perform these checks to review journal files in ARC.

Charge Dispute Resolution (Updated 9/4/2018)

  • Details whether charges should be reversed in iLab or ARC when a PI was over/undercharged or an incorrect chartstring was used.

Access to non-sponsored projects (UR, etc.) in iLab

  • If you have a core user who requests access to a non-sponsored project, please ask the user to create a ticket using iLab support ([email protected]) and provide the following information: PI’s name;  Project|Activity|Segment|Department|Initiative|; and who in their lab needs access to the project.  We are using the iLab ticketing system to track these requests.

Access to IN Chartstrings in iLab (Updated 3/26/2019)

  • IN chartstrings will automatically be assigned to a PI if the outlined requirements are met. Steps to change IN projects and/or PIs for IN projects are also outlined.

 

iLab Modules

Studies Module

Studies is a tool that enables core facilities to manage large, long- running studies that take place in their facilities. It offers the ability to tie the day-to-day tasks, such as service requests, resource reservations, and billable work to one larger, overarching project. The Studies module allows researchers to collaborate with other researchers on studies and provides cores with tools that deliver greater experimental consistency across service requests through the implementation of advanced templates and saved responses to forms.  Please find the tutorial on how to use the Studies Module > HERE <.

Kiosk Module

Kiosk can be used to simply track the usage on equipment within the core. The Kiosk is a stand alone station providing users a login interface to begin and end their reservation.  For more information on Kiosk, please go to the Kiosk tutorial > HERE <.  

Interlock Module (Hardware & Software)

Software Interlock controls user access to an instrument's specific software programs, governed by a combination of iLab’s Scheduling and Calendar functionality, the iLab Equipment Kiosk interface, and a third-party software access solution. The iLab Software Interlock requires that the customer purchase from Sassafras a K2-KeyServer server license as well as individual seats for each piece of equipment. Refer to the Preparing for Software Interlock article > HERE < for more information.

The Hardware Interlock approach relies on controlling the power to key components, typically the monitor used by a piece of equipment. iLab Solutions provides a way to manage equipment remotely, via a kiosk interface. This is done using network enabled devices that can control either a set of standard 110V outlets or a set of dry electric switches. The ability for users to log into the kiosk interface to use equipment is governed by rules and policies that you configure in iLab for resources you wish to control via an interlock device. Some examples of configuration are whether or not a user is trained on the resource, has scheduled time or somebody else is already using the resource.  To control access to the resource the iLab software communicates with these devices in three ways: turning a channel on, turning a channel off, or checking the status of a particular channel. Refer to the Preparing for Hardware Interlock article > HERE < for more information.