CORES Software User Training WVU Shared Research Facilities 2014 SRF CORES USER TRAINING

Overview  CORES  Why is SRF is moving to CORES  What is it??  Terminology  Where To Start  User Agreement  SRF CORES Training  User Registration  CORES Billing Information  Apply To Use Instrument  Trainings and Training Requests  Tips  User Homepage  Overview  Instrument Reservation  Problem Reports  User Home Page  Quick Notes  Reporting Instrument Problems  Rate Changes  Questions SRF CORES USER TRAINING

What is CORES  CORES – “CORE Ordering and Reporting Enterprise System”  CORES is a billing and reporting system developed by Vanderbilt University  Office of Research generates invoices at the beginning of each month for previous month’s orders.  Invoice process occurs during the first week of the month  PI’s receive generated links where they can view invoices containing monthly usage.  PI’s will have an opportunity to approve or dispute invoices during the first week of the month and change the association of funding sources..  Business Administrators can also receive the invoice s if SRF is informed by PI. BA contact information to Harley Hart at  RUSERS  Reserve core equipment  Select the funding source for instrument usage  Request assistance SRF CORES USER TRAINING

CORES – WHY THE MOVE?  WVU SRF has been using the CORES system for invoicing purposes in conjunction with the FOM for one year.  On January 1, 2015 the FOM will be discontinued and CORES will be used exclusively by the SRF  SRF is currently only using Order Upload feature in CORES  CORES is in the process of being linked to the WVU financial system (MAP) which will allow for paperless processing of charges related to WVU SRF instruments  Improve accuracy in billing process  Eliminated credit card charges for Internal Transfers (IT’s) SRF CORES USER TRAINING

CORES Terminology  CORES  Cleanroom, EMF, MCF, and BNRF  HSC cores and available instruments are visible on the system  Office of Research  Responsible for maintenance and oversight of the CORES software.  CORE Manager/Associate  SRF Managers  Principal Investigator (PI)  Supervisor and person responsible for the funding source  Resource User (RUSER)  Individuals who use the facilities and related equipment  Business Administrator  Individuals responsible for tracking expenses on funding sources  Orders  Charges related to reservations of equipment, facility usage, precious metal usage, dicing blades, and assistance by SRF managers. SRF CORES USER TRAINING

Where To Start – New Users  SRF Website:   Read and follow the instructions on this page SRF CORES USER TRAINING

User Registration  CORES Billing Information Form  Complete the on-line form found at the following link:   This information will be used by SRF staff to create RUSER accounts and associate these accounts with proper funding sources. Please note multiple funding strings require multiple submissions.  RUSERS will need to contact their PI (Advisor) or Business Administrator for information.  questions or concerns to Harley Hart:  Users will receive a notification once the CORES account is created. SRF CORES USER TRAINING

Apply To Use Instrument - Safety  GENERAL SAFETY TRAINING MUST BE COMPLETED BEFORE ANY TRAINING REQUEST CAN BE MADE!  READ THE LAB SPECIFIC CHEMICAL HYGIENE PLAN! – Please also note the following:  If you want to use equipment located in the ESB or White Hall CLEANROOMS, then the CLEANROOM Training must be completed FIRST!  If you want to use equipment located in the BNRF, then the BNRF SAFETY Training must be completed FIRST!  If you want to use the CRWH – PLD or MCF – Raman, then the user MUST pass the Laser Safety Training!  If you want to be trained on any of the XRD tools, then the user must first pass the X-Ray Radiation Safety course from the WVU Radiation Safety Office!  If you want to use the MCF – Rigaku XRD – WH, then a Radiation Badge Application needs to be submitted to 409 of White Hall! SRF CORES USER TRAINING

Apply To Use Instrument – Training Request  To request training on an SRF Instrument users must do the following  appropriate SRF staff manager  Subject:  SRF Training (Name of Instrument)  Body:  Process details (i.e. - material to be characterized or deposited)  Availability  Once the SRF Manager receives the training request, the user will be contacted with training schedule information using a calendar appointment.  Be advised that most equipment requires multiple training sessions before a user will authorized to use the instrument.  NOTE: This procedure is subject to change as modifications to the CORES system are made. SRF CORES USER TRAINING

Apply To Use Instrument - TIPS  Provide as much information as possible about what you want to use the instruments to do. This allows SRF staff to tailor instruction to your needs.  Don’t ask for training too far in advance. You learn how to use the instruments by working on them. If more than 90 days has elapsed between your initial training and your requested use, the Facility Manager may require that you undergo re-training and additional charges may apply.  Don't learn too many instruments at one time. Focus on getting comfortable with a smaller set of instruments, then expand.  Practice! Practice! Practice! If you do not have samples to practice on, SRF staff may be able to allow you to run calibration samples for the equipment. SRF CORES USER TRAINING

CORES  Enter the WVU CORES website by going to the following link and entering you WVU MYID credentials   User homepage: If you are unable to enter the website, please contact Harley Hart at to verify that your account has been SRF CORES USER TRAINING

User Home Page  Reserve core device  Edit preferences  Reports menu  Search for services SRF CORES USER TRAINING

Reserve Core Device 1/2  Select Entry  Reserve Core Device  Select Core – i.e. SRF Cleanrooms  Select the instrument(s) the user would like to reserve and then select “View Calendar”  If you cannot view the instrument, contact SRF staff to verify that you are an authorized user SRF CORES USER TRAINING

Reserve Core Device 2/2  On the Calendar page, select the time you would like to begin using the tool  If you cannot select a time, contact Harley Hart at to verify that you have a current funding  Select the following on the Resource Scheduler page:  Category: Select “Equipment Usage”  Add line items  Assistance: Manager’s Assistance  Please allow 3 business days notice, if possible, for assistance to prevent scheduling conflicts.  Cleanroom Daily Fee  Must be selected when using any of the SRF Cleanroom instruments. If the user is an ESB monthly user, then only add this item to the reservation when using the cleanroom for the first time.  Precious Meta Feel:  For users who are depositing gold or platinum on cleanroom instruments.  PI (Advisor)  Funding String: Select the appropriate funding source for the usage of the instrument  Start Time  End Time  Repeat – not advised  Comments  Process comments such as process number, materials characterized, materials characterized or etched, tool issue that resulted in the tool not being able to be used. SRF CORES USER TRAINING

Logon/Logoff  Check prior to using any instrument.  Currently, users are not required to logon of logoff.  Usage will be billed by reserved time.  This will change once the installation of kiosks and card readers is complete. SRF is working with CORES software team to make this happen as quickly as possible.  Users are only required to reserve the instrument.  Reservations can only be cancelled or changed 24 hours prior to the reservation start time.  SRF Cleanroom instruments will be billed at a zero charge, but reservations must be made to track usage.  Current procedures are subject to change once kiosks are installed. SRF CORES USER TRAINING

User Maintenance Menu  Update Preferences:  with Vcal  Standard  No  If user information changes, such as phone number or , user must send to Harley Hart at so that the information can be SRF CORES USER TRAINING

Reports Menu  Query  Search for a reservation  Resource Reservation  Reservation Calendar Report to view monthly reservations for current or previous months SRF CORES USER TRAINING

Search For Services  Search for services  Resources available through CORES  Resource Contact Information SRF CORES USER TRAINING

Report Instrument Problem  Contact appropriate SRF Manager  Contact by phone and  Subject enter the following:  PROBLEM REPORT: (Name of Instrument)  i.e. - PROBLEM REPORT: CRESB – Sputter Station  Body enter the following:  Process being conducted  Observed issue  Corrective actions taken, if any  Status of equipment SRF CORES USER TRAINING

Rate Change Update - Effective February 1, 2015  ESB Cleanroom Daily Fee  Users must add this line item when using SRF cleanroom equipment.  Cleanroom Monthly Fee  If the user is a monthly user, this only needs to be selected during the first instrument reservation.  Precious Metal Fee  Additional line item needs to be selected when depositing or evaporating gold or platinum in SRF Cleanroom Equipment.  SRF Manager Assistance  This line item will be added by SRF managers after the assistance is complete. SRF CORES USER TRAINING

Questions Please direct questions to Harley Hart: SRF CORES USER TRAINING