Research Service Centers : Presented by: Bob Cornwall Bob Cornwall Beverly Lipski Beverly Lipski Debbie Meder Debbie Meder ACOR Retreat 2013

USER FACILITIES MANAGEMENT USER FACILITIES MANAGEMENT – Building and Managing Rates – Billing and RIMS LABOR in RATES LABOR in RATES ARSO and USER AGREEMENTS ARSO and USER AGREEMENTS

USER FACILITIES MANAGEMENT USER FACILITIES MANAGEMENT – Building and Managing Rates – Billing and RIMS LABOR in RATES LABOR in RATES ARSO and USER AGREEMENTS ARSO and USER AGREEMENTS

Department/university/external customers Department/university/external customers Rate - simple to complex Rate - simple to complex – Straight, tiered, preferred hours, volume discounts? Guiding principals Guiding principals – Break even or subsidized – Faculty led/staff managed – Special deals? – Capitalize equipment? Tools to manage the process - many Tools to manage the process - many – Reservations, management, billing, safety, equipment lockouts, financial reporting tool

Consistency Consistency 3 tiers – Commercial, direct cost, subsidized 3 tiers – Commercial, direct cost, subsidized Users – open to all or only staff Users – open to all or only staff One-step versus multi-step processes One-step versus multi-step processes Problems Problems – Billing errors, equipment problems, operator error – Write-offs, no charges – what do you do – He who screams the loudest – Processing costs

Internal Internal – Get budget data up front – Collecting $ from faculty accounts? – Who gets internal rates External - Billing and collection costs External - Billing and collection costs – Who takes responsibility – Can you build cost of collection into rates – Can you charge a surcharge for slow payers – Who is responsible if they don’t pay

Users – VPR user facilities Users – VPR user facilities – MRI – MCL and Nanofab – Huck Institute for Life Sciences – PSIEE - LIME and Stopped Flow Can others use it? Can others use it?

USER FACILITIES MANAGEMENT USER FACILITIES MANAGEMENT – Building and Managing Rates – Billing and RIMS LABOR in RATES LABOR in RATES ARSO and USER AGREEMENTS ARSO and USER AGREEMENTS

Generally associates with activity base Generally associates with activity base May have situations where activity base not good measure of usage May have situations where activity base not good measure of usage Examples Examples – Operator able to simultaneously monitor multiple pieces of equipment – Set up – Customer consultation – Training (user-operated facilities)

Fully-costed rates include individuals who: Fully-costed rates include individuals who: – Plan – Budget – Monitor – Purchase – Invoice – Schedule – Manage personnel – hire, evaluate Consider developing administrative pool allocable to rates on direct cost basis Consider developing administrative pool allocable to rates on direct cost basis

USER FACILITIES MANAGEMENT USER FACILITIES MANAGEMENT – Building and Managing Rates – Billing and RIMS LABOR in RATES LABOR in RATES ARSO and USER AGREEMENTS ARSO and USER AGREEMENTS

When working with external clients, written agreements must be in place When working with external clients, written agreements must be in place – Protects University – Protects Client Must clearly delineate Must clearly delineate – Scope of work – Cost/fees

Any external organization, entity or individual Any external organization, entity or individual Faculty doing private consulting Faculty doing private consulting – HR80 – Private Consulting Practice HR80 – Private Consulting Practice HR80 – Private Consulting Practice Effective 7/1/2013 Effective 7/1/2013 – Faculty consultants may access University facilities for consulting in the same manner available to non-University personnel.

ARSO or ARSO “lite” will be required to be used for contracting services from external clients ARSO or ARSO “lite” will be required to be used for contracting services from external clients If client prefers to issue a purchase order, must be reviewed to assure terms are acceptable to Penn State. If client prefers to issue a purchase order, must be reviewed to assure terms are acceptable to Penn State. Bottom Line – we need something to document the understanding between us and the client. Bottom Line – we need something to document the understanding between us and the client.

EXTERNAL CLIENT WANTSAD15 RATES in placeNO RATES To Purchase Services Penn State providing – no company employees involved Academic Research Services Order (ARSO) Regular “Lite” (in development) Establish as sponsored award – either cost- reimbursable or fixed price through OSP To Use Facility or Equipment Company employees will be on-site Doing either of these is totally at the option of the unit Academic Research Services Order (ARSO) +External User Term Sheet Research Equipment and Facility Use Agreement + Visiting Scholar Agreement?? INSURANCE REQUIRED

Research Service Centers : ACOR Retreat 2013 Discussion