Office of Core and Shared Resources Faculty Council Meeting October 9, 2012

OCSR Charge Support research excellence at the University of Miami by centrally coordinating access to and administration of core facilities and shared resources. What is a Core? Core Facility/Shared Resource: A core facility or shared resource is a resource that provides investigators with access to instruments, technologies, specialized services, and expert consultation. In most cases, these facilities are service centers (also referred to as recharge or cost centers) that require payment for the use and services of the facility. Some of the facilities are available to external researchers. The terms “core facility,” “shared resource,” “core,” and “resource” are generally interchangeable. Open resource: Resource available to the internal and external research community. May be fee based. Restricted resource: Resource restricted to specific department/institute/center members. May be fee based. Service Centers: operational units that charge for services provided to other University units, departments, or divisions. Services may also be provided to external users. Office of Core and Shared Resources

Status of the Cores UM’s core portfolio: Website: 59 listed resources Financial review: 68 medical service centers (fin class 5045) Core types: Analytical Imaging to X-Ray Crystallography Space* University wide 91,637 ft 2 $3,642,572 Med Campus 74,871 ft 2 $2,976,108 *Removed: FINANCIAL OPERATIONS, HEALTH INFORMATICS, INFORMATION SYSTEMS, RADIATION CONTROL, ROSENSTIEL SCH FAC ADMIN AND PHYS PLANT, ROSENSTIEL SCHOOL BUSINESS OFFICE, TELECOMMUNICATIONS (180,457ft 2 $7,173,161 without exclusions)

OCSR Purpose and Responsibilities Create, maintain, and enforce policy relevant to core facilities and shared resources Review existing cores for productivity and cost recovery targets Assist new and existing cores with business planning as well as establishment of fees in conjunction with the controller’s office Maintain and update a central website of all core facilities and shared resources, including contact information, billing rates, and basic summaries for inclusion in grants Review equipment purchase requests greater than $25,000 for identification of overlapping technology needs, and ensure that purchasers are informed of existing technologies and resources Generate an annual report of core facility and shared resource utilization, spending, and general productivity Organize the annual shared resources fair

OCSR Purpose and Responsibilities Organize annual survey to assess the research community’s opinion of current core and shared resource strengths and weaknesses Organize and oversee Core and Shared Resources Advisory Group, Core and Shared Resources Working Group, and Core and Shared Resource Town Hall meetings Work with core directors to identify and assist with individual Core Advisory Committees Assist in adoption and utilization of centralized administrative management systems (Ariba, CORS or future systems) Review Shared Instrumentation Grant submissions to ensure that the proposals are unique and appropriately supported by the institution, as well as review proposed plans for resource sharing, arbitrate potentially overlapping submissions and make recommendations for matching fund commitments.

Current Projects Development and implementation of Core Facility and Shared Resource Policy Comprehensive assessment of cores via department level meetings Identify true core portfolio Capabilities/modalities/services Locations/space utilization Personnel (directors & staffing) Future needs Verify financial performance Evaluation of centralized business operations software User validation Service scheduling Invoicing and billing customers (integrated with UM’s systems) Usage tracking Inventory control Comprehensive reporting

Current Projects Build out website to be a comprehensive information portal for core and shared resources Summary for inclusion in grants Listing of services and pricing Establish metrics to evaluate performance and measure return on investment Financial metrics Utilization metrics Grant metrics Publications per core Develop business plans that allow for units to optimally manage resources and new cores to succeed Develop effective strategies for marketing services

Website

Website

Website

Policy Overview States OCSR’s purposes and responsibilities Establishes advisory committees Details procedure to establish a new core Will require rate sheet and business plan Provides guidance for setting rates Tiered structure Outlines recovery expectations and procedure to request institutional support Establishes a standard charging and payment process IDRs or Ariba Establishes an acknowledgement/authorship procedure 10 cores with acknowledgement policies

Academic Medical Contribution (Dean’s Tax) Listing of tax exempt cores maintained by Med Finance All spending in the 4000s sub-object codes Space/Rent charges Service Centers are not exempt from space charges Per FY 2012 and FY 2013 Financial Planning Guidelines Space charges cannot be recouped in billing rates UMMSOM Policy Overview

Questions?