1. iLab Training for VU Departments & Users of VUMC Core Groups
VUMC Office of Research
iLab Training for VU Departments & Users of VUMC Core Groups

2. Agenda
VUMC Cores live in iLab
iLab Training
User Support
Resources

3. VUMC C.O.R.E.S. to iLab Transition Core List
To view a full list of VUMC core groups that have transitioned to iLab, visit the Office of Research website:

4. Core Users All users will need to register
Registration instructions available on the Office of Research website
Once registered, all VUMC and VU users will access the application using their VUNet ID and ePassword
NOTE: Webform located on the OOR site. Existing users can request additional roles by submitting a request on a webform.

5. Registration Tips Step 2: Step 1: Enter your VUNet ID and ePassword
VUMC or VU User (with VUNet ID)
Step 2:
Enter your VUNet ID and ePassword
If you have not yet registered, the system will ask you to select your PI’s name.

6. Registration Tips Step 3:
If your PI is not listed select AAA Default (VU) Lab
Department Administrators – Select the Admin (VU) Lab
VU Students mentored by VUMC Faculty – Select the default lab.
Step 3:
Select your PI Name and provide requested information.
If you work with multiple PIs,

7. Core Users: Customer Payment Notes:
VU Users use the PO Number payment functionality
VU users are instructed to user their VU billing numbers as the “PO Number”
CoA or POET Numbers
VU users will also have the ability to pay with a “scholarship fund” or “VICTR vouchers”.

8. VU Billing Number Updates: Request via Webform
Contact VUMC OOR for assistance updating VU fund numbers.

9. Project Workflow Demo
Request a Project
iLab Demo

10. Project Workflow Demo
Select the Core 1
Select the Core Name
iLab Demo

11. Select “Request Service”
Project Workflow Demo
Request a Project
Select “Request Service” 2
iLab Demo

12. Don’t see your PI’s name?
Project Workflow Demo
Request a Project 3
Select your lab’s name (PI) in the “lab” field.
Don’t see your PI’s name?
iLab Demo

13. Complete the custom form.
Project Workflow Demo
Request a Project
Complete the custom form. 4
iLab Demo

14. Project Workflow Demo Request a Project 5 6
Select the user’s Standing PO. 5
NOTE: For those of you that use scholarship funds (known as center funds in iLab), we will be showing you later in this presentation how to select this.
Select submit request to core to continue. 6
iLab uses the term Standing PO to reference external funds. All VU users should select their VU billing number as a Standing PO
iLab Demo

15. The View All Requests tab will display.
Project Workflow Demo
Request a Project
The View All Requests tab will display. 7
Note: This will only show service or project requests and you will need to view another tab to see pending reservations.
You will be able to see all of your Service or Project Requests for this core by reviewing the View My Requests tab.
iLab Demo

16. Reservation Workflow Demo
Request a Reservation
iLab Demo

17. Reservation Workflow Demo
Select the Core 1
Select the Core Name
iLab Demo

18. Reservation Workflow Demo
Select Schedule Equipment 2
Please note the “Reservation” tab can have various names. It can be called “Schedule Equipment”, “Schedule Services”, etc. Each core may have a slightly different name based on the services they may offer. 3
Select View Schedule
iLab Demo

19. Reservation Workflow Demo
Note: If the user has more than one (1) lab, they will need to select which lab they would like to make the request for. 4
Select the Date/Time by dragging your cursor over the calendar.
iLab Demo

20. Reservation Workflow Demo6
Complete Form 5
Verify Date/Time
iLab Demo

21. Reservation Workflow Demo
Select the applicable Standing PO number 7 8
Select Save Reservation
iLab uses the term Standing PO to reference external funds. All VU users should use their VU billing number as a Standing PO
iLab Demo

22. Reservation Workflow Demo9
NOTE: If core requires approval, it will be pending here. Not all reservations will require core approval.
Reservation will appear on the calendar stating Pending Approval.
You will be able to see all of your Reservations for this core by reviewing the schedule.
iLab Demo

23. VA Fund Selection Demo

24. VA Fund Selection Demo 1
Select the VA-TVHS Lab

25. VA Fund Selection Demo 2 Select the Standing PO
The Office of Research will manage the VA POs in collaboration with Mike Walsh at the VA.
Select your existing ####.
if you do not see your VA billing number.

26. Scholarship Selection Demo

27. Select the PI’s “VUMC Scholarship & Voucher” Lab
Scholarship Selection Demo 1
Select the PI’s “VUMC Scholarship & Voucher” Lab
VU Users with scholarship funds will have a separate “VUMC Scholarship & Voucher” Lab.
iLab Demo

28. Select the Scholarship fund number.
Scholarship Selection Demo
Select Scholarships 2
Select the Scholarship fund number. 3
Once scholarships are added, the PI will receive an notification.
If you do not see your scholarship fund, confirm you have been given access to the fund number by your PI or Lab Manager.
iLab Demo

29. Summary of Lab Groups VU Labs VA Labs VUMC Scholarship & Voucher Labs
VU Billing Numbers (entered as Standing POs)
CoA or POET
VU Labs
VA Billing Number (999999####)
VA Labs
Vouchers Numbers for VU Investigators
Scholarship Numbers for VU Investigators
VUMC Scholarship & Voucher Labs

30. Lab groups available for VU Faculty
Fund Type:
Select this lab when you want to make core purchases/ reservations using your VU billing number.
Activating VU Cost Centers
VU Billing Numbers are added as Standing POs
To request activation or updates of a VU billing number submit the OOR Webform
OOR will add and approve POs as requested via the webform.
Access to VU Funds
Once the VU billing number has been added to the requested core site as a “Standing PO’, the user will have access to the fund.
Smith, John (VU) Lab
Fund Type:
Select this lab when you want to make core purchases/ reservations using your VA Funds (99999XXXX)
VA Funds (999999xxxx)
VA funds are considered an external fund source; therefore, are added as a ‘Standing PO’
Activating VA Funds
Contact the Office of Research to activate VA funds.
VUMC OOR coordinates management of VA funding with Mike Walsh at the VA.
Access to VA Funds
Once the VA fund has been added to the requested core site as a “Standing PO’, the user will have access to the fund.
Contact the VUMC Office of Research to grant access to the VA billing number for new lab members.
Smith, John (VA) Lab
Fund Type:
Select this lab when you want to make core purchases/ reservations using your scholarship or voucher funds.
Scholarship and Voucher Funds
These funds are considered internal funds.
Activating Scholarship & Voucher Funds
These funds are activated via an outside process.
Scholarships: Office of Research Allocation Process
Voucher: StarBRITE Feed
Access to Voucher & Scholarship Funds
The PI will have automatic access to these funds once activated
The PI or Lab Manager will need to grant access for specific users to specific cost centers via the PI’s fund grid.
Smith, John (VUMC Scholarship & Voucher) Lab

31. Invoices
iLab Demo

32. Invoice Demo 1
Select Invoices
iLab Demo

33. Invoice Demo
Optional: Filter to the invoice you are wanting to review 2 3
Select the magnifying glass to view the invoice.
iLab Demo

34. Invoice Demo 4 5 Pre-Invoice Status
Note: Review where you see the payment # information.
Click the $ Icon to see the billing number 5
iLab Demo

35. Invoice Demo 6 7 8
To update the charges to a different billing number, select the check box for each charge in the payment list.
Note: Every month you will be able to review the pre-invoices on the 1st working day of the month. You will be able to make changes to the payment information at that time.
If you need to add a PO, go ahead and add the PO here. You will need to wait for the Core to approve prior to re-allocating the funds.
Using the Standing PO drop-down menu, select a new billing number.
Select Save
iLab Demo

36. Final Invoice
If invoice status states “Final”, please contact the core for any refunds. 9
Note: You cannot do a refund until the invoice is in a “Final Invoice” status. Once the invoice is in the “Final Invoice” status, you are unable to update the distribution of charges at this time.
Final Invoice Status
iLab Demo

37. Final invoices are generated around noon on the 2nd Business Day.
Pre-Invoices are generally available between noon and 1pm on the 1st Business Day.
Final invoices are generated around noon on the 2nd Business Day.
Users have roughly 24 hours to review the pre-invoice reports.
TIP: Use the reporting module to view completed charges that will be included on that month’s invoices.
Billing numbers can also be updated on orders in the ‘completed’ state.

38. Reporting Demo

39. Reporting for Department Administrators2
Select View 1
Department Administrators select My Departments 3
Select Reporting

40. Reporting for PIs and Lab Managers1
Labs select Reporting

41. Reporting Demo Watch the iLab Reporting Tutorial
Review: 1) Load Default, 2) Run Report, 3) Filters, 4) Exporting Reports, 5) Customizable Report, 6) Save a Report

42. Reporting: Ledger Reconciliation
Reporting Demo
Reporting: Ledger Reconciliation
Export a csv file of all charges invoiced during the date range:
If the Billing Status column references “Billing_initialized”, then the charges on that line have been completed for billing by the core.
If the Invoice Number column references an invoice number, then the charges on that line have been invoiced.
The invoice number should display on the general ledger reports.

43. Core User Support VU Department User Training Sessions
Dept. Admins, PIs & Lab Managers
Online User Guides and FAQs

44. Office of Research Website
Registration Instructions
User Guides
FAQs
VU Billing Number Update Webform Request

45. Complete the questionnaire and select Submit Ticket
iLab Support
Select HELP
You can “Add Attachments” and view Archived Tickets.
Complete the questionnaire and select Submit Ticket

46. We’re Here to Help iLab/VUMC C.O.R.E.S Office Hours:
10:00am to 11:00am on Thursdays
Reservations required.
VUMC Office of Research Support Address:
Or, contact the core manager!
Our support team can assist with any questions related to the
access to VUMC core group services
available in the iLab or VUMC C.O.R.E.S. applications.

47. Questions? VUMC Core Questions: VU Core Questions:
VUMC Office of Research
VUMC Core List:
VU Core Questions:
VU Office of Contracts and Grant Accounting
VU Core List: