Darah Arcila outlines the advantages of an electronic core facility management system
Collaboration among researchers has long been a vital component of the research demographic. Through use of core facilities, researchers are realising the benefits of shared resources where, for example, renting a piece of equipment is more cost effective than purchasing it. Although research groups are recognising the value of core facilities, scarce funding for research is leaving core facilities scrambling to find ways to reduce costs, increase utilisation, and effectively contribute to the advancement of science.
One way core facilities are increasing efficiency is through the use of electronic core facility management tools. With proper systems in place, the core can better manage its processes and dedicate more time to research. According to a 2015 survey conducted by iLab Solutions, a leading provider of core facility management software, users of electronic systems reported spending less time on administrative tasks when compared with those without such tools. In addition, they reported an increase in overall usage of their facility from the previous year. With a single, centralised platform researchers can more easily find shared resource facilities, request specialised scientific services and projects, or schedule use of sophisticated equipment.
iLab Solutions has developed such a system. Its array of modules assists the various types of core facilities, including one prevalent core type that offers shared equipment to researchers. Often referred to as booking facilities, these cores are more effective when they can manage who can access research instruments, view equipment usage in real time, and maximise overall usage through defined scheduling rules. iLab has taken these needs into consideration and addressed them from multiple angles.
Flexible settings
First, a comprehensive yet flexible series of settings is required for a booking facility to effectively manage its equipment usage. With iLab, facilities can set available hours as well as minimum and maximum reservation lengths for their instruments. Additionally, they can differentiate prices based on the time of day or the type of usage, and can manage recurring reservations. Several resources in the facility can be required to be scheduled at the same time, and flat fee charges or consumables may be added to each reservation. Next, cores need the ability to manage who can use their often complex equipment. iLab allows cores to qualify users as ‘trained’ for each type of equipment, controlling who has access to a particular booking calendar. Furthermore, usage tracker software is often required to track when and by whom equipment is scheduled and used. iLab’s usage tracker software module automates the process by pushing the usage information directly to the resource calendars. Once the parameters are assigned and researchers begin reserving equipment through iLab, cores can report on actual versus scheduled time and can choose to bill based on the preferred type of usage.
As core facilities become more technologically sophisticated, the software used to manage the facility must also evolve. As a software-as-a-service (SAAS), iLab is able to support this rapid growth model. For example, three advanced scheduling features have been developed in the last year. Core facilities now have the ability to review scheduled usage across multiple pieces of equipment at one time. They can filter for a quick view of user, equipment and usage information through a series of search options. This allows the core to easily identify and resolve issues and bill for usage.
A major concern for cores is having the ability to equitably distribute valuable resources and equipment time among users but still maximise usage. iLab makes this possible with a ‘rolling approach’ to restrictions, which limits usage per equipment. Finally, the system has improved the usage tracking through an online login kiosk combined with a new equipment lock-out module. The online kiosk communicates directly with the calendar to define when and by whom instruments can be used. The interlock feature controls access to the equipment by turning on and off a monitor or the equipment itself, locking out those who should not have access. The system continues to expand the features of the scheduling module with future developments including setting parameters around daily equipment usage, enhanced user management tools, and more granular usage reports.
End goal
Ultimately, iLab aims to streamline the world’s research efforts by providing specialised options for all kinds of shared resource research laboratories. It provides the foundation in core facility management, including service request management, equipment scheduling, billing, invoicing, and reporting. It offers specialised modules, such as sample management tracking, animal management and product purchasing. And, it integrates with other systems, such as financial and user directory systems, providing a single platform used by all facilities within an institution. When faced with the growing problem of securing scarce research funding while accelerating advancements in research, an efficient and versatile electronic system is a major game changer for research institutions as they foster collaboration through shared-use.
Darah Arcila is director of quality control at iLab Solutions.
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