RRP UPDATE2017 Core Leadership Retreat
Best Practices for Cores
Elizabeth Sinclair
RRP Executive Director
Research Resource Program
Goal: Support the UCSF research enterprise by enabling
access to state-of-the-art technology, through the support
of core laboratories and other shared resources.
Elizabeth Sinclair
Executive Director
Helene Bour-Jordan
Program Manager
BIOS Biospecimen
Program Team
David Aaronson
Sudeep Basnet
Nicola Gabancho
Vincent Te
Emily Davis
Candice Pyn
Desiree Porter
Business Manager
Sarah Bruce
Financial Analyst
Rochelle Kelley
Administrative Analyst
Greg Tong
Project Manager
Core Support
TBH
VC of Research
TBH
Associate Director
UCSF Research Resource Program (RRP)
Office of Research
Office of Executive Vice Chancellor and Provost
BIOS
Scott Vandenberg
BIOS Director
Core Support
Funding: Open to Certified Campus Cores• Institutional Matching Instrumentation Awards
• Core Operational Support Award
Services: Open to all UCSF Cores • Increase Access to Cores and Core Usage
• Core Visualization (marketing)
• Support and Improve Operations, Administration and Finance• Core Management Software (MyCORES) – 38 cores/resources
• Recharge Proposal submission and support – 16 recharges
• Business Plans and Process Improvement – 5 cores
• Equipment Maintenance Program - coming soon!
• Education • Core Management Meetings
• Travel
• Workshops
• Management or Support of Core Transitions
Campus Core Certification
rrp.ucsf.edu/campus-cores
Requirements
1. Open and accessible to all
2. Provide high quality
technical/scientific services to
significant number investigators
3. Provide training or education
4. Defined Mission
5. Equitable and transparent cost
recovery, usage tracking and fee
structure
6. Defined management structure
including advisory committee
Institutional Matching Instrumentation Awards
Managed through RAP
2016-17: Twelve applications, seven awards were funded
2017-18: Accepted applications through RAP fall cycle only!
Author School Department Core Campus Equipment S10 MatchOtherMatch
Ho DentistryBiomaterials & Bioengineering
BB Correlative Microscopy Core
PHSIGMA 500-VP Field Emission Electron Microscope
$150,000
Mullins MedicineCellular Mol Pharmacology
Nikon Imaging Center
MB OMX Optical microscope $200,000
Chow MedicineBiochemistry & Biophysics
Center for Advanced Technology
MBIllumina NovaSeq™ 6000 Sequencing System
$200,000
Krummel Medicine PathologyBiological Imaging Development Center
PHTwo-laser two-photon microscope dedicated to human specimen
$125,000
Braun Medicine PediatricsLaboratory for Cell Analysis
MB BD Aria3 cell sorter $150,000
Kazakia Medicine RadiologyHuman Imaging Core: QMIF
CBXtremeCT II, high resolution skeletal imaging system
$130,000
Aweeka Pharmacy Clinical PharmacyDrug Research Unit
ZSFG UPLC tandem mass spectrometer $200,000
Core Operational Improvement Award
Goal: Support operational improvements that will lower cost of, or increase access to, key technologies at UCSF, for example:
• Process improvement (reducing waste/increasing value)
• Reducing duplicative core services
• Reducing redundancy in administrative functions
Applications that propose cross-department collaboration and/or merger of existing core facilities are strongly encouraged
Mechanism: 1 page LOI submit through Open Proposals
Finalists selected to give face-to-face presentation
Call: Winter 2017-18
Amount: Up to $100K
Core Funding at Other Institutions
iLab Benchmarking study of 282 cores from 156 institutions
Other institutions: Average level of support is 30%
This level of support for 70 UCSF cores = roughly $10M!
Funding for Cores
RRP Allocation for Core Funding:
• Total of $1M per year for 70+ core facilities
• Submit budget request each year to EVCP for funds
Cores need more supportExpecting fixed costs to be covered by variable income is unrealistic, other institutions understand this.
• What we need• 30 - 50% salary support for core director to develop new
technology, write grants and provide training and education.
• Yearly budget evaluation with variable subsidy to avoid deficit
• More instrumentation funding
Which Cores will be funded?
• Become a certified Campus Core
• Use RRP Core Management Software
• Keep on-line information updated
• Create a business plan
• Keep improving operations
• Adopt best practices
Core Visualization Program
Greg Tong – Program Manager
Rochelle Kelley – Event Planning and Communications
Topic of Last Year’s Retreat
• Core Search rrp.ucsf.edu/find-cores
• Core Family Pages
• Core Web site support
• Core Fairs and Core Coffee Hour
• Shuttle Ads
Core Management Software Transition
Selection Process
COMPLETED Conduct Market Evaluation &
Cost Analysis
Meet with SCM & IT Departments
Secure Funding
Assemble Task Force
Review Known Gaps & Issues
Finalize Targeted Requirements
Document Functional & Technical Requirements
Conduct Targeted Needs Evaluation
Finalize Post-Change Support Requirements
Selection Process
NEXT STEPS
• Host Oral & Sandbox Sessions
• Assess Vendor Gap Analysis
• Conduct Final Evaluation &
Select Vendor
• Negotiate Contract
• New software will have all the functionality of MyCORES plus
new features and improved user interface
• Selection is based on functionality, customer service and cost
Transfer Process
2018
• Integrate with UCSF Systems
• Train Users
• Onboard Cores in Waves
Equipment Maintenance Program
• Manufacturer’s service contracts are too expensive and a
major cost to cores.
• University of Chicago showed that the actual cost of
preventative maintenance and repair is much less than
the cost of a service contract.
UCSF Program
1. Decision – service contract or self-insurance?
2. Budget funds for self-maintenance in recharge proposal
(and carry unused funds forward to build reserve)
3. If catastrophic failure, then borrow from UCSF central
pool
Equipment Maintenance Program
Program Component Phase 1 Phase 2 Phase 3
Decision
• OEM service
contract
• 3rd party
• Self-Insurance
• Collect data
with excel
spreadsheet
• RRP Advise
• Data Collected in Asset
Management Data Base
• Optional : RRP Advise
Self-Insurance Incorporate funds into recharge
proposal
Purchase from
central pool
Institutional Support UCSF - Borrow money from
“Catastrophic Failure Pool”
UCOP
Winter 2017
Spring 2018 Summer 2018 ?
For 18-19
Core Education ProgramBusiness Planning for Cores Winter 2017
Desiree Porter - RRP Business Manager
Four interactive workshops and one-on-one coaching to create a business plan for your core
Lean Management for Cores Spring 2018
Paul Sullivan and Jennifer Lo – Program Management Office
Interactive workshops and coaching to introduce lean concepts and practice using lean tools to improve business or operational processes
Core Managers Meetings
Organizer - Desiree Porter
Core Metrics to Measure Success
Travel Awards
Association of Biomedical Resource Facilities – Myrtle Beach April 22-25 2018
Western Association of Core Directors – Fall 2018
Your favorite meeting where you are presenting your work
Best Practices for Cores
• RRP Strategic Advisory Committee recommendation -
provide “best practices for cores”
• Standardize how cores approach common problems and
issues to achieve the best results
• Share knowledge and expertise among cores
• We want to start that process by asking you what best
practices should be for four areas selected by the retreat
committee
• Work from today will will be used toward establishing best
practice documents