Frequently Asked Questions
(Last Updated: March 12, 2012)
What is MyCORES?
MyCORES is UCSF’s label for an online administrative tool developed by Vanderbilt University, which was first implemented there in 2001. It was designed to reduce operational costs, increase efficiency, and provide timely data for reporting on core usage and other key business indicators. Vanderbilt has made a significant investment in both time and money and is now making this system available to other interested institutions. So far, over a dozen universities have come onboard with this solution. And, the overall feedback of the respective Core Directors, Managers, and Finance Administrators at these institutions has been very positive. Universities that are currently leveraging this online administrative tool include the following: University of Virginia, Meharry Medical College, Virginia Commonwealth University, Seattle Children’s Research Institute, Cleveland Clinic, Children’s Hospital of Philadelphia, Georgetown University Lombardi Cancer Center, Notre Dame, Rensselaer Polytechnic Institute, Oregon Health & Science University, Indiana University, Mt. Sinai Medical Center, University of Southern California, and Mayo Clinic.
How was MyCORES selected?
Initially, a Task Force was formed from a broad range of key stakeholders here at UCSF in November of 2010. Thereafter, a Steering Committee was formed in the Spring of 2011 and met biweekly from May-September, 2011. Concurrent with these meetings a panel of Subject Matter Experts (SMEs) was formed and met biweekly from June-August, 2011. Using a broad range of criteria for the desired processes and benefits, several software/database organizations were selected as possible candidates. Subsequent to the series of vendor presentations, demonstrations, performance analysis, cost quotations and the collective input of our Steering Committee and SMEs, we decided to enter into an agreement with Vanderbilt University to purchase and implement their Core Ordering and Reporting Enterprise System.
Is use of MyCORES mandatory for all cores?
No. Although we believe that the benefits of using the system will quickly be realized. The system will reduce the time core directors and financial managers spend doing core facility administrative functions. Therefore, campus-wide adoption is expected.
What cores at UCSF are piloting MyCORES?
At present, five cores are participating in the pilot: Parnassus Flow Cytometry, the Core Immunology Laboratory, Translational Informatics, the QUIP-C (Quantitative Image Processing Core), and the 7T MRI at China Basin. The cores chosen for this pilot are representative of instrument-, assay-, and service-based core offerings here at UCSF.
Do all modules of MyCORES need to be implemented?
No. Many different modules currently comprise this online administrative tool and while central modules will need to be implemented for all cores (e.g., those for reservations and reports), other modules (e.g., electronic invoicing, ordering-delivering, and real-time inventory management) may not be relevant or critical to the business model of the particular core.
Is MyCORES a standalone solution or will it be interoperable with other existing UCSF campus-wide electronic resources?
Two of the selection criteria that strongly led us to select this online administrative tool as our UCSF campus-wide solution are its flexibility and extensibility. Authentication will be provided by MyAccess and accessed via single sign on. MyCORES will be integrated with PeopleSoft, as well as the next iteration of our Core Facilities Database (which is currently being upgraded) to reduce administrative overhead in the maintenance of core financial and demographic information so that our core facility personnel can spend more of their time doing what they do best – science.
How do I find out more about MyCORES?
We welcome your comments concerning what types of information presented on this microsite would be particularly useful to you now and as we progress throughout the greater campus-wide implementation. If you cannot find what you're looking for here, please feel free to contact us.
How are MyCORES enhancements handled?
MyCORES is a very stable and robust platform. As such, Vanderbilt University has received very limited Customization Requests from participating consortium partners over the past 10 years. During the course of this time, only a few customizations have needed to be implemented within new releases; however, the Vanderbilt team provides multiple releases each year with each release containing a significant number of enhancements.
Just how robust is this system?
Vanderbilt University alone uses this system to successfully manage over $3,500,000.00 of activity per month. That is approximately 1,600 electronic invoices per month processed or well over 100,000 orders processed per year.
How committed is Vanderbilt University to the maintenance of this system?
Vanderbilt University is quite committed to the development of this system and invests significantly each year in application development alone.
How do I learn about upcoming releases of the system and new functionality?
Vanderbilt University publishes and disseminates Pre-Release Notes to all participating consortium partners well in advance of the next release. The RRP will receive and make this documentation available to all UCSF participating MyCORES end users.
How many releases of the system can we anticipate within a given year?
Based largely on Consortium Advisory Committee review and prioritization of new functionality and enhancement requests received, Vanderbilt University builds 3-4 new releases of its system within the course of any given year. All participating consortium partners are strongly advised to “upgrade” their respective enterprise systems such that they remain within the past two releases.
How will MyCORES work for our external customers?
External customers will be requested to provide us with a valid email address, which we will then use to set up a valid MyAccess account. Once done, we will allow external customers to emulate an internal customer and they will be assigned a non-valid FUND/DPA (or a PO number of up to 9 numbers in length; multiple PO numbers will also be allowed and these can be generated by the external customer based on their particular company’s business rules).
How will product and service pricing be handled to assure that appropriate rates are applied?
It is the responsibility of a particular core to assure that product and service pricing information is kept up to date within MyCORES.
Who do I contact if I am participating in the pilot and have a question about MyCORES?
Karen Brungardt (Project Manager, firstname.lastname@example.org , 514-3689) is the primary point of contact here at UCSF.