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                                                                                                   To enter CORES, please click on the logo above.

The Core Ordering and Reporting Enterprise System (CORES) at the University of Notre Dame is a web-based software system designed to facilitate the purchase of products and services from the University's core facilities and shared resources.

 

Vanderbilt University Medical Center and a dozen partner institutions have already benefited from this highly flexible and robust application for maximizing efficient core facility management. The CORES software was developed to:

  • meet the needs of the research community
  • facilitate compliance with federal cost accounting policies
  • provide multi-featured electronic billing capabilities for both internal and external customers
  • offer comprehensive usage reporting

 

CORES is operated and maintained by Notre Dame Research as part of its mission to grow, strengthen, promote, and safeguard the research enterprise at the University of Notre Dame.

"With less than a year of recharge activity in CORES, we are already enjoying the benefits of consistent data gathering, reporting and billing. The value of CORES will continue to escalate over time as data accrues. CORES data is particularly useful to recharge facility management and central offices, but it should also become a valuable resource for PI's estimating costs for proposals or preparing reports for existing grants."

Kyle Johnson, RSPA

TO THE CORE

Core Facilities now have access to a handy set of reports in CORES that are useful in tracking instrument and service usage, monthly total usage and viewing invoices.

  1. Usage Report:  This report allows you to view and/or print reports with specific details of activity in CORES.  You can set the beginning and end dates for the report and select to sort by category/description, PI, FOP, core, order number, resource, or project.  Bottom line benefit?  This report will allow you to track monthly usage on a resource or of a specific category/description.
  2. Summary Report:  The Net Sales Comparison Summary report is a quick tool to allow you to easily visualize the monthly revenue in CORES for a specific core facility.  Data can be displayed for either the fiscal year or the calendar year.  Moverover, the data is organized in both graph and table formats that are easily printed or exported to Excel.
  3. Invoice Report:  This report shows all of the invoices for a particular core during a particular time period.  You can click on the invoice number for a more detailed description about charges. 
  4. Disputed Invoice Report:  The Disputed Invoice Report will show all invoices that have been disputed by PI during a set time period.  The report can be sorted by customer, reason or code.  Comments entered by the PI at the time of the dispute can also be displayed.

For more information on the CORES reporting options, please contact Kara Primmer, Grants Business Management Assistant Director, via email (Kara.Huegel.2@nd.edu) or via telephone (574-631-2178).

 

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Setting Up New Resource Users

Core Managers and Core Associates can readily add new Resource Users to CORES and the process could not be easier:

  1. Gather the requisite information on the Resource User - NetID, First and Last Name, Email Address, Phone Number, and the name of the PI they are to be associated with
  2. From the CORES homepage, go to the Maintenance Menu and click on Resource User
  3. Input the information as indicated
  4. Follow up with the Resource User and explain that it is important for them to loop back with the PI about limiting their access to specific FOAPALs in CORES to prevent invoicing errors

Please contact Kara Primmer, Grants Business Management, Assistant Director if you have questions about adding new Resource Users to the system, or if you would like to schedule individual time for training.

WHAT IS A CORE FACILITY?

According to the National Institutes of Health (NIH), a core facility can be defined as a centralized shared resource that provides investigators with access to instruments, technologies and services as well as expert consultation. A typical core facility is a discrete unit within an institution and has dedicated personnel, equipment and space for operations. In general, core facilities recover their costs of providing service in the form of user fees that are charged to a PI's funds.

For a complete listing of the research core facilities at the University of Notre Dame and their contact information, please click here.