FAQs

Frequently Asked Questions:

  1. How do I get set up in the CORES system?
  2. How I use the system?
  3. Why can't I login with my netID and password?
  4. How do I search for services in a core?
  5. How do I place an order in a core?
  6. How do I reserve a core device?
  7. Why can't I reserve a specific device?
  8. How do I reserve a people resource (an assistant) with a device resource?
  9. What happens if I don’t use the whole amount of time I have reserved for the device or resource—am I billed for unused time?
  10. How long do I have to make changes to a reservation?
  11. Can I still use the Coral system for making reservations and ordering?
  12. What is the difference between an open order and an unconfirmed order?
  13. How do core facilities and shared resources bill the appropriate grant/FOP numbers?
  14. How do I view and confirm my open orders?
  15. How do I add an item to an open order?
  16. How do I edit an existing open order so that it reflects the date of the actual work and not the date of the data entry?
  17. I created an entry, open order. Do I create a new open order for every day for the same job, or do I keep one open order and keep adding hours as the work progresses?
  18. On the open order screen there is differentiation between PI Open Orders and Open Orders—what’s the difference?
  19. If a Core needs to use a 100000 FOAPAL, who will be listed as the PI?
  20. How do I correct a FOP number?
  21. How long after an order is placed am I able to make changes?
  22. Can I track/see the details of the charges made against my FOP?
  23. How do I approve/dispute invoices?
  24. How do I get an incorrect charge removed from my FOP number?

 

 

How do I get set up in the CORES system? 

To set up an account in the CORES system for a Service Core Manager, a Service Core Associate, a Lab Manager/Assistant or a PI, please contact corehelp@nd.edu.

Once an account has been created, the new user is assigned the proper role in the system by the Service Core Manager, Service Core Associate or Principal Investigator. 

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How do I use the system? 

Prior to accessing the system, each user will need to be set up in the CORES system and must be assigned to at least one role. To be set up in the system, refer to FAQ "How do I get set up in the CORES system?" 

  1. Log in to:  http://cores.nd.edu
  2. Enter your netID
  3. Enter your netID password
  4. Select the Log In button.

The CORES Quick Reference Guides (QRG) provide step by step instructions for specific tasks.  The QRGs are arranged by User Role.

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Why can’t I login with my netID and password? 

Prior to using the system, each user will need to be set up in the CORES system and must be assigned to at least one role. 

  • Resource Users:  If your NetID and password are not allowing you to login, check with your Service Core Manager/Service Core Associate to see if a user account has been created and/or if you have been assigned to a role in the system.  If you are not set up in the system, refer to "How do I get set up in the CORES system?" 
  • Principal Investigators:  If your NetID and password are not allowing you to login, contact corehelp@nd.edu to set up your user account.

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How do I search for services in a core? 

You can search for a core (or all cores) and view available services once logged into the CORES application.

  1. Under Quick Links, click Search for Services.
  2. You can confine your search to a specific core or search all cores.

For more detailed information, consult the QRG for your assigned role. Refer to the “Search for Services In A Core” section. 

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How do I place an order in a core?


Verify FOP number(s) with your PI, Service Core Manager or Service Core Associate as you will be asked to provide a valid FOP prior to using core services.  Placing an order is accomplished in one of three ways:

  1. Orders may be manually keyed in the CORES system based on your assigned role.  Find your “role” in the QRG, and then refer to the “Place an Order”.
  2. Orders are created for devices reserved  through the “Reserve a Device” calendar.  Find your “role” in the QRG, and then refer to the “Reserve a Core Device” section.
  3. Orders are created through an end-of-month upload process for specific core facilities.  This option is usually reserved for those cores that utilize third party software such as Coral.  Check with your Service Core Manager to see if your facility utilizes the upload process.

NOTE:  A visual diagram of the work flow process from order to invoicing can be found here.

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How do I reserve a core device?

Under the "Quick Links", click Reserve Core Device.  Available core devices will be displayed.  You are required to select a specific core and you then have the option to select up to six (6) resources/devices. If a resource to which you should have access is not displayed, contact the Service Core Manager or Service Core Associate.

For more detailed information, consult the  QRG  for your assigned role.  Refer to the “Reserve a Device” section. 

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Why can't I reserve a specific device?

Restrictions for reserving devices are determined by the core facility. Restrictions include prior training and/or certification on the device, authorization to use the device, etc.  If you have not yet been authorized to use the device, you will not see the resource as an available option.   Please see your Service Core Manager/Service Core Associate for details as to your specific situation. 

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How do I reserve a people resource (an assistant) with a device resource?

  1. Click "Order Entry".  Select the correct FOP, category, and description for the item(s) you would like to order.  To add a line item assistant, click the cores_icon  icon.  Select the name of the assistant you want from the dropdown, and click "Save as Open Order".
  2. Click "Reserve Core Device".  If the resource selected is associated to an Assistant, and you do indeed, want to reserve an Assistant, simply select the radio button by the Assistance for "YES".  (The Assistance radio button is defaulted to "NO".  Once the button is clicked, one or more assistant options should appear.  Select the radio button for the Assistant requested and then select "Refresh Calendar" button. 

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What happens if I don’t use the whole amount of time I have reserved for the device or resource—am I billed for unused time?

If you use a device or a resource for a different amount of time than what you reserved it for, it is necessary for you to contact the Core Manager to let him/her know to make the required changes to your reservation.  If you fail to contact the Service Core Manager or Service Core Associate to request changes to your reservation, you will be billed at the end of the month for the time as originally reserved.

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How long do I have to make changes to a reservation?

A resource user has up until the start time of the reservation to make changes to a reservation.  A Core Manager/Assistant can make changes to a reservation until 11:59 PM on the date of the reservation.  At this time, the reservation becomes an "Unconfirmed Order".  Changes can be made to the unconfirmed order by the Core Manager/Assistant until the order is confirmed and submitted to billing.

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Can I still use the Coral system for making reservations and ordering?

Absolutely!  The CORES tracking system is designed to be as unobtrusive as possible.  Our vendor has devised a work-around so that core facilities currently utilizing the Coral software may continue to do so.  Core Managers will receive the Coral data as they do now.  The Core Managers will simply convert the Coral data to a CSV file that has been specifically created for uploading to CORES at the end of each month.  While the data uploaded in this manner will have a slight "time lag" from those using the real time ordering option, the uploaded data is still recorded in CORES and is available for invoicing and reporting at the end of each month. 

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What is the difference between an open order and an unconfirmed order?  

        An "open" order is entered through the Menu Selection, Order Entry and viewed through Open Order. The open order requires confirmation by a Service Core Manager or Service Core Associate in order to be available for the invoicing process. Open orders allow core managers flexibility by providing the ability to enter a partial order, edit an order, and/or save an order (for a later date) before submitting to Finance for invoicing.

An "unconfirmed" order is actually an open order that has been generated from a reservation or recurring order process.

For more detailed information, consult the QRG for your assigned role. 

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How do core facilities and shared resources bill the appropriate grant/FOP numbers?

Orders for products and services in CORES cannot be entered without a valid FOP number. If you have authorization for more than one FOP, and you have questions about which to charge,  contact your PI for guidance.  All confirmed orders are converted to monthly charges against the PI's FOPs. Finance then appropriately posts the charges to the FOPs. 

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How do I view and confirm my open orders?

Under the "Quick Links", click "View Open Orders".  All open orders will be displayed.  For more detailed information, consult the QRG for your assigned role.

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How do I add an item to an open order?

Select the order number of a current open order in your core. This will open a new screen. At the bottom of the screen click the Add Item button. A new line item will appear under the previous one. Select the category, description, and quantity. You can either Save as an Open Order or Submit the Order for billing.

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How do I edit an existing open order so that it reflects the date of the actual work and not the date of the data entry?

Select the order number of a current open order in your core. This will open a new screen. At the top right side of the screen, in the grey bar, there is a box that says Service Provided. By clicking in the Calendar box, you can change the date associated with the open order, then click Submit Order to submit to billing.

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I created an entry, open order. Do I create a new open order for every day for the same job, or do I keep one open order and keep adding hours as the work progresses?

This is a process that can be done either way, and you should determine which way would work best for you. We suggest that if you save the order as an open order and add to it daily, that you submit the orders weekly if possible. This will reduce the work load at the end of the month. If an order is going to span two or more months, it is important that all hours be charged to the month in which they were completed.

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On the open order screen there is differentiation between PI Open Orders and Open Orders—what’s the difference?

An Open Order is an open order that was placed by Core Facility Personnel (even if it was on the behalf of a PI), while a PI open order is an open order that was placed directly the PI or by a Resource User on his/her behalf. This differentiation allows core facility personnel to distinguish between orders they have entered and orders placed by users.

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´╗┐If a Core needs to use a 100000 FOAPAL, who will be listed as the PI?

That depends on the 100000 FOAPAL in question. If you need to use one of these funds please contact OVPR.

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How do I correct a FOP number?

You can only correct FOPS for open orders prior to submission.  Find your “role” in the QRG, and then refer to the “Correct a FOP” section for more detailed instructions. 

NOTE:  The Service Core Manager or the Associate Core Manager are the only CORES roles that are able to make adjustments once the order has been submitted/confirmed.

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How long after an order is placed am I able to make changes? 

You may make changes to open orders up to the time that the order has become a submitted order and/or an unconfirmed order has become a confirmed order. 

NOTE:  The Core Manager is the only CORES role that will be able to make adjustments once the order has been submitted/confirmed.

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Can I track/see the details of the charges made against my FOP?  

Yes! CORES was designed to make getting this information easy.  You can use a number of report functions to obtain detailed information about core products and services purchased on your designated FOPs.  From the Main Menu, select Reports, then Usage Report or Pre-Invoice Report to view details of charges.

  • Pre-Invoice Report will display charges that have been entered in the system during the month prior to invoicing.
  • Usage Report will provide summary or detail information on all historical invoices.
  • Invoice Report will provide summary information on invoices by month.
  • Query allows a customized search for current charges or historical invoices. 

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How do I approve/dispute invoices?  

Lab Managers and/or Principal Investigators are given an opportunity to review and approve/dispute invoices for services rendered each month via an automatic email notification.  Any information that has been previously uploaded to Finance and/or any necessary adjustments can only be entered by the Service Core Manager or Service Core Associate and will not become effective until the following month.  For more detailed information, consult the QRG "Approve/Dispute Invoices" section for your assigned role.

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How do I get an incorrect charge removed from my FOP number?

This is easy to do before charges have been uploaded to Finance. Core Managers will use the Correction/Distribution function to make the necessary changes. If the charge has already gone through the invoicing process, the Service Core Manager will need to process the change(s) as a refund and then re-key the correct information as a new order.  For more detailed information, consult your Service Core Manager or Service Core Associate. 

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