[labnetwork] Onboarding new users - academic or government labs

[Gerald Lopez]

Aimee:

We have a business admin that manages our intake.

Under the hood, there is a Google form that is connected to a Google Sheet.
When a new entry is created (which is a new row in the Google Sheet), a
free Google Sheet plugin triggers the creation of a PDF from a Google Doc
template. We require signatures on this PDF via DocuSign. The signature
panels (and other field information depending if they're internal or
external) via DocuSign are setup manually and administered via our business
admin. Since we've eliminated email, there is a good amount of tracking
that is managed digitally via the Google Form (Google Sheet) and DocuSign.

You can get an idea of the questions we ask on our form via our onboarding
link: https://www.nano.upenn.edu/working-with-us/getting-started/

When the signatures (other info acquisition) are completed, our business
admin goes into NEMO-CE to create the users, projects, etc. The
instructions to do so are part of the document so in case our process
changes, it is documented accordingly.

How quickly a new gets trained depends on how quickly signatures are
obtained from the PI, grants manager and/or user and the availability of
one of our three cores for training from which they are requesting training.

Best,

Gerald G. Lopez, Ph.D.
Center Associate Director &
Director of Operations and Business Development
Singh Center for Nanotechnology
University of Pennsylvania
+1-215-573-4041 / linkedin.com/in/geraldglopez/

--- from my phone ---


On Mon, Sep 25, 2023, 5:32 PM Price, Aimee <price.798 at osu.edu> wrote:

> Lab Network,
>
> How much time (actual people hours) does your facility spend onboarding
> new users, per user on average? What is included in that time? I am
> specifically asking about getting projects set up (billing, contact info,
> contracts if applicable) and getting them through required initial training
> before they ever touch or train on a tool.
>
>
>
> Do you have automated systems to do this, or does it involve a staff
> member(s) interacting with the users personally, back and forth?
>
>
>
> I’d love to know your experiences as we continue to improve our own.
>
>
>
> Best,
>
> Aimee Bross Price
>
>
>
> Manager, Nanofabrication
>
> The Ohio State University
>
> Nanotech West Lab
>
> Institute for Materials Research
>
> 1381 Kinnear Road
>
> Suite 100
>
> Columbus, OH 43212
>
> 614-292-2753
>
> Price.798 at osu.edu
>
> Nanotech.osu.edu
>
>
>
> Pronouns: she/her/hers
>
>
>
>
>
> Conference Chair, 67th International Conference on Electron, Ion, Photon
> Beam Technology and Nanofabrication (EIPBN)
>
> La Jolla, California May 28-31, 2024
>
> | https://eipbn.org
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