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From ericdj at seas.upenn.edu Mon Oct 2 08:27:48 2023
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From: ericdj at seas.upenn.edu (Eric Johnston)
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Date: Mon, 2 Oct 2023 08:27:48 -0400
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Subject: [labnetwork] Onboarding new users - academic or government labs
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In-Reply-To: <CAERBAG9sigiZmB5rkZV8H4fkTN4vm9w4Sxs9Fj2W6QWsynjWXg@mail.gmail.com>
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References: <CH0PR01MB713910F570AE74708D12266BBCFCA@CH0PR01MB7139.prod.exchangelabs.com>
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<CAERBAG9sigiZmB5rkZV8H4fkTN4vm9w4Sxs9Fj2W6QWsynjWXg@mail.gmail.com>
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Message-ID: <CABtcwD-LSJqmsvJcfaKKd2-pf8BRtbY-Pu7mboX=eGLeX7ZC1Q@mail.gmail.com>
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Hi Aimee
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To supplement Gerald's comments, we encourage all our new users to attend
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our regularly scheduled open forum to discuss their project. We allot two
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hours a week for this, which is normally sufficient time to deal with new
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users in addition to questions from existing users. Setting aside this time
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on a weekly basis helps to avoid back-and-forth emails that would otherwise
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eat into the staff's days.
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For the orientation, we created an orientation video (many long hours of
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video capture and editing) followed by a quiz using Google Forms. The
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primary advantage, besides the time saving, is that every user sees the
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same thing.
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This is followed by a walkthrough (~1h) where we reinforce what was
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presented in the video and try to determine if they were really paying
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attention when watching the video.
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Eric
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Eric Johnston
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Director, Quattrone Nanofabrication Facility
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Singh Center for Nanotechnology
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University of Pennsylvania
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3205 Walnut Street, #109A
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ericdj at seas.upenn.edu
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T. 215.573.6695
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On Mon, Sep 25, 2023 at 8:04?PM Gerald Lopez <lopezg at seas.upenn.edu> wrote:
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> Aimee:
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>
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> We have a business admin that manages our intake.
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>
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> Under the hood, there is a Google form that is connected to a Google
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> Sheet. When a new entry is created (which is a new row in the Google
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> Sheet), a free Google Sheet plugin triggers the creation of a PDF from a
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> Google Doc template. We require signatures on this PDF via DocuSign. The
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> signature panels (and other field information depending if they're internal
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> or external) via DocuSign are setup manually and administered via our
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> business admin. Since we've eliminated email, there is a good amount of
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> tracking that is managed digitally via the Google Form (Google Sheet) and
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> DocuSign.
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>
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> You can get an idea of the questions we ask on our form via our onboarding
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> link: https://www.nano.upenn.edu/working-with-us/getting-started/
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>
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> When the signatures (other info acquisition) are completed, our business
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> admin goes into NEMO-CE to create the users, projects, etc. The
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> instructions to do so are part of the document so in case our process
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> changes, it is documented accordingly.
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>
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> How quickly a new gets trained depends on how quickly signatures are
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> obtained from the PI, grants manager and/or user and the availability of
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> one of our three cores for training from which they are requesting training.
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>
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> Best,
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>
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> Gerald G. Lopez, Ph.D.
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> Center Associate Director &
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> Director of Operations and Business Development
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> Singh Center for Nanotechnology
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> University of Pennsylvania
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> +1-215-573-4041 / linkedin.com/in/geraldglopez/
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> <https://urldefense.com/v3/__http://linkedin.com/in/geraldglopez/__;!!IBzWLUs!QAdKnn4rQpZmoluzxLNGmkI2YQVeKMSZjvgNYnt0YEXePri-Yf0ge-MMLu079Brp613dP_wbepxXOpcUDgCBfB4$>
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>
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> --- from my phone ---
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>
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>
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> On Mon, Sep 25, 2023, 5:32 PM Price, Aimee <price.798 at osu.edu> wrote:
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>
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>> Lab Network,
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>>
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>> How much time (actual people hours) does your facility spend onboarding
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>> new users, per user on average? What is included in that time? I am
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>> specifically asking about getting projects set up (billing, contact info,
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>> contracts if applicable) and getting them through required initial training
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>> before they ever touch or train on a tool.
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>>
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>>
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>>
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>> Do you have automated systems to do this, or does it involve a staff
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>> member(s) interacting with the users personally, back and forth?
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>>
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>>
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>>
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>> I?d love to know your experiences as we continue to improve our own.
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>>
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>>
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>>
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>> Best,
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>>
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>> Aimee Bross Price
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>>
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>>
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>>
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>> Manager, Nanofabrication
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>>
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>> The Ohio State University
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