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From ericdj at seas.upenn.edu Mon Oct 2 08:27:48 2023 |
From: ericdj at seas.upenn.edu (Eric Johnston) |
Date: Mon, 2 Oct 2023 08:27:48 -0400 |
Subject: [labnetwork] Onboarding new users - academic or government labs |
In-Reply-To: <CAERBAG9sigiZmB5rkZV8H4fkTN4vm9w4Sxs9Fj2W6QWsynjWXg@mail.gmail.com> |
References: <CH0PR01MB713910F570AE74708D12266BBCFCA@CH0PR01MB7139.prod.exchangelabs.com> |
<CAERBAG9sigiZmB5rkZV8H4fkTN4vm9w4Sxs9Fj2W6QWsynjWXg@mail.gmail.com> |
Message-ID: <CABtcwD-LSJqmsvJcfaKKd2-pf8BRtbY-Pu7mboX=eGLeX7ZC1Q@mail.gmail.com> |
Hi Aimee |
To supplement Gerald's comments, we encourage all our new users to attend |
our regularly scheduled open forum to discuss their project. We allot two |
hours a week for this, which is normally sufficient time to deal with new |
users in addition to questions from existing users. Setting aside this time |
on a weekly basis helps to avoid back-and-forth emails that would otherwise |
eat into the staff's days. |
For the orientation, we created an orientation video (many long hours of |
video capture and editing) followed by a quiz using Google Forms. The |
primary advantage, besides the time saving, is that every user sees the |
same thing. |
This is followed by a walkthrough (~1h) where we reinforce what was |
presented in the video and try to determine if they were really paying |
attention when watching the video. |
Eric |
Eric Johnston |
Director, Quattrone Nanofabrication Facility |
Singh Center for Nanotechnology |
University of Pennsylvania |
3205 Walnut Street, #109A |
ericdj at seas.upenn.edu |
T. 215.573.6695 |
On Mon, Sep 25, 2023 at 8:04?PM Gerald Lopez <lopezg at seas.upenn.edu> wrote: |
> 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/ |
> <https://urldefense.com/v3/__http://linkedin.com/in/geraldglopez/__;!!IBzWLUs!QAdKnn4rQpZmoluzxLNGmkI2YQVeKMSZjvgNYnt0YEXePri-Yf0ge-MMLu079Brp613dP_wbepxXOpcUDgCBfB4$> |
> |
> --- 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 |
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