ChemManager+ Overview

ChemManager+ is the new system-wide chemical tracking and chemical purchasing tool to aid in safety and risk mitigation. This tool for managing chemicals – used by research, instructional, safety and risk staff – integrates with ShopUW+. Aaron McCoy provided an overview of the system with tips & tricks for Lab Managers using the punch out application.

File: 2024_0117_ChemManager-Overview.pdf

Purchasing for your Lab (Contracts and >$5,000 purchases)

Presentation

By Janet Bresnahan and Sarah Martin

Presentation Video

Lab Managers PresentationV2

Lakeside Glove Pricing Effective August 1, 2022 (1)

The contract publication and pricing for the Lakeside Curative contract for gloves can be found at https://vendornet.wi.gov/Contract.aspx?Id=bf4f2899-0f2a-e611-8964-40a8f0ad9999. Towards the end of the page there is a link to the pricing. I am also attaching here.

Meeting Minutes

Courtesy of Jackie Cooper

2022_1214_Purchasing for your Lab over 5K

 

How to purchase lab stuff – Teams 5/25/2022

Here is the presentation from May 25, 2022 Teams meeting: How to Purchase Lab Stuff_05252022

 

Q&A

(1) Non-Catalog Items: Tip sheet – https://uwservice.wisconsin.edu/docs/s/tipsheets/shop-purchase-a-non-catalog-item-shopper.pdf

 

(2) How to find your ROLE in the ShopUW+ system:

 

(3) How to get rid of a Draft Cart: On the left side of the ShopUW+ window, click on the Shop icon -> My Carts and Orders -> View Carts (image a). Click on the Draft Carts tab (image b). Click the drop down arrow on the right hand side associated with your Draft Cart, and select Delete (image c).

(a)   (b)

(c)

 

(4) Non-Catalog items from Vendors in ShopUW+: (response from Janet Bresnahan, UW-Madison Procurement Manager)

“Not all items for a vendor are on every contract and generally only the contracted items would be on ShopUW+. This is the case with the MRO contracts, which Grainger is on. The awards were made to multiple vendors and not for everything in their catalog, e.g., one vendor may have been awarded electrical products and another plumbing products. If lab managers are not finding what they are looking for on the Grainger punch-out, they may want to look at the other MRO vendors and see if what they are looking for is available from them through ShopUW+.  Starting the search in “Shop” search at the top of the “Legacy View” or “Facilities View” may be a better place to shop rather than in a specific vendor’s punch-out. If you are experiencing issues with the same products over and over again not showing up as a catalog item it would be a good idea to contact the agent responsible for the contract. Sarah Martin manages both Staples and Grainger, so she would be a good one to address this issue with. For other contracts, please check the contract publications and contact the UW agent responsible for it. Please do contact DOA directly on their contacts. You could also check the Agent Commodity Assignments to see who handles a particular commodity.”

 

(5) Questions regarding Quartzy: (response from Janet Bresnahan, UW-Madison Procurement Manager)

“We do not support buying form Quartzy due to some issues we have had with products purchased from them, which is why they are not active in ShopUW+. We are hopeful that with ChemManager+ we will be able to move away from Quartzy for chemical inventory.”

 

(6) Is UW-Madison and/or UW-System saving money since the implementation of ShopUW+? (response from Janet Bresnahan, UW-Madison Procurement Manager)

“I have not seen any reports on this. If lab managers have issues with the system they should bring them up with their dean’s offices.”

 

(7) Capital Fabrications: (response from Janet Bresnahan, UW-Madison Procurement Manager)

“My recommendation is to put as much as possible on purchase orders, so they are easier to track. Purchasing does not have access to credit card spend and I am unsure if property control. To get the best answer please work with property control at 608-262-578 or property@bussvc.wisc.edu.”

Green Labs – Recycling in Labs

Recycling in Labs – January 19, 2022 (via Microsoft Teams)

36 Attendees

 

Tim Lindstrom, Interim Mgr Office of Sustainability

Travis Blomberg,

 

Green Labs Intern Team

In-house green labs certification program

Sustainability.wisc.edu -> Students in Sustainability -> Intern Program -> Green Labs

  • General Interest Form (very short!)
  • 8-12 week timeframe
  • Checklist
  • ~week 9-11, Green Lab comes for final lab walkthrough
  • Lab certification is for ~1-2 years

 

Currently looking at 3rd party National Green Lab certification (My Green Lab) as a possible pilot program.

Better to go through this program than sending messages asking if something is recyclable, etc. This program looks at all areas from energy use, water consumption, recycling, etc.

No cost with UW’s Green Lab Certification, but there is a cost with the My Green Lab certification (pilot labs may get cost covered by Office of Sustainability).

Older labs at a disadvantage? Not necessarily, it is more about behavior in the lab.

Physical science research lab application? Checklists are currently tailored to wet labs, but ability to tailor to a dry/physical science lab is definitely something that the Green Lab team would do for these types of lab (such a large variety of labs on campus make this quite common).

Green Lab goal is to certify every lab on campus.

In-house certification is geared more toward people and behaviors (they are aware that structural fixes come from higher ups and a lab may not have as much control). Green Lab group will reach out to labs for recertification after a period of time (note: this is a newer program so no recertifications have been done at this time).

Example of what Green Lab has been doing:

  • How can I recycle more material?
    • Falcon tubes
      • Purchase green product
      • Way to recycle?
      • Green Lab is looking at outside vendors (i.e. Polycarbin.com)

Tracking of metrics to reach goals: unfortunately, most buildings are not metered down to a specific laboratory. My Green Labs DOES have some ways to do this at the lab level. (https://www.mygreenlab.org/green-lab-certification.html)

Green Lab Team IS interested in the metrics and how the Green Lab “intervention” has impacted the university, etc.

My Green Lab has reached out to the Green Lab Team and is interested in working with the UW. The Green Lab Team wants to get a list of potential labs to pilot this program, and then possibly go back to My Green Lab to get pricing, and then perhaps have the Office of Sustainability help to cover the cost to the initial set of labs.

Who pays the Utility Bill? At home we pay our bill, but at the University is there an incentive to labs who are helping to save money by reducing their consumption, etc.? Right now building cost split by square footage, only an estimation however. Green Lab Team is interested in how individual labs could potentially benefit from being certified. Much of the costs at the university at a higher level, vs. building/college/department specific.

Green Lab Team has good building-level data (electricity is very reliable). Trickier when multiple departments are located in a single building, but there are ways to work with the data.

Research project to add meters/sensors to a lab would be a good way to determine if estimations are accurate.

What can we do – different information from campus, building managers, custodial staff, etc. – not sure what we can/cannot do to recycle specifically.

  • Where does this go? Look at dumpster located outside your building (this tells you the options for where things will go).
  • Recycling markets changed considerably in 2016
  • Green Lab Team is looking at infrastructure on how to change things
  • Issue is that there is ZERO consistency across campus

Pilot study at Ingram Hall – blue and black bins inside the building with IR sensors to measure volume and weight as part of Green Fund project to see if this helps/decreases use, etc. (Doing the same with dumpster labeling.)

Recycling is a good thing, but the amount of impact is limited (and cost is marginal). Procurement is where we could benefit more so than on the end of life of a product (ex. PolyCarbin).

  • Do not put plastic bags into the recycling stream (only places in area that takes plastics bags are local grocery stores)

Other Questions

  • What is the Green Lab Team relationship with the Custodial services team on campus? Travis leads the Zero Waste Initiative, also housed in FP&M building.
  • Community sharing of excess supplies? Good idea, Green Lab could explore in future.
  • Electronic waste? Depends on type of material, some can be added to scrap metal but others need to be evaluated (contact person would be building managers, who can then work with Physical Plant Waste & Recycling) [Multiple attendees commented that they send these types of waste and electronics in general, to SWAP. One said they return to vendor as some can recycle their own electronics.]
  • Leaking Faucets? If the Green Lab Team comes to your lab, and the team identifies this is a problem, they can document to determine if a campus-wide or high number of labs are having this issue across campus

 

travis.blomberg@wisc.edu

timothy.lindstrom@wisc.edu

 

Meeting Minutes from December Kick-off event

Suggested Topics for future meetings:

  • Tours of the Core labs generated quite a bit of interest, particularly the Sequencing Core
    • Seemed like about half the group raised their hands as interested in this kind of social event
  • Infrastructure Design/Support – FPM tricks and tips
  • Equipment Maintenance – Good ideas for planned maintenance tracking
  • Office 365 – someone was onboarding an employee who had great ideas for using Planner and might be interested in giving a presentation
  • Favorite Apps – pros and cons
  • Scheduling software
  • Onboarding
  • Ordering with particular interest in stock tracking/inventory systems
    • Additionally, tips for efficient ways of finding whether items are in-stock or vendors with stock
    • How to manage student project requests for large number of cases – more than typically are on-hand
  • Data Management
    • How to know/track if Data Management Plans are being followed
    • Suggestion by Steering committee to contact Tobin Magle Research Data Services
  • E-Notebooks
  • “Greening” of labs
    • Recycling flowcharts
    • Facilities
    • Custodial perspective
  • Intro to Grants Administration/UW Systems
  • Invoicing Systems that include tracking
    • No one seemed to know of any besides “homebrew” solutions

January 21, 2021 Re-imagining the Lab Management Community of Practice

LMCoP event format​​

A review of our survey results and following discussion led to format changes for the near future. Events on topics of interest will be held virtually every other month and organized by volunteers from the group. The LMCoP Teams portal is also up and running and members are encouraged to use it to share/seek relevant resources and announcements.

Topics of Interest Identified from Survey Responses and Roundtable Discussion

Lab management during the pandemic:

  • managing supply shortages, student help, hiring freeze
  • ways to promote community in a remote/masked world
  • managing people remotely
  • Safer badgers app

Purchasing:

  • Procure-to-Pay rollout
  • ordering via the new ShopUW+
  • quotes that others have received for large discounts on services/supplies

Inclusion and community:

  • culture
  • inclusive excellence in research
  • inclusion in the lab
  • ways to promote community in a remote/masked world
  • antiracism in STEM

Human resources:

  • TTC (title and total compensation) rollout
  • biweekly paychecks rollout

Management:

  • personnel management (both supervisory and advisory roles)
  • project Management

Resources:

  • resources
  • general resource sharing
  • tools
  • laboratory resources

Professional development:

  • research career paths
  • career

Compliance:

  • best practices/regulatory updates

Technical challenges:

  • “cold chain” / ultracold storage and transport
  • online data collection and recruiting
  • secondary measures (blood, hair, fecal samples)

Other:

  • best practices to keep your research resilient in 2020 and beyond