Glossary of Terms

A Facility Administrator/ Manager is responsible for managing one or more facilities in RIMS. They have the highest permissions for their facility and are responsible at a high level for (non-exhaustive list);
-       managing user permissions for their facility
-       managing instrument configuration and calendars
-       managing project creation
-       managing permissions for facility sub-administrators
-       managing facility-wide services and orders 
-       managing invoices
-       managing reporting

Note: Facility Administrators/Managers and Instrument Managers may be the same person(s) or different depending on the facility.  The exact roles they undertake will also depend on the facility. Similar terms and responsibilities include 'Centre Directors' or 'Centre Managers'.

If you are a researcher, your 'Group' name in your User Profile is now your Research Advisor.  For UQ staff members, your 'Group' name will be your HR supervisor (as stipulated in ‘Workday’).  In the case of external users, an external company, university, or other private group will be assigned.  
Groups for UQ staff and students are managed through the User Provisioning processes.

Note that this group is separate to a group of users assigned to a project.  Every RIMS user must belong to atleast one ‘group’.  

An Instrument Manager is responsible for managing instrumentation and instrument bookings for one or more instruments in RIMS. They are sub-administrators for their facility (sometimes referred to as 'custodians') and are typically responsible for:
-       managing specific instrument configuration
-       managing project approvals at the facility level
-       managing training and licencing of Instrument Bookers
-       managing OH&S for instrumentation that they are responsible for 
-       managing services, consumables
-       managing orders

Note: a Facility Administrator/ Manager and Instrument Manager may be the same person(s) or different depending on the facility.  The exact roles they undertake will also depend on the facility.

Synonymous (see) with ‘system’ (as used in the original PPMS). An instrument is something the user can book through RIMS (e.g. a microscope) to assist in their research.

Note: Instruments available in each facility can be viewed from the Start page by clicking on the 'details' link located at the end of each facility title.

'Instrument category' refers to a grouping or classification for a certain type of instrument. These categories are defined by individual facilities.   

On the RIMS Start/ MyRIMS page, categories of instrumentation can be searched for by entering a category term in the searach bar.

To view a list of individual instruments at any of the facilities with a matching category, click on the name of the facility.  Once logged in select the Schedules tab for that facility, where you can view a list of instruments held under each category for that facility.

Note: Under the 'Book' tab, all instrument categories a user is authorised to use will be listed.

A Lead Investigator is a supervisor or an academic who oversees a research project.

Every researcher MUST be associated with a Lead Investigator (default or primary). Researchers cannot exist independently of a Lead Investigator; They can however be associated with secondary lead investigators through a Project. The Lead Investigator is usually the Budget Holder also.

Note:  Equivalent UQ terms include: Group Leader, Chief Investigator, Supervisor.

In the context of RIMS, 'onboarding' refers to the complete suite of induction, training, occupational health and safety procedures, emergency procedures, consents and waivers, and compliances that must be completed by an end user (e.g. a researcher) in order to obtain access privileges to UQ Research Infrastructure facilities. 

Each facility and instrument will be governed by its own requirements around onboarding and MUST be met in order for access to be granted. Only after the necessary onboarding requisites are met and successfully assessed by a Facility or Instrument Manager  (often in conjunction with the OHS manager if/where required) will the user be granted access privileges to book a facility or service in RIMS. 

'Order' in RIMS refers to either a service or consumable that is requested ('ordered') to assist in the completion of a research project. Orders can be requested via the user Homepage (near top right-hand side), or via the Order tab. 

Note: a project is required to order services and/or consumables. When completing an order, quantities will need to be specified.

'Pilot Platform Management System' – Generic software created in 2003 by the Stratocore group (the vendor) to optimise the management and administration of facility and enterprise-wide research infrastructure. 

PPMS has been customised at UQ to form 'RIMS'.

A session is created when a user books a system. Facilities can request additional data from users regarding the session by using a form that is presented prior to completing the booking request.

Sessions can be rescheduled by the user or the administrator.

The variables that define a session are:

·         Instrument 
·         Period
·         Period class (inside or outside peak hours, depending on permissions)
·         User details
·         Group
·         Session type
·         SOW (attached to session)
·         Special environments

Tags can be associated with (or set at) Instrumentation, Facilities or Services inherently enhancing native search through the enterprise search page.

Some of the use cases for tagging could include linking multiple instruments, facilities or services that are used as a package or combo and would normally be something that users may search for – thus improving end-user search experience. 

Tags can also be used in reporting.

Completion and validation of instrument training governs the access rights of the RIMS user. 
If required, a training (session) can be attached to a Project which means that journaling or invoicing can be linked at the Project level. A user can Request a training from their Homepage.
 

The minimum parameters that are required to define Training are:
·         Training type
·         Training level
·         System (instrument)
·         Organiser

Any user who interacts with RIMS based on the privileges and permissions assigned to them. Some common types of users includes: 
- Researchers
- Facility Administrators/ Managers
- Instrument Managers
- Lead Investigators (often supervisors)
- Super Administrators.

NOTE: In some RIMS training material, researchers are specifically referred to as users. Every user must be associated with a Lead Investigator (e.g. Budget Holder or supervisor) in RIMS. From the available facilities and instruments, users (researchers) can book an instrument based on usage policies. 

Located at the base of the RIMS Homepage, the User Profile contains all user information stored in RIMS, including;
- Login name
- User name
- Contact phone number
- Group
- ORCID #
- Email address.

Financial account (i.e. chartstring) information is also listed under User profile, including Default Financial Account Number; Request authorisation to use and/or manage financial account/s.