Textlogo 'UFR', Abkürzung für 'Universität Freiburg'
Medizinische Fakultät
Siegelement der Uni Freiburg in Form eines Kleeblatts

PPMS Quick Reference Guide – How to start

User Account Creation Request
Dashboard
Requests
Book
Submit an Order
Financial Account
Contact

PPMS Portal

Directly login and book sessions

Log in to PPMS

1. Login

You will need an account to log into PPMS. If you do not have an existing account, please see 2. User Account Creation Request

Log in using one of the three options (please always use the same login option to avoid duplicate accounts)

  1. Employees and members of the Medical Center (Universitätsklinikum) Freiburg with LDAP credentials
  2. Employees and members of the University of Freiburg with an UniAccount UserID (e.g. xx1234)
  3. Users with neither LDAP nor UniAccount credentials with personal PPMS credentials (external users)

If you have both credentials LDAP and UniAccount please use the LDAP credential.

If you have an account but have forgotten your password or have any issues accessing PPMS, please reach out to the research infrastructure facility for further assistance.

2. User Account Creation Request

If this is your first time accessing PPMS, you need to first create an account by clicking on the link ‘user account creation request’ at the bottom of the login form, or ‘Account creation request’ in the navigation bar at the top of the page.

Next, fill out the PPMS User Account Creation Form. Note that you should have your group leader/manager’s contact information and a corresponding financial account number for invoicing at hand. 

Please select one of the three log-in options:

  1. Employees and members of the Medical Center  (Universitätsklinikum) Freiburg with LDAP credentials
  2. Employees and members of the University of Freiburg with an UniAccount UserID (e.g. xx1234)
  3. Users with neither LDAP nor UniAccount credentials with personal PPMS credentials (external users)

Fill out all mandatory fields before submitting the form. Users logging in with personal credentials (option 3) will also need to choose a strong password.

If your group is not listed within the drop down, please click the link “My group is not in the list” to enter your group Director/PI’s details.

Home – Your PPMS Dashboard

Once you logged in to PPMS, access your dashboard by clicking on ‘Home’ in the navigational bar at the top of the page.

From your dashboard, you will be able to:

  • Book a system:  A list of authorized instruments or resources can be found on the dropdown bar
  • Order a service or a consumable: A list of services or consumables available for order can be found on the dropdown bar
  • Request a training: Training is needed to access equipment. Please use this function to request for a training. See ‘Request – Request a training’
  • Request a new project: Request a project and/or service with this form. See ‘Request – request/start a new project’ (only if available for your selected facility)
  • Report a Publication: If any data generated by the use of its resources has been published, kindly share the publication with the facility (only if enabled for your selected facility)
  • Report an Incident: Please use this to report any issues you may have had while using the facility’s resources (only if enabled for your facility)

Activity Widgets: Activity widgets or sections provide you with a quick overview of your activities, including upcoming bookings and training, documents to review/acknowledge, links to register for booking notifications, order tracking details, etc. Customize your dashboard to your liking by adding/removing or repositioning widgets/sections

My User Profile (see also „Profile“): Edit your profile if you need to

  • Change your phone number or email address
  • Request to change the default financial account (budget code)
  • Request authorization to use a different account (if enabled)
  • Request access to manage a financial account (if enabled)
  • Change your password (if enabled)

Requests

  1. Request a training: To gain access to the equipment and instrumentation booking system, users must first complete specialized training. To request a training, click on the link ‘Request a training’ on your dashboard, or ‘Request’ on the navigational bar at the top of the page. Select your desired training from the list and submit a request form.
  2. Request/Start a new project: To request/start a new project, click on the link ‘Request/start a new project’ on your dashboard and submit the form (if available for your selected facility)
  3. Common Requests: To request the financial account creation and authorization for „Kostenstelle oder Auftragsnummer (Universitätsklinikum)“, click on ‘Request’ on the navigational bar at the top of the page and ‘Nutzung Kostenstelle oder Auftragsnummer Universitätsklinikum’ to submit the form.

Useful tip: Track the status of your requests using the corresponding Widget on your dashboard

Book

1. Book a session

To book equipment or instrumentation, use ‘Book a system’ on your dashboard or click on ‘Book’ on the navigational bar at the top of the page.

Select the correct financial account number before making a booking.

  • Your default financial account (if any) will be used for the booking, unless indicated otherwise.
  • If you are authorized to use multiple financial accounts, select the correct account from the dropdown bar.
  • If the account number you would like to charge to is not/no longer available on the dropdown bar, please request for authorization (see Profile– Edit or add a new financial account).

Select single time slots or click and drag to choose multiple slots by hours or days.

Charge Rate: The hourly rate (if applicable) for the equipment/instrumentation will be displayed at the top right corner of the calendar before you complete a booking.

Additional booking options may be available for you to select and add to your session at the time of booking (assistance requests or special demands, such as “Nozzle Change required”). If enabled, these options will be displayed right below the calendar.

To submit a booking, click on ‘Book the selected sessions’. Your session will then be displayed on the calendar.

Incidents and Interventions for this week:

  • Click ‘more’ for details on incidents/interventions that may affect system availability for the week.
  • Report an issue or problem to the system

Notifications: If the equipment is unavailable for your desired timeslot, you may enable cancellation notifications to be alerted if the period becomes available. You may also specify the start and end time and dates for which the notification should remain active.

2. Reschedule a booking

Select the pen icon in the top-right corner of the session to open the rescheduling calendar.

Click directly on the session to navigate to the session overview to cancle or edit a session.

For easy identification, your originally booked slots are highlighted in grey.

Select your new time slots, then click ‚Reschedule the session with the selected slots’.

Review the new booking time and updated pricing before confirming.

3. Cancel a booking

Click directly on the session (NOT the pen icon) to navigate to the session overview, then select the Cancel Session button located at the bottom left of the window.

Please be aware that cancelling a session may incur a penalty fee if a late cancellation policy is in effect. However, no fee will be charged if the session is subsequently booked and used by another user.

Note: You can only cancel future sessions or any remaining time of a session currently in progress.

4. Edit Session Settings (e.g. change financial account number)

From the session overview (click directly on the session), you can edit the session settings, such as the project, the special environment, and the financial account number to be charged.
All your available account numbers will be displayed in the dropdown menu. If the financial account number that you are looking for is not found on the list, you will have to make a new request, see Profile – Edit or add a new financial account.

Order

To view the order menu, click on ‘Order’ in the navigational bar at the top of the page.


1. Submit an order
The order menu lists all services and consumables available at the facility.
Please note: Additional services/ consumables may appear after a project is selected.
To add item(s) to an order, enter the quantity required for each item.
Select Order to submit your order to the facility or Save Quote to save a draft and place the order at a later time.
All orders and quotes can be tracked on your Dashboard.

2. Order reference
Once an order is submitted, you will be directed to a page with your order reference. Alternatively, you can access your order reference from your dashboard.
The order reference provides you with an overview of your order, which can be exported as a spreadsheet or PDF.
From here, you can also change the financial account number and the project and/or attach a manifest template.

3. Cancel an order
An order may only be cancelled via the order reference before it has been accepted by the facility. Once the facility accepts the order, you must contact your core facility administrator to request a cancellation on your behalf.

Profile

Click on ‘Profile’ in the navigational bar at the top of the page.

1. Update your user profile

If you do not already have an ORCID, we highly recommend that you register for one and include it on your user profile. (see Universitätsbibliothek Freiburg: Persistent Identifiers)

2. Edit or add a new financial account

To change your financial account or add additional financial accounts, you first need to send a request.

Under “Financial Account Information”, click on “New account authorization request”.

Next, select the account type, and select or create an account before clicking on ‘Save’ to complete the request.

Types of accounts:

* „Kostenstellen“ and „Auftragsnummern“ are assigned to the accounting circle 0001 of the Medical Center and not the accounting circle of the Faculty of Medicine, University of Freiburg which is 0002.

As the Medical Center (UKF) and the University of Freiburg (UFR) are two separate public law entities, billing does not occur within a single accounting circle and is therefore treated differently under tax law. Consequently, VAT of 19% may be applicable.

If possible, please select a “Kostenstelle” or “Auftragsnummer” from the Faculty of Medicine, such as a Drittmittel-Auftragsnummer (third-party funding).

Tax-free settlement of the invoice via a “Kostenstelle” or “Auftragsnummer” of the Medical Center is possible by providing a declaration of sovereign assistance between two public entities (Erklärung zur hoheitlichen Beistandsleistung zwischen zwei öffentlichen Einrichtungen) (in this case, UKF and UFR). To this end, it must be confirmed that the service utilized is for the purpose of the recipient’s own research.

The confirmation form can be found under “Common Requests” – “Nutzung Kostenstelle oder Auftragsnummer Univeristätsklinikum”.

If you have any questions regarding financial account creation please contact

forschungsinfrastrukturen@uniklinik-freiburg.de