SPARCCatalog Pricing Configuration (based on SPARCRequest v3.12.1)

This document walks through the process of setting up service pricing and related organization configurations in SPARCCatalog. Prior to entering any service pricing into SPARCCatalog, please ensure appropriate institutional approvals have been obtained.

1 Part 1: Pricing Setup on Organization
2 Part 2: Creating a New Service
3 Part 3: Add New Pricing Map on a Service
4 *Edit Historical Pricing Map Functionality

Part 1: Pricing Setup on Organization

*Pricing map(s) look up to pricing setup(s). Ensure a pricing setup exists at the provider or program level.

Part 1: Pricing Setup

Part 1: Pricing Setup
Pricing Setup is required prior to adding service costs/pricing maps
Dates
Display Date:	When a pricing setup is displayed in SPARCRequest
Effective Date:	When a pricing setup goes into effect
Source of Price/Rates
Self-Defined:	*Service rate determined by the organization providing the service
Percent of Fee
Federal:	Percent of Service Rate charged to a Federal funding source; defined by leadership
Corporate:	Percent of Service Rate charged to a Corporate funding source; defined by leadership
Other:	Percent of Service Rate charged to a Other funding source; defined by leadership
Member:	Percent of Service Rate charged to a Member funding source; defined by leadership
Rates: Funding Source (select each rate from drop-down menu)
College Department; Federal; Foundation/Organization; Industry-Initiated/Industry-Sponsored; Investigator-Initiated/Industry-Sponsored, Internal Funded Pilot Project; and Student Funded Research	*Defines the service rate utilized for a selected funding source, using percent of fee calculation
Automatic Pricing Adjustment (increase or decrease rates) Automatic pricing adjustment allows Catalog Managers at the provider, program, and/or core level to increase or decrease all existing service prices on a specific date on the chosen level by a certain percent. A new pricing map is then auto-created with the specified percent of change
Percent of Change	*The percent that service prices increase or decrease on a specific date at a chosen level (i.e. provider, program, and/or core level)
Display Date	When the adjusted pricing is displayed in SPARCRequest
Effective Date	When a pricing adjustment goes into effect
Subsidy Information (screenshot below)
Max Percentage	*The maximum percentage of monetary support for a new request
Default Percentage	*The default percentage of monetary support for a new request
Max Dollar Cap	*Maximum monetary support allowed for a subsidy
Excluded Funding Sources	*Funding sources not covered by monetary support
Instructions	Instruction language showing on SPARCRequest Step 3a

Part 2: Creating a New Service

A service is anything that is orderable in SPARC (i.e. Venipuncture, Breakfast, Regulatory Consult, etc). Services can be located directly under the Program, or Core Level, depending on how your programmatic need(s) and level of management required. Once a service is created, a Pricing Map must exist in order to activate a service (i.e. Display in SPARC) within SPARCCatalog.

Field	Description
Program	Displays name of program a service is located under
Core	Displays name of core a service a located under
Name	*Name of service
Abbreviation	*Name displayed in My Services cart when selected. User search terms.
Description	Information service providers display to users about their service.
Order	*Determines the order the services are displayed in SPARCRequest (i.e. 1-10 shows up in numerical order, but if all order 1 they will be alphabetical).
Non-clinical (Non-Per Patient/Visit) Services	*Select whether the service is Non-clinical or Clinical. Non-clinical services are typically per-protocol level one-time-fees; whereas clinical services are patient-related.
Display in SPARC	*Activate/De-activate a service, for frontend users to request and use.
Tag: Administrative Approval	Enables the use of administrative approval stamps for a designated service provider. These stamps are found within SPARCDashboard Admin Edit Section
Tag: Epic	Enables Epic interface specific fields on a service, such as CPT code, EAP code, etc.
Tag: Fulfillment	Enables the SPARCFulfillment related functionalities
Shareable Link	Direct deep link of a service.

Part 3: Add New Pricing Map on a Service

A new pricing map can be added to the new service or existing service, to reflect the current cost level of a service. Annual review and update is recommended.

*Note - discounted prices are rounded to the nearest .01 cents.

Clinical Services Pricing Map	Non-Clinical Services Pricing Map

Clinical Services Pricing Map	Non-Clinical Services Pricing Map

Field	Description
Display Date:	When a pricing map is displayed in SPARCRequest
Effective Date:	When a pricing map goes into effect
Service Rate:	The fee (full rate) associated to the procedure or study level activity
Federal Rate:	Percent of Service Rate charged to a Federal funding source; defined by leadership
Corporate Rate:	Percent of Service Rate charged to a Corporate funding source; defined by leadership
Other Rate:	Percent of Service Rate charged to a Other funding source; defined by leadership
Member Rate:	Percent of Service Rate charged to a Member funding source; defined by leadership
Override:	Allows Catalog Managers to define a price for an individual service if it doesn't follow the calculated rate by pricing setup
Clinical Services:
Clinical Quantity Type:	Any unit of measurement (i.e. hours, each, slides, etc)
Unit Factor:	The divisor used to divide the requested service quantity
Quantity Minimum:	The minimum number required for requesting a specific service
Non-Clinical Services:
Unit Type:	Unit of measurement to describe the quantity amount (i.e. weeks, days, samples, etc)
Quantity Type:	Any unit of measurement (i.e. hours, each, slides, etc)
Quantity Minimum:	The minimum number required for requesting a specific service
Unit Factor:	The divisor used to divide the requested service quantity
Unit Maximum:	Maximum number allowed for a specific service
Exclude from Indirect Cost:	Excluding expenses that are not directly associated with any one research project. (i.e. facilities and administrative costs)

*Edit Historical Pricing Map Functionality

Overlord catalog manager users can assign catalog managers to have 'Edit Historical Data' rights. User with that access can update existing pricing maps.(This practice is not recommended to services that have been fulfilled in SPARCFulfillment.)

Catalog Manager with ‘Edit Historical Data’ Rights	Catalog Manager without ‘Edit Historical Data’ Rights

Catalog Manager with ‘Edit Historical Data’ Rights	Catalog Manager without ‘Edit Historical Data’ Rights