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https://github.com/ctsit/rcc.billing

Automated, data-driven service billing implemented on REDCap Custodian
https://github.com/ctsit/rcc.billing

r redcap

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Automated, data-driven service billing implemented on REDCap Custodian

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README 

        
# REDCap Automated Billing



[![DOI](https://zenodo.org/badge/472506279.svg)](https://zenodo.org/doi/10.5281/zenodo.13737162)



REDCap Automated Billing is an automated, data-driven service billing system for a REDCap system. The University of Florida’s CTS-IT designed and wrote this system to charge a modest annual fee for each project and bill for customer support work logged in a REDCap-based service request system. This generates revenue, reduces data privacy risks by incentivizing the deletion of abandoned projects, and improves the quality of research productivity metrics.



## Motivation

- Generate revenue to offset costs and improve service.

- Reduce data exposure risk via deletion of unneeded things.

- Improve the quality of metrics by not counting junk projects.

- Reduce support staff workload.



## What we learned

- We can make money by charging for REDCap services.

- Charges are a tool to incentivize customer behavior.

- Good people data and project ownership data are required.

- There is no such thing as over-communication.

- Partner with your fiscal team.

- Use an incremental and iterative approach.

- Automate everything.



## Novel Concepts



REDCap Automated Billing introduces some concepts outside the normal scope of a REDCap system. These are described in [Novel Concepts](https://ctsit.github.io/rcc.billing/articles/novel_concepts.html)



## Billing for support work



The complexities of billing for REDCap support work are described in [Billing for REDCap support work](https://ctsit.github.io/rcc.billing/articles/billing_for_support.html)



## Business workflows

- Cleaning person data

  - [cleanup_bad_email_addresses](https://ctsit.github.io/rcc.billing/articles/cleanup_bad_email_addresses.html)

  - [cleanup_bad_project_pi_email_addresses](https://ctsit.github.io/rcc.billing/articles/cleanup_bad_project_pi_email_addresses.html)

  

- Cleaning ownership data

  - [cleanup_project_ownership_table](https://ctsit.github.io/rcc.billing/articles/cleanup_project_ownership_table.html)

  - Ban accounts/emails of people who left your institution. See  [update_invoice_line_items_with_invoicing_details](https://ctsit.github.io/rcc.billing/articles/update_invoice_line_items_with_invoicing_details.html)



- Exempt special people and special projects from billing

  - [update_project_billable_attribute](https://ctsit.github.io/rcc.billing/articles/update_project_billable_attribute.html)  



- Manage abandoned projects

  - [delete_abandoned_projects](https://ctsit.github.io/rcc.billing/articles/delete_abandoned_projects.html)

  - [sequester_orphans](https://ctsit.github.io/rcc.billing/articles/sequester_orphans.html)



- Create & Manage charging records

  - [create_and_send_new_invoice_line_items](https://ctsit.github.io/rcc.billing/articles/create_and_send_new_invoice_line_items.html)

  - [update_invoice_line_items_with_invoicing_details](https://ctsit.github.io/rcc.billing/articles/update_invoice_line_items_with_invoicing_details.html)

  - [sequester_unpaid_projects](https://ctsit.github.io/rcc.billing/articles/sequester_unpaid_projects.html)

  - cancel_invoice_line_items (Ad hoc)



- Manage organizational data

  - write_uf_fiscal_orgs_to_org_hierarchies (temporarily disabled)

  - write_uf_fiscal_orgs_to_person_org (temporarily disabled)



- Manage pro bono service request work

  - [update_free_support_time_remaining](https://ctsit.github.io/rcc.billing/articles/update_free_support_time_remaining.html)

  - [update_probono_service_request_records](https://ctsit.github.io/rcc.billing/articles/update_probono_service_request_records.html)



- Internal reporting

  - [billable_candidates](https://ctsit.github.io/rcc.billing/articles/billable_candidates.html)

  - [revenue_status_and_projections](https://ctsit.github.io/rcc.billing/articles/revenue_status_and_projections.html)



- Manage customer communications

  - [remind_owners_to_review_ownership](https://ctsit.github.io/rcc.billing/articles/remind_owners_to_review_ownership.html)

  - [request_correction_of_bad_ownership_data](https://ctsit.github.io/rcc.billing/articles/request_correction_of_bad_ownership_data.html)

  - [warn_owners_of_impending_bill](https://ctsit.github.io/rcc.billing/articles/warn_owners_of_impending_bill.html)



## When jobs run



Most ETLs and reports are run in a regular basis via Cron. The schedule of those events can be found at [When jobs run](https://ctsit.github.io/rcc.billing/articles/when_jobs_run.html)