Genomics Invoicing

Presentation SM1 2025

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Phan Minh Quan Nguyen, Jessica Zhao, Fuli Lin

Research Computing Platform

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Walter and Eliza Hall Institute of Medical Research

Acknowledgement of Country

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We would like to acknowledge the Wurundjeri and Boon Wurrung people, on whose unceded lands some of us live and work here in Naarm (Melbourne). I respectfully acknowledge their Elders, past and present. I also acknowledge all the Traditional Owners of Country throughout the continent of Australia. I pay my respects to their Elders past and present.

Table of content�

• Team introduction
• Project background and goals
• Tools, Technologies & Methodology
• Project Architecture & Workflow
• Internship Overview and personal experience

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The Genomics Invoicing Team

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Phan Minh Quan Nguyen

University of Melbourne

Jessica Zhao

University of Melbourne

Fuli Lin

Monash University

Project backgrounds and goal

Daniela received multiple pdfs from different companies

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Input items into spreadsheet manually

Select items to create quotes* for clients

Internal clients

Daniela sends internal quotes, and once approved, the finance department is notified to process the transaction between departmental accounts.

External clients

Daniela sends quotes to external clients; if approved, they return a Purchase Order, which is then sent to the finance department.

Project Background and goals

Daniela Current Process:

• Received multiple pricing pdf and manually update spreadsheet from multiple suppliers
• Manually input entries of invoice to excel, then convert to pdf.

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Goal:

Creating a platform that automate and streamline the invoice creating process.

Problem:

• Highly manual and repetitive.
• Inefficient and prone to human error.

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Project Architechture

• RShiny and internal server from WEHI – official supported way to host a web app at WEHI with minimal setup and overhead.

• Limitation: Authentication is restricted, as the  RShiny  does not support user login or access control.

- Upload and delete master spreadsheet every session

- Ensure information security for both WEHI and clients

App schematic

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Master

spreadsheet

Spreadsheet parsing and overview

Invoice generating and preview

Invoice Output under required format

Overview of application

Overview of application

Overview of application

Prototype demo

• Share screen

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Individual Contributions

Quan

• Developed the file upload functionality and developed the interface for selecting items .
• Prepared a sample testing master spreadsheet and testing new features
• Developed the Master spreadsheet parsing function.

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Jessica

• Developed and improved features of spreadsheet parsing application – editable surcharge rates, file options to upload
• Developed beta interface to convert quote pdfs into csv or excel spreadsheets.
• Improved invoice generating interface for functionality.

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Fuli

• Created and designed the invoice page to match Daniella's original invoice format with selected items.
• Implemented add, delete, and edit item functionalities for user convenience.
• Developed the Invoice Rmd to align with the preview invoice layout, ensuring consistency in PDF generation.

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• Yunhui

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Future directions

• Refine the Application interface for streamlined workflows and better usability.
• Implement automation to read pdf quotes into spreadsheets/data frames (a challenge with RShiny).
• Implement user authentication using alternative tools, as RShiny's internal server has limitations.
• Establish a feedback process to gather user input and continuously improve the app.

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Internship experience

• Gained valuable experience developing a real-world application with practical impact.
• Understand the importance of communication and documentation.
• Appreciated the supportive environment with many opportunities to ask questions (lunch and afternoon standups)

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Recommendations for next intake

• Asked questions regularly and actively participated in lunch and afternoon stand-ups.
• Gained high-level understanding by deeply exploring Daniela’s workflow

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Acknowledgements

• Rowland Mosbergen – Our supervisor, who provided continuous guidance, support, and encouragement throughout the internship

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• Daniella – WEHI staff member we collaborated with, whose workflow our project aimed to improve.

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• Previous Interns (especially Semester 2, 2024 Intake): Iffat Abdul Azeez, Ramon Javier VI Felipe, Jiayi Li, Changyuan (David)Ni

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• Yunhui Zhang – contributed as a team member during the project’s first phase.

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Thank you