Science management in a non-profit organization in Brazil

Strategies and tools for the improvement of research results

Cora P. HorsSão Paulo - Brazil

Summary

Objective: To share and discuss the solutions implemented by SBIBAE in research management.

• Brief Introduction to the SBIBAE – Research Management at IIEP

• Difficulties in research management

• Operational solutions found

• Management of organizational culture and experience of innovation

• Results achieved

Summary

Objective: To share the solutions implemented by SBIBAE in research management.

• Brief Introduction to the SBIBAE

• Difficulties in research management

• Operational solutions found

• Management of organizational culture and experience of innovation

• Results achieved

Vision To offer quality and excellence in healthcare through medical assistance, knowledge generation and social responsibility, as a means to demonstrate the contribution of the Jewish Community to the Brazilian people.

Mission

To be leaders and innovators in medical and hospital care, a benchmark in knowledge management, and recognized for our commitment to social responsibility.

In 1955, a group of idealists from the Jewish community of São Paulo founded Sociedade Beneficente Israelita Brasileira Albert Einstein (SBIBAE).

Paraisópolis Morumbi Perdizes/Higienópolis M’Boi Mirim

Alphaville

Ibirapuera

Jardins

Vila Mariana

The Society is divided into 4 arms, with unitis distributed on different locations in the city of São Paulo

SBIBAE national & international network

Quality recognition – SBIBAE & IIEP PALC – Laboratório Patologia Clínica JCI ISO14001Planetree Program affiliatedIndicated as the top Hospital in

Latin America Indicated as one of the best 100

places to work in Brazil

Research funding by CNPq, FAPESP, FINEP

AALAC – CETEC/IIEPResearch collaborations with federal

and state universities, national institutes and international partners

Magnet Recognition (Nursing)

Quality recognition – SBIBAE & IIEP PALC – Laboratório Patologia Clínica JCI ISO14001Planetree Program affiliatedIndicated as the top Hospital in

Latin America Indicated as one of the best 100

places to work in Brazil

Research funding by CNPq, FAPESP, FINEP

AALAC – CETEC/IIEPResearch collaborations with federal

and state universities, national institutes and international partners

Magnet Recognition (Nursing)

Numbers of SBIBAE 8,655 employees; 5,100 Clinicians (open clinical staff); 1,702 outsourced, 406 volunteers

600 beds; 30 surgery rooms

15,000 emergency consultations; 2,700 surgeries; 250,000 diagnostic tests/month

1,0 million people served through the City of São Paulo Council private-public programs

Numbers of the Institute of Research and Education1,400 students at the Health School

334 published articles in 2010 (198 IF > 1)

More than 240 research projects ongoing

Since 2006, U$ 10 million invested (about 25% from SBIBAE; the rest from donations, the government and

pharmaceutical industries)

50 researchers (students, post-docs and full time)

More than 100 research projects realized at the research centers of IIEP, the rest are conducted by other

professionals

IIEP – Institute of Research and Education

Established in 1998, incorporating the College of Nursing, the Technical School and the Laboratory of Research and Development HIAE, the Institute has had rapid growth since 2002, with new headquarters in the building Josef Fehér.

IIEP

Teaching

• Technician

• Nursing School

• Graduate school

• Short term

courses

• Scientific events

Information and Communication

Center

Research Management

Sector

Technology Innovation

Center

Integrated Library System

Einstein

Training/Research

• Comportamental

• Realistic

Simulation Center

• CETEC (Sugery

Training Center)

Research

• Experimental

• Brain Institute

• Clinical Research

• CETEC (exp. res.,

animal models

certif.)Support

IIEP – Institute of Research and Education

IIEP

Teaching

• Technician

• Graduation

• Póst-graduation

• Short term

• Scientific events

Training/Research

• Comportamental

• Realistic

Simulation Center

• CETEC (Sugery

Training Center)

Research

• Experimental

• Brain Institute

• Clinical Research

• CETEC (exp. res.,

animal models

certif.)

Information and Communication

Center

Research Management

Sector

Technology Innovation

Center

Integrated Library System

Einstein

Support

Research Management Sector

• Submission, evaluation and selection of new projects

• Monitoring and control of process flow on the evaluation processes

• Control of all documents, as well as the agreed deadlines and deliverables

• Centralized financial control: internal budget/funds, donations (total); external grants (parcial)

• Centralized results: scientific publication and other deliveries (conferences, innovation products, processes improvement, financial resources from pharmaceutidal industries)

• Generation of statistics and indicators that facilitate institutional decisions

Submission sorting evaluation approval Termination

Processes monitoring and control for cost-effective investments in research: An easy task?

Summary

Objective: To share the solutions implemented by SBIBAE in research management.

• Brief Introduction to the SBIBAE

• Difficulties in research management

• Operational solutions found

• Management of organizational culture and experience of innovation

• Results achieved

Difficulties in Research Managment – I

1. Increasing demand

2. Lack of reliability on the information database

3. System limitations

4. Lack of formally designate “who is in charge? (“process owner”, evaluation and management team)

5. Undefined processes for research management submission => selection => exec.=> termin. (monitoring and control in all phases)

6. Absence of culture for effetive research

7. Absence of strategic goals

8. Lack of reliable information about clinicians participation in research activities

?

?

?

??

Mapping and describing problems and their causes

Status das Avaliações (2009)180 avaliações

Avaliado26%

Devolvido4%

Expirado70%

Clinical specialties and quality level of proposalsEdital IIRS/IIEP 2009

Cardiol. Surgery Imag. Locom. Int Med Neurol. Oncol. Transp. Other

58 a 6053 a 5742 a 5232 a 4121 a 3112 a 20

50

40

30

20

10

0

Priorizing problems and analyzing solutions

Difficulties in Research Managment – I

Edital IIRS/IIEP 2009

1. 200 projects received in one month;

2. >1000 collaboratores involved

3. R$ 116,5 million solicitaded

4. Improved scientific evalutation process

5. 30 projects selected –IIRS/Public Health

6. Results: qualitative and quantitative data

7. Major areas? Resources? Expertise?

8. Major challenges for effective SPMR

Difficulties (?) in Research Managment – II

• Increasing demand

• Lack of reliability on the information database

• System limitations for authomatic processes

• New functionalities mapped (input of results; director’s Portal, scope limitations ...)

• Lack of integration with SAP

• Lack of compromised professionals

• Undefined processes for research management

• Absence of culture for effective research

• Absence of strategic goals for research

• Reliable information about clinicians on research activities

• Divergency of concepts “results” and “plan” - culture

• Maintain effective research as a priority incentives?

• Bring external research activities from HIAE clinicians to SBIBAE

• Increase productivity, cost-effectivity of research

• Improve external/international funding

• Improve international collaboration

Dedicated

STAFFValidated

PROCESSES

A friendly

SYSTEM platform

Favorable organizational

CULTURE

To define good practices & methodology for effective research (PMBOK basis?):

Summary

Objective: To share the solutions implemented by SBIBAE in research management.

• Brief Introduction to the SBIBAE

• Difficulties in research management

• Operational solutions found

• Management of organizational culture and experience of innovation

• Results achieved

Improvement of processes involved onresearch managementMap all problems and difficulties

Identify sponsor and other stakeholders

Organize and provide reliable information

Review, (re)define and doccument processes

(Re)design an optimized system tool

Implement, monitor and control implemented solutions

D M CIA

People – SRPM TeamEstablished a Scientific Research Project Management team: from 1 to 5, from 5 to 25, …Management Committee + Scientific Project Evaluation Responsible Committee (processes, results) (quality; integration: 20 researchers + clinical specialists)Inform and capacitate

ProcessesUse institutional support + validated method: Communication: E-mail; meetings, Presentations with stakeholders; Establish an effective communication channelfor continuous improvement: keep on mapping (?)Monitoring and controlling: responsible defined + committees + a system based control

SystemMapped desired functionalities with stakeholders, prototype approved Development of the software iSearch: project/program/portfolio management (PMSI, patent)

Dedicated

STAFF

Validated

PROCESSES

Favorable organizational

CULTURE

A friendly

SYSTEM platform

Operational solutions found

Operational solutions found

Research Management Committee- General control of the whole process- Indicator monitoring : processes and results - partial/final - Identification of corrections/improvement needsConstitution:

- IT programmer, administrative, librarian, PM, senior investigator, clinical research coordinator, researcher, financial analiyst, Director of IIEP

Ethical Evaluation Committees

Researcher & proposal info.& docs:

collaborators and manager approvals

Submission sorting evaluation approval Termination

Processes monitoring and control for cost-effective investments in research: Accomplished?

Scientific Committees

User ManualWhole process Online

Predefined submission criteria

Area manager analysis:

articles, PI, process

Summary

Objective: To share the solutions implemented by SBIBAE in research management.

• Brief Introduction to the SBIBAE

• Difficulties in research management

• Operational solutions found

• Management of organizational culture and experience of innovation

• Results achieved

Management of organizational culture and experience of innovation

"Culture" is a multiple concept, which summarizes human tendencies shared by a social group. Culture can be studied in its different dimensions.

3 different dimensions of culture

ConsolidatedBeliefs

Affective Perception

Environment (scenario)

• The research can not be monitored by a structured financial chronogram plan…

• "Project management“ is very bureaucratic...

• The researcher cannot waste time with administrative tasks. This disrupts the focus of his research…

• The researcher did not know its outcome in advance. So it can not be managed as a project.

• Natural aversion to changes

• Feelings of territoriality, possession, control and competition.

• Fear

• Institutional Incentives

• Status granted to employees and

other stakeholders

• Clarity of mission and vision to employees

• Keyword: COMMUNICATION

•

Management of organizational culture:Some initiatives

• Adapted planning and control processes to research necessities

• PM training

• Stakeholders consulted before change

(processes, new system)

• Discuss, “adapt-translate”: case studies, experiences, events

• Create a new carreer for clinicians: “researcher and clinical” proffessional

Promote quality, process control, avoid “political” or “personal” decisions • Research Portal: transparency

• Customized reports

• Dialogue: “open doors”

• Stimulate participation, suggestions

• Share achieved results

• Support : Institutional Incentives:

•Scientific paper writing courses•IIEP indicator - bonus

•Keyword: COMMUNICATION

• Clarity of mission and vision

• CEO compromisedScience as a strategic goal:

•Science results on BSC (2010): •publication and citatons (2009/10)•External funding•Bonus x Productivity (2010)

• PMO implemented in 2009

• External Advisory Scientific Board

• Leadership/management meetings

• Convergence of actions - synergy

ConsolidatedBeliefs

Affective Perception

Environment (scenario)

Favorable Organizational Culture

Summary

Objective: To share the solutions implemented by SBIBAE in research management.

• Brief Introduction to the SBIBAE

• Difficulties in research management

• Operational solutions found

• Management of organizational culture and experience of innovation

• Results achieved

Results achieved – Monitoring outcomes of research activity I

DATA% de Não Conformidade

(pareceres expirados)

70,0%

41,2%

21,4%

0%

20%

40%

60%

80%

2009 2010 2011

CULTURE

QUALITY

EFFECTIVE RESEARCHProjetos vigentes e origem do

financiamento

7

3926

145

Pesquisa (financ.interno)

Pesquisa (doação) Financiamentoexterno

Pesquisa semfinanciamento

FUNDING

Results achived – Monitoring outcomes of research activity IISTRATEGIC

INFORMATION

TRANSPARENCY

93128 132

167

81 68

0

500

1000

1500

2000

2500

3000

3500

4000

4500

5000

2006 2007 2008 2009 2010 2011

Publication cost of an INCE paper by year (R$)

Custos Custo publicação

COSTS

1. A reliable information rich database of people doing research

2. A friendly plataform for including scientific reports

3. Improved evaluation processes: quality, time

4. Improved financial control

5. Improved external funding

6. Automatic control of deadlines & doccumentation

7. Real time disponibility of scientific report

indicators

8. Integrative perspective envolving researchers, financial specialists, managers

9. Trustable database for prospecting innovation research products (CIT)

10. Feeding the human resources database with significant indicators for career management

PMSI

Timeline of research managment at SBIBAE

2005 2007 2009 2011 2013 2015

Few projects, manual control, idealization of a tool for PMSP

CEP, CEUA

Human resource for research coordination

Internal auditing : lack of accuracy of research inform. database

6Sigma Project

Research productivity as part of clinicians evaluation

Scientific publication as a strategic indicator - BSC

First national symposium on PMSP

*Definition of research goals and strategies

* IIEP/SBIBAE International Scientific Advisory Board

First report on cost-effectiviness of research

New system for PMSP (iSearch)

Culture of research manag.:

*International networking-EARMA, ALIA

PMO implem.

Goals: •Providing SBIBAE with an integrated approach in research management•Establish new actions to learn and improve results: network, methodology, training•Providing managers with reliable data and indicators of scientific research, enhancing the compliance with institutional objectives

Thank you

• José Mario Leite• EARMA (event) team• ALIAS

cora@einstein.brcoraphors@gmail.com

www.einstein.br#: 005511 2151 1410

• IIEP/SBIBAE Research Management team & collaborators:

Alexandre Holthausen, Anna Carla Goldberg, Cleber Dias, Ederson Almeida (LSS), Edna Rother, Edson Amaro, Fernando Galan, Luiz Vicente Rizzo (sponsor), Leopoldo Marroig (LSS), Marci Pietrocolo, Marcos Gouvea, Maria Ângela Barreiros, Paulo Mei, Roberto Vinuela, Henrique Neves (sponsor), Soely Moura & other collaborators