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April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
NCURA Region VI & VII MeetingResearch Administration:
Striving for Gold at the SummitApril 22 – 25, 2007
Park City, Utah
“Towards an Electronic Office of Sponsored Projects”
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
SpeakersDenise Metke
Manager
Huron Consulting [email protected]
Kevon Balls
Project Director
University of Utah
Administrative Computing Services
[email protected] Pianka
Manager
University of Utah
College of [email protected]
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
Topics of Discussion Taking inventory Determining needs Determining a plan Getting started Training and reporting Best practices and pitfalls
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
University of Utah ~ $300 million externally sponsored
research and development 29,000 students 15,000 faculty and staff 1,297 research labs; 48 instruction labs
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
Catalyst for Moving Forward Momentum coming off a PeopleSoft Grants
implementation Recent transition to electronic Conflict of
Interest Disclosure and IRB application Desire for integrated electronic research
administration Need for access to information Federal Grants.gov initiative
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
Where We Wanted to Go Build on enterprise system implementation Electronic on-campus proposal submission
site Integrated research information
One stop shopping for PIs CoI, IRB, OSP, Financials Reporting and deadline reminders
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
Why We Needed to Go There Integrated data management Refined reporting systems 24 hour access for faculty and staff Integration with Grants.gov
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
Where to Begin? Self assessment
Can we purchase an “off the shelf” system? Do we need to custom build a system? Do we have the expertise in-house? Do we need to hire a consultant? How much time do we have? Do we need to do this all at once? How much will this cost?
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
Utah Decisions Combination of off the shelf system and
custom built system ERICA system for CoI and IRB PeopleSoft Grants for OSP Custom built internal proposal submission site –
eProposal Custom built portal for “one stop shopping” – PI
Portal
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
Utah Decisions Hire Huron Consulting Group
Project direction Best practices and specific expertise Familiar with Utah organization and processes
Assemble in-house team Vice-President for Research Office of Sponsored Projects Financial Solutions Administrative Computing Services Research Integrity and Compliance Utah faculty and staff members
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
Utah Decisions Funding and staffing constraints Phased implementation approach
ERICA - 2004 PeopleSoft Grants – 2005 eProposal – 2006 Electronic Workflow - 2007 PI Portal – 2007 to 2008
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
Case Study Focus on eProposal
Project planning and approach Business process improvements System design Training Lessons learned
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
Project Planning and Approach Desire to lay a strategic foundation Funding constraints dictated need to provide
accurate assessment of resources and financial needs
Desire to engage functional organizations, PIs, and other constituents to support the project
Research best practices Conference calls with other Universities Discussed core systems and ancillary systems
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
Project Planning and Approach Allow time to establish relationships and
begin communication process Allow initial assessment of processes and
product functionality to understand requirements and potential gaps
Lay groundwork for solid project planning and approach Develop a plan you can stick to
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
Project Planning and Approach Strategic imperatives
Self-service functionality - simple, easy, fast Security – easy to manage
Transparent to end user System – easy to build and adaptable
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
Project Planning and Approach Why not direct access to PeopleSoft
Grants? Training intensive Difficult to manage security Integrity of core system Not as intuitive or user friendly
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
Project Planning and Approach Separately funded Dedicated team One year duration
From information gathering to final roll-out Milestones to report progress, gain
consensus, course correct when necessary
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
Project Planning and Approach - TimelineSpring
‘06Summer
‘06Fall ’06 Winter ‘06-
07Spring
‘07
Task 1
Scope
Task 2
Process
Task 3
Objective
Task 4
Demo
Task 5
Pilot
Task 6
Design
Task 7
Roll-Out
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
Project Planning and Approach Task 1 – Confirm scope and identify team
structure Involved highest levels of the university Representation from all sponsored research
areas Key Players
Executive Steering Committee Project Advisory Group Huron Consulting Group Project Team
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
Project Planning and Approach Task 2 – Review current proposal
submission processes Gained understanding of current use of legacy
systems, PeopleSoft, and reporting Identified areas needing attention during the
planning project Interview potential end-users of the new system
Assess current processes at department level Profile potential users Determine their wish list for a new system
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
Project Planning and Approach Task 3 – Identify project objectives
Implement an online application to collect key information about a proposal
Provide an application interface to PeopleSoft Grants for establishing a proposal and populating the key data elements of the proposal
Provide a printed report form with project information to be used for the approval process
Simplify the Document Summary Sheet (DSS) submission and proposal tracking process for campus and OSP
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
Project Planning and Approach Task 4 – Prepare and conduct a structured
demonstration Semi-functional mock-up in Dreamweaver Demonstrated for Project Advisory Group Identified key functional features for application Discussed integration, reporting, terminology Handouts of screenshots Identified issues and areas of interest, answered questions
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
Project Planning and Approach
First Mock-Up Actual Product
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
Project Planning and Approach Task 5 – Identify Pilot Groups
Review number and timing of proposals One college from each end of campus
Health Sciences Physical Sciences
Assess user infrastructure Variety of computers, connections, etc.
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
Project Planning and Approach Task 6 – Provide design detail to technical
team Mock-up in Dreamweaver Functionality requirements and design
documents Security model Map integration with PeopleSoft Determine phases of development
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
Project Planning and Approach Task 7 – Begin roll-out and training
Pilot groups beta-test model Feedback and compatibility issues Schedule computer labs accessible to pilot
groups Provide registration site for training classes
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
Business Process Improvements Input from several groups
Campus interviews with faculty and staff Interviews with Sponsored Projects staff Biweekly meetings with Project Advisory Group
Deans Faculty Staff
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
Business Process Improvements Review step by step proposal submission
process Determine where simplification and streamlining
can happen
Determine access to application Who can access it How will access be gained
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
System Design Web-based system Access through our Campus Information
System (portal) Piggyback off existing security
Various security roles for different users Employee only access Ability to delegate security
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
System Design
Access to eProposal through our Campus Information System (employee/student
portal)
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
System Design
Selecting “eProposal” launches the application
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
System Design Phased approach to enhancements
Phase I – Beta application to pilot groups Phase II – Incorporate suggestions from pilot
groups, attachment functionality, reports Phase III – Integration with PeopleSoft
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
System Design Do not need to complete all information in one
sitting Information to be completed is located on four
pages Grouped together by subject matter Avoids having to scroll down too far Provides convenient stopping points
Information auto defaults based on employee ID numbers and department ID numbers
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
System DesignAccess to each page and function buttons from top or bottom of
screen
Enter Employee ID and balance of
information auto completes
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
System Design Attachment functionality
Proposal and/or approval documents can be “attached” within the system
Allows for easy retrieval by Sponsored Projects Provides for variety of documents to be attached
.doc, .xls, .xfd, .pdf
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
System Design
Upload your proposal and any approval
documents into the application
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
System Design Validation process
Verifies that required information is provided Prevents user from printing complete document
until process has run with no errors Locks the document against changes by user
OSP still has access to review and update
Status changes after validation complete Includes date of change
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
System Design
Validation button located on last page
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
System Design
System returns missed fields OR…
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
System Design
Allows you to “submit” your
proposal to OSP
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
System Design Printing
Blank documents and partially complete documents
Draft appears on these documents No signature lines appear
Complete document with signature lines
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
System Design
Draft version Complete version
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
System Design Reports
Can be run by anyone with application access High level information – not much detail Various Status Levels
Principal Investigator Department Sponsor Sponsored Projects Officer
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
System Design
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
System Design Integration
Sponsored Projects Officers reviews and makes corrections
Runs validation Rechecks eProposal information Runs PeopleSoft validation
Creates proposal in PeopleSoft
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
Training Hands on in computer labs Two to three classes per week Registration due to limited seating
Also allows tech team to give registrants access to training site
Practice inputting a document Help document within application
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
Training On-line training demonstration
eLearning Built with Adobe Captivate Can be viewed at any time Are broken into small modules for ease of
viewing
Page on OSP website Instruction documents
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
Lessons Learned Gaining strong sponsor support is critical Communication with project partners and
university community is key to successful project
Gaining a better understanding of business needs and requirements reduces project risk and unexpected surprises Identified areas to prioritize – business
processes, conversion, testing, and change management
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
Lessons Learned We were all learning at the same time
Provided the technical team with new challenges Learning curve of new technology impacted
schedule and scope Phased approach to enhancements allowed
project to progress close to schedule Pilot phase allowed for confirmation of approach
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
Lessons Learned Use of consultants
Brought extensive higher education and research knowledge
Provided experience implementing similar functionality at other Universities
Familiar with Utah organization and processes Provided direction to project Facilitated relationships with other institutions
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
Where Are We Now? Successful roll-out of eProposal across
campus using phased approach Established good rapport with university
community regarding project implementations Will need to carry this forward for future planned
projects
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
Where Are We Now? Planning for electronic workflow
Will allow for electronic approval of submissions by chairs and deans
Will generate e-mails for status updates Integration with other research administration
systems on campus CoI, IRB, etc.
Moving toward a PI Portal One place for research community to access systems and information
April 24, 2007 10:30amTowards an Electronic
Office of Sponsored Projects
Thank you! Questions?