Enterprise Portal Discussions

Status & Proposed Next Steps

Agenda for today’s discussion Overview – Integrated one stop shop for

research administration

Debrief on Campus EAI Portal Grant

Proposal to move forward on selection of a new portal technology

DRAFT

The myths and facts about research administration and compliance

Myth: Central compliance offices have largest impact on level of compliance at the UW

Fact: How faculty manage their research activities has the greatest impact on compliance or non-compliance

Myth: Most faculty have staff who do all the research administration tasks for them

Fact: A 2005 FDP* survey found that the average faculty researcher spends 15% of their time on research administration

Myth: Good compliance and providing excellent support for faculty are mutually exclusive

Fact: Approaches that make it easier for researchers to manage their research administration and compliance accomplish both goals

Developing solutions that make it easier for faculty to manage their research activities will improve compliance

The proposed solution of a one-stop-shop provides personalized service that supports faculty and compliance

Manage Research from ‘idea to innovation’

Proactive ‘concierge’service

Integrated processeswith parallel processing

Integrated Information and guidelines

Automated notificationsof required tasks

Integrated data Personalized to individual’s needs

• Reduce confusion

• Save time looking for information

• Reduce administrative burden

• Increase time available for research and mentoring students

• Improve understanding of and ability to meet compliance requirements

• Make it easier to pursue new opportunities

The portal would leverage a suite of shared, enterprise applications and services supported by OIM

Integrated interface that adapts to group and individual needs Enterprise Portal

Automated business processes that flow across multiple offices & source systems

Enterprise Workflow

Integrated information and guidelines that can be re-used across multiple web-sites

Content Management

Integrated, accessible data that supports shared understanding

Enterprise Data warehouse

Integrators that ‘serve’ up information and features for use within the portal and across administrative systems Web services

These approaches are highly aligned to other projects and initiatives being undertaken at the UW

These enterprise applications serve as ‘backbone’ for multiple solutions across varied business lines, and are an excellent investment

Coordinated, multi-project approach delivers incremental improvement, and achieves the long-term vision

8. Training Registration & Tracking

4. Integrated Data

3. Integrated Content Management

2. Integrated Process Automation

7. IRB System

6. EH&S System

1. Integrated Portal

9. eSirius

10. CRBB System

11. UWTT System

5. SAGE Suite

FY09 FY10 FY11 FY12 FY13 FY14 FY15 FY16S

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Evaluation & Approach

Planning

Evaluation & Approach

P1 Dev & Reporting

P2 Dev & Reporting

P3 Dev & Reporting

Evaluation & Approach

Needs & Build/Buy

Build/Implementation

Needs & Build/Buy

Build/Implementation

Needs & Build/Buy

Build/Implementation

Proposal Development eAward

Sub-Forms

Replace & Extend eApprovals

Collaborative Community & Content Development

Implementation

Implementation

Incremental Integration of tasks, notifications, reports, content

Clinical Budget Integration

Full Life-cycle tracking & audit trail

Integration

Integration

Integration

Integration

Integration

P4: CRBB, EH&S, IRB P5: Training

Upgrades Integration

12. Coordinated Learning & Support

SAGE Suite Research Portal

DRAFT

** Select other project not shown: Expertise database, Conflict of Interest, current & pending, electronic bridge to financial systems (To name a few…)

Campus EAI Portal Grant Debrief

Findings Value of professional services offered was roughly equal to UW

matching financial contribution Integrations and services included in their My Campus extension of

Liferay product did not add significant value, based on our needs Options and flexibility decreased over the course of our discussions Vendor responsiveness was poor, personal reference checks raised

risks

Outcomes Declined grant award Developed consensus among technical community involved that we

should propose moving forward on selection of a new portal technology

DRAFT

Proposal Move forward on evaluating open source portal options

Assemble collaborative, cross-organizational team lead by project manager from UW Technology

Gain buy-in from development community, so we increase the likelihood of continued build out of portal offerings

Timebox evaluation, and draw upon knowledge base within our higher education peer community

Proposed project period: Sep 09-Jan 10 Proposed outcome: selection of new portal technology &

proposal for phase 1 implementation

DRAFT