Grants Information System Grants Information System ProjectProject

Notes for Presentation to CASTNotes for Presentation to CAST

February 27February 27thth, 2004, 2004

Steve Hahn, DirectorSteve Hahn, Director

Office of Information TechnologyOffice of Information Technology

The Graduate School, UW-MadisonThe Graduate School, UW-Madison

smhahn@bascom.wisc.edusmhahn@bascom.wisc.edu

ESIS – What is that?ESIS – What is that?

• Extramural Support Information System

• Mainframe-based

– Accessed via transactions using 3270 client

• Has some pre-award functionality

• Tight integration with accounting system

RSPGraduate School

ESIS Users

UW-Milwaukee

UW-Green Bay

UW-Extension

UW-Parkside

UW-Madison

CALS

Other System Campuses

Engineering

Why New Grant Software?Why New Grant Software?

• The existing Legacy Accounting System is being replaced with PeopleSoft General Ledger (SFS) and WISDM is now the official reporting tool of that system

• There is the need for improved and increased information for pre- and post-award research administration

• The mainframe computer at DoIT is being decommissioned and all mainframe programs need to be replaced

Contemporary Research Administration Environment Contemporary Research Administration Environment Requires Enhanced Database CapabilityRequires Enhanced Database Capability

Numerous Regulations Placed on University Research Between 1971 and 2003, as well as Increased Audit Oversight, and New Internal Management Requirements Have

Expanded Tracking and Reporting Needs for Accountability

1973

2003 & Beyond

A-21Cost Accounting Standards

Confidential Disclosure Agreements

A-133 Audit RequirementsMaterial Transfer Agreements

Data for F&A Calculation/Negotiation

Cost Sharing

Faculty Effort Reporting

Business Process Improvements

Subawards

Create, Maintain & Inactivate Account

Interface with General Ledger

Project OverviewProject Overview

• Phased approach

• Phase I: core research administration functions

• Involvement of RSP, C/S Admins, Business Services, and DoIT

Activities to DateActivities to Date• Brainstorming sessions

• Pre-award, post-award and C/S functional requirements

• Creation of Request for Information (RFI)

• RFI send to vendors

• Formed RFI Response Review Committee

• Received and reviewed RFI responses

RFI Response RFI Response Review CommitteeReview Committee

• Bob Andresen - RSP • Diane Barrett – RSP• Carol Block – DoIT• Ruth Freuhling – RSP• Steve Hahn - Graduate School (chair) • Paul Jelle - CALS • Francine Massey - RSP • Ken Mount - Medical School • Steve Schwoegler - Graduate School • Sheri Severson - Engineering • Mark Sweet - Graduate School• Todd Friske – DoIT

Request for InformationRequest for Information

• Functional requirements (pre-award, post-award, C/S and PI)

• Interaction with other systems (e.g. PeopleSoft GL, etc.)

• Technical requirements

• Company profile

RFI Sent to These VendorsRFI Sent to These Vendors

• COEUS

• ERA Software Systems (GAMS)

• InfoED

• Oracle

• PeopleSoft

RFI Responses ReceivedRFI Responses Received

• COEUS – no formal response

• ERA Software Systems – no response

• InfoED – yes

• Oracle – yes

• PeopleSoft – yes

Reviewed RFI ResponsesReviewed RFI Responses

• Established evaluation criteria

• Reviewed RFI responses

• Based upon these– Identified two of the most successful responses,

InfoEd and PeopleSoft

– Invited vendors in for demonstrations before the committee and other campus personnel

• Vendor demonstrations completed October 2003

Communication PlanCommunication Plan

• Website: www.rsp.wisc.edu/era

• Regular updates at C&S Res. Admin meetings

• RSP web discussion board

• Associate Deans for Research

• Update meetings with DoIT every two weeks

• SFS/SPC and Business Services

WebsiteWebsite

• URL: www.rsp.wisc.edu/era

• General project information

• Background

• Activities: current and activities to date

• Feedback

Next StepsNext Steps• Finalize vendor recommendation and costs

(March)

• Present findings to Director of RSP and Dean of Graduate School (March)

• Scope and estimate of internal solution (begins March)

• Extend discussions:– Continue with DoIT, C/S, and Business Services

– Non-Grants users

– PIs/Faculty

A Phased Approach Will Be Employed A Phased Approach Will Be Employed For Planning, Design & Implementation For Planning, Design & Implementation

Pre-Planning PhaseBrainstorming to Identify

Needs Requirements:Existing and Desired Functionality

Planning PhaseIdentify Functional & Technical

RequirementsIdentify Commercially Available

SystemsEvaluate Systems

Decision to Build or Buy

SystemDevelopment

Phase Installation

Data ConversionTest

System Enhancement Phase

Additional Enhancements to Meet Stakeholder Needs:

AdministrationPI’s Graduate School / RSPC/S personnelSystem schools

ImplementationPhase

Phased System Prioritizing Most Critical Pieces

TrainingMaintenance