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Oksana Gologorskaya presents at AMIA & CTSA Tooshop 2014: “Crowdsourcing” ideas and proposal development at biomedical institution: insights from 5 years of practicing; Open Proposals collaboration tool
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Open Proposals: A Pre-Competitive Interactive
Space for Research Community
Oksana Gologorskaya, M.Sc.Product Manager, Virtual Home Program, Clinical and Translational Science Institute,
University of California, San Francisco
Learning Objectives
“Crowdsourcing” ideas and proposal development at biomedical institution
Insights from 5 years of practicing
Open Proposals Tool Demo
Invitation to collaborate
Harvesting Ideas in Academia
Request for Proposals
RFP Timeline
Imagine a friendly community…
Add “social” phase to the process
What is different?
Proposal Ideas are shared with community before they are submitted
Everyone knows what everyone else is proposing
Anyone in community can comment on the ideas
Valuable contributors can join proposal teams
Proposal teams can merge
Open Proposal Process
• Share Online
• Discuss & Improve
• Submit for Review
• See Everyone’s Results
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First Open Forum
18 ideas
41 comments
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First Open Forum: Implementation
Section on existing Drupal website
Simple features:
Post ideas
Comment
Vote
Anonymous participation ok
2009 UCSF CTSI Grant Renewal RFPa
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High stakes: ideas for $112 M grant
53 ideas
47 comments
We got the grant!
Practical Insight 1: Starting Conditions
•Collaborative audience
•Non-$ motivations to participate
•Support from the top
UCSF CTSI Pilot Awards 2012a
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28 ideas
292 comments
Participation Increased. Why?
2009 2009 2009 2010 201218 27 53
19 2841 39
47
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Open Forums Participation 2009-2012
Proposals Comments
Behaviors Observed:
Proposals improved
Connections made between participants
Proposals withdrawn
Practical Insight 2: Process Matters
1 2 3 4 518 27 53
19 2841 39
47
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Open Forums Participation 2009-2012
Proposals Comments• Design process to encourage participation
• Manage the audience
First Non-CTSI Challenge
2012 UCSF IT Innovation Contest
Target Audience: All Staff & FacultyCompeting against other solutions
Solutions Considered
Salesforce Chatter
Open Proposals
UCSF Open Proposals Tool
Custom Branding for Opportunity Sponsor
UCSF Open Proposals Tool
Standalone, easy to use space for discussions
UCSF Open Proposals Tool
Transparent & efficient process
Open Proposals Provided:
Transparent & efficient process
Standalone space for discussions
Easy to use
Custom branding for sponsor
IT Contest 2012 - Results48 proposals, 5 awarded
73 people posted 216 comments
Withdrawn/merged proposals: 1
517 unique visitors in active phases
A Hard Learning
Department of Medicine Funding Patient Cohorts 2012Funding to allocate: $200,000
Target audience: DOM Faculty (~620)
Collaborative opportunity: reusing patient cohorts
DOM Funding Patient Cohorts 2012 - Results
14 proposals, 2 awarded
30 people posted 66 comments
Withdrawn proposals: 1
431 unique visitors in active phases
Surprising Feedback
Opportunity Sponsors: “We won’t use it again”
End Users:– Overall experience: 2-dissatisfied / 6 –
neutral / 7 - satisfied– Proposal impact: 2- improved / 7 – no
change / 2- worsened– Team impact: 2- added team members
Practical Insight 3: Supportive Sponsor, Engaged Community
• Make sure the audience understands the process (no, it is not a popularity contest)
• Early ideas have more room for feedback than fully baked proposals
• The audience will not engage without Sponsor’s support
Other types of opportunities that benefited from OP
Building Community to Revamp Medical School’s curriculum
Department Strategic Planning
Administrative Process Improvements
UCSF Open Proposals Toolop
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Standalone Drupal Website
Integrated with UCSF Single Sign On
Optional IP restricted access
Linked with UCSF Profiles
UCSF Open Proposals UIop
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UI: Forum Space1. Sponsor branding
2. Opportunity title/subtitle
3. Intro text – opp. description
4. Opportunity timeline
5. Proposals main feed
6. Forum menu
7. My Proposals shortcut
8. Topic filter
9. Activity feeds
10.Footer menu
11.Search
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UI: Proposal Page1.Proposal title
2.Proposal view tabs
3.Proposal info
4.Proposal body
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UI: Adding Proposal
1.Instructions / format requirements
2.Title (required)
3.Taxonomy fields
4.Primary author – if proposal is submitted for someone else
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UI: Adding Proposal
5. Proposal body
6. Multi-file attachments
7. Single file attachment
8. Post (submit) button
9. Preview button
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Automation: Updates and Subscriptions
Proposal authors and commenters are automatically subscribed to the updates on their proposal
Forum visitors can “Follow” the forum or its selected proposals
Key Ingredients for Success
• Process
• Tool
• Engaged Community
• Supportive Sponsor
ChallengesHow to engage community?
– Intrinsic vs. extrinsic motivation for community reviewers
Community balance
• Narrow enough
to remain relevant and
collaborative
• Wide enough
to provide valuable input
Benefits of Open Proposals
Open, transparent process
Collaborative space
Efficiency
Better teams
Better proposals
Less Obvious Benefits
Reviewers get not only proposals but also community’s reaction that may inform them as well
Every idea is captured and stays there (usually online) forever…
Active participants build relationships and get noticed
Winning proposals draw more attention
IT Innovations Contest
OpenSocial Gadget Contest
DOM Patient Cohorts RFA
Funding Shared Equipment RFA
CHV Caring Wisely Initiative
2013 CTSI Annual Pilot Awards
Funding Shared Equipment RFA Round 2
UCSF Coursera Course CFP
CTSI 2016 NIH Renewal Launchpad
2013 IT Innovations Contest
DOM 2013 Strategic Planning
CHV Caring Wisely 2 Initiative
2014 Innovations Funding for Education
SOM Dean's Office Bureaucracy Busters
0 5 10 15 20 25
Average comments for winning proposal
Average comments for other proposals
Avg. # Comments, All ForumsWinning vs. Non Winning Proposals
Avg. comments per proposal0
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WinningNon Winning
UCSF Open Proposals Today
23 forums Since launch in 2012
700+ proposals
18,000+ visitors
$ 4,000,000+ funding distributed
Shared with 2 institutions
What’s Next?
• Research Administration, Infrastructure, Strategic Planning
• Collaborative Research Opportunities
Thank You
UCSF Open Proposals is managed by the UCSF Clinical and Translational Science Institute (CTSI), part of the Clinical and Translational Science Award program funded by the National Center for Advancing Translational Sciences (Grant Number UL1 TR000004) at the National Institutes of Health (NIH).
Special Thanks
Mini Kahlon and Clay Johnston, for introducing the idea and making it come to life
To Brad Bulger, for building the tool
To Cynthia Piontkowski, for creating the tool’s people friendly side
To Leslie Yuan, for support and inspiration, and winning decisions
Special Thanks
To Rachael Sak, for figuring out tricky details of the process and making it a success when most people were skeptical
To Lisa Schoonerman, for help with winning hesitant new customers and for invaluable practical insight
To Anirvan Chatterjee, for the most creative ideas for the tool and its introduction to the bigger world, and for huge help with this presentation
It is literally true that you can succeed best and quickest by helping others to succeed.Napoleon Hill, one of the great writers on success
Publication on Open Proposals
http://onlinelibrary.wiley.com/doi/10.1111/cts.12147/full
ctsi.ucsf.edu * open-proposals.ucsf.edu
GitHub Project (ask us for access):https://github.com/CTSIatUCSF/dreamcatcher
Contact Us
Media Credits
Noel Hidalgo, Hand made "like us on Facebook" sign. , Flickr
Kfergos, Abstract Lights , Flickr
Sasha Gologorskaya, Friends, Everyday Photos
Ren Kuo, Dreamcatcher, Flickr