Transcript Today’s Agenda • • • • • • Introductions eRA Rationale eRA Background eRA Vision and Scope eRA Project Updates eRA Next Steps Executive Steering Committee May 2, 2012

Today’s Agenda
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Introductions
eRA Rationale
eRA Background
eRA Vision and Scope
eRA Project Updates
eRA Next Steps
Executive Steering Committee
May 2, 2012
Rationale
• The research enterprise is increasingly critical to the University’s mission.
• Federal regulations for fiscal and regulatory accountability have strained the
research compliance environment across all units.
• Investments in electronic systems and research administration staff have not
kept pace with the growth of sponsored research.
• There are significant strategic, financial, compliance, and reputational risks
in mismanagement of sponsored research.
Renewing The Iowa Promise Recommendation:
• Implementation of a robust and integrated research information system
for pre- and post-award administration.
• An integrated system would simplify the processes and reduce the
amount of effort required for grant management and administration.
Background
• VPR & ITS partner to evaluate the research administrative
systems
• Internal and external review of systems, services and
organization
• Performed an extensive evaluation of vended and
open/community source solutions
Recommendation
Based on functionality, implementation
costs, change management issues, and
timeline we selected a best of breed approach
leveraging existing or available systems
Vision
An innovative system that
will transform research
administration and
enhance the University’s
ability to procure,
administer, and monitor
research grants and
contracts.
Key Partnerships
Provost
Office
Faculty &
Researcher Administrators
Scope
The scope of eRA is composed of four subprojects:
• Animal protocol and regulations
• Conflict of interest
• Pre-award
• Research portal
Early Project Success
Restructuring of Research Information Systems (RIS)
• New focus on application development and eRA
• Centralized VPR server, desktop, and helpdesk support to ITS
• Joint reporting relationship between AIS and VPR
Resources
• November 2011 - JJ Jimenez new RIS Director hired
• 6 Developers hired over the last 9 months
• 2 Technical leads hired since January 2012
Strategy and Planning
Sept
2011
eRA
Strategy
Retreat
High-level
Nov 2011
Plan
Spring
2012
Developed
Project
Documents
eCOI
eCOI Vision – Consolidated Electronic Disclosure System
Key Partnerships – UIHC COI, Continuing Medical Education, Provost
Office, COI in Research, and RIS
Solution Evaluation and Decision – Em0ry University (CTSA) Open
Source Software
6194 individuals ( 81%) have completed disclosure forms
Fall 2011
New Regulations Released
Leadership Team Formed
Project Charter Complete
Winter
2011
Begin eCOI
Development
Spring
2012
Phase I Launched
IOWA Award Received
Phase II Begins
Animal Research
A Comprehensive Animal Research Compliance Vision
• Create an electronic animal(use)protocol (eIACUC)
• Integrate animal operations system with eIACUC
• Vision vetted with senior faculty
eIACUC solution leveraging electronic (Hawk) IRB application
Early Project Success
eIACUC Kick Off
Retreat
Fit Gap Analysis
Fall 2011
Winter
2011
Technical Proof of Concept
Technical Architecture
Discussions
Spring
2012
Pre Award
Preliminary Pre-award Vision – Enhance existing UIRIS to:
• Provide better integration with other research administration applications
• Increase efficiency of electronic processes
• Provide greater transparency in review/negotiation process
• Improve quality of data and reporting tools
• Allow for electronic document retention
Early Project Success
eRouting Form released
Concluded Contracts Log
Summer
2011
Reporting Pilot
Fall
2011
Fit/Gap Analysis
Pre/Post award integrations
Business Process Flow
Winter
2012
Spring
2012
UIRIS3 Paper Routing
Kick off Retreat
Portal
A window into Research Administration
PostAward
PreAward
Grant
Bulletin
COIR
EHS
Websites
Animal
Protocol
Messaging
Research
Portal
Handbook
Training
Reporting
Human
Subjects
Institutional Investment
• The initial 5 year total cost of ownership estimate is
approximately $4.6M.
• The majority of budget supports functional backfill
and recurring technical staff costs, but also includes
hardware, software, and training
• VPR has committed to fund $2M project cost through
patent and license revenues
• Central Administration has agreed to fund remaining
project implementation costs
• Need to develop post-implementation project funding
model
Next Steps
Project Planning & Infrastructure Goals
• Develop high-level project roadmap
• Begin campus communication campaign
• Complete RIS staffing plan
• Training for RIS staff and project leaders
• Create Project Web Site
Project Specific Goals
• eCOI – complete Phase II by Aug. 2012
• Pre-award – focused effort on non-monetary routing form
• Animal Research – Ongoing faculty input on concept,
structure, operation
• Portal – Form Portal Advisory Committee, identify
integration points, and integrate reporting tools.
Engagement
What Research Administration business
processes would you target for
reengineering?
How would you reduce administrative
burden?
Help to identify Advisory Group Members
• Portal Advisory
• eRA Advisory Groups