Electronic Proposal Development (epd) ORUBA June 11, Nicole Joyce, MBA erap Training & Communications

Transcription

1 Electronic Proposal Development (epd) ORUBA June 11, 2015 Nicole Joyce, MBA erap Training & Communications

2 Agenda What is epd? System Demo Campus Rollout Strategy Q&A

3 What is epd? epd will replace the outdated paper-based processes currently used by department administrators and sponsored projects offices for General Campus, Health Sciences and Marine Sciences

4 epd (Electronic Proposal Development) Web based system for departments and proposal creators to o Create, upload, route, approve, and store sponsored research proposals o Improves, automates, streamlines and standardizes business processes for departments and central offices o Integrate with Coeus enterprise databases, data warehouse and sub-systems

5 epd Coeus Enterprise Research Administration Systems Proposal Log RES Form = PI Assurance/ Lobbying & Debarment Form epd (Depts.) COEUS SYSTEM MODULES Institute Proposal (Central SPOs) Currently In Use Award Award (Central SPO s & OPAFS) Reports/Data Available for Campus Consumption Data Warehouse & Other Downstream Systems

6 who else is using it? just to name a few 6

7 6 Things to Know About epd

8 6 things to know about epd 1. Replaces paper-based process with an electronic one 2. Electronic routing saves time and shows who has approved or signed the proposal 3. One stop repository for proposal version eliminates opportunities for errors and facilitates real time preparation 4. Automatic notifications sent when action is required and contain links for easy access to proposal records 5. Combines several different processes into one (ex: getting a proposal number and filling out the paper RES form) 6. Creates a proposal record that can be copied and reused in future

9 SPO Analysts and Officers will have visibility at all times to provide expertise and guidance to the PI and department epd will never hold up a sponsor deadline

10 System Demo

11 epd Design & Development Contributors Departments (Pilot) o San Diego Super Computer (SDSC) o Physics o Marine Physical Laboratory (MPL) o Neurosciences o Health Sciences Research Shared Services Central Offices o OCGA o SIO-OCGA o HS SPPO o OCTA Additional Central Offices o OPAFS o COI PI s and Chairs (from pilot units)

12 epd Campus Rollout Strategy Reviewed 130+ proposal submitting units (past 5 years) o Average Volume Units First o Very Large and Complex Units Next o Very Low Volume Units Last Development of Onboarding Strategy o Karen Andrews (Physics) o Alma Palazzolo (formerly SDSC) o Patty Camacho (Neurosciences) o Anne Footer (MPL) o SPO Office Directors (OCGA, SIO OCGA, HS SPPO and OCTA) Developing Faculty/PI Specific Outreach Plan o Spearheaded by Sandra Brown and Marianne Generales

13 What is the timing?

14 epd Timeline Wave 1 - SDSC, Physics, OCGA Wave 2 - HS SPPO, OCTA, Neuro - epd 1.0 RELEASE June 30 Campus-wide Rollout Production Wave A - epd 1.2 RELEASE Feb Campus-wide Rollout Cont d Production Wave C,D,E epd 1.4 RELEASE Nov June 30 Jul - Sept 2014 Oct - Dec 2014 Jan - Mar 2015 We Are Here Apr - Jun 2015 Jul - Sept 2015 Wave 2 cont d Wave 3 - SIO, MPL Wave 4 Compliance Offices - epd 1.1 RELEASE Nov Campus-wide Rollout Cont d Production Wave B epd 1.3 RELEASE June Updated June 2015

15 Who was in Production Pilot? June 2014 December 2014 Wave 1 Wave 4 SDSC Physics Neurosciences MPL OCGA HS SPPO SIO - OCGA OCTA OPAFS Conflict of Interest (COI) PI Exceptions Academic Affairs Space SIO Diving Human Research Protection Program EH&S Subaward Team Export Control SIO Ship Use IACUC Office AMAS

16 Who was in Wave A? Campus-wide Rollout February 2015 April 2015 GC: Bioengineering GC: Qualcomm Institute (formerly Cal Inst. for Telecommunications & Info Tech) GC: Chemistry and Biochemistry GC: Dean Physical Sciences GC: Mathematics GC: School of Engineering Deans Office GC: Electrical & Computer Engineering HS: Anesthesiology HS: Emergency Medicine HS: Orthopedic Surgery HS: Radiation Oncology SIO: Climate, Atmospheric Science, and Physical Oceanography SIO: Cooperative Institute for Marine Ecosystems/Climate SIO: Geosciences Research Division SIO: Institute of Geophysics and Planetary Physics SIO: Nimitz Marine Facility (included with SOMTS and Shipboard Technical Support)

17 Who was in Wave B? Campus-wide Rollout April 2015 May 2015 GC: Computer Science & Engineering GC: Cognitive Science GC: Mechanical & Aerospace Engineering GC: Nanoengineering GC: Structural Engineering HS: Institute for Genomic Medicine HS: Rady Children s Hospital HS: Emergency Medicine SIO: Aquarium-Museum SIO: Sea Grant College

18 Who is in Wave C? *Tentatively* Campus-wide Rollout July 2015 August 2015 *Tentatively* GC: Biological Sciences GC: Center for Education Equity, Assessment, Teaching Excellence GC: Center for Human Development GC: Education Studies GC: Political Science GC: Psychology GC: Sociology HS: Cellular & Molecular Medicine HS: Family Medicine & Public Health (formerly Family & Preventative Medicine) HS: Pathology HS: School of Pharmacy & Pharmaceutical Sciences SIO: Center for Marine Biotechnology & Biomedicine SIO: Integrative Oceanography SIO: Marine Biology Research Division See the epd Rollout Schedule in Blink for more information

19 Onboarding Schedule Sample Schedule Pre-Onboarding Outreach & Information to Departments Week 1: Onboarding Kick Off Meeting Week 2: Account Provisioning/System Set Up Department Proposal Manager Training Department Business Officer Training 1 ½ month prior 1 hour 1-2 hours 5 ½ hours 2 hours Go Live to Production Post Go Live Support Activities Ongoing

20 Preparing Your Area epd Team will: Provide advanced notice and outreach about upcoming waves and onboarding Meet with units individually to identify potential users and determine levels of access Offer dedicated training Have a dedicated help desk Pass along best practices and SOPs Make all information available at epd.ucsd.edu

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22 Thank You!