Advisory User Group Meeting. October 18, 2011

Transcription

1 Advisory User Group Meeting October 18,

2 Agenda 11:30 Welcome Christine Lavoie 11:35 Session Objectives Christine Lavoie 11:40 USC s Research Administration System Christine Lavoie 11:50 Project Overview & Timeline Jennifer Love 12:00 User Roles & Responsibilities Christine Lavoie 12:10 Introducing Working Groups Jennifer Love Larry Jackson 12:20 Defining Working Group Agendas Jennifer Love Margaret Harrington 12:50 Discussion & Next Steps Christine Lavoie 2

3 Session Objectives Christine Lavoie 3

4 Session Objectives Understand the following about the project: Overview, including goals & timelines Role of users in the project & their responsibilities Ways that users can participate Get feedback on working groups and business processes Associate business processes to working groups Get commitment to user participation Allow people to identify which working groups they could participate in 4

5 USC s Research Administration System Christine Lavoie 5

6 Goals Simplify proposal generation, submission and management Improve proposal success rate due to increase in quality Increase accuracy Make it possible to grow research at USC Eliminate need for shadow systems 6

7 Approach What Must Software Do to Meet USC s Needs for Research Administration? Understand Needs of All Constituencies: staff and students in departments, centers, schools, central Clarify Roles and Responsibilities of all research administration entities Reviewed by Research Administration Task Force and faculty groups Posted on University Website, Inviting Comments 7

8 What You Want _2011.pdf Cradle to Grave System, Budget Creation to Account Close Out Minimize Data Entry/Pre-population of Fields Automatically Pull Data for Rates, Salaries, etc. Flexibility in Designing Approval Pathways and Budgeting Approaches Appropriate Security and Privacy System-to-System Submission Real-time Obligation of Expenses 8

9 More Requirements Portable Web Access, Single Log-in Around the Clock Access Accommodate Surges at Proposal Deadlines Proposal Error Checking Track Negotiation Process with Automatic Notifications Visibility to Proposers Simplified Effort Reporting Automated Performance Tracking 9

10 RAS Components Pre-Award Kuali Post-Award Kuali Account Closeout Kuali Regulatory/Ethics (IRB, Animal Research, Conflict of Interest, Safety) Click Commerce Business Intelligence Cognos 10

11 Starting Points: Ethics/Regulatory istar: IRB system fully implemented istar for IACUC: to be deployed in October Conflict of Interest: deployed by summer 2012 Lab Safety: deployed end of 2012 Systems interface to Kuali 11

12 Project Overview & Timeline Jennifer Love 12

13 Phased Approach KC Implementation Post-Award Go-live Fall 2012 Phase 2: Pre-Award Go-live Fall 2013

14 Phased Approach KC Implementation Phase 1: Post-Award Go-live fall 2012 Pre-Award Go-live Fall 2013

15 Phased Approach KC Implementation Post-Award Go-live Fall 2012 Pre-Award Go-live Fall 2013

16 Kuali Coeus Timeline Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Planning Post Award Pre-Award Reporting 16

17 Phase 1 Timeline w/modules 2011 Q-3 Q Q-1 Q-2 Q-3 Q-4 Sept 2011 Feb 2012 Award Award Budget KC-KFS Linkage Reporting March June 2012 Sub-award Negotiations istar Interface Report Tracking Workflow UI June Sept 2012 BIRT ARRA System Tests

18 Connected Processes, Connected Systems Effort certification Service center recharge Conflict of interest TBD Kuali Coeus Award, account & budget setup Award management Award close-out IACUC, controlled materials, lab safety In development (Click Commerce) istar IRB Reports Business Intelligence Tool(s) Kuali Financial System Equipment purchase & tracking Billing & accounts receivable 18

19 Module Evaluation and Development Process Fit / Gap Analysis Design Develop / Configure Test / Regression Test Review current USC research admin processes, data, and systems Determine how the KC module can meet USC functional needs Determine how to implement the KC module at USC Create specifications for any development work needed Perform customization work for the KC module Configure KC tables with USC data Test modified code for feature and functionality Validate that the KC module meets functional requirements Test against all previous modifications Add module to Model Office 19

20 Working Group Involvement Fit / Gap Analysis Design Develop / Configure Test / Regression Test Review current USC research admin processes, data, and systems Determine how the KC module can meet USC functional needs Discovering how USC does research administration Exploring KC screens & how the system works Documenting where KC fits the USC processes Documenting gaps between USC and KC processes Deliverable: Updated RAS Business Requirements Deliverable: Fit / Gap Report 20

21 Working Group Involvement Fit / Gap Analysis Discuss system options for addressing gaps Design Determine how to implement the KC module at USC Create specifications for any development work needed Develop / Configure Test / Regression Test Discuss process options for addressing gaps Deliverable: Functional Specifications 21

22 Working Group Involvement Fit / Gap Analysis Design Develop / Configure Test / Regression Test Perform customization work for the KC module Discuss / identify USC-specific data Configure KC tables with USC data 22

23 Working Group Involvement Fit / Gap Analysis Design Develop / Configure Test / Regression Test Test modified code for feature and functionality Validate that the KC module meets functional requirements Test against all previous modifications Test / review updates to systems Add module to Model Office 23

24 Module Implementation Training & Roll-out Go-Live Champion and support the roll-out of new systems Create & Provide User Support Discuss & provide insights into user community needs for training and support Create & Provide Training 24

25 User Roles & Responsibilities Christine Lavoie 25

26 Project Execution Significant User Input Prior to Development Open Design Process with Opportunity for User Community to Review Specifications and Intermediate Products User Testing and Feedback Prior to Release Documentation and Training 26

27 User Roles & Responsibilities What the project needs from users We need your commitment How you as users will participate Provide guidance and expertise in Research Administration Create the best system possible for USC Discussion: questions & concerns 27

28 User Resources Team environment Weekly meetings Kuali Foundation website USC KC website Access to information Feedback portal The Model office 28

29 Introducing Working Groups Jennifer Love Larry Jackson 29

30 Goal of Working Groups Create the best system possible for USC by leveraging the expertise and guidance provided by the user community. 30

31 Types of Working Groups Functional working groups: Small groups meet on a regular basis and focus on specific areas of research administration. Develop thorough business requirements Analyze how systems can support the business process(es) involved Configuration working groups: Primarily adhoc and one on one discussions of data needed in the system. 31

32 Defining Working Group Agendas Jennifer Love Margaret Harrington 32

33 Organizing Working Groups Objective: Create a set of working groups that cover the post-award work done in research administration. Identify the business processes involved in research administration Assign business process(es) to a working group 33

34 Business Processes Set-up award Administer & track subcontracts Schedule & bill for recharge center use Award closeout Set-up account Manage & track IP Track & certify effort Submit & track deliverables Manage & track award accounts & budget Manage regulatory compliance Purchase & track equipment Submit & track invoices & A/R 34

35 Assign Processes to Groups Review the list of working groups Associate processes to working groups Do all of the business processes identified fit within one of the groups? Which business processes should be addressed by which group? 35

36 Working Groups Award / Account Set-up Award Lifecycle Award Accounting Processes Award Reporting Award Closeout Training & Development 36

37 Working Groups Sample Topics Award / Account Set-up Establish account(s) for the award Record terms & conditions for the award Award Lifecycle Manage & track award deliverables Set up & manage sub-awards & subcontracts Award Accounting Processes Perform financial projections Manage & track award billing & accounts receivable Award Reporting Generate internal reports for managing awards Generate sponsor-required reports Award Closeout Notify responsible parties that accounts will expire soon Route, approve, and submit final reports Training & Development Identify training needs Create & review training materials 37

38 Discussion & Next Steps Christine Lavoie 38