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Rab update

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Rab update

  1. 1. Office of Research Update Mary Lidstrom, Vice Provost for Research Jim Kresl, Director Office of Research Information Services Karen Moe, Director & Assist Vice Provost for Research, Human Subjects Division Lynne Chronister, Director & Assist Vice Provost for Research, Office of Sponsored Programs May 7, 2010
  2. 2. <ul><li>Add Value to the Overall Research Experience </li></ul><ul><li>Achieve Operational Excellence </li></ul><ul><li>Attract and Retain Top, Diverse Staff </li></ul><ul><li>Add Value to the UW </li></ul>Overarching iSTAR Goal: Continue to Advance as a Premier International Research University
  3. 3. <ul><li>Increasing administrative burden creates frustration </li></ul><ul><li>Unfunded compliance mandates increase stress </li></ul><ul><li>Existing electronic systems place the burden on the researcher </li></ul><ul><li>Research Roadmap Goal: create a researcher-centric approach to research administration, reducing administrative burden and streamlining processing </li></ul>Increasing complexity of research management requires new tools and a new approach Finished proposal Agency Radiation safety Human subjects Sponsored programs Form 3 Form 2 Form 1 ? Attend training session
  4. 4. Office of Research Information Services Jim Kresl, Director Office of Research Information Services
  5. 5. Add Value to the Overall Research Experience <ul><li>ORIS provides support for all research support units, via the Research Roadmap project </li></ul><ul><li>Provide information to faculty and staff </li></ul><ul><ul><li>Learning Program established that supports all faculty and staff that use ORIS systems </li></ul></ul><ul><ul><li>Web sites upgraded to provide more timely information </li></ul></ul><ul><ul><ul><li>OSP </li></ul></ul></ul><ul><ul><ul><li>HSD </li></ul></ul></ul><ul><ul><ul><li>Knowledge Bank and Submission Guide </li></ul></ul></ul>
  6. 6. Achieve Operational Excellence <ul><li>DORA (HSD system) </li></ul><ul><ul><li>Upgraded (speed and service) to enhance service to researchers </li></ul></ul><ul><li>C4C system development project initiated </li></ul><ul><ul><li>Streamline IP commercialization process , upgrade system in use </li></ul></ul><ul><li>Data Warehouse project initiated </li></ul><ul><ul><li>Add research data to Data Warehouse </li></ul></ul><ul><ul><li>Provide reports for campus to better manage research </li></ul></ul><ul><li>Budget module </li></ul><ul><ul><li>Build a complete UW budget online pulling directly from central systems, with the ability to reuse, modify, and test scenarios </li></ul></ul><ul><li>New releases </li></ul><ul><ul><li>Streamlined the system for reporting bugs and responding to issues </li></ul></ul><ul><ul><li>Improved SAGE system navigation and form flow </li></ul></ul>
  7. 7. Add Value to the UW <ul><li>Worked with the ARRA team to develop streamlined reporting capabilities </li></ul><ul><ul><li>Established working arrangement with OFM and RATB to enable UW to use batch upload for verification and submission </li></ul></ul>
  8. 8. <ul><li>New EH&S electronic system </li></ul><ul><li>New Subcontracts Module in SAGE/SERA </li></ul><ul><li>Integration of SAGE Budget Module to Grant Runner Module </li></ul><ul><li>Phase 1 of electronic bridge between OSP and GCA </li></ul>What’s Coming?
  9. 9. Office of Research Human Subjects Division Karen Moe, Director & Assist Vice Provost for Research, Human Subjects Division
  10. 10. Add Value to the Overall Research Experience <ul><li>Metrics </li></ul><ul><ul><li>IRB performance and workload metrics developed and publicly posted on the HSD website </li></ul></ul><ul><ul><li>Turnaround times for new IRB applications: Exemptions – 3 days; Minimal risk – 15 days; full IRB review – 54 days </li></ul></ul><ul><ul><li>Used to identify areas for process improvement efforts </li></ul></ul><ul><li>New policies to streamline reviews </li></ul><ul><ul><li>Research involving public data sets does not require IRB review </li></ul></ul><ul><ul><li>Some research involving de-identified biological specimens does not require IRB review </li></ul></ul><ul><li>Providing information </li></ul><ul><ul><li>With ORIS, HSD website is being revised so information is easier to find (release date: June 2010) </li></ul></ul>
  11. 11. Achieve Operational Excellence <ul><li>Turn-around time for IRB approval </li></ul><ul><ul><li>decreased significantly in the last four years </li></ul></ul><ul><li>New policies </li></ul><ul><ul><li>“ Dual review” by two UW IRBs of a single application is no longer allowed except in very unusual circumstances that must be approved by HSD management </li></ul></ul><ul><ul><li>HSD staff screen all applications before IRB review to determine whether the research needs any IRB review at all, or whether it qualifies for exemption status or Minimal Risk review </li></ul></ul><ul><ul><li>Certain types of highly-specialized research (e.g., emergency medicine research; human embryonic stem cell research) are now always assigned to the same IRB </li></ul></ul><ul><li>Timely help for researchers </li></ul><ul><ul><li>The HSD “ help ” email address ( [email_address] ) is monitored throughout every working day, and is now answered by senior experienced HSD staff </li></ul></ul>
  12. 12. Add Value to the UW <ul><li>Streamlined process for ARRA reviews </li></ul><ul><li>Participation as “subjects” in a variety of national research projects, to help identify and develop efficient “best practices” </li></ul>
  13. 13. <ul><li>IRB application revision </li></ul><ul><ul><li>95% of new applications are returned for modifications </li></ul></ul><ul><ul><li>Reduce this “back and forth” between the IRB and researchers via a significant revision of the IRB application form </li></ul></ul><ul><li>Genetics research </li></ul><ul><ul><li>HSD is working with a large group of UW genetics researchers to improve and speed the IRB review of all research with any genetics component, including submission of genotypes to NIH databases </li></ul></ul><ul><li>Human specimens </li></ul><ul><ul><li>Factors that affect and/or slow the review of research involving human specimens are being examined and revised </li></ul></ul>What’s Coming?
  14. 14. Office of Research Office of Sponsored Programs Lynne Chronister, Director & Assist Vice Provost for Research, OSP
  15. 15. Add Value to the Overall Research Experience <ul><li>Help </li></ul><ul><ul><li>Created a HELPLINE service with an email and telephone number </li></ul></ul><ul><li>Information dissemination </li></ul><ul><ul><li>With GCA, re-designed the QRAM campus information dissemination program </li></ul></ul><ul><li>Streamline submission process </li></ul><ul><ul><li>Established a 2-Day final deadline for paper and electronic proposal submissions </li></ul></ul>
  16. 16. Add Value to the Overall Research Experience <ul><li>Metrics </li></ul><ul><ul><li>Developed, with ORIS, a basic metrics and tracking system to assist campus in assessing grants and contracts processing time </li></ul></ul><ul><li>Information dissemination/training </li></ul><ul><ul><li>Developed a calendar of scheduled ongoing department visits by each OSP team, including the Subcontract team to reach out to campus </li></ul></ul><ul><ul><li>Created the Learning and Business Support group (LABS) within OSP to coordinate process improvement initiatives, designing and delivery of learning programs, and communication to campus </li></ul></ul><ul><ul><li>With ORIS, designed a new OSP website that is more comprehensive and search-friendly </li></ul></ul><ul><ul><li>Established a central Export Control/ITAR process and website to inform and facilitate appropriate approvals and licensing of covered activities </li></ul></ul>
  17. 17. Achieve Operational Excellence <ul><li>Awards </li></ul><ul><ul><li>With ORIS, transitioned from a burdensome paper-based NEA process to electronic Funding Actions (eFA). Reduced time from an average of 5 to 6 weeks to 3 to 4 days. </li></ul></ul><ul><ul><li>Created for campus a revised process for Capturing, Reporting and Requesting Account Establishment for Awards and Modifications </li></ul></ul><ul><li>Clinical trials </li></ul><ul><ul><li>With CRBB and other partners, Improved the Clinical Trials Life Cycle process-now have 31 Master agreements for clinical trials </li></ul></ul><ul><li>Budget extensions </li></ul><ul><ul><li>Developed an electronic web-based system for campus to request budget extensions e.g. No Cost Extensions (NCE’s). OSP approves electronically and submits to GCA. </li></ul></ul><ul><li>Subawards </li></ul><ul><ul><li>In collaboration with Purchasing and campus representatives, redesigned the UW subawarding process. Reduced time from 95 to 35 days. </li></ul></ul>
  18. 18. Achieve Operational Excellence <ul><li>Decrease administrative burden </li></ul><ul><ul><li>Eliminated redundant forms sent to campus </li></ul></ul><ul><li>Industry contracts </li></ul><ul><ul><li>New non-federal forms documents , negotiation guidance and guides enabling faster turn-around on contracts </li></ul></ul><ul><ul><li>Increased number of Master Agreements </li></ul></ul><ul><li>Turnaround times </li></ul><ul><ul><li>Decreased turnaround time on documents and approvals via new signature authority process </li></ul></ul><ul><li>Re-designed the OSP organizational structure to be more responsive to campus needs. </li></ul>
  19. 19. Add Value to the UW <ul><li>In cooperation with a core campus team, created an infrastructure and process for responding to the American Recovery and Reinvention Act ( ARRA ) </li></ul><ul><li>Created a joint research advisory training team (RAPTURE), which includes departmental representatives, and staff from both GCA and MAA to assess and address campus training needs in research administration </li></ul><ul><li>With C4C and CFR, organized a UW Industry Relations Task Force </li></ul>
  20. 20. <ul><li>Expansion and enhancement of training offerings - Revisions to existing courses - New topics: How to Build a Basic Budget, SubRecipient Monitoring </li></ul><ul><li>Changes to the technology control plan and export control processes </li></ul><ul><li>Review of all Grants Information Memoranda (GIM) for revisions and clarifications </li></ul><ul><li>Stable staffing in OSP will enhance risk analysis and speed review of bilateral awards </li></ul>What’s Coming?
  21. 21. Summary <ul><li>Continue with our OR-wide strategies to increase efficiencies </li></ul><ul><li>Relieve administrative burden </li></ul><ul><li>Improve services to campus through the Research Roadmap project </li></ul>