e PROPOSAL PREAWARD SYSTEM IMPLEMENTATION UPDATE Presentation to

e. PROPOSAL PRE-AWARD SYSTEM IMPLEMENTATION UPDATE Presentation to the Academic Senate - Committee on Research May 16, 2011

2 Meeting Topics q Project Scope q Project Status q Project Phases and Timeline q Project Approach q High-level Requirements Overview Appendix: List of SC and SME Members

3 e. Proposal System Scope Proposal & Award Process Areas* Profiles * Process not linear Post-award fiscal management (out of scope)

4 Project Status Requirements Review with Subject Matter Experts (SMEs) High-level requirements review and sign-off by Link Steering Committee Currently in Design and Build Phase Regular Coordination with Functional Owner and OE ØJune Design/ Use Case Workshop with SMEs to show System will work

Project Phases & Timeline* Pre-award System Implementation Nov-Jan 2010/11 Feb-April 2011 May-Aug 2011 5 Sept-Dec 2011 SME Interviews & Requirements Jan-March 2012 End User Change Management Design * Conceptual Design Build & Unit Test Systems Testing Perf. & End User Testing System Interfaces & Data Conversion We are here *Final timeline can’t be completed until conclusion of design/build phase 3/26/2012 Pre-Award Pilot Go-Live

6 e. Proposal Design and Build Approach ØIterative/modified agile ØDesign strategy identifies and sequences e. Proposal build and configuration needs ØIdentification of “must have” functionality for go-live, and functionality deemed needed but not required for go-live (implemented as time permits before go-live) ØOngoing meetings and site visits with vendor to review mock-ups and design/build concepts ØSME meetings to get input on design, answer questions; to leverage SME group to connect to their PIs

7 e. Proposal Design and Build Approach (2) ØChange management strategy includes roll-out strategy for use of current and new systems during transition period ØSystems integration architecture under development ØData flows documented ØSystem integration to be finalized ØOnce all processes/system data needs finalized, reporting strategy to be finalized

8 Summary Requirements by Process Areas 1. 2. 3. 4. 5. 6. 7. Profiles Post-award fiscal management (out of scope)

9 Profiles ØSponsor/Legal Entity ØAuthorized Organizational Representative (AOR) ØShared Services Teams (SSTs)* ØDepartment ØPerson (PI, RSC, etc. ) Ø PI profile tab to accommodate multiple attachments, including CVs, biosketches, publications list, etc. • Objective is to leverage functionality investment made in Advance Interfaces with systems of record (e. g. , getting info from People. Soft for sponsors, etc. )* Shared data with CHR (same vendor, shared underlying database) *Customization

10 1. Identify Funding Opportunities ØFunding Opportunity Announcement (FOA) searches and alerts *Link to search COS and RAP opportunities ØGrants. gov and Research. gov interfaces to pull FOA data and ability to start creating a proposal (auto-population of proposal fields where possible) *Research. gov interface (NSF project based on the Grants. gov framework for S 2 S) ØUsers can create a “favorites” list of opportunities to apply to later *Customization

11 2. Create Proposal/Project (1) Basic Proposal/Project Information ØProject title and personnel *People. Soft interface to feed info to i. Med. RIS (e. g. , personnel info, sponsor info, etc. ) ØProject type (proposal, program project, MTA , etc. ) and action (new, resubmission, renewal, etc. ) *Specific forms for different proposal/project types and project/actionspecific routing. ØSponsor information, deadlines ØCompliance information *Customization/Work-intensive Configurations

12 2. Create Proposal/Project (2) ØSubaward information *Subcontractor portal for subcontractors to upload their information (budget, performance site, key personnel information) to feed into e. Proposal ØGeneration of the appropriate Grants. gov (SF 424, PHS 398, etc. ) & Research. gov forms *Research. gov forms/interface *NIH forms generation required for paper submissions (e. g. , PHS 398 for program project, PHS 2590 for progress reports, also to be used for other sponsors that may request NIH forms) ØAdditional attachments – place to attach relevant documents, including letters of support, etc. *Customization

13 3. Create Budget (1) Budget Details ØBudget types *Budget tool to accommodate different budget types (program project, subcontractor, modular, etc. ) ØBudget justification ØBudget period ØProject personnel names, salary, effort, etc. *Interface with PPS to pull salary info ØSalary cap, direct cost cap, fringe rates, escalation rates ØBudget categories (personnel, equipment, travel, etc. ) *Cost sharing details (yes, no; if yes, what type, % effort, fund/dpa, etc. ) *Customization

14 3. Create Budget (2) ØIndirect cost types and rates ØOn and off campus rates ØAuto-populate appropriate Grants. gov & Research. gov forms with budget info *Ability to copy budgets *Customization

15 4 A. Review & Approve Comments, Collaboration ØCollaboration on proposal/project docs for all assigned to the proposal (“check out” and edit function for all proposal documents) *Comment areas about proposals for reviewers/approvers, submitters, negotiations *Routing for review and sign-off according to proposal type and UCSF business practices *Customization

16 4 B. Track & Submit Proposal Status ØTransparency re. proposal/project status (draft, routed for departmental approval, received by OSR, submitted to sponsor, etc. ) and who is assigned to work on it/next action needed *General comments field to accompany status Submission ØName of submitter, dates, tracking number, etc. ØSystem to system submission (for Grants. gov & Research. gov) *Research. gov interface ØNotification/indication of receipt *Customization

17 5. Negotiate & Award Negotiations and Status ØInterim use of Bridge for negotiations-related documentation, comments and tracking Award Activities ØContinue to perform award set-up, update of budget, DPA/fund info, invoice set-up, etc. in People. Soft *Set-up of non-financial milestones/deliverables (e. g. , scientific progress reports) and reminders/notifications in e. Proposal *Customization

18 6. Create and Manage Subcontracts Subcontract/Subaward Information ØSubaward records established and managed through People. Soft (recent updates have been made to expand functionality according to OSR requests) and linked to award record ØTracking of subrecipient deliverables *Subcontractor portal for subcontractors to submit/upload documentation to feed into e. Proposal *Customization

19 7. Manage Award Agreement Actions *Link continuation and supplements to the original proposal/award and flow data from the original proposal *Routing and tracking continuations and supplement actions for appropriate approval *Document management for scientific progress reports and other milestones/award-related docs *Customization

20 Link SC and SME Members

21 Link Implementation Steering Committee Marie Caffey Michelle Kim Susan O’Hara Psychiatry & LPPI Administration SON- Dean’s Office Radiology and Biomedical Imaging Christine Durieux Susan Lin John Radkowski Controller’s Office of Sponsored Research Mara Fellouris Erik Lium Program Management Office of Sponsored Research Susan Sall Susanne Hildebrand-Zanki Suzanne Murphy Suzanne Chui Sutton Office of Research DOM- Central Administration Lynda Jacobsen Michael Nordberg Jane Wong ORU – Cancer Center SOP – Dean’s Office ITS - Infrastructure & Business Applications Ophthalmology

22 Requirement Workshop SMEs (1) Name Department Joyce Abe Office of Sponsored Research Sally Brown S/Pharmacy Dean’s Office Lamorna Brown-Swigart Pathology Christine Durieux Controller’s Office Tony Hunter Application Services Kent Iwamiya Industry Contracts Regnier Jurado Office of Sponsored Research Michelle Kim S/Nursing & S/Dentistry Laurel Koepernik LPPI Donna Langston Global Health Sciences Susan Lau Infectious Diseases Susan Lin Controller’s Office Moira Mc. Alister S/Pharmacy Dean’s Office

23 Requirement Workshop SMEs (2) Name Department Deanna Mc. Hugh Office of Sponsored Research Mae Moredo Diabetes Center ITN/BRU John Radkowski Office of Sponsored Research Christine Razler Radiology Kerri Santos Cellular and Molecular Pharmacology Isaac Sato CVRI Susan Shih Industry Contracts Olivia Viloria Biochemistry & Biophysics Joseph Wilson Medicine