RAIMS Project Kick Off Meeting October 2 nd

RAIMS Project Kick Off Meeting October 2 nd, 2015

Agenda 1. 2. 3. 4. 5. 6. 7. Welcome and Opening Address – Malcolm Campbell (10 minutes) i. iii. Moving Ahead RAIMS Strategic Alignment Introducing RAIMS –what/scope i. iii. Why – Benefits Introduction to the Project Team Introduction to Info. Ed i. ii. Success Stories Introduction to Info. Ed Team i. iii. How – Methodology What to Expect – Communications/Training Plans Timelines Overview of RAIMS - John Livernois (10 minutes) Info. Ed Overview – Edward Johnson Jr. (20 minutes) RAIMS Journey - Arvinder Magon (10 minutes) Expected Impact of RAIMS for our Clients and Stakeholders (5 Minutes) Change & Closing – Malcolm Campbell – (10 minutes) Toast & Social

Moving ahead! • Strategic Renewal Process – ideas, place & people • Partnering for greater success – people, processes and technologies • New ways of engaging stakeholders & doing business • RAIMS is a commitment to our values of collaboration, creativity and quality in our processes

RAIMS Strategic Alignment Strategic Research Plan 2012 -2017 • Increase effectiveness & efficiencies of research support • Assess risks and develop strategies for highrisk projects • Facilitate collaborations • Promote ethical responsibility, integrity, regulatory compliance and performance

What is RAIMS? • Grants/ Contracts & OMAFRA Uo. G (PT & PD) • Animal Care • Human Ethics Requirements Analysis Design & Configuration Maintenance Support Testing & Implementation • EHS, Biohazards, Bio-Safety and Radiation Safety

RAIMS Stakeholders Sponsoring Agencies: Tri-Councils, OMAFRA, etc. Principal Investigators and their designates (e. g. , program managers) Colleges: Deans, ADRs, Chairs, RPDs, Research Managers, Administration RAIMS Compliance Boards: Research Ethics, Radiation & Bio. Safety , Animal Care Comm. Office of Research Collaborating Departments: Research Finance, HR, Library, AA&D, etc.

Agenda 1. 2. 3. 4. 5. 6. 7. Welcome and Opening Address – Malcolm Campbell (10 minutes) i. iii. Moving Ahead RAIMS Strategic Alignment Introducing RAIMS –what/scope i. iii. Why – Benefits Introduction to the Project Team Introduction to Info. Ed i. ii. Success Stories Introduction to Info. Ed Team i. iii. How – Methodology What to Expect – Communications/Training Plans Timelines Overview of RAIMS - John Livernois (10 minutes) Info. Ed Overview – Edward Johnson Jr. (20 minutes) RAIMS Journey - Arvinder Magon (10 minutes) Expected Impact of RAIMS for our Clients and Stakeholders (5 Minutes) Change & Closing – Malcolm Campbell – (10 minutes) Toast & Social

Why RAIMS? Reduce time spent on administration • • • Create and manage proposals and protocols in a single system Ability to submit/access applications from anyplace, anytime Improve online collaboration with co-investigators, departments and Research Office staff Through auto-population, auto-validation, auto-calculation and rule enforcement, the system reduces the administrative effort for completing applications Inherit information entered by investigators – reduces re-keying of data Electronic distribution and real-time tracking of internal approval process True ad-hoc reporting capability with alerts and notifications Status of records available online Re-use of research materials/proposals in the database is possible Enable process transparency Facilitate regulatory compliance

Uo. G RAIMS Team Sandy Auld Human Ethics Mod. Administrator Executive Malcolm Campbell Executive Sponsor Anna Bolinder Ken Hough Animal Care UMAFRA Uo. G Mod. Administrator Partnerships Mod. Administrator Jill Rogers Project Owner Arvinder Magon Project Manager Milka Popov Trainer Laura Beaupre Marcus Litman Chris Spraakman Grants & Contracts Animal Care Business Analyst Mod. Administrator r Sponsor John Livernois Project Sponsor Jennifer Wesley EHS, Bio-safety, Radiation Safety Team Members – Mod. Administrator include representatives from ADRs, PIs, Research Managers, CCS Systems & DB Administrators and users from ORS and Colleges Project Steering Committee: Project Sponsor Project Owner Project Manager Business Analyst Mod. Administrators ADR/Researcher Representative Administration Representative CCS

Help us Name RAIMS! • We’re looking for a catchy, meaningful name for our RAIMS system! • Enter your suggested name on-line at: https: //uoguelph. eu. qualtrics. com/SE/? SID=SV_ dhdm. S 4 pju. Fc. E 6 od • Contest open from September 3, 2015 to October 9, 2015

RAIMS Website to be Launched Website to be launched soon to facilitate communications with our stakeholders • Project news and events • Project Information • Training (plan, guides, FAQs, etc. ) • Blog • Access to reports (for authorized users)

Agenda 1. 2. 3. 4. 5. 6. 7. Welcome and Opening Address – Malcolm Campbell (10 minutes) i. iii. Moving Ahead RAIMS Strategic Alignment Introducing RAIMS –what/scope i. iii. Why – Benefits Introduction to the Project Team Introduction to Info. Ed i. ii. Success Stories Introduction to Info. Ed Team i. iii. How – Methodology What to Expect – Communications/Training Plans Timelines Overview of RAIMS - John Livernois (10 minutes) Info. Ed Overview – Edward Johnson Jr. (20 minutes) RAIMS Journey - Arvinder Magon (10 minutes) Expected Impact of RAIMS for our Clients and Stakeholders (5 Minutes) Change & Closing – Malcolm Campbell – (10 minutes) Toast & Social

Agenda 1. 2. 3. 4. 5. 6. 7. Welcome and Opening Address – Malcolm Campbell (10 minutes) i. iii. Moving Ahead RAIMS Strategic Alignment Introducing RAIMS –what/scope i. iii. Why – Benefits Introduction to the Project Team Introduction to Info. Ed i. ii. Success Stories Introduction to Info. Ed Team i. iii. How – Methodology What to Expect – Communications/Training Plans Timelines Overview of RAIMS - John Livernois (10 minutes) Info. Ed Overview – Edward Johnson Jr. (20 minutes) RAIMS Journey - Arvinder Magon (10 minutes) Expected Impact of RAIMS for our Clients and Stakeholders (5 Minutes) Change & Closing – Malcolm Campbell – (10 minutes) Toast & Social

RAIMS Journey • Iterative methodology using 2 -3 cycles per module for design/configuration, testing, feedback and changes • What to expect – 2 year implementation timeline with consecutive rollout – Core team comprised of knowledge experts, key stakeholders, users – Pilot for each module using early adopters – Targeted, consistent communication with stakeholders – Comprehensive Training Plan – User support during and post implementation – Bumps along the way

Implementation Timeline Planning ESA & SSO Human Ethics OMAFRA-Uo. G Partnership Implementation Grants & Contracts Animal Care EHS/Bio-Safety/Radiation Safety Sep Oct Nov 2015 Dec Jan Feb Mar Apr May Jun Jul 2016 Aug Sep Oct Nov Dec Jan Feb Mar Apr May 2017 Jun Jul Aug

Critical Success Factors • Clear definition and agreement on project scope • Strong project management methodologies • Securing skilled project resources with clearly defined responsibilities and accountabilities • Timely decision-making on policy related issues • Agile processes • Realistic expectations

Agenda 1. 2. 3. 4. 5. 6. 7. Welcome and Opening Address – Malcolm Campbell (10 minutes) i. iii. Moving Ahead RAIMS Strategic Alignment Introducing RAIMS –what/scope i. iii. Why – Benefits Introduction to the Project Team Introduction to Info. Ed i. ii. Success Stories Introduction to Project Team i. iii. How – Methodology What to Expect – Communications/Training Plans Timelines Overview of RAIMS - John Livernois (10 minutes) Info. Ed Overview – Edward Johnson Jr. (20 minutes) RAIMS Journey - Arvinder Magon (10 minutes) Expected Impact of RAIMS for our Clients and Stakeholders (5 Minutes) Minutes Change & Closing – Malcolm Campbell – (10 minutes) Toast & Social

RAIMS Video • C: UsersamagonVideosRAIMS Video - Long Version

Agenda 1. 2. 3. 4. 5. 6. 7. Welcome and Opening Address – Malcolm Campbell (10 minutes) i. iii. A Time of Change Strategic Alignment Introducing RAIMS –what/scope i. iii. Why – Benefits Introduction to the Project Team Introduction to Info. Ed i. ii. Success Stories Introduction to Info. Ed Team i. iii. How – Methodology What to Expect – Communications/Training Plans Timelines Overview of RAIMS - John Livernois (10 minutes) Info. Ed Overview – Edward Johnson Jr. (20 minutes) RAIMS Journey - Arvinder Magon (10 minutes) Expected Impact of RAIMS for our Clients and Stakeholders (5 Minutes) Change & Closing – Malcolm Campbell – (10 minutes) Toast & Social

Paving the Way for Change • • • Creating efficiencies Engaging stakeholders Benefitting all in the process Improving the way we work together Communicating effectively Furrowing the ground in preparation

Paving the Way for Change • One of the most important factors in implementing a change of this magnitude is the support of senior leadership…. . This project has IT!