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Office of Research Update
Mary Lidstrom, Vice Provost for ResearchJim 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
• Add Value to the Overall Research Experience• Achieve Operational Excellence• Attract and Retain Top, Diverse Staff• Add Value to the UW
Overarching iSTAR Goal: Continue to Advance as a Premier International Research University
Increasing administrative burden creates frustration Unfunded compliance mandates increase stressExisting electronic systems place the burden on the researcher
Research Roadmap Goal: create a researcher-centric approach to research administration, reducing administrative burden and streamlining processing
Increasing complexity of research management requires new tools and a new approach
Finished proposal
Agency
Radiation safety
Human subjects
Sponsored programs
Form 3
Form 2Form 1
?
Attend training session
Add Value to the Overall Research Experience
ORIS provides support for all research support units, via the Research Roadmap project
• Provide information to faculty and staff– Learning Program established that supports all faculty and
staff that use ORIS systems – Web sites upgraded to provide more timely information
• OSP• HSD• Knowledge Bank and Grants.gov Submission Guide
Achieve Operational Excellence• DORA (HSD system)
– Upgraded (speed and service) to enhance service to researchers• C4C system development project initiated
– Streamline IP commercialization process, upgrade system in use• Data Warehouse project initiated
– Add research data to Data Warehouse– Provide reports for campus to better manage research
• Budget module– Build a complete UW budget online pulling directly from central
systems, with the ability to reuse, modify, and test scenarios• New releases
– Streamlined the system for reporting bugs and responding to issues– Improved SAGE system navigation and form flow
Add Value to the UW
• Worked with the ARRA team to develop streamlined reporting capabilities– Established working arrangement with OFM and
RATB to enable UW to use batch upload for verification and submission
• New EH&S electronic system • New Subcontracts Module in SAGE/SERA• Integration of SAGE Budget Module to Grant
Runner Module• Phase 1 of electronic bridge between OSP and
GCA
What’s Coming?
Office of Research Human Subjects DivisionKaren Moe, Director & Assist Vice
Provost for Research, Human Subjects Division
Add Value to the Overall Research Experience
• Metrics– IRB performance and workload metrics developed and publicly posted
on the HSD website– Turnaround times for new IRB applications: Exemptions – 3 days;
Minimal risk – 15 days; full IRB review – 54 days – Used to identify areas for process improvement efforts
• New policies to streamline reviews– Research involving public data sets does not require IRB review– Some research involving de-identified biological specimens does not
require IRB review• Providing information
– With ORIS, HSD website is being revised so information is easier to find (release date: June 2010)
Achieve Operational Excellence • Turn-around time for IRB approval
– decreased significantly in the last four years• New policies
– “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
– 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
– Certain types of highly-specialized research (e.g., emergency medicine research; human embryonic stem cell research) are now always assigned to the same IRB
• Timely help for researchers– The HSD “help” email address ( [email protected] ) is
monitored throughout every working day, and is now answered by senior experienced HSD staff
Add Value to the UW
• Streamlined process for ARRA reviews• Participation as “subjects” in a variety of national research
projects, to help identify and develop efficient “best practices”
• IRB application revision– 95% of new applications are returned for modifications– Reduce this “back and forth” between the IRB and researchers via a
significant revision of the IRB application form• Genetics research
– 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
• Human specimens– Factors that affect and/or slow the review of research involving human
specimens are being examined and revised
What’s Coming?
Office of ResearchOffice of Sponsored Programs
Lynne Chronister, Director & Assist Vice Provost for
Research, OSP
Add Value to the Overall Research Experience
• Help– Created a HELPLINE service with an email and telephone number
• Information dissemination– With GCA, re-designed the QRAM campus information dissemination
program • Streamline submission process
– Established a 2-Day final deadline for paper and electronic proposal submissions
Add Value to the Overall Research Experience
• Metrics– Developed, with ORIS, a basic metrics and tracking system to assist
campus in assessing grants and contracts processing time• Information dissemination/training
– Developed a calendar of scheduled ongoing department visits by each OSP team, including the Subcontract team to reach out to campus
– 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
– With ORIS, designed a new OSP website that is more comprehensive and search-friendly
– Established a central Export Control/ITAR process and website to inform and facilitate appropriate approvals and licensing of covered activities
Achieve Operational Excellence• Awards
– 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.
– Created for campus a revised process for Capturing, Reporting and Requesting Account Establishment for Awards and Modifications
• Clinical trials– With CRBB and other partners, Improved the Clinical Trials Life Cycle process-
now have 31 Master agreements for clinical trials• Budget extensions
– 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.
• Subawards– In collaboration with Purchasing and campus representatives, redesigned the
UW subawarding process. Reduced time from 95 to 35 days.
Achieve Operational Excellence
• Decrease administrative burden– Eliminated redundant forms sent to campus
• Industry contracts– New non-federal forms documents, negotiation guidance and guides
enabling faster turn-around on contracts– Increased number of Master Agreements
• Turnaround times– Decreased turnaround time on documents and approvals via new
signature authority process • Re-designed the OSP organizational structure to be more
responsive to campus needs.
Add Value to the UW
• In cooperation with a core campus team, created an infrastructure and process for responding to the American Recovery and Reinvention Act (ARRA)
• 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
• With C4C and CFR, organized a UW Industry Relations Task Force
• Expansion and enhancement of training offerings- Revisions to existing courses- New topics: How to Build a Basic Budget, SubRecipient Monitoring
• Changes to the technology control plan and export control processes
• Review of all Grants Information Memoranda (GIM) for revisions and clarifications
• Stable staffing in OSP will enhance risk analysis and speed review of bilateral awards
What’s Coming?
Summary• Continue with our OR-wide strategies to
increase efficiencies• Relieve administrative burden• Improve services to campus through the
Research Roadmap project