View
216
Download
0
Tags:
Embed Size (px)
Citation preview
ePROPOSAL PRE-AWARD SYSTEM
IMPLEMENTATION UPDATE
Presentation to the Academic Senate - Committee on Research
May 16, 2011
Meeting Topics
Project Scope Project Status Project Phases and Timeline Project Approach High-level Requirements Overview
Appendix: List of SC and SME Members
2
eProposal System Scope
Proposal & Award Process Areas*
Post-award fiscal management (out of scope)
3
Profiles
* Process not linear
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
June Design/ Use Case Workshop with SMEs to show how System will work
4
Project Phases & Timeline* 5
Nov-Jan2010/11
Sept-Dec2011
May-Aug 2011
Feb-April 2011
Pre
-aw
ard
Sys
tem
Im
ple
men
tati
on
SME Interviews & Requirements
Build & Unit TestConceptual Design
Design *
System Interfaces & Data Conversion
End User Change Management
*Final timeline can’t be completed until conclusion of design/build phase
Jan-March2012
Systems Testing Perf.& End User Testing
We are here
3/26/2012Pre-Award
Pilot Go-Live
eProposal Design and Build Approach
Iterative/modified agile
Design strategy identifies and sequences eProposal build
and configuration needs
Identification of “must have” functionality for go-live, and
functionality deemed needed but not required for go-live
(implemented as time permits before go-live)
Ongoing meetings and site visits with vendor to review
mock-ups and design/build concepts
SME meetings to get input on design, answer questions; to
leverage SME group to connect to their PIs
6
eProposal Design and Build Approach (2)
Change management strategy includes roll-out strategy for use of current and new systems during transition period
Systems integration architecture under developmentData flows documentedSystem integration to be finalized
Once all processes/system data needs finalized, reporting strategy to be finalized
7
Summary Requirements by Process Areas
Post-award fiscal management (out of scope)
8
Profiles
1. 2. 3. 4. 5. 6. 7.
ProfilesSponsor/Legal EntityAuthorized Organizational Representative (AOR)Shared Services Teams (SSTs)*DepartmentPerson (PI, RSC, etc.)
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 PeopleSoft for sponsors, etc.)*
Shared data with CHR (same vendor, shared underlying database)
9
*Customization
1. Identify Funding Opportunities Funding Opportunity Announcement (FOA) searches and alerts
*Link to search COS and RAP opportunities
Grants.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 S2S)
Users can create a “favorites” list of opportunities to apply to later
*Customization
10
2. Create Proposal/Project (1)
Basic Proposal/Project InformationProject title and personnel
*PeopleSoft interface to feed info to iMedRIS (e.g., personnel info,
sponsor info, etc.)
Project type (proposal, program project, MTA , etc.) and action
(new, resubmission, renewal, etc.)*Specific forms for different proposal/project types and project/action-
specific routing.
Sponsor information, deadlines
Compliance information
*Customization/Work-intensive Configurations
11
2. Create Proposal/Project (2)
Subaward information*Subcontractor portal for subcontractors to upload their information (budget,
performance site, key personnel information) to feed into eProposal
Generation 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)
Additional attachments – place to attach relevant documents,
including letters of support, etc.
*Customization
12
3. Create Budget (1)
Budget Details
Budget types*Budget tool to accommodate different budget types (program project, subcontractor, modular, etc.)
Budget justification
Budget period
Project personnel names, salary, effort, etc. *Interface with PPS to pull salary info
Salary cap, direct cost cap, fringe rates, escalation rates
Budget categories (personnel, equipment, travel, etc.)*Cost sharing details (yes, no; if yes, what type, % effort, fund/dpa, etc.)
*Customization
13
3. Create Budget (2)
Indirect cost types and rates
On and off campus rates
Auto-populate appropriate Grants.gov & Research.gov forms with budget info
*Ability to copy budgets
*Customization
14
4A. Review & Approve
Comments, CollaborationCollaboration 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
15
4B. Track & Submit Proposal Status Transparency 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 Name of submitter, dates, tracking number, etc.System to system submission (for Grants.gov &
Research.gov) *Research.gov interface Notification/indication of receipt
*Customization
16
5. Negotiate & Award
Negotiations and StatusInterim use of Bridge for negotiations-related
documentation, comments and tracking
Award ActivitiesContinue to perform award set-up, update of budget,
DPA/fund info, invoice set-up, etc. in PeopleSoft
*Set-up of non-financial milestones/deliverables (e.g.,
scientific progress reports) and reminders/notifications in
eProposal
*Customization
17
6. Create and Manage Subcontracts
Subcontract/Subaward Information
Subaward records established and managed through PeopleSoft (recent updates have been made to expand functionality according to OSR requests) and linked to award record
Tracking of subrecipient deliverables*Subcontractor portal for subcontractors to submit/upload
documentation to feed into eProposal
*Customization
18
7. Manage AwardAward 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
19
Link Implementation Steering Committee
Marie CaffeyPsychiatry & LPPI Administration
Michelle Kim SON- Dean’s Office
Susan O’HaraRadiology and Biomedical Imaging
Christine DurieuxController’s Office
Susan Lin Controller’s Office
John RadkowskiOffice of Sponsored Research
Mara FellourisProgram Management Office
Erik LiumOffice of Sponsored Research
Susan SallOphthalmology
Susanne Hildebrand-ZankiOffice of Research
Suzanne MurphyOffice of Research
Suzanne Chui SuttonDOM- Central Administration
Lynda JacobsenORU – Cancer Center
Michael NordbergSOP – Dean’s Office
Jane WongITS - Infrastructure & Business Applications
21
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 McAlister S/Pharmacy Dean’s Office
22
Requirement Workshop SMEs (2)
Name Department
Deanna McHugh 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
23