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Defining the problem
Computers and networks are now used to store, transmit and manage proposals and grants (duh!).
The total number of problems involved in using computers for the above purpose has increased, not decreased.
Computer applications and hardware require increasingly educated specialists to create, install and maintain them.
Where are we headed?
Pre Award Proposal Clearance – Electronic
Routing Grants.gov
System – to – System Adobe Acrobat
Other funding sources Post Award
Increased frequency and severity of audits
Both Sides Management and reporting
You will appear to be a visionary if you build in one era and buy in the next
We have to buy
Five Years Later
We have to build
Where is the mandate coming from? From above ?
Concern with institutional performance Directly linked to funding and FTE changes
From your SRO staff? Are you churning thru staff? Overworked & concerned about web based systems?
From your PI’s Do they perceive problems with your Pre or Post Award activities?
From your Grant Administrators? Do your departments have sufficient staff with access to the
information they need to manage proposals and awards?
From your Business Office? Are there problems getting contracts signed? Purchases made?
Payments executed?
1st: Analysis
What do we do?
• Roles we play
Proposal Preparation?
Reporting?
Auditing?
How do we currently get technical support?
How are we handling things now?
What is our institutional culture?
Pre-Award, Post-Award, Both?
2nd: Options & Constraints
Build or Buy
Build Both Buy
How am I handling it now? What’s my volume?
How many proposals, how many awards, what else? Start over or enhance an existing system
Who should help me answer this question?
3rd: Technical SupportSupport
Home Grown
External IT Professional
Dept IT Professional
End User Computer Support
Network Support
Application Support
Computing Dept
Vendor
Contractor
Training
4th: Something to move the electrons about
Hardware
Workstations Computing Center Servers
Dept Based Servers
Vender Based Servers
Where will the information be hosted? How will it be accessed? Who is responsible for it’s integrity?
Support
Home Grown
External IT Professional
Department IT Professional
Our Decision Trees
Hardware
Workstations Computing Center Servers
Dept Based Servers
Vender Based Servers
Product
PurchasedDeveloped Both
2
3
4
Support (1/3)
Home Grown Advantages
Person knows your business Personal familiarity
Disadvantages Person may not have skills to develop complex system Multi-tasking will dilute effort
Support (2/3)
Department IT Professional
Wildcard The candidate you hire may not be the person who winds up working
for you
Advantages Depending on the skill level requested, person may have sufficient
skills to plan, design and implement systems New thoughts, new perspective
Disadvantages Does not know your business or language Break in period May want an occasional holiday, vacation or sick leave; requires
occasional care and feeding
Support (3/3)
Institutional Support Dedicated or shared Staff or students
Independent Contract Network Management Application Design
Vendor Support Hardware and network support for their applications
Support – What should you expect?
Phase One: Design a web based proposal preparation, submission and award management system.Time: 6 minutes
Support – Questions to look at What do you need done?
Network Management Server (web/e-mail/database) administrator Workstation setup and maintenance, user assistance
Application Development Start fresh Integrate or expand existing systems Maintain a purchased vendor system
Both
Evaluate the communication skills of the people you are considering. Can you understand them? Can they understand you?
Support – Questions to look at Based on the duties you expect to be performed, what
level of education, expertise and skills do you require?
How much should you pay?
How many positions do we need?
Resources for assistance: Your institution’s computing department Other local businesses that employ IT professionals
Hardware - Where will your information be hosted? What methods of access to your information
are required? Web Desktop Paper Reports Do you need secure access?
Who will be responsible for the integrity of the data? And yes, you do have to anticipate having
computer problems
Hardware OptionsLow cost ($$$ - $1,$$$)Low volume accessLAN access at best, Uploading to sponsor web servers easily Easy access to raw data in different formats
Moderate Cost ($3-4,$$$)IT Personnel STRONGLY recommendedModerate traffic, web is a realityModerately easy access to (read only) raw data
High cost, but it may be ‘funny money’ ($$,$$$)Lack of control, service issuesHigh volume accessDifficult to modifyCan you get access to the raw data so you can run your own reports or
use spreadsheets to analyze?
Moderate to High Cost ($$,$$$ - $$$,$$$)High volume accessModifications may be worse than tooth extraction without anesthesia*Can you get access to the raw data so you can run your own reports or
use spreadsheets to analyze?
Workstations
Computing Dept Servers
Dept Based Servers
Vender Based Solutions
Build, Buy or Both?
NCURA has been presenting a build or buy experience session at conferences for more than the last decade The sessions feature either an institution that built, or one
that bought. Some featured vendors, others developers
Boxing gloves were optional
Build, Buy or Both? There is no one right answer
Neither is cheap Build – continuous expense Buy – high upfront, somewhat lower ongoing
If Buying Solicit advice from those who have purchased before Include Grants.gov S-2-S modifications in your contract How close is the vendors solution to the way you do business today
or are you willing to change your way of doing business to accommodate the software?
Gap Analysis – Can the system be modified to your method of business?
If Building Are you patient and prepared to make mistakes? Get a long term vision together before starting
Both? If you have a developer, consider buying the framework of a system
with the source code, then modify it for your institution
Ever Changing Grants.gov
Three Two Options PureEdge (phased out) Adobe Acrobat (now supports V10 & X) System to System
Vendor System Requires $$$,$$$ up front and $$,$$$ maintenance May requires IT support for maintenance and customizations
Home Grown System Requires Application Developers, SRO Time + $$$,$$$ Grants.gov publishes assistance on web site