Office of Research: Office of Research: Sponsored ProgramsSponsored Programs

Examples of Key Process Examples of Key Process Improvement InitiativesImprovement Initiatives

February 5, 2009February 5, 2009

GOAL:GOAL: THE OFFICE OF SPONSORED THE OFFICE OF SPONSORED

PROGRAMS IS IMPROVING PROGRAMS IS IMPROVING BUSINESS PRACTICES AND BUSINESS PRACTICES AND GAINING PROCESS EFFICIENCIES GAINING PROCESS EFFICIENCIES IN ORDER TO IMPROVE SUPPORT IN ORDER TO IMPROVE SUPPORT TO RESEARCHERS AND TO RESEARCHERS AND SCHOLARS ON THE UW CAMPUSSCHOLARS ON THE UW CAMPUS

Process ImprovementsProcess Improvements

21 On-going Initiatives:21 On-going Initiatives: Categories:Categories:

Priority Ongoing Process Improvement Priority Ongoing Process Improvement InitiativesInitiatives

Long Term Process Improvement Long Term Process Improvement (SPAERC/SAGE)(SPAERC/SAGE)

Business Practice Modifications (File Mgmt)Business Practice Modifications (File Mgmt) Tools and Materials Development (Master Tools and Materials Development (Master

Agreement list)Agreement list)

Budget ExtensionsBudget Extensions

For no-cost and cost extensions or For no-cost and cost extensions or supplements.supplements. Anticipated date, April, 2009Anticipated date, April, 2009 Web-based for easier access and processingWeb-based for easier access and processing Request will go to OSP for approvalRequest will go to OSP for approval Flow down responsibilityFlow down responsibility Combines three budget actions into one form Combines three budget actions into one form

and process.and process.

Budget Extension Process: Budget Extension Process: Anticipated OutcomesAnticipated Outcomes

Much faster turn around time for requests for Much faster turn around time for requests for no-cost extensions and supplementsno-cost extensions and supplements

Paperless: cost saving on materialsPaperless: cost saving on materials Fewer duplicated efforts Fewer duplicated efforts Lower workload for dept administrators/GCA Lower workload for dept administrators/GCA

and OSPand OSP

2. Clinical Trial Process 2. Clinical Trial Process Improvement Improvement

Goal: decrease time to enrollment of Goal: decrease time to enrollment of subjects to 90 days.subjects to 90 days.

Led by Richard MeisingerLed by Richard Meisinger Exec. Sponsors: Dr. Mary Lidstrom, Dr. Exec. Sponsors: Dr. Mary Lidstrom, Dr.

John Slattery and Kathryn WaddellJohn Slattery and Kathryn Waddell Completion date: Winter 2010Completion date: Winter 2010 Cross campus participation (SOM, HSD, Cross campus participation (SOM, HSD,

OSP, Health System)OSP, Health System)

Clinical Trials Anticipated Clinical Trials Anticipated DeliverablesDeliverables

Firm plan to reduce time to enroll patientsFirm plan to reduce time to enroll patients Clinical Research HandbookClinical Research Handbook A plan, consistent with the Roadmap, for a A plan, consistent with the Roadmap, for a

tracking system to monitor status/location tracking system to monitor status/location of a proposal in the pipelineof a proposal in the pipeline

Enhanced knowledge of process, timelines Enhanced knowledge of process, timelines and responsibilitiesand responsibilities

What is Next in OSP?What is Next in OSP? More Efficiency Improvements in ProcessMore Efficiency Improvements in Process

System 2 System proposal submission (Grant System 2 System proposal submission (Grant Runner)Runner)

Revised award process for clinical trialsRevised award process for clinical trials VA contracts processing and trackingVA contracts processing and tracking Intranet re-designIntranet re-design Extranet re-designExtranet re-design Sub-contract processingSub-contract processing Non-federal Model Documents ReferenceNon-federal Model Documents Reference Master Agreement tracking and postingMaster Agreement tracking and posting ““Expert” list compiled and postedExpert” list compiled and posted Review of F&A Waiver Request ProcessReview of F&A Waiver Request Process