Katherine J. Ranes - ECURE 2005
Research Administration Records Research Administration Records ManagementManagement
Case Study and Issues at Case Study and Issues at Arizona State UniversityArizona State University
Katherine J. RanesKatherine J. Ranes
Katherine J. Ranes - ECURE 2005
AgendaAgenda
• Scope of Research AdministrationScope of Research Administration• Introduce ASU structureIntroduce ASU structure• National trends in Electronic Research National trends in Electronic Research
AdministrationAdministration• ASU response – Research Information ASU response – Research Information
System ProjectSystem Project• Issues/futuresIssues/futures• Questions/DiscussionQuestions/Discussion
Katherine Ranes ECURE 2005
Katherine J. Ranes - ECURE 2005
Research AdministrationResearch Administration
• Looking for fundingLooking for funding• Sending the Sending the
proposalproposal• Receiving the awardReceiving the award• Administering the Administering the
awardaward
• Ensuring Ensuring compliancecompliance
• Sharing research Sharing research findingsfindings
• Preparing cost Preparing cost proposalsproposals
• •
Katherine J. Ranes - ECURE 2005
Who are the stakeholders?Who are the stakeholders?
Investigator, Researcher
Sponsor
Institution
Research Administrator
Katherine J. Ranes - ECURE 2005
Arizona State University ContextArizona State University Context
• Large institution across multiple locationsLarge institution across multiple locations• Increasing research activityIncreasing research activity• Central Research Administration (ORSPA)Central Research Administration (ORSPA)
– Proposals– Awards– Compliance– Etc.
• Diverse technologyDiverse technology• Central Information Technology supportCentral Information Technology support
Katherine J. Ranes - ECURE 2005
National TrendsNational Trends
“The Internet changes everything.”
- everybody
Federal Law – Public Law 106 -107 Federal Financial Assistance Management Improvement Act of 1999
Katherine J. Ranes - ECURE 2005
Electronic Research AdministrationElectronic Research Administration
• Electronic media – most research Electronic media – most research administration records exist in administration records exist in electronic formelectronic form
• Electronic communication – email, fax, Electronic communication – email, fax, webweb
• Electronic financial transactionsElectronic financial transactions• Electronic systems for reportingElectronic systems for reporting• Problem - integrationProblem - integration
Katherine J. Ranes - ECURE 2005
We know it’s possible!We know it’s possible!
Katherine J. Ranes - ECURE 2005
National LandscapeNational Landscape
• Federal electronic web portals (federal Federal electronic web portals (federal demonstration project)demonstration project)
• Service agreements with vendorsService agreements with vendors• ERP systems ERP systems • Web-based systems/workflowWeb-based systems/workflow• Research Administration Systems Research Administration Systems • Document Management Systems Document Management Systems
(document imaging)(document imaging)
Katherine J. Ranes - ECURE 2005
ASU Research Information SystemASU Research Information System
• Step one – Establish systems for Step one – Establish systems for research administration as an research administration as an “Enterprise System”“Enterprise System”– Central Support– Institution-wide Audience– System of record
Katherine J. Ranes - ECURE 2005
ASU Research Information SystemASU Research Information System• ResourcesResources• ExposureExposure• Focus across the Focus across the
institutioninstitution• Institution Institution
responsibility vs. responsibility vs. unit responsibilityunit responsibility
• More robust More robust computing computing environmentenvironment
Katherine J. Ranes - ECURE 2005
ASU Research Information SystemASU Research Information System
• Step two – Convert data to new Step two – Convert data to new Research Information System.Research Information System.– Chose Coeus, a system developed by MIT– Converted data and business processes– Implement 7/1/2003– Establish security and production
environment for university-wide system– Add to data warehouse– Integrate with HR and financial system– Active in national Coeus community
Katherine J. Ranes - ECURE 2005
ASU Research Information SystemASU Research Information System
• Before – paper file Before – paper file and various and various computer files for computer files for reportingreporting
• After – integrated After – integrated computer system for computer system for reporting and reporting and reference, still much reference, still much in paperin paper
Katherine J. Ranes - ECURE 2005
ASU Research Information SystemASU Research Information System
• Step three – Expand use of Coeus Step three – Expand use of Coeus beyond central office to research unit beyond central office to research unit administratorsadministrators– Common data language– System of record– Faster information– Pilot Spring 2004, complete roll-out Fall
2005
Katherine J. Ranes - ECURE 2005
ASU Research Information SystemASU Research Information System
• BeforeBefore– Official record in the
central research administration office (ORSPA)
– Shadow systems in unit offices
– Communication of the record is in paper documents
Katherine J. Ranes - ECURE 2005
ASU Research Information SystemASU Research Information System
• AfterAfter– One system of record
(Coeus and Sponsored Data Warehouse populated from Coeus)
– Units don’t need paper to know what is happening
– Still a lot of paper as back-up for system
– Still some unit systems
Katherine J. Ranes - ECURE 2005
ASU Research Information SystemASU Research Information System
• Step four – Extend Coeus to researchersStep four – Extend Coeus to researchersWeb-based forms/processWeb-based reports
– Use Coeus for proposal development– Workflow for proposal routing and approval
within Coeus
Katherine J. Ranes - ECURE 2005
ASU Research Information SystemASU Research Information System
• FuturesFutures– Use Coeus to integrate with compliance
committees– Use Coeus with a Document Management
System • Integrate structured data with unstructured• Provide security and access• Manage the document life-cycle
– Use Coeus with federal systems (to integrate with outside sponsor)
Katherine J. Ranes - ECURE 2005
We did it!We did it!
Katherine J. Ranes - ECURE 2005
Issues/DiscussionIssues/Discussion
• Identity – securityIdentity – security• Cross organization collaborationCross organization collaboration• Competing ownershipCompeting ownership• Different cultures/valuesDifferent cultures/values• New role for research administrators as New role for research administrators as
record managers record managers • New role for research administrators as New role for research administrators as
information policy makersinformation policy makers
Katherine J. Ranes - ECURE 2005
Questions/DiscussionQuestions/Discussion
Katherine J. Ranes - ECURE 2005
Contact InformationContact Information
Katherine Ranes
Information Technology
Arizona State University
Tempe, AZ 85287- 0101
Phone: 480 965 2772
Email: [email protected]
Katherine J. Ranes - ECURE 2005
ReferencesReferences
• ASU Research Administration website ASU Research Administration website http://researchadmin.asu.eduhttp://researchadmin.asu.edu
• National Council of University Research National Council of University Research Administrators Administrators http://www.ncura.eduhttp://www.ncura.edu
• Coeus site at MIT Coeus site at MIT http://web.mit.edu/coeus/www/http://web.mit.edu/coeus/www/
• Federal sitesFederal sites– http://www.grants.gov/– https://www.fastlane.nsf.gov/fastlane.jsp