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Or rab update 050510final


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  • 1. Office of Research Update Mary Lidstrom, Vice Provost for Research Jim 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
  • 2. Overarching iSTAR Goal: Continue to Advance as a Premier International Research University • Add Value to the Overall Research Experience • Achieve Operational Excellence • Attract and Retain Top, Diverse Staff • Add Value to the UW
  • 3. Increasing complexity of research management requires new tools and a new approach Increasing administrative burden creates frustration Unfunded compliance mandates increase stress Existing electronic systems place the burden on the researcher Attend training session Form 1 Form 2 Radiation safety ? Human subjects Finished proposal Form 3 Sponsored Agency programs Research Roadmap Goal: create a researcher-centric approach to research administration, reducing administrative burden and streamlining processing
  • 4. Office of Research Information Services Jim Kresl, Director Office of Research Information Services
  • 5. 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 Submission Guide
  • 6. 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
  • 7. 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
  • 8. What’s Coming? • 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
  • 9. Office of Research Human Subjects Division Karen Moe, Director & Assist Vice Provost for Research, Human Subjects Division
  • 10. 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)
  • 11. 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 ( ) is monitored throughout every working day, and is now answered by senior experienced HSD staff
  • 12. 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”
  • 13. What’s Coming? • 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
  • 14. Office of Research Office of Sponsored Programs Lynne Chronister, Director & Assist Vice Provost for Research, OSP
  • 15. 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
  • 16. 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
  • 17. 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.
  • 18. 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.
  • 19. 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
  • 20. What’s Coming? • 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
  • 21. Summary • Continue with our OR-wide strategies to increase efficiencies • Relieve administrative burden • Improve services to campus through the Research Roadmap project