Grants Information System Project Presentation to the ITC


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Grants Information System Project Presentation to the ITC

  1. 1. Grants Information System Project Presentation to the ITC December 19 th , 2003 Steve Hahn, Director Office of Information Technology The Graduate School, UW-Madison [email_address]
  2. 2. ESIS – What is that? <ul><li>Extramural Support Information System </li></ul><ul><li>Mainframe-based </li></ul><ul><ul><li>Accessed via transactions using 3270 client </li></ul></ul><ul><li>Has some pre-award functionality </li></ul><ul><li>Tight integration with accounting system </li></ul>
  3. 3. RSP Graduate School ESIS Users UW-Milwaukee UW-Green Bay UW-Extension UW-Parkside UW-Madison CALS Other System Campuses Engineering
  4. 4. Why New Grant Software? <ul><li>The existing Legacy Accounting System is being replaced with PeopleSoft General Ledger (SFS) and WISDM is now the official reporting tool of that system </li></ul><ul><li>There is the need for improved and increased information for pre- and post-award research administration </li></ul><ul><li>The mainframe computer at DoIT is being decommissioned and all mainframe programs need to be replaced </li></ul>
  5. 5. Contemporary Research Administration Environment Requires Enhanced Database Capability Numerous Regulations Placed on University Research Between 1971 and 2003, as well as Increased Audit Oversight, and New Internal Management Requirements Have Expanded Tracking and Reporting Needs for Accountability 1973 2003 & Beyond A-21Cost Accounting Standards Confidential Disclosure Agreements A-133 Audit Requirements Material Transfer Agreements Data for F&A Calculation/Negotiation Cost Sharing Faculty Effort Reporting Business Process Improvements Subawards Create, Maintain & Inactivate Account Interface with General Ledger
  6. 6. Project Overview <ul><li>Phased approach </li></ul><ul><li>Phase I: core research administration functions </li></ul><ul><li>Involvement of RSP, C/S Admins, Business Services, DoIT, and faculty </li></ul>
  7. 7. Activities to Date <ul><li>Brainstorming sessions </li></ul><ul><li>Pre-award, post-award and C/S functional requirements </li></ul><ul><li>Creation of Request for Information (RFI) </li></ul><ul><li>RFI send to vendors </li></ul><ul><li>Formed RFI Response Review Committee </li></ul><ul><li>Received and reviewed RFI responses </li></ul>
  8. 8. RFI Response Review Committee <ul><li>Bob Andresen - RSP </li></ul><ul><li>Diane Barrett – RSP </li></ul><ul><li>Carol Block – DoIT </li></ul><ul><li>Ruth Freuhling – RSP </li></ul><ul><li>Steve Hahn - Graduate School (chair) </li></ul><ul><li>Paul Jelle - CALS </li></ul><ul><li>Francine Massey - RSP </li></ul><ul><li>Ken Mount - Medical School </li></ul><ul><li>Steve Schwoegler - Graduate School </li></ul><ul><li>Sheri Severson - Engineering </li></ul><ul><li>Mark Sweet - Graduate School </li></ul>
  9. 9. Request for Information <ul><li>Functional requirements (pre-award, post-award, C/S and PI) </li></ul><ul><li>Interaction with other systems (e.g. PeopleSoft GL, etc.) </li></ul><ul><li>Technical requirements </li></ul><ul><li>Company profile </li></ul>
  10. 10. RFI Sent to These Vendors <ul><li>COEUS </li></ul><ul><li>ERA Software Systems (GAMS) </li></ul><ul><li>InfoED </li></ul><ul><li>Oracle </li></ul><ul><li>PeopleSoft </li></ul>
  11. 11. RFI Responses Received <ul><li>COEUS – no formal response </li></ul><ul><li>ERA Software Systems – no response </li></ul><ul><li>InfoED – yes </li></ul><ul><li>Oracle – yes </li></ul><ul><li>PeopleSoft – yes </li></ul>
  12. 12. Reviewed RFI Responses <ul><li>Established evaluation criteria </li></ul><ul><li>Reviewed RFI responses </li></ul><ul><li>Based upon these </li></ul><ul><ul><li>Identified two of the most successful responses, InfoEd and PeopleSoft </li></ul></ul><ul><ul><li>Invited vendors in for demonstrations before the committee and other campus personnel </li></ul></ul><ul><li>Vendor demonstrations completed October 2003 </li></ul>
  13. 13. Communication Plan <ul><li>Website: </li></ul><ul><li>Regular updates at C&S Res. Admin meetings </li></ul><ul><li>RSP web discussion board </li></ul><ul><li>Associate Deans for Research </li></ul><ul><li>Update meetings with DoIT every two weeks </li></ul>
  14. 14. Website <ul><li>URL: </li></ul><ul><li>General project information </li></ul><ul><li>Background </li></ul><ul><li>Activities: current and activities to date </li></ul><ul><li>Feedback </li></ul>
  15. 17. Next Steps <ul><li>Finalize recommendation and costs </li></ul><ul><li>Present findings to Director of RSP and Dean of Graduate School </li></ul><ul><li>Extend discussions: </li></ul><ul><ul><li>Continue with DoIT and C/S </li></ul></ul><ul><ul><li>Business Services </li></ul></ul><ul><ul><li>PIs/Faculty </li></ul></ul>
  16. 18. Notes <ul><li>RFI committee mission completing </li></ul><ul><li>Buy/build pending </li></ul><ul><li>Full grants solution won’t happen until after the SFS upgrade (Q2 2005) </li></ul><ul><li>Grants project is not WISDM </li></ul>
  17. 19. A Phased Approach Will Be Employed For Planning, Design & Implementation <ul><li>Pre-Planning Phase </li></ul><ul><li>Brainstorming to Identify </li></ul><ul><li>Needs Requirements: </li></ul><ul><li>Existing and Desired Functionality </li></ul><ul><li>Planning Phase </li></ul><ul><li>Identify Functional & Technical Requirements </li></ul><ul><li>Identify Commercially Available </li></ul><ul><li>Systems </li></ul><ul><li>Evaluate Systems </li></ul><ul><li>Decision to Build or Buy </li></ul><ul><li>System </li></ul><ul><li>Development Phase </li></ul><ul><li>Installation </li></ul><ul><li>Data Conversion </li></ul><ul><li>Test </li></ul><ul><li>System Enhancement Phase </li></ul><ul><li>Additional Enhancements to Meet Stakeholder Needs: </li></ul><ul><ul><li>Administration </li></ul></ul><ul><ul><li>PI’s </li></ul></ul><ul><ul><li>Graduate School / RSP </li></ul></ul><ul><ul><li>C/S personnel </li></ul></ul><ul><ul><li>System schools </li></ul></ul><ul><li>Implementation </li></ul><ul><li>Phase </li></ul><ul><li>Phased System </li></ul><ul><li>Prioritizing Most </li></ul><ul><li>Critical Pieces </li></ul><ul><li>Training </li></ul><ul><li>Maintenance </li></ul>
  18. 20. Thank You