Presentation from discussion forum at2017 Florida Research Administration Conference on efforts at Florida International University to organize and leverage existing data from multiple sources to facilitate administrative functions at the departmental level and central research office. Use of proposal and award action data to demonstrate system agnostic capabilities using various readily available platforms including Tableau, SharePoint and Excel.

1. Leveraging Data for Efficient Administration
2017
Florida Research Administration Conference
Orlando, Florida

2. Presenters
❑ David Driesbach
Assistant Vice President for Research
Research Information Technology
❑ Robert M. Gutierrez
Assistant Vice President for Research
Research Development and Pre-Award

3. Discussion Items
❑ This session will be an open discussion forum on efforts to
organize and leverage existing data from multiple sources to
facilitate administrative functions at the departmental level and
central research office. We will use proposal and award action
data to demonstrate system agnostic capabilities using various
readily available platforms including Tableau, SharePoint and
Excel.
❑ Objectives:
❑ 1. Think about data management objectives to facilitate
workload administration.
❑ 2. Use existing resources and platforms to visualize data.

4. Agenda
❑ About FIU
❑ Review of Key FIU Reports

5. About FIU
❑ Member of the State University System in Florida
❑ Opened in September 1972
❑ 55,000 enrollment (Fall 2015)
❑ Three campuses in Metropolitan South Florida with four
satellite locations
❑ 962 applications requesting $509,231,945 in FYE 6/30/15
❑ 1,119 active projects with $132,500M in research
expenditures in FYE 6/30/15
(NSF R&D Report)
❑ Carnegie Classification:
Research University - High Research Activity

6. FIU ERA Systems Overview
❑ PeopleSoft - Financials 9.2, Human Resources 9.2, Campus
Solutions 9.0, Enterprise Portal 9.1
❑ Pre and Post Award functions conducted primarily within PeopleSoft.
❑ Huron’s ecrt Effort Reporting Solution
❑ Topaz Technologies – Protocols (IRB/IACUC/IBC)
❑ KSS TechTracs – IP/Tech Transfer
❑ Microsoft SharePoint (2010) & Office 365
❑ Tableau
❑ Oracle OBIEE
❑ Wordpress

7. FIU Research Information Management
Support Structure
Office of the
Provost
Office of Analysis
and Information
Management
(AIM)
Office of
Research and
Economic
Development
Research
Information
Systems
Division of
Information
Technology
Strategic
Information
Management
Committee
FIU Business
Intelligence Project
Working Groups

8. The Issue
❑ Transition from paper based proposal clearance process to
electronic process
❑ Electronic solution was PeopleSoft based using a third party
solution
❑ Lack of administrative support at the departments for proposal
development
❑i. Lacking Forms Assistance
❑ii. Limited (if any) Budget Development
❑iii. Routing involved physically collecting signatures
❑ Existing limited departmental support was limited to large units with
funds

9. The Solution
❑ Provide proposal departmental support as part of the electronic
routing solution
❑ Embed Office of Research and Economic Development
personnel at all major colleges and main campuses
❑ Roll out new electronic platform and department support
concurrently as a new “concierge” level package
❑ Standardize service across all areas and increase quality of
applications that arrive at the Office of Research and Economic
Development

10. Lessons Learned
❑ Rolling out by phase vs. hard date implementation
❑ Communication with the units is critical – convince faculty to use
service
❑ Need to hire the right individuals – commitment to customer service
and patience are a must
❑ Training environment and approach
❑ Addressing intra-unit transition (shifting the us vs. them mentality)
❑ Correct electronic tools are essential
❑ Constant feedback (instant survey)

11. Future Directions
❑ Embedding 2.0
❑ More than proposal development assistance
❑ Cradle to grave imbedding to encompass research
development, pre-award, award management, post award and
closeout administration
❑ Decentralizing the central office
❑ Enhancing electronic systems to enable further decentralization
of proposal submission

12. Questions?

13. Contact Information
David Driesbach, MS, PMP
Assistant Vice President for Research
Florida International University
Office of Research and Economic Development
11200 SW 8th St. (MARC - 430)
Miami, FL 33199
Tel. (305) 348-7256
Office (305) 348-2494
Fax. (305) 348-4117
e-mail: driesbac@fiu.edu

14. Contact Information
Robert M. Gutierrez, M.S.
Assistant Vice President for Research
Florida International University
Office of Research and Economic Development
11200 SW 8th St. (MARC - 430)
Miami, FL 33199
Tel. (305) 348-8312
Office (305) 348-2494
Fax. (305) 348-4117
e-mail: gutierrr@fiu.edu