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OR RAB update


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OR RAB update

  1. 1. Office of Research Update<br />Mary Lidstrom, Vice Provost for Research<br />Jim Kresl, Director Office of Research Information Services<br />Karen Moe, Director & Assist Vice Provost for Research, Human Subjects DivisionLynne Chronister, Director & Assist Vice Provost for Research, Office of Sponsored Programs<br />May 7, 2010<br />
  2. 2. Overarching iSTAR Goal: Continue to Advance as a Premier International Research University<br />Add Value to the Overall Research Experience<br />Achieve Operational Excellence<br />Attract and Retain Top, Diverse Staff<br />Add Value to the UW<br />
  3. 3. Increasing complexity of research management requires new tools and a new approach<br />Increasing administrative burden creates frustration <br />Unfunded compliance mandates increase stress<br />Existing electronic systems place the burden on the researcher<br />Research Roadmap Goal: create a researcher-centric approach to research administration, reducing administrative burden and streamlining processing<br />Attend training session<br />Form 2<br />Form 1<br />Radiation safety<br />Human subjects<br />?<br />Finished proposal<br />Form 3<br />Sponsored programs<br />Agency<br />
  4. 4. Office of Research Information Services<br />Jim Kresl, Director Office of Research Information Services<br />
  5. 5. Add Value to the Overall Research Experience<br />ORIS provides support for all research support units, via the Research Roadmap project<br />Provide information to faculty and staff<br />Learning Program established that supports all faculty and staff that use ORIS systems <br />Web sites upgraded to provide more timely information<br />OSP<br />HSD<br />Knowledge Bank and Submission Guide<br />
  6. 6. Achieve Operational Excellence<br />DORA (HSD system)<br />Upgraded (speed and service) to enhance service to researchers<br />C4C system development project initiated<br />Streamline IP commercialization process, upgrade system in use<br />Data Warehouse project initiated<br />Add research data to Data Warehouse<br />Provide reports for campus to better manage research<br />Budget module<br />Build a complete UW budget online pulling directly from central systems, with the ability to reuse, modify, and test scenarios<br />New releases<br />Streamlined the system for reporting bugs and responding to issues<br />Improved SAGE system navigation and form flow<br />
  7. 7. Add Value to the UW<br />Worked with the ARRA team to develop streamlined reporting capabilities<br />Established working arrangement with OFM and RATB to enable UW to use batch upload for verification and submission<br />
  8. 8. New EH&S electronic system <br />New Subcontracts Module in SAGE/SERA<br />Integration of SAGE Budget Module to Grant Runner Module<br />Phase 1 of electronic bridge between OSP and GCA<br />What’s Coming?<br />
  9. 9. Office of Research Human Subjects Division<br />Karen Moe, Director & Assist Vice Provost for Research, Human Subjects Division<br />
  10. 10. Add Value to the Overall Research Experience<br />Metrics<br />IRB performance and workload metrics developed and publicly posted on the HSD website<br />Turnaround times for new IRB applications: Exemptions – 3 days; Minimal risk – 15 days; full IRB review – 54 days <br />Used to identify areas for process improvement efforts<br />New policies to streamline reviews<br />Research involving public data sets does not require IRB review<br />Some research involving de-identified biological specimens does not require IRB review<br />Providing information<br />With ORIS, HSD website is being revised so information is easier to find (release date: June 2010)<br />
  11. 11. Achieve Operational Excellence<br />Turn-around time for IRB approval <br />decreased significantly in the last four years<br />New policies<br />“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<br />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 <br />Certain types of highly-specialized research (e.g., emergency medicine research; human embryonic stem cell research) are now always assigned to the same IRB<br />Timely help for researchers<br />The HSD “help” email address ( ) is monitored throughout every working day, and is now answered by senior experienced HSD staff<br />
  12. 12. Add Value to the UW<br />Streamlined process for ARRA reviews<br />Participation as “subjects” in a variety of national research projects, to help identify and develop efficient “best practices”<br />
  13. 13. IRB application revision<br />95% of new applications are returned for modifications<br />Reduce this “back and forth” between the IRB and researchers via a significant revision of the IRB application form<br />Genetics research<br />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<br />Human specimens<br />Factors that affect and/or slow the review of research involving human specimens are being examined and revised<br />What’s Coming?<br />
  14. 14. Office of ResearchOffice of Sponsored Programs<br />Lynne Chronister, Director & Assist Vice Provost for Research, OSP<br />
  15. 15. Add Value to the Overall Research Experience<br />Help<br />Created a HELPLINE service with an email and telephone number<br />Information dissemination<br />With GCA, re-designed the QRAM campus information dissemination program <br />Streamline submission process<br />Established a 2-Day final deadline for paper and electronic proposal submissions <br />
  16. 16. Add Value to the Overall Research Experience<br />Metrics<br />Developed, with ORIS, a basic metrics and tracking system to assist campus in assessing grants and contracts processing time<br />Information dissemination/training<br />Developed a calendar of scheduled ongoing department visits by each OSP team, including the Subcontract team to reach out to campus<br />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<br />With ORIS, designed a new OSP website that is more comprehensive and search-friendly<br />Established a central Export Control/ITAR process and website to inform and facilitate appropriate approvals and licensing of covered activities<br />
  17. 17. Achieve Operational Excellence<br />Awards<br />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.<br />Created for campus a revised process for Capturing, Reporting and Requesting Account Establishment for Awards and Modifications<br />Clinical trials<br />With CRBB and other partners, Improved the Clinical Trials Life Cycle process-now have 31 Master agreements for clinical trials<br />Budget extensions<br />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.<br />Subawards<br />In collaboration with Purchasing and campus representatives, redesigned the UW subawarding process. Reduced time from 95 to 35 days.<br />
  18. 18. Achieve Operational Excellence<br />Decrease administrative burden<br />Eliminated redundant forms sent to campus<br />Industry contracts<br />New non-federal forms documents, negotiation guidance and guides enabling faster turn-around on contracts<br />Increased number of Master Agreements<br />Turnaround times<br />Decreased turnaround time on documents and approvals via new signature authority process <br />Re-designed the OSP organizational structure to be more responsive to campus needs. <br />
  19. 19. Add Value to the UW<br />In cooperation with a core campus team, created an infrastructure and process for responding to the American Recovery and Reinvention Act (ARRA)<br />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<br />With C4C and CFR, organized a UW Industry Relations Task Force<br />
  20. 20. What’s Coming?<br />Expansion and enhancement of training offerings- Revisions to existing courses- New topics: How to Build a Basic Budget, SubRecipient Monitoring<br />Changes to the technology control plan and export control processes<br />Review of all Grants Information Memoranda (GIM) for revisions and clarifications<br />Stable staffing in OSP will enhance risk analysis and speed review of bilateral awards<br />
  21. 21. Summary<br />Continue with our OR-wide strategies to increase efficiencies<br />Relieve administrative burden<br />Improve services to campus through the Research Roadmap project<br />