Presentation by Melanie Funes, PhD, Director, Strategic Implementation, Associate Director, Research Development program at the Southern California Clinical and Translational Science Institute (SC CTSI).
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SC CTSI Perspective on Planning, Evaluation and Tracking (PET) in an Academic Research Environment
1. SC CTSI
Planning, Evaluation and Tracking (PET)
Melanie Funes, PhD
Director, Strategic Implementation
Associate Director, Research Development program
2. TEAM
PET
Melanie Funes, PhD
Director, Strategic Implementation
(0.5 FTE)
Eun Evans, PhD
Project Manager
(1.0 FTE)
April Bagaporo, BS
Program Coordinator
(0.5 FTE)
Annie Hong, BS
Program Coordinator
(1.0 FTE)
eHome: Technology development partners
Katja Reuter, PhD
Director, Digital Strategy and eHome
Praveen Angyan, MS
Programmer
John Burgos, MS
Project Manager
3. PURPOSE
Demonstrate SC CTSI’s value in a concrete way to stakeholders
Introduce approaches to create a strategic organization
Increase alignment between program and SC CTSI priorities
Provide support to develop goals, target and metrics of success
Assess progress toward goals and targets
Develop strategies and approaches to improve performance
Build tools and best practices to achieve excellence
Enable data-driven decision making
4. REMINDERS:
FROM THE RFA AND IOM
RFA: Tracking, Assessment and Evaluation
Success = increased efficiency and decreased costs
Timely tracking of service use, quality and cost
Assess and adjust activities in response
Processes, metrics and milestones for ongoing improvement
IOM
Necessary for accountability, transparency, informed decision making, and
communication about outcomes and the value of an investment
Formalize and standardize evaluation processes
Lead in developing evaluation methodologies and metrics
5. WORK IN CONTEXT:
EXAMPLES OF WHAT WE DO
Planning
Annual program planning
Goals, metrics and targets
Balanced Scorecard development
Tracking
Annual progress and outcomes survey
Service provision tracking
Metrics tracking
Evaluation
Turning numbers into knowledge
Data, data and more data
How do we use the data?
Reporting
Annual progress report (NIH)
Annual report (SC CTSI)
Quarterly report (by School)
Service provision reports
Technology Development
Automated data aggregation
Automated data distribution
Integrated tracking
Research
Pilot Funding ROI
Community engagement metrics
8. CONNECTING THE DATA DOTS
The right data at the right time is crucial
Actionable insight
Informs course correcting decisions
Adjust service provision (maximize resources – minimize costs)
We need critical data connections
Activities + Individuals + Outcomes
Data Nexus, a technical solution
Automated data aggregation from multiple sources
Subsequent data distribution across multiple outputs
Create a data ecosystem for tracking use, cost, quality, and outcomes
10. BIOSTATISTICS CONSULTATION SERVICE PROOF-OF-CONCEPT:
CREATING AN INTEGRATED DATA ECOSYSTEM
Find and Access Services Online
Collect Investigator
Information
Track Service Provision
SC CTSI Website
Formstack: Online Form Builder
HelpSpot: Service Tracking System
Service Invoicing
Zoho: Business Invoicing Application
Performance Management
ClearPoint Strategy:
Balanced Scorecard Software
Service Reports
HR Database Service Agreement
12. Data Nexus
Creating an Integrated Data Ecosystem
(Adding Outcomes and Impact to Service Provision…and more)
13. DATA NEXUS:
CREATING AN INTEGRATED DATA ECOSYSTEM
Find and Access Services Online
Collect Investigator
Information
Track Service ProvisionSC CTSI Website
Formstack: Online Form Builder
HelpSpot: Service Tracking System
INFORMATION INPUT SYSTEMS
(Investigators, Services, Outcomes)
BBR
External:
PubMed
eRA
iEdison
News
Databases
Internal:
C&G
Kuali
iStar
OTT
HR Datafeed
Validation
Service
Agreement
Progress
Reporting
Survey System
Satisfaction
Survey
Progress Report
Demographics
eRA Commons
Publications
Patents
Licenses
Funding
APR YR1, YR2, YR3, YR4
CE
CTU
ECDE
RD
+
+
e‐GATE
e‐GATE
+ ~ 8 databases/site
Service Invoicing
Zoho: Business Invoicing Application
Service Reports
Performance Management
ClearPoint Strategy:
Balanced Scorecard Software
Communication
Real‐time updates
Web syndication
INFORMATION OUTPUT SYSTEMS
14. A DATA ECOSYSTEM IS CRUCIAL BUT NOT ENOUGH…
…for a long-lasting culture-shift in decision-making
15. OF EQUAL (IF NOT MORE) IMPORTANCE…
New approaches + Training + Trust