CTSA Toolshop Presentation on crowdsourcing ideas and proposal development at biomedical institution. Insights from 5 years of practicing. Open Proposals Collaboation Tool
Open Proposals: Pre-competitive Space for Research CommunityCTSI at UCSF
Oksana Gologorskaya presents at AMIA & CTSA Tooshop 2014: “Crowdsourcing” ideas and proposal development at biomedical institution: insights from 5 years of practicing; Open Proposals collaboration tool
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Martin Oliver
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Open Proposals: Pre-competitive Space for Research CommunityCTSI at UCSF
Oksana Gologorskaya presents at AMIA & CTSA Tooshop 2014: “Crowdsourcing” ideas and proposal development at biomedical institution: insights from 5 years of practicing; Open Proposals collaboration tool
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Open Proposals: Collaborative Space for Research Community
1. Open Proposals:
A Pre-Competitive Interactive
Space for Research Community
Oksana Gologorskaya, M.Sc.
Product Manager, Virtual Home Program,
Clinical and Translational Science Institute,
University of California, San Francisco
2. Learning Objectives
“Crowdsourcing” ideas and proposal
development at biomedical institution
Insights from 5 years of practicing
Open Proposals Tool Demo
Invitation to collaborate
7. What is different?
Proposal Ideas are shared with community
before they are submitted
Everyone knows what everyone else is
proposing
Anyone in community can comment on the
ideas
Valuable contributors can join proposal teams
Proposal teams can merge
23. IT Contest 2012 - Results
48 proposals, 5 awarded
73 people posted 216 comments
Withdrawn/merged proposals: 1
517 unique visitors in active
phases
24. A Hard Learning
Department of Medicine
Funding Patient Cohorts 2012
Funding to allocate: $200,000
Target audience: DOM Faculty (~620)
Collaborative opportunity: reusing
patient cohorts
25.
26. DOM Funding Patient Cohorts
2012 - Results
14 proposals, 2 awarded
30 people posted 66 comments
Withdrawn proposals: 1
431 unique visitors in active phases
27. Surprising Feedback
Opportunity Sponsors: “We won’t
use it again”
End Users:
– Overall experience: 2-dissatisfied / 6 –
neutral / 7 - satisfied
– Proposal impact: 2- improved / 7 – no
change / 2- worsened
– Team impact: 2- added team members
28. Practical Insight 3: Supportive Sponsor,
Engaged Community
Make sure the audience understands the
process (no, it is not a popularity contest)
Early ideas have more room for
feedback than fully baked proposals
The audience will not engage without
Sponsor’s support
29. Other types of opportunities that
benefited from OP
Building Community to Revamp
Medical School’s curriculum
Department Strategic Planning
Administrative Process Improvements
30. UCSF Open Proposals Tool
open-proposals.ucsf.edu
Standalone Drupal Website
Integrated with UCSF Single
Sign On
Optional IP restricted access
Linked with UCSF Profiles
35. 5
7
6
8
UI: Adding Proposal
5. Proposal body
6. Multi-file attachments
7. Single file attachment
8. Post (submit) button
9. Preview button
9
36. Automation: Updates and Subscriptions
Proposal authors and
commenters are
automatically subscribed
to the updates on their
proposal
Forum visitors can
“Follow” the forum or its
selected proposals
37. Key Ingredients for Success
Process
Tool
Engaged Community
Supportive Sponsor
38. Challenges
How to engage community?
– Intrinsic vs. extrinsic motivation for community
reviewers
Community balance
Narrow enough to
remain relevant
and collaborative
Wide enough to
provide valuable
input
39. Benefits of Open Proposals
Open, transparent process
Collaborative space
Efficiency
Better teams
Better proposals
40. Less Obvious Benefits
Reviewers get not only proposals
but also community’s reaction that
may inform them as well
Every idea is captured and stays
there (usually online) forever…
Active participants build
relationships and get noticed
41. Winning proposals draw more attention
0 5 10 15 20 25
IT Innovations Contest
OpenSocial Gadget Contest
DOM Patient Cohorts RFA
Funding Shared Equipment RFA
CHV Caring Wisely Initiative
2013 CTSI Annual Pilot Awards
Funding Shared Equipment RFA…
UCSF Coursera Course CFP
CTSI 2016 NIH Renewal Launchpad
2013 IT Innovations Contest
DOM 2013 Strategic Planning
CHV Caring Wisely 2 Initiative
2014 Innovations Funding for…
SOM Dean's Office Bureaucracy…
Average comments for
winning proposal
Average comments for
other proposals
42. Avg. # Comments, All Forums
Winning vs. Non Winning Proposals
0
1
2
3
4
5
6
Avg. comments per proposal
Winning
Non Winning
43. UCSF Open Proposals Today
23 forums Since launch in 2012
700+ proposals
18,000+ visitors
$ 4,000,000+ funding distributed
Shared with 2 institutions
45. Thank You
UCSF Open Proposals is managed by the
UCSF Clinical and Translational Science
Institute (CTSI), part of the Clinical and
Translational Science Award program
funded by the National Center for
Advancing Translational Sciences (Grant
Number UL1 TR000004) at the National
Institutes of Health (NIH).
46. Special Thanks
Mini Kahlon and Clay Johnston, for
introducing the idea and making it come to
life
To Brad Bulger, for building the tool
To Cynthia Piontkowski, for creating the
tool’s people friendly side
To Leslie Yuan, for support and inspiration,
and winning decisions
47. Special Thanks
To Rachael Sak, for figuring out tricky details
of the process and making it a success when
most people were skeptical
To Lisa Schoonerman, for help with winning
hesitant new customers and for invaluable
practical insight
To Anirvan Chatterjee, for the most creative
ideas for the tool and its introduction to the
bigger world, and for huge help with this
presentation
48.
49. It is literally true that you can
succeed best and quickest by
helping others to succeed.
Napoleon Hill, one of the great
writers on success
50. Publication on Open Proposals
http://onlinelibrary.wiley.com/doi/10.1111/
cts.12147/full
52. Media Credits
Noel Hidalgo, Hand made "like us on
Facebook" sign. , Flickr
Kfergos, Abstract Lights , Flickr
Sasha Gologorskaya, Friends,
Everyday Photos
Ren Kuo, Dreamcatcher, Flickr
Editor's Notes
The Clinical & Translational Science Institute (CTSI) facilitates the translation of research to improvements in health. CTSI provides infrastructure, services, and training to support clinical and translational research. Oksana Gologorskaya, Product Manager for the Virtual Program here at CTSI. I manage technology products that support various initiatives in translational research, including Open Proposals. I studied applied math then worked as a software engineer and designer for about 13 years, in tech industry,before joiningUCSF as a product manager.
This presentation will be about the new collaborative approach to developing proposals for academic initiatives. It started as an internal experiment with social media and crowdsourcing model and turned into a service and a supporting technology used to support various projects at UCSF. We believe it has enough value and we learned enough about it to be worth sharing with other institutions and hopefully some of you will get inspired to try this approach in your institution.
First a bit of theory, then I will share some practical insights.In Academia research funding is often distributed via the RFP mechanism that intends to collect and select the best ideas available for a given opportunity.RFP process is commonly used for other kinds of initiatives – infrastructure improvements, innovation projects. Traditionally, it is a black box approach.
This diagram is a simplified research grant submission process (NIH Grant).Every horizontal line here is a separate proposal team. Proposals that end up getting an award are shown in orange, and the purple ones are those that do not get an award.From a proposal team’s perspective, everything happens during the first phase – they put in as much time as possible to make their proposals perfect, then submit. Then they just wait to hear back. If you don’t make it through the peer review, you may not even know why exactly your proposal was rejected. And you also don’t know what your proposal was competing against. So in this process all people that submit proposals are just a bunch of competitors for the same award.
Now imagine there is also a friendly professional community that wants your proposal to win. What if you include this community in the process, kind of like this…
So you add a social phase to the process.Again, purple lines indicate non-winning proposals, and orange lines are the winners.Little black arrows are the community members contributing to proposals. This diagram shows a few possible scenarios.1) Uncompetitive proposal – drop out early and go prepare for the next round.2) Two similar proposals decide to combine their projects into one and submit one proposal, instead of competing with each other.3) a non-winning proposal was strengthened by community input or team member and turned into a winning one.4)The quality of each submitted proposal improves because authors see the level of other proposals submitted.With this structure, you can see that it is more time-efficient for proposers than black box approach. It is also more efficient for the reviewers as they don’t get to review some uncompetitive proposals, and also they get a higher quality bottom line.
From the Proposal Author’s perspective, the second step in the process makes all the difference – it is where the proposal may change, the people collaborating on it may change and even the decision to submit the proposal may also change based on the situation in the community.Now let’s see how this theory works in practice.
-not only it went mainstream, but businesses realized that they could use it to connect with the customers and grow business
First practical application – a 2009 strategic planning forum.CTSI wanted to prioritize projects for the next year and the leadership decided to host an open forum on the CTSI’s website. It was a success – some of the ideas submitted have come to life as complete projects and some grew into bigger programs and services.
In terms of technology, it was really minimalistic: a section on the website, with basic features like adding posts, comments and voting to support ideas.
Second use case – using the open forum to collect ideas for applying for an external grant.11 of the 53 ideas proposed were included as renewal initiatives.
Here comes first practical insight - in order for the approach to work, you need to meet certain starting conditions.Collaborative audience, motivations to participate and support from the top (leaders should say this is the only way to participate in the opportunity). Otherwise, people will just send their ideas the way they are used to.
Third use case is interesting because we added something to the process that influenced level of participation.It was a funding opportunity to improve methods of research. CTSI was the sponsor so we had the freedom to change the process.We got 28 ideas and 292 comments from community.
The boost in participation happened because of how the process was designed and how it was managed.We added a requirement for each proposal owner to comment on another proposal in order to be considered for funding. Also, we added this first submission deadline to make sure people share their proposal with community early enough, to allow time for community to contribute.In addition, the opportunity manager was constantly communicating with the audience to remind them about deadlines and to do some match making between proposals and potential contributors.
As a result, we’ve seen all the scenarios that our theoretical model suggested: some proposals were improved, people got to work together for the first time, and also, some proposals were withdrawn early.There was a case when someone proposed to build a solution for a problem with a research method. A community member commented on the proposal to point out to already existing solution the proposer did not know about. So they withdrew their proposal.
My next use case is about the first use outside of out own department – external customer, cross campus initiative, competing against other solutions.
Email = black boxSalesforce Chatter is nice, kind of like FB for employees, and we have this great arrangement with Salesforce at UCSF, but 1) not web 2.0 savvy people would have a learning curve 2) UI is branded for SF and your organization – UCSF – but not so much for the specific opportunity.
Branding is importantYou can see right away who is sponsoring the opportunity, and it hopefully invites people to trust it with their ideas.
It looks and feels like a separate website, without extra noise, it is all about a given opportunity. Simple and structured enough, not too casual.
Summary of Proposals page allows both Reviewers and Proposers to quickly scan through all proposals, see the current stats of the forum.You can also export this summary data or generate a document with all the proposals to read through off-line.
It was not al there yet – but we built it on Drupal
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Case study 4 – a hard learning.
We looked at the reasons for this negative outcome, and it turned out thatPeople thought it was a popularity contest - they thought proposals would be judged by the number of comments they getProposals were submitted when they were quite mature already, that left little room for feedback.The sponsors or organizers did not believe in the process and did not work with the audience to encourage collaboration.
The tool is designed to enable collaborative, transparent proposal development and submission processDesigned specifically for academic RFP processes.Time-driven processAutomated notifications
The tool is designed to enable collaborative, transparent proposal development and submission processDesigned specifically for academic RFP processes.Time-driven processAutomated notifications
The tool is designed to enable collaborative, transparent proposal development and submission processDesigned specifically for academic RFP processes.Time-driven processAutomated notifications
The tool is designed to enable collaborative, transparent proposal development and submission processDesigned specifically for academic RFP processes.Time-driven processAutomated notifications
The tool is designed to enable collaborative, transparent proposal development and submission processDesigned specifically for academic RFP processes.Time-driven processAutomated notifications
The tool is designed to enable collaborative, transparent proposal development and submission processDesigned specifically for academic RFP processes.Time-driven processAutomated notifications
Access to collaborative community is one thing, another thing is how to encourage collaboration.Depending on the opportunity, there could be direct and indirect ways to do it. Setting aside some type of awards for valuable contributors, with some tokens of appreciation could be helpful. Also educating the community about the benefits of participating.
Transparent process helps build credibility for the sponsorCollaborative space – another way to find collaborators and meet peersEfficiency – saves time for all