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Using Process Mapping to Simplify a Complex Task
The document discusses using process mapping to simplify compliance with the NIH public access policy, outlining challenges, tools, and resources available to staff and researchers. It emphasizes the need for clarity in procedures and proposes developing a job aid and process map to assist in compliance. The approach highlights the evolving role of librarians in supporting research compliance efforts.
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Using Process Mapping to Simplify a Complex Task
- 1. USING PROCESS MAPPINGTO SIMPLIFYA COMPLEX TASK Merle Rosenzweig, M.A.L.S. Nandita Mani, Ph.D. Chase Masters, M.Ed.
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- 3. Compliance involves: • Determiningif the publication falls under The Policy. • Initiate steps necessary for the publication to comply with The Policy. • Managing Publications via My Bibliography in My NCBI. • Citing NIH funding publications correctly.
- 5. Environment Expectations & Feedback •Expectation that key designate or PI will fulfill compliance- related responsibilities • Confusion around who can fulfill compliance-related procedures • Unclear as to what submission methods are available Tools & Resources • Staff and researchers have access to the NIH Public Access Policy • Staff have access to the Office of Research web site and documentation • Staff are aware of the ability to contact THL Informationist for further grants related assistance • Lack of resources to illustrate all submission methods possible Consequences & Incentives • Delayed funding • Delay in data collection Individual Skills & Knowledge • Not everyone understands where to go for further clarification Selection & Assignment (Capacity) • Staff have the capacity to follow guidelines as they relate to compliance Motives & Preferences (Attitudes) • Key stakeholders are positive about wanting to assist with compliance, but want more clarity Six-Boxes Model
- 6. Goal, Options, andSolution • Goal: • Simplify the selection of the appropriate method • Narrowing down options • One-on-one training • Workshops • Web-based LibGuide • Process map • Our solution: • Develop a just-in-time job aid to address procedural questions • Process map
- 7. Designing the ProcessMap • Design • Linear • Avoid • Detailed decision points • Task-oriented responsibilities • Information to Include • NIH submission methods website • Web links • Software • Microsoft Visio Professional • Input from Key Stakeholders • U-M Office of Regulatory Affairs
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- 10. Outcomes The development ofProcess Mapping as a tool for simplifying the complex task of complying with the NIH Public Access Policy has established and highlighted a non-traditional role for librarians and can serve as a model for others.
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- 12. Questions? Merle Rosenzweig -oriley@umich.edu Nandita Mani - nanditam@umich.edu Chase Masters - mastersc@umich.edu