Rutgers RAPSS Rutgers Research Administration and Proposal Submission System. Fall 2014 Office of Research and Economic Development

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1 Rutgers RAPSS Rutgers Research Administration and Proposal Submission System Fall 2014 Office of Research and Economic Development

2 Project Purpose Implement the Huron Click Commerce Portal For Research Grants & Contracts (Pre-awards) 1) Provide a single point of entry to prepare and submit grants and contracts for all of Rutgers research. Includes System to System (S2S) capability. Also for agreements with no funds. 2) Link RAPSS electronically with other data systems (ecoi, eirb, others) to streamline processing 3) Replace multiple systems with one proposal and award database to streamline reporting and eliminate double data entry. 4) Increased transparency for faculty/depts 5) Better access to data & easier reporting 6) Eliminate paper submissions (unless required by sponsor)

3 Project Fits with RU Strategic Plan This project addresses one of the "Foundational Elements" of the Rutgers Strategic plan on "Effective and Efficient Infrastructure and Staff" "At Rutgers, administrative processes are often inefficient and time consuming. The University must facilitate agile responses to administrative needs and inculcate, support, and reward a culture of excellence, collaboration, responsiveness, and accountability among its staff." See pages 44 and 45 of the report for more information

4 Project Phases Initiation Phase complete Planning Phase -- complete Implementation (Development) Phase began July 2014 Phase I Grants Express (S2S submission to Grants.gov for federal awards) Phase II Awards, Budget Grids, Other Agreements/Contracts Project Closure - System maintenance & continued training

5 Business Objectives & Benefits

6 Phase I Business Objectives The Phase 1 implementation will help achieve the following: Reduce administrative burden on faculty & staff who prepare, review and approve proposal applications Provide necessary proposal data for PI, departments, and institutional management, serving as a single source for proposal data Maintain balance between minimum requirements needed to submit an application & desire for increased institutional decision data Maintain balance between department flexibility & institutional consistency ease of use being the prevailing criteria Ensure process improvement based on best practices from leading institutions

7 Phase I - Benefits Reduce multiple data entry Reduction in error rate on Grants.gov submissions Increased transparency on status of proposals in development/review Increased reporting of proposal data - in process & submitted Proposal routing more efficient due to electronic workflow

8 Rutgers Click Grants PROJECT ORGANIZATION Project Sponsors Terri Kinzy, Heidi Szymanski Project Steering Committee Terri Kinzy Diane Ambrose Steve Schipper Heidi Szymanski Faizan Ahmed Chris Stastny Jackie Cornelius Camie Morrison (Carberta) Bill Lansbury Ellen Law Bernice Ginder Huron Managing Director Matthew Staman Project Office Functional Project Manager Diane Ambrose Project Manager Steve Schipper Technical Manager Faizan Ahmed Huron Project Manager Denise Metke Functional Team Chris Statsny Kate Mollen (Huron Consulting) Sandy Burrows Letitia Dean Melissa Matsil Terra Pfund Kroll Eileen Murphy Jackie Cornelis Camie Morrison Infrastructure Team Joni Loftus-Squillaro Ed Dumala Technical Development Team Pedro Cortez Tuyhang Ly Huron Technical Consultant Joe Delgado (Reporting) Eileen Markey Brandon Singer Mike Hennessy Project Advisors Subject Matter Expert End Users Research Administration Advisory Team Research Development Professionals Group Implementation Team Diane Ambrose Steve Schipper Faizan Ahmed Chris Stastny Pedro Cortez Joe Delgado Sandy Burrows Letitia Dean Melissa Matsil Terra Pfund-Kroll Tuyhang Ly Joni Loftus-Squillaro Ed Dumala Eileen Murphy Jackie Cornelius Camie Morrison (Carberta) ORED - ORSP/Sr. Assoc Director Research & Sponsored Programs CS-OIT-PMO/Project Manager ORED-Research Admin/Associate Director of Information Tech ORED-ORSP/Asst. Dir. ORSP Manager, IST Unit Computing Manager Asst Dir Grant & Contracts Admin Asst Dir ORSP Contract Negotiator Contract Negotiator Enterprise Application Services - Information Technology Enterprise Infrastructure - Enterprise Rutgers Infrastructure Enterprise Infrastructure - RBHS Director, Office of Research Development ORSP-RU Newark/Director of Sponsored Programs ORSP-RU Cambden/Director of Sponsored Research

9 Implementation Phase

10 P Implementation Phase I Objectives Objectives and Measures of Success System to System (S2S) Grants.gov Submission across the Institution. Integration with Identity Management and HR data Electronic proposal routing for review and approval Reduction in grant submission processing time Phase-out of the following systems: Cayuse Adobe for System-to-System Submissions Manual Submission of Paper Routing Forms

11 Implementation Phase I Scope Creation and Routing of Funding Proposals (for Grants.gov proposals) Electronic Submission of Funding Proposals to Grants.gov utilizing Click SF424 CAS Integration for authentication/single sign-on HR data integration to load people and departments into Click with regularly scheduled updates. Master Store Integration across all Click Modules

12 PhasImplemk Implementation Phase II Objectives Non-Grants.gov Funding Proposals Online Budgeting Awards and Award Modifications Subawards Support for Contracts utilizing Click Document Review Functionality Integration with eirb and ecoi SSRS Reporting

13 Project Timeline and Methodology

14 Project Roadmap Grants Phase 1: July 2014 January 2015 Proposal Routing and Tracking and Grants.gov Submissions Grants Phase 2: February 2015 January 2016 Full Rollout of Click Grants to include Online Budgeting,Grants.gov Submissions, Award Management, Document Review Functionality for Contract Management Integration with COI and IRB Modules Future Phase Expanded Integration Not included in Current Budget/Scope Integration with other Rutgers Systems including Post-award, IACUC, REHS, ecrt

15 Project Timeline The following represents the high level implementation timeline for RAPSS. Grants Phase 1 Grants Phase 2 J-14 A-14 S-14 O-14 N-14 D-14 J-15 F-15 M-15 A-15 M-15 J-15 J-15 A-15 S-15 O-15 N-15 D-15 J-16 Process Iteration Phase System UAT Deploy Complete Rollout Analysis (Design-Build-Test) Testing Testing Phase 2 Iteration 1: SmartForms Iteration 2: Workflow Iteration 3: Activities & Security Iteration 4: Sponsor Conversion Iteration 5: Inbox & Workspace Iteration 6: Notifications Iteration 7: CAS Integration Iteration 8: SF424 Iteration 9: Master Store & HR Data Integration

16 RAPSS Workflow, Workspace and Smart Forms

17 RAPSS Workflow Initial ORSP will have the ability to bypass approvals in the event a proposal must get out Draft Department Review Specialist Review SO Final Review Bypass Review & Approvals Bypass Review & Approvals Permission to Submit Submit to Sponsor via Department Phase 2 Submit For Department Review Permission to Submit Update Research Plan Phase 2 Submit to Sponsor via ORSP- Phase 2 Withdraw Proposal Update Research Plan-Phase 2 Submit for SO Final Review Submitted via Grants.Gov Create Additional Budget-Phase 2 Decline Submission Specialist Requests Changes Return to Specialist Review Create-Update SF424 Issue Departmental Approval Permission to Submit Department Requests Changes Pending Sponsor Review Award Anticipated Award Notification Received (Phase 2) Additional Activities related to all of the states. They are not visible to everyone as they are role based. Withdraw Submitted or Not Funded Proposal Department Decline Withdraw Submitted or Not Funded Proposal JIT Requested Add Attachments Take Ownership Issue Departmental Approval JIT Requested Funding Anticipated Award Notification Received Award Notification Received Manage Proposal Security Specialist Proposal Team Assign Specialist Administrative Withdraw Notify ORSP of Proposal Status Add Comment Submit Endorsement Assurances Copy Proposal Export Budget (Phase 2)