es. Research s Made Easier. es Online Informational Sponsored Programs Administration and Office for Technology Development
es. Research s Made Easier. es (ē әˈɡrēmәnts) noun. 1. A web portal that assists faculty and their labs by streamlining the management of research and clinical trial agreements in conjunction with the existing Click Systems - egrants, eirb, ecoi and eoae. Browsers for optimal use: Internet Explorer 11, Chrome, Firefox, and Edge es Research s Made Easier. https://eagreements.swmed.edu/es eirb egrants ecoi eoae 2
es. Research s Made Easier. Dept Sponsored Programs Admin Office for Technology Development All UTSW Materials Management Users: Research Staff & Assistants Departments Divisions Executives Faculty Click s Inboxes Custom SmartForms per Type Routing/Reviews/Approvals Optional Ancillary Reviews Email Notifications Amendments Management Documents from Templates Watermarking Correspondence Tracking DocuSign Integration Contracts & s Pathfinder Informs user about type to complete Directs user to the appropriate system SciQuest Total Contract Manager Procurement Contracts eprocurement enabled Spend on Contract Stakeholders added to Contract for Status Notifications Grants COI IRB TOPAZ Velos 3
es. Research s Made Easier. Advantages REDUCTION OF ERRORS Giving contract managers in SPA and OTD a single repository of agreements Allows the tracking of key milestones such as contract expiration, reporting obligations, etc. MITIGATION OF RISK Enables transparency for the s Office and Research Staff to know where contracts are in the review cycle, giving them the ability to act on it Provides an audit trail to allow the Office to know what changes/actions were made/taken REDUCTION OF TURN AROUND TIMES Offers a single point of entry to initiate research related contracts Enables the collection of relevant data from the onset Identify and address process bottlenecks by tracking of turn around times and time in que/state. Generates reminders for follow up when agreements have been with the Sponsors for longer than desired period of time Enables electronic signatures utilizing DocuSign
es. Research s Made Easier. Sponsored Programs Administration Scope Clinical Trial Confidential Disclosure Clinical Trial Master Subaward Sponsored Programs Admin Clinical Trial Subcontract Flow Through Treatment Use (Compassionate Use)
es. Research s Made Easier. Office for Technology Development Scope: All non-royalty bearing legal agreements governing intellectual property including but not limited to material and data transferred onto or off of UT Southwestern s campus. Other s Material Transfer Sponsored Research Confidential Disclosure Office for Technology Development Collaboration Research Master Research Visiting Scientist Data Use
es. Research s Made Easier. Smart Form The Smart Form initially is brief, however more detailed questions are generated by the smart form as you respond to the basic questions. The user will start with the same first 2 pages of the Smart Form no matter which agreement is to be submitted to SPA or OTD.
Workspace es. Research s Made Easier. Status Title Details Workflow: step bystep display of the agreement process Activity options Activity Log: Who did what and when was it done
es. Research s Made Easier. Workflow Transparency: Faculty and their research team will have access to the agreement workflow on the agreement workspace page in real time which brings transparency and greater understanding to the process. Presubmission Unassigned Internal Review External Review Signing Active Clarification Requested Clarification Requested Clarification Requested PI or research team member gathers necessary information and submits Smart Form Smart Form is sent to the appropriate departmental inbox (SPA or OTD) and assigned to a specialist. SPA or OTD communicates with PI or agreement submitter for clarification. SPA or OTD specialist begins the draft or review of the agreement. may be sent for internal ancillary review. The agreement is sent to the external organization for review and negotiation. The agreement is routed for signature internally and externally. The agreement is fully executed and considered Active. The PI will be notified with the executed document and notice of the term of the agreement.
es. Research s Made Easier. Roll-Out Plan August 2017: One (1) month pilot program limited to 3 departments: Pediatrics Radiation Oncology Simmons Comprehensive Cancer Center October 2017: Access granted to remaining UT Southwestern users/departments End User Testing Sessions Scheduled SPA and OTD testing Sessions scheduled for PI Focus Group testing System Walkthrough System walkthrough with SCCC, Pediatrics and Radiation Oncology System walkthrough for SPA and OTD staff Pilot e available for SCCC, Pediatrics and Radiation Oncology Training Classes available for all users System Go Live Campus Wide es available to all users across campus
es. Research s Made Easier. Contracts and s Pathfinder (CAP) The Contracts and s Pathfinder (CAP) is a tool created by UT Southwestern that allows users to work through a flow chart to accurately identify the appropriate system and agreement type. Pathfinder (CAP) will be connected with es for ease of access to the appropriate forms to initiate an agreement. Pathfinder (CAP) may be accessed by UT Southwestern employees only at https://ais.swmed.edu/pathfinder/
es. Research s Made Easier. Total Contract Manager (TCM) Located in Procurement Portal Contract Request Form used to make a request for contracts Use for Non-Research related agreements: to procure goods/services (procurement) Contracts for providing services of UT employees (except subawards) Education s (GME, non-gme clinical education, medical student clinical experience) HIPAA Business Associate s