InfoEd Implementation Adam Garriga Vipin Kamath
Research Admin Systems Current landscape People DB SAP Data Warehouse ilab 2 Look- up table values: Sponsors InvesEgators Personnel Data ERF PDF with Proposal Details via email InsEtute Proposal Proposal Log Proposal NegoEaEon Award Coeus Title Sponsor PI Status EnCCoM Pass SAP Personnel Data EPIC CREST Personnel Data Security Warehouse COI
3 Current Landscape Lack of integration Lack of inter-system communication Redundancy in transactional processing User frustration Difficult comprehensive reporting
4 Solution Goal One time data-entry Improved validation checks Integrated workflows COI Grants Management Proposal Development IRB & other compliance Unified reporting User experience that is consistent and meaningful
5 STRIVE: InfoEd Project Road Map Implementation 2017 2018 2016 2015 2014 2013 2012
6 Participants in the Process Faculty Researchers, Delegates, Research Team Members Departmental Research Administration Department Admins, Grants Admins, Research Admins Central Research Administration OSRA, JCTO, IRB, IACUC Conflicts, EHS, Effort, Finance, OBC ITS Research Computing, Web Communications, Development
7 Selection Process 2014 Q3 Kuali Coeus Finalist: Faculty-focused presentation & final recommendation EnterpriseWeb/ Ideate Eliminated after initial review for leading risk & company overview Evisions/ Cayuse Eliminated after initial presentation for lack of functionality & risk Huron/ Click Eliminated after focus group evaluation InfoEd Finalist: Faculty focused presentation & final recommendation
8 Selection Process 2014 Q4 High level Budget Interview Customers Final Analysis & Recommendation
9 Selection Process - 2015 Q1 Technical architecture review Hosting review Detailed budget planning Budget approval Contract review
9 What is InfoEd? Single vendor solution for Research Administration providing unified development and support Used by many Top 20 NIH-funded institutions (e.g. Partners, Columbia, & UPenn) Highly user configurable design; facilitates adaptability to WCMC s changing workflows without need for development
10 Research Administration Landscape Clinical CREST Compliance & Integrity RCT econsent ETS EHS - COI - ERF - Grants.gov forms - Coeus - OCTATrax - eirb - CSEC/REDCap - ESCRO - DSMB - IBC ilab Epic ClinCard SAP WBG Financial EnCCoMPass Basic
11 High-Level Implementation Timeline 2015 2016 2017 2018 Q1 Jan-Mar Q2 Apr-Jun Q3 Jul-Sept Q4 Oct-Dec Q1 Jan-Mar Q2 Apr-Jun Q3 Jul-Sept Q4 Oct-Dec Q1 Jan-Mar Q2 Apr-Jun Q3 Jul-Sept Q4 Oct-Dec Q1 Jan-Mar Q2 Apr-Jun Q3 Jul-Sept Q4 Oct-Dec Install ESA COI ImplementaEon Proposal Tracking ImplementaEon Proposal Development ImplementaEon Human Subjects ImplementaEon Glossary: PD PT COI HS DSMB CSEC ESCRO Proposal Development Proposal Tracking Conflicts of Interest Human Subjects Data Safety Monitoring Board Clinical Study EvaluaEon CommiZee Embryonic Stem Cell Research Oversight CSEC ImplementaEon DSMB ImplementaEon ESCRO ImplementaEon
12 Critical Implementation Partners Faculty Researchers, Delegates, Research Team Members Departmental Research Administration DAs, DIVAs, Grants Admins, Research Admins, Financial Admins Central Research Administration OSRA, JCTO, IRB, Conflicts, EHS, Effort, Finance, OBC, BPS ITS RAC, PMO, Web Comm, Development, Security, Training, Support InfoEd Module Consultants, Technical Experts, Project Manager
13 Project Communication RAPID Targeted workgroups Outreach Email User Acceptance Testing Training