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Research Administrative

Management System

RAMSRAMS

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Provide field with tools to manage protocols, personnel, budgets, and laboratories in order to increase compliance, efficiency, and accuracy.

Reduce the burden of regulatory

oversight on the research service by:

- Goal 1 -

• making it easier to keep track of research, and

• making it easier to generate the needed documentation.

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Provide ORD with tools to monitor and report on research activities.

Increase the accuracy and speed of reports by:

•improving the accuracy and timeliness of data that is input by the field, and

- Goal 2 -

•improving the reporting systems used to retrieve that data.

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How We Started

• Grassroots movement request for a system

• Mandate from ORD

• Surveys of the existing systems

• Compiled comments from the field regarding desired features

• Focus group with ORD

• Visited four working systems and compared features

• Consulted subject matter experts regarding feasibility and projected time and effort to develop

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What might this system look What might this system look like?like?

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Personnel(HR data, training,

WOC, Scope)

Vivarium (census,

billing)

Projects (approvals, JIT,

abstracts)

Space

Committee Review (members, minutes, on-line submission)

Budget

SRS

IRB

IACUC

IBCR&D

ORD Report writer

Optional modules

RAMS

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How do we get How do we get there?there?

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Time

Money

Bells and whistles (wants vs needs)Local customization

Tim

e-m

oney

Cold Hard Truth

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Documentation of existing Palo Alto and Atlanta systems and reduction into cross-functional diagrams

Field expertise workgroups meet to review: Is this how things work in the office? Is this how things should flow? What variants to accommodate? Need for new guidance from ORD?

Technical design & programming Field is cleaning data & readying it for migration

Field test and data migration

Final revisions

Deployment Plan and training

April - July 2010

Aug - Dec 2010

3+ yrs?

ORO & ORD workgroups also review

Draft of project– dates are estimates

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How to collect input from prospective users in the field?

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• Centrally funded & supported for everyone• Meets regulations & provides consistency for oversight

reviews• Facilitates training and succession• Cleaner data for ORD• ORD can assemble reports rather than send data calls to field

• Lose local flexibility• Won’t accommodate all permutations of research offices• Cannot interface with all affiliate systems (e.g. IRB, IACUC,

financial). Some material will still have to be copied over.

• May codify processes that are best left open• All field offices will be obliged to use this system for input of

core data. Hopefully it will be so helpful, you will want to use it

Impact of RAMSImpact of RAMS

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But we need short term solutions, too

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ePROMISe will continue and is being upgraded to increase functionality

There are Access-types database that track personnel, training, WOC dates, protocol review, and renewal dates

RCMS (Atlanta)

MIRB

eProtocol

Boston’s Sharepoint

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How can we facilitate lines of communication ?

15We have a WIKI page inside VA firewall that could be used to share ideas

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Research Administrative Management

SystemFrom the field, by the field, for

the field…. so that the field will not

perish…

and ORD will benefit too

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Comments, please