carnegie mellon sponsored programs and research compliance system (sparcs) kick-off meeting march 6,...
TRANSCRIPT
Carnegie Mellon
Sponsored Programs and Research Compliance System (SPARCS)
Kick-Off Meeting
March 6, 2013
Presenters: Ann Mathias, Office of Research Integrity and Compliance Jeff Abels, Office of Sponsored Programs
Krishna Meringenti, Computing Services
Carnegie Mellon
Agenda
-Background
-SPEX Limitations
-Opportunities
-Scope & Objectives
-Survey Results
-Governance Model
-Project Timeline
-System Requirements
-Vendor Shortlist
-Stakeholder Participation
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Background
· Sponsored programs activities account for approximately 37 percent of CMU’s fiscal year 2013 revenue.
· Sponsored Projects Exchange (SPEX) currently supports Carnegie Mellon University’s sponsored programs activities including: proposal development and submission, award management, and some research compliance activities.
· The technology utilized by the federal government for grant/contract proposal, award, compliance and reporting is considerably more sophisticated than the current SPEX system.
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SPEX Limitations
Functional
• Lacks S2S Submissions
• Electronic Routing
• Module Cross Validation
Compliance
• Limited IRB• Limited IACUC• No FCOI • No Export• No Tracking of
Training
Efficiency
• Access & Reporting
• Communications• CMU System
Integration
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Opportunities
· A new system will afford CMU many opportunities:° Re-engineer current business processes° Improve process efficiencies° Meet and keep pace with regulatory requirements° Improve communication with the research
community.° Incorporate new technologies
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Project Phases
· Discovery Phase: January 2013 – June 2013· Implementation Phase: July 2013 – June 2015 · Today’s focus on Discovery Phase
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Discovery Phase Scope & Objectives
· This project is intended to develop an integrated system that supports CMU’s sponsored program functions.° Establish a project governance structure° Solicit input from business and technical stakeholders° Develop a requirements document based on input from
stakeholders° Draft a formal Request for Proposal (RFP) document.° Identify, evaluate and select a solution that fits CMU’s
unique requirements.
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Discovery Phase Scope & Objectives, continued
° Identify the necessary resources.° Outline a secure and trusted IT environment that fosters
collaboration.° Address integrations with the Oracle Financial system,
HRIS Workday system, and other CMU systems. ° Complete Discovery Phase by June 30, 2013
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Survey
· Purpose ° Solicit input from users° Solicit volunteers
· Early February 2013 survey sent to multiple distribution lists
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Survey Respondents
Central Admin Manager/Staff3%
Dept/School Business Man-
ager31%
Dept/School Research Admin-istration Manager/Staff
19%
Faculty Member27%
OSP/ORIC Staff Member
17%
SPA Staff Member3%
Survey Participants (96)
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I think the following research administration functions are important and should be included in a new system:
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Some systems are difficult and/or costly to modify to match current university practices and processes. In choosing a new
system we should:
Consider systems that work well but require
changes to our process; 83%
Only consider systems that can be modified to match how we do things
today; 17%
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Pre-Award (PA) Leadership Committee
PSC , OSP, ORIC, and Campus Stakeholders
System and Reporting (SR)
Leadership Committee
PSC, OSP, ORIC, Computing Services, Financial Systems, and Campus Stakeholders
Project Steering Committee (PSC) Ann Mathias– ORIC Jeff Abels – OSP Krishna Meringenti - CS
Discovery Phase Committee Structure
Executive Steering Committee (ESC)Dave Dzombak Steve Huth Lynn Young Ann Mathias Jeff Abels Krishna Meringenti
RC Project Team CommitteePSC, ORIC, OSP,
Business Managers,Researchers
Infrastructure (I) Leadership CommitteePSC, Computing
Services(ISO,SAIS,AC, Architecture, Contract) Campus Stakeholders
PA Project Team CommitteePSC, ORIC, OSP,
Business Managers,Researchers
SR Project Team Committee
PSC, ORIC, OSP, FS, SPA, Business Managers,
Researchers
Research Compliance (RC)
Leadership Committee
PSC, OSP, ORIC, and Campus Stakeholders
I Project Team CommitteePSC, Computing
Services(ISO,SAIS,AC, Architecture, Contract,
PPMO) Campus Stakeholders
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Project Time Line
Governance Model
High Level Requirements
Pass Two Test & Validate
Pass Three
Go Live
Validation
RFPs & Demos
Select Solution
Analysis
Go-Live
Feb 2013 June 2015
Design
Development
Go-Live
June 2013
Training, Deploy & Go-Live
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Project Assumptions
Functional
Requirements
• Proposal & Budget Development
• S2S submission• Electronic Routing• Award
Management• Negotiations &
Reporting• Research
Compliance
Infrastructure
Requirements
• End User Security and Data Entry Audit
• Integrate with other CMU enterprise systems
• Access to CMU’s USA and Global Campuses
• Secure Document Mgmt
Vendors
• Click Commerce• Evisions (Cayeuse)• Kuali Coeus• InfoEd• IMedRIS
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Stakeholder Participation
· System stakeholder participation is vital to successful select and deploy SPARCS.
· Stakeholders will be solicited to participate in:° Discovery Phase
• Requirements Gathering Committee Meetings• Vendor Demo and Analysis
° Implementation Phase• Project Committee Meetings• Testing
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Reminders
· Functional Requirement Gathering Meetings will be held:° Tuesday March 12th, UC Rangos 1 & 2, 1:00-2:30pm° Thursday March 14th, UC Rangos 1 & 2, 1:00-2:30pm° Topics covered will be proposal development, budget
development, award, negotiations, research compliance, reporting, and system integration.
· Technical Requirement Gathering Meeting° Wednesday March 13th, 4pm
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Reminders, (continued)
· Vendor Demos are planned for April 2013· Please make sure to put your name on the sign-in
sheet
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Contact Us
· The SPARCS Project Team:
Ann Mathias, Office of Regulatory Integrity and Compliance
Jeff Abels, Office of Sponsored Programs
Krishna Meringenti, Computing Services
· The SPARCS Project Team e-mail:
· SPARCS website coming soon
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Modules
· Proposal and Budgeting· Award & Subaward· Negotiations & Tracking· IRB· IACUC· COI· Reporting & Communication· rDNA (outside original scope)