EPROPOSAL PRE-AWARD SYSTEM IMPLEMENTATION UPDATE Presentation to the Academic Senate - Committee on Research May 16, 2011.

ePROPOSAL PRE-AWARD SYSTEM

IMPLEMENTATION UPDATE

Presentation to the Academic Senate - Committee on Research

May 16, 2011

Meeting Topics

Project Scope Project Status Project Phases and Timeline Project Approach High-level Requirements Overview

Appendix: List of SC and SME Members

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eProposal System Scope

Proposal & Award Process Areas*

Post-award fiscal management (out of scope)

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Profiles

* Process not linear

Project Status

Requirements

Review with Subject Matter Experts (SMEs) High-level requirements review and sign-off by Link Steering Committee

Currently in Design and Build Phase

Regular Coordination with Functional Owner and OE

June Design/ Use Case Workshop with SMEs to show how System will work

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Project Phases & Timeline* 5

Nov-Jan2010/11

Sept-Dec2011

May-Aug 2011

Feb-April 2011

Pre

-aw

ard

Sys

tem

Im

ple

men

tati

on

SME Interviews & Requirements

Build & Unit TestConceptual Design

Design *

System Interfaces & Data Conversion

End User Change Management

*Final timeline can’t be completed until conclusion of design/build phase

Jan-March2012

Systems Testing Perf.& End User Testing

We are here

3/26/2012Pre-Award

Pilot Go-Live

eProposal Design and Build Approach

Iterative/modified agile

Design strategy identifies and sequences eProposal build

and configuration needs

Identification of “must have” functionality for go-live, and

functionality deemed needed but not required for go-live

(implemented as time permits before go-live)

Ongoing meetings and site visits with vendor to review

mock-ups and design/build concepts

SME meetings to get input on design, answer questions; to

leverage SME group to connect to their PIs

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eProposal Design and Build Approach (2)

Change management strategy includes roll-out strategy for use of current and new systems during transition period

Systems integration architecture under developmentData flows documentedSystem integration to be finalized

Once all processes/system data needs finalized, reporting strategy to be finalized

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Summary Requirements by Process Areas

Post-award fiscal management (out of scope)

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Profiles

1. 2. 3. 4. 5. 6. 7.

ProfilesSponsor/Legal EntityAuthorized Organizational Representative (AOR)Shared Services Teams (SSTs)*DepartmentPerson (PI, RSC, etc.)

PI profile tab to accommodate multiple attachments, including CVs, biosketches, publications list, etc. • Objective is to leverage functionality investment made in Advance

Interfaces with systems of record (e.g., getting info from PeopleSoft for sponsors, etc.)*

Shared data with CHR (same vendor, shared underlying database)

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*Customization

1. Identify Funding Opportunities Funding Opportunity Announcement (FOA) searches and alerts

*Link to search COS and RAP opportunities

Grants.gov and Research.gov interfaces to pull FOA data and ability to start creating a proposal (auto-population of proposal fields where possible)*Research.gov interface (NSF project based on the Grants.gov framework for S2S)

Users can create a “favorites” list of opportunities to apply to later

*Customization

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2. Create Proposal/Project (1)

Basic Proposal/Project InformationProject title and personnel

*PeopleSoft interface to feed info to iMedRIS (e.g., personnel info,

sponsor info, etc.)

Project type (proposal, program project, MTA , etc.) and action

(new, resubmission, renewal, etc.)*Specific forms for different proposal/project types and project/action-

specific routing.

Sponsor information, deadlines

Compliance information

*Customization/Work-intensive Configurations

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2. Create Proposal/Project (2)

Subaward information*Subcontractor portal for subcontractors to upload their information (budget,

performance site, key personnel information) to feed into eProposal

Generation of the appropriate Grants.gov (SF 424, PHS 398, etc.)

& Research.gov forms*Research.gov forms/interface

*NIH forms generation required for paper submissions (e.g., PHS 398 for

program project, PHS 2590 for progress reports, also to be used for other

sponsors that may request NIH forms)

Additional attachments – place to attach relevant documents,

including letters of support, etc.

*Customization

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3. Create Budget (1)

Budget Details

Budget types*Budget tool to accommodate different budget types (program project, subcontractor, modular, etc.)

Budget justification

Budget period

Project personnel names, salary, effort, etc. *Interface with PPS to pull salary info

Salary cap, direct cost cap, fringe rates, escalation rates

Budget categories (personnel, equipment, travel, etc.)*Cost sharing details (yes, no; if yes, what type, % effort, fund/dpa, etc.)

*Customization

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3. Create Budget (2)

Indirect cost types and rates

On and off campus rates

Auto-populate appropriate Grants.gov & Research.gov forms with budget info

*Ability to copy budgets

*Customization

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4A. Review & Approve

Comments, CollaborationCollaboration on proposal/project docs for all assigned to

the proposal (“check out” and edit function for all proposal

documents)

*Comment areas about proposals for reviewers/approvers,

submitters, negotiations

*Routing for review and sign-off according to proposal type

and UCSF business practices

*Customization

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4B. Track & Submit Proposal Status Transparency re. proposal/project status (draft, routed for

departmental approval, received by OSR, submitted to sponsor, etc.) and who is assigned to work on it/next action needed

*General comments field to accompany status

Submission Name of submitter, dates, tracking number, etc.System to system submission (for Grants.gov &

Research.gov) *Research.gov interface Notification/indication of receipt

*Customization

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5. Negotiate & Award

Negotiations and StatusInterim use of Bridge for negotiations-related

documentation, comments and tracking

Award ActivitiesContinue to perform award set-up, update of budget,

DPA/fund info, invoice set-up, etc. in PeopleSoft

*Set-up of non-financial milestones/deliverables (e.g.,

scientific progress reports) and reminders/notifications in

eProposal

*Customization

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6. Create and Manage Subcontracts

Subcontract/Subaward Information

Subaward records established and managed through PeopleSoft (recent updates have been made to expand functionality according to OSR requests) and linked to award record

Tracking of subrecipient deliverables*Subcontractor portal for subcontractors to submit/upload

documentation to feed into eProposal

*Customization

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7. Manage AwardAward Agreement Actions

*Link continuation and supplements to the original proposal/award and flow data from the original proposal

*Routing and tracking continuations and supplement actions for appropriate approval

*Document management for scientific progress reports and other milestones/award-related docs

*Customization

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Link SC and SME Members

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Link Implementation Steering Committee

Marie CaffeyPsychiatry & LPPI Administration

Michelle Kim SON- Dean’s Office

Susan O’HaraRadiology and Biomedical Imaging

Christine DurieuxController’s Office

Susan Lin Controller’s Office

John RadkowskiOffice of Sponsored Research

Mara FellourisProgram Management Office

Erik LiumOffice of Sponsored Research

Susan SallOphthalmology

Susanne Hildebrand-ZankiOffice of Research

Suzanne MurphyOffice of Research

Suzanne Chui SuttonDOM- Central Administration

Lynda JacobsenORU – Cancer Center

Michael NordbergSOP – Dean’s Office

Jane WongITS - Infrastructure & Business Applications

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Requirement Workshop SMEs (1)

Name Department

Joyce Abe Office of Sponsored Research

Sally Brown S/Pharmacy Dean’s Office

Lamorna Brown-Swigart Pathology

Christine Durieux Controller’s Office

Tony Hunter Application Services

Kent Iwamiya Industry Contracts

Regnier Jurado Office of Sponsored Research

Michelle Kim S/Nursing & S/Dentistry

Laurel Koepernik LPPI

Donna Langston Global Health Sciences

Susan Lau Infectious Diseases

Susan Lin Controller’s Office

Moira McAlister S/Pharmacy Dean’s Office

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Requirement Workshop SMEs (2)

Name Department

Deanna McHugh Office of Sponsored Research

Mae Moredo Diabetes Center ITN/BRU

John Radkowski Office of Sponsored Research

Christine Razler Radiology

Kerri Santos Cellular and Molecular Pharmacology

Isaac Sato CVRI

Susan Shih Industry Contracts

Olivia Viloria Biochemistry & Biophysics

Joseph Wilson Medicine

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