SmartSimple Research Management Solutions

RMS360°SOLUTION FOR INTERNATIONAL RESEARCH

MANAGEMENT

Teresa Clarke PhD – Director of Research Solutions - tclarke@smartsimple.com

David Resnick - Product Marketing Manager – dresnick@smartsimple.com

Meeting Agenda

• SmartSimple Introductions• Benefits of RMS360⁰

– Configurable platform controlled by Client– Flexible progress and budget reporting– Accessible web based system

• Grant Life-Cycle Demonstration

To learn more please visit SmartSimple.com or contact us @ info@smartsimple.com

A Solution for Organisations to …

• Engage diverse and dispersed communities– As a pure cloud solution using role based access, the

system is easily shared with all stakeholders on a global basis

• Manage organization specific research processes– The flexibility of the solution is under the control of the

client and provides for instant changes to reflect evolving process needs

• Track program specific information– The flexible approach to data gathering, processing and

reporting provides for authentic and complete information

• Provide high transparency around engagement– All information is tracked; all changes are reportable and

reporting supported by rich reporting and charting functionality

Same solution different configurations

Advanced Reporting and Analytics

Pre-Award Administration• Online Applications• Advanced Peer Review• Workflows• Communication Tools

Project Management• Portfolio Analysis• Milestone Tracking• Financial Disbursements• Electronic Documents

Post Award Outcomes• Performance Measurement• Stakeholder Involvement• Audit Trail• Relationship Management

Controller

receive, interpret & validate input;create & update views;

query and modify models

SmartSimple Architecture – MVC

Model

data storage, integrity, consistency, queries and mutations

View

presentation assets and code

user or computer

client

The Model-View-Controller pattern (MVC) was first described at Xerox PARC by Trygve Reenskaug in 1979:

“MVC was conceived as a general solution to the problem of users controlling a large and complex data set. The hardest part was to hit upon good names for the different architectural components. Model-View-Editor was the first set. After long discussions, particularly with Adele Goldberg, we ended with the terms Model-View-Controller.”

Trygve Reenskaug

RESEARCH GRANT LIFE-CYCLE DEMONSTRATION

Role based Portal Access

Martin the PI

Jennifer the Research Administrator

RegisterApplySubmission and review of progress and budget reports

Define and Set up Grant ProposalAssign ReviewerApprove ApplicationPost Award TrackingGenerate and Track PaymentsClose Grant/Project

Review ApplicationScore ApplicationRecommend Approval

Serkan the Reviewer

Research Office(Optional)

Submit ApplicationsMonitor Projects

To learn more please visit SmartSimple.com or contact us @ info@smartsimple.com

GRANT LIFE-CYCLE PROCESSES

Management Interface (Arcadia)

Benefits• User: Automated aggregation of data (Cross tabbed and charted)1

• User: Drill down access to detailed information from Cross tab.• User: Built-in mapping features (geocoding)• Client: Designed for management interaction with data• Client: All data and menus displayed based on user security• Client: Simple to maintain and update

Automated Aggregation1

Drop Down Menus

Call for Proposals

• Define and set up grant/proposal and related resources• Create grant application form and rules for completion and submission

Applicant Registration Process

Registration Process

Applicants Send Credentialsvia email

Applicant Portal

ApplicantOn-Line Self-Registration

And/or

ApplicantRegistered by Staff

Applicants uploadedfrom Legacy System

Workbench Interface

Benefits• User: Quick access to key features and tasks• User: Supports high level narrative• User: Supports multiple “Windows” to access different components • User: Intuitive layout simplifies learning• Client: Caters to a narrower user process • Client: Easy to gather key profile Information• Client: Simple to maintain and update• Client: Provides tightly controlled layout

Listed Applications and Grants

Access to Current Granting programs

Grant Application Process

ApplicationReview Process

Applicant Portal

Visible in Staff Portal

Application uploaded from fillable PDF

Research Office Involvement

• RMS360° can be configured using different functional models:

• Direct engagement with the Institution’s Research Office as well as the researcher.

• Direct engagement with the researcher but no direct engagement with Research Office.

• Key decision point in determining deployment strategy

• We will be demonstrating the second model

Grant Review Process

Review Process

Reviewers attachedto Application

Reviewer Portal

Applications “scored”

Accept/Decline/Revise

Site ReviewFinancial ReviewApplication

• Panel review materials and information organized for distribution

• Reviewers can be matched to proposals based on expertise

Reviewer Evaluation

• Reviewer sign‐on and registration• Application scoring

Review Panel Approval

Application

ReviewReview

ReviewReview

Application

ReviewReview

ReviewReview

Application

ReviewReview

ReviewReview

Review Panel

Grant

Grant

Grantee Reporting

Grant

Progress Report

Reminder 1 Reminder 2 Reminder 3

Final Report

Reminder 1 Reminder 2 Reminder 3

Follow-up Report

Reminder 1 Reminder 2 Reminder 3

Disbursement Record

Disbursement Record

Disbursement Record

Disbursement Record

• Disbursement records are linked to grantee reports

• Disbursements records will not be released for payment unless reports are approved

Disbursements and Payments

• Program staff create disbursement records linked to the grant and one or more budget

• Disbursement records are exported to client Financial system for actual payment

– A multiple export features are available

• Payment information (e.g. check #, payment date) can be imported to update the disbursement records

– A multiple import features are available

Program Budget Manager Research Manager

Program Specific Budget

Thematic Specific Budget

Disbursement Record*

* Records can be considered disbursements or payments based on client’s terminology

Disbursement Record*Disbursement Record* Disbursement Record*

Grant

Client Financial System

Payment Information

DisbursementRecords

Progress and Financial Reporting

• Submission and Review of progress and budget reports

• Tracking of Payments

Tracking Process

Tracking Process

Grantee Portal

Activities and OutcomesUpdated

StaffPortal

Real-Time and Ad-HocReporting

Financial System Export

Client Financial System

BACKUP SLIDES

International Scope

Global Footprint• European and North American

clients who fund African, Asian and South American organizations

• JDRF International uses SmartSimple to manage their global operations

• Servers in United States, Canada, Ireland (EU) and South Africa

Support Across Time zones• Toronto and Dublin share support• Support phone and live chat support

available from• GMT – 8 am to 2 am• EST – 5 am to 9 pm

• Support available in Spanish, French and English

• Community Portal and helpdesk ticketing available 24/7

Hosting Options

• Public Cloud– Shared infrastructure with multiple clients– Maintained and managed 100% by SmartSimple– Monthly user fees only

• Private Cloud– Dedicated infrastructure or dedicated virtualized infrastructure– Maintained and managed 100% by SmartSimple– Monthly user fees and servers fees

• Hosting Locations– Hosting options in United States (Amazon EC2), Canada (Peer1) and EU

(Amazon Ec2 cloud in Ireland) • Client Hosted Cloud

– Client owned and managed infrastructure– Hosted at client location or designated location– Server and user one-time licenses and annual maintenance

System Security

• General Security– SmartSimple maintains SSAE16 Third Party Assurance Audit (CSAE3416)– Hosted at Amazon EC2 Cloud – North Virginia (production site) and Oregon (backup

site)– Data encrypted in motion (SSL) and at rest (hard drives encrypted - AES 256-bit key)

• System Access Security– Third party security scanning on a weekly basis (Netcraft)– Component compiled to eliminate potential services and port attacks– Intruder alert and lockout functionality– Active components to manage DDOS, XSS and SQL injection– Client specific password and security policies configurable– Support 2-Factor Authentication

• System Security– Role based access security for every system function– Role based access extends to individual field level– Data changes and data view logs

• Detailed security documentation available

SmartSimple System Protection - 101

• Architecture– Access to the cluster is restricted by firewall and only allows public traffic through ports 80

and 443 publicly– HTTP filter module analyzes and sanitizes user input both upon input entry as well as output

display to negate attempts at cross site scripting and SQL injection– Stored procedures are used to deny possible SQL injection points

• Application– Authentication into the SmartSimple application can be configured to meet password policy

requirements (enforced complexity, length, renewal period, and lockout period)– User access roles are configured and defined within the SmartSimple application (through

an administrator role)– The ability to view/edit a user’s access is restricted and attempts to do so are validated

server-side against existing rules. This prevents a user from demoting/elevating another’s privileges

– The ability to view/edit/create another user’s profile is configured and defined within the SmartSimple application (though an administrator role). This is thus restricted appropriately and prevents a user from hijacking another user’s account

SmartSimple Platform Architecture

HTTPS Client Request

Centos5.5

HA Load Balancer/Firewall

Apache HTTP Server 2.0.64/MOD_SSL/MOD_JK

TomcatJDBC Connector

MySQL Database Server 5.1.66 using MYISAM and INNODB

Operating System

Database Server

Web/Application Server

Load Balancer/Firewall

Clients

BrowserDesktop Windows Clients Web Services API

Apache HTTP Server 2.0.64/MOD_SSL/MOD_JK

TomcatJDBC Connector

Apache HTTP Server 2.0.64/MOD_SSL/MOD_JK

TomcatJDBC Connector

HTTPFilter

Platform Logical Architecture

Application Interfaces

Web Services

Interface

COM Services

Interface

Apache

SSL

HTML

Images

Report Module

Servlet

JSP

App Engine

Variable Processor

App Security Module

Workflow Module

Custom Field

Processor

Rep

orts

et P

roce

ssor

Lucene

Anti Virus Process

Language

Translation

File Store

Cassandra

(No-SQL)

DD

OS

Shi

eld

MySQL Repositor

y

Wor

kspa

ce S

ecur

ity M

odul

e

SmartSimple and The Apache Foundation

The Apache Software Foundation provides support for the Apache community of open-source software projects, which provide software products for the public good.

SmartSimple Software makes extensive use of the Apache open-source software in order to create compelling SaaS solutions in multiple vertical markets.

Apache™ Subversion®

SmartSimple code version control system

Apache™ HTTP Server ProjectSmartSimple Web Server

Apache™ TomcatSmartSimple Application Server

Apache™ LuceneSmartSimple high-performance, full-featured text search engine

Apache™ Cassandra®

SmartSimple future choice for linear scalability and performance

Apache Software used in SmartSimple

Database Table

ChartChart

Reports and Dashboards

Dashboard Dashboard

ChartChartChart

Chart

Report Report

ReportReport

ReportReport

Database TableDatabase Table

Database TableDatabase Table

Database TableDatabase Table