CP1336232-1 A Case Study Transforming Research Management Systems at Mayo Clinic Presented by: Steven C. Smith, Chair, Research Administration Leon G. Clark, Vice-Chair, Research Administration Gary C. Cseko, Operations Administrator, Research Administration Susan M. Uhlenkamp, Chair, Research Finance NCURA Annual Conference, Washington DC Washington Hilton, Washington, DC 11:00 – 12:00pm, November 7, 2012
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CP1336232-1 A Case Study Transforming Research Management Systems at Mayo Clinic Presented by: Steven C. Smith, Chair, Research Administration Leon G.
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CP1336232-1
A Case Study
Transforming Research Management Systems at Mayo ClinicPresented by:Steven C. Smith, Chair, Research Administration
Leon G. Clark, Vice-Chair, Research Administration
Gary C. Cseko, Operations Administrator, Research Administration
Susan M. Uhlenkamp, Chair, Research Finance
NCURA Annual Conference, Washington DC
Washington Hilton, Washington, DC
11:00 – 12:00pm, November 7, 2012
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DisclosureThe presenters do not have any relevant financial relationships with any commercial interests.
CP1336232-3
Presentation Outline
Learning Objectives Overview Questions
Learning Objectives
Describe the Mayo quality improvement framework and how this framework can be applied in their organizations to improve the quality and transform business processes.
Explain the transformation is a process that advances through a series of stages that build upon one another.
Describe the eight stages of changes, the critical action steps to take and the common problems to avoid.
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Overview
Mayo Clinic Overview Mayo Quality Framework Comprehensive Research Management
systems Continuing growth of programs Evolution from ‘cottage industries’ to systems
approach Infrastructure not up to Mayo standards Recognition of risks Commitment to implementing quality systems
The best care for every patient every day
I
Mayo Clinic Quality Framework
December 6, 2007 Adapted from Bisognano, Plsek. 10 More Powerful Ideas for Improving Patient Care.Chicago: Health Administration Press & Institute for Healthcare Improvement; 2006.
• Quality Academy Leader Training• Champions training• Articulate roles and expectations• Commitment to transparency• Communications plan
CultureIII• Demonstrate business case• Active visible leadership• Process owners • Frontline empowerment• Common scorecard + targets• 100-day discipline
Execution
V• Practice (e.g. - pressure ulcers,
right-site surgery)
• Education (e.g. – Ask Mayo Expert)
• Research (e.g. – IRB, OSPA,etc)
EngineeringIV
InfrastructureII• Quality Academy• Systems implementation
Research Collaborations & Partnerships, Research Funding Model, Research Review ProcessBusiness Management Services
Research Policy Management, Process and Procedure Management, Quality Management and Process Improvement, Administrative Support Activities, e-Research – (Research Web, Clinical Trials Management System, Lawson), New
Process Design, Performance Management & Reporting, Business Analysis, Project Management
Funding ServicesIdentification of Funding Opportunities, Proposal Submission Services, Budgeting and Forecasting, Contracting,
Training & Education ServicesCompliance Training & Education, A.H. Staff Education & Development, Leadership Development, Change
Management Scientific Support Services
Pharmacy Support, Study Coordination, Direct Scientific Support for Cellular-Animal-Human Studies, Biostatistics, Informatics, Computing, Epidemiology, Bio-repository, Health Services Research, Bio-specimens, Survey Research
Regulatory Support Services Billing Compliance, Human Subjects Protection, Animal Care and Use, Research Safety, Conflict of Interest
New Treatments
New Lab Procedures
New Analysis Capabilities
New Care Delivery Methods
End of study report
Drop out, screen failure, outcomes reporting
Produce publications
Present discoveries
Assign staff/resources
Patient search, screening, scheduling
Patient treatment & education
Collect/test/track samples data analysis
Meeting preparation
Meeting execution
Document/forms review
Scientific review
Establish study plan
Create protocol Complete/
initiate docs and forms
Qualify staff and/or organizations
Creation of aims
Literature search
Preliminary reviews
Create concept docs
Identify teams
TranslationAnalysis& Reporting
Protocol Execution
ProtocolReview
Protocol Development
Concept Development
Pre-award Activities Study Activities Post-study Activities
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Research Management System Transformation
CRMS Roadmap to Excellence
• Financial management
systems• Written policies
and procedures• Roles and
responsibilities• Compliance
training and education
• NIH Response Circle Back
• Vision• Strategic
priorities• Strategic
initiatives• Scorecard
metrics
• Research strategic planning
• Research policy management• Research compliance• Research management
system• Research
contract management• Research
financial management • Sponsored
projects administration
• Research information
services• Research
communication• Research web
services • Human subjects
protection• Animal care and
use• Research career
development• Science and
technology• Research Service
Excellence Cycles• Research Service
Center
• Management systems design
• Policy system• Protocol management
system• Pre-award
system• Legal
contracting system
• IRB process • Quality
Management Systems
• Comprehensive Training Program
Phase 4Research Infrastructure
Service Excellence
Phase 3Research Infra-
structure Process Improvement
Phase 2 Research
Infrastructure Compliance
Phase I Research Vision
and Strategic Priorities
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Establishurgency
Institu-tionalizeapproach
Producechange
Short-term win
Empowerstaff
Conveyvision
Createvision
Formcoalition
Step 8Step 7Step 6Step 5Step 4Step 3Step 2Step 1
The Stages of Change8 Steps to Transforming Your Organization
Source: “Leading Change: Why Transformation Efforts Fail”,Kotter, John P., Harvard Business Review, January, 2007.