NACUBO Cover Changing for Excellence was the featured cover story in the January, 2015 edition of Business Officer, the official magazine of the National association of College and University Business Officers (NACUBO).  You can read the full story online. Each month, Business Officer is delivered to representatives at over 2,100 higher education institutions with over 45,000 represented employees.


News - Research

  • August 17, 2016
    August 17, 2016 —

    Progress made this reporting period:

    KU’s Research Caliberstrengthen skills and retain top performers

    • This project is complete, but progress will continue to be tracked.
    • Grant Coordinator meeting with approximately 75 attendees to address timely research administration updates.
    • Hosted “Uniform Guidance: Promising Practices in Implementation” video watching session for KU Research staff (15 attendees).

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • ecrt® (electronic effort certification) system went live (initial reporting period: December 20, 2015-June 3, 2016).
    • Posted RFP for Pre-Award Administration System to work with Oracle Financial Grants Module (will close August 23, 2016).
    • Database development for Institutional Animal Care and Use data management (administrative staff use only) is in process, with implementation anticipated by October.
    • A project is in place to integrate KUL and KUMC PeopleSoft HR/Pay data with Wellspring to allow KUIC and KUMCRI to meet requests by University leadership for information about intellectual property and licensing agreements specific to particular schools, departments, and research centers/institutes.  On track for initial development to be completed next week, and final deployment in November 2016.

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • This project is complete, but progress will continue to be tracked.
    • Participating in Position Keying Pilot working groups and meetings to streamline keying of position change information.
  • July 13, 2016
    July 13, 2016 —

    Progress made this reporting period:

    KU’s Research Caliberstrengthen skills and retain top performers

    • This project is complete, but progress will continue to be tracked.

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • Offered training for over 50 effort coordinators and open sessions for faculty and staff on ecrt (electronic effort certification); review period for effort coordinators opened in ecrt on June 19th in preparation for July 3rd go-live of system.

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • This project is complete, but progress will continue to be tracked.
  • June 15, 2016
    June 15, 2016 —

    Progress made this reporting period:

    KU’s Research Caliberstrengthen skills and retain top performers

    • This project is complete, but progress will continue to be tracked.

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • ecrt effort reporting system is on track for July implementation.
    • Conducted Oracle Financials in the Cloud implementation presentation for Office of Research staff.

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • This project is complete, but progress will continue to be tracked.
  • May 18, 2016
    May 18, 2016 —

    Progress made this reporting period:

    KU’s Research Caliberstrengthen skills and retain top performers

    • This project is complete, but progress will continue to be tracked.
    • Conducted Thursday Research topics session on Limited Submissions (10 attendees)
    • Held quarterly Grant Coordinators meeting (82 attendees)

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • ecrt (electronic effort certification system) implementation is ongoing; this month final testing was completed for all data to populate the system; a focus group testing/training session was held for effort coordinators, and training materials were developed for the June 2016 go-live.
    • Initial planning for implementation of Oracle Financials in the Cloud continued, including initial benchmarking for related Pre-Award system of record.

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    This project is complete, but progress will continue to be tracked.

  • April 13, 2016
    April 13, 2016 —

    Progress made this reporting period:

    KU’s Research Caliberstrengthen skills and retain top performers

    • This project is complete, but progress will continue to be tracked.

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • ecrt effort reporting system is on track for June implementation
    • PI Portal/Dashboard nearing completion – project with IT
    • ePAF (electronic Personnel Action Form) discussions ongoing
    • Click (e-compliance):
      • Creation of a new COI shortened research certification form, in use at KUMC, and pending deployment at KU-L
      • Creation of reporting database and refresh schedule for enhanced data analysis at both campuses
    • Wellspring:
      • Nightly data refresh created as a base for enhanced reporting capacity
      • Re-organization of organizational hierarchy to support HR integration and enhanced reporting capacity

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • This project is complete, but progress will continue to be tracked.
    • Continuing review of business processes, best practices and policies
    • Implementation of Post Award administration tool in Tableaux branded ART (Award Review Tool)
  • March 16, 2016
    March 16, 2016 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • Hosted Thursday Research Topics session on “Professional Development Opportunities in Research Administration” (30 attendees)

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • Continued implementation process for ecrt (effort certification) system
    • Held faculty focus group concerning ecrt implementation

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • This project is complete, but progress will continue to be tracked.
  • February 17, 2016
    February 17, 2016 —

    Progress made this reporting period:

    KU’s Research Caliberstrengthen skills and retain top performers

    • This project is complete, but progress will continue to be tracked.
    • Advanced Excel Training for Research Staff on January 22nd. Over 20 staff participated in training provided by IT around advanced skills in Excel.
    • Held quarterly grant coordinators meeting (86 attendees).

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • Implemented Communication Management workflow in Image Now to expedite research administration notifications to all units, especially improving efficiency around the initial entry of actions to be processed by Award Processing Services (APS).
    • Continued ecrt implementation process with IT, HR, and Huron Consulting.

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • This project is complete, but progress will continue to be tracked.
    • Continued training on use of Tableau dashboards for post-award staff and management.
  • January 13, 2016
    January 13, 2016 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • This project is complete, but progress will continue to be reported.
    • Human Resources presented a session on Communication in the Workplace for research staff on December 17th to aid in providing greater communication skills (20 attendees).
    • IT has presented several sessions to build and reinforce research staff’s technology skills, including training on the advanced features of Excel on December 18th (20 attendees).

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • Huron Consulting to implement ecrt (online electronic effort certification system); kick-off meeting completed, mapping of data elements underway, and campus-based focus groups formed and scheduled to meet.

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • This project is complete, but progress will continue to be reported.
  • December 16, 2015
    December 16, 2015 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • This project is complete, but progress will continue to be tracked.
    • Co-hosted Center for Open Science (COS) workshops for increasing openness and reproducibility in quantitative research (135 enrolled).
    • Held quarterly Grant Coordinators Meeting (91 attendees).
    • Held final three class sessions of “Research Administration 101” (64 enrolled; 45 attended at least 8/10 classes and had their participation recorded in the HR Learning Management system).

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • ecrt (online effort reporting system) implementation  is underway
    • KUPPS Delegate form added to Image Now
    • Collaboration underway with KU Payroll and SSCs for updated ePAF

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • This project is complete, but progress will continue to be tracked.
  • November 16, 2015
    November 16, 2015 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • This project is complete, but progress will continue to be tracked
    • Held four additional class sessions of “Research Administration 101” (64 enrolled).
    • Participated in all-day meeting with fellow Kansas higher education research administrators regarding issues of mutual professional interest, especially regarding issues around the topic of Uniform Guidance.

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • No new updates.

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • This project is complete, but progress will continue to be tracked.
    • Continuing to develop management tools and reports in Tableau.  Training is currently being conducted on the newly developed Post-award Services dashboard.
  • October 14, 2015
    October 14, 2015 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • This project is complete, but progress will continue to be tracked.
    • Held Thursday Research Topics: “Electronic Research Administration: What Systems Administrators Want You to Know” (11 attendees)
    • Held first three class sessions of “Research Administration 101” (62 enrolled) and worked with HR to record participation in the course in the HR Learning Management system.

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • Continued research administration system analysis with Information Technology
    • Hosted Kuali Coeus webinar on pre-award systems

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • This project is complete, but progress will continue to be tracked.
  • September 16, 2015
    September 16, 2015 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • This project is complete, but progress will continue to be tracked.
    • Held Thursday Research Topics: “Uniform Guidance: Lessons Learned” (46 attendees).
    • Began coordinating planning for a research reproducibility workshop with KU Libraries.

     

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • Continued research administration system analysis with Information Technology.
    • Hosted webinar on Kuali Coeus grants and compliance software system.
    • Research Administration leadership and Amanda Henry from RIS have worked in collaboration to deploy the Active Project Past End Date report on Tableau. This report provides leadership with a quick view of projects that may need review, and also serves as a prototype for development, usage, and deployment of administrative reports in Tableau.

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • This project is complete, but progress will continue to be tracked.
  • August 24, 2015
    August 24, 2015 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • This project is complete, but progress will continue to be tracked.
    • Held Grant Coordinators’ meeting on 07/23/15, approximately 100 people attended.

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • Continue meetings regarding an effort reporting system and the possibility of collaborating with KUMCRI on implementation/upgrade of effort system.
    • Continue to gather requirements for new research administration system.
    • Dashboards to assist with billing and project closeout in development; user testing in progress. Collecting requirements and setting standards for other proposed dashboards to provide process transparency and efficiency.

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • This project is complete, but will continue to track progress.
  • July 20, 2015
    July 20, 2015 —

    U’s Research Caliberstrengthen skills and retain top performers

    • This project is complete, but progress will continue to be tracked.
    • “Thursday Research Topics” session on Cost Share and Matching Processes (44 in-person attendees and more have viewed online)
    • Hosted National Council of University Research Administrators (NCURA) webinar on Uniform Guidance implementation

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • RIS is introducing a process to streamline QA queries reporting. Instead of QA owners receiving emailed reports which may or may not contain data, queries will be run by Production Control to a network location. Using JeffNet and Crystal reports to send files with >0 records, QA owners will know that a received file needs review. Three QA queries are being used for proof of concept with plans for several more in the near future.

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • This project is complete.
  • June 17, 2015
    June 17, 2015 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • This project is complete, but progress will continue to be tracked.
    • A Quality Assurance (QA) task force has been formed to ensure that continuous improvement is applied to current QA initiatives, and to expand efforts to other areas of KU Office of Research.  The committee is chaired by Kristi Billinger and Linda Sadler.
    • Held Thursday Research Topics session on Administering Service Rates (25 attendees)
    • Conducted site visit of University of Wisconsin-Madison research administration offices to compare structures/processes for potential improvements at KU.
    • Cross campus administration committee met with all point of contacts for Pre-Award Services, Contracts, Post-Award Services and Research Integrity/Compliance to identify areas for improvement based upon the cross campus report.  Sub-committees will prepare progress reports and are due to Co-Chairs Kristi Billinger and Debbie Maloney on June 12, 2015.

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • Working to improve the cost transfer process
    • Working on close out process and communication tools between PAS and SSCs/Centers
    • Continue to work on KUPPS delegation process to include other procurement systems
    • Ongoing discussions with varies stakeholders regarding full stabilization associated with AR/BI
    • The effort reporting code rewrite project is nearly closed out. The most recent run of student effort cards has been validated by QA procedures. In addition to the rewrite, efficiencies have been added to the overall process by adding an exception log so the KUCR staff can see what is being excluded from reports and validate accuracy. This has proven useful so far and all items in the exception log are as expected.
    • The KU developer–Adi Sekar–for e-compliance (Click) is taking a large portion of the work that was formerly outsourced to Huron/Click. A system patch scheduled for Friday, June 19 consists of fixes and enhancements that he coded.
    • Mary Ann Roesner has worked with KUIC and their technology consultants to roll out marketing campaigns for commercialized technologies using Salesforce and Hubspot. The integration of these technologies result in automated marketing tracking.

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • This project is complete.
  • May 13, 2015
    May 13, 2015 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • Held Thursday Research Topics (TRT) session on Effort Certifications (27 attendees).
    • Held quarterly grant coordinators meeting  (101 attendees).

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • Have begun creating short “screencast” training videos for in-house training and for principal investigator and research administrator training online.  About seven in-house and one online video have been completed to date.
    • Held seven meetings with IT analyzing current research administration electronic systems with an eye to upgrading those systems.

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • Hosted conference call with KUMC, KSU, Emporia State, Fort Hays State, Wichita State, Washburn, and Haskell regarding State of Kansas agencies’ application of facilities and administrative costs under the Uniform Guidance.
    • Streamline communications with Shared Service Centers by creating Budget Summary view for them to access budget summary information in Image Now. Training has been held for CAO, and is scheduled for ESB.
  • April 15, 2015
    April 15, 2015 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • Held Thursday Research Topics (TRT) session on cost transfers (31 attendees).
    • Office of Research experts presented at the regional SRA on the following topics:
      • Funding Development: Best Practices from Multiple Disciplines presented by Alicia Reed and Damon Talbott (Graduate Studies)
      • Proposal Budget Development workshop (1/2 day session) presented by Nancy Biles, Brad Bernet, Megan Todd, Dan Coonfield
      • Cost Transfers – What? Why? And How? presented by Elena Semyonova-Smith and Anita Abel
      • Post-Submission to Award Acceptance Content Level presented by Bill Sharp and Deborah Maloney (KUMCRI)

     

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • Working on SSC view of budget summaries in Image Now
    • Working on improvement of cost transfer form for Image Now
    • Working on improvement of close letter form for Image Now
    • Implementing new form for request for Provisional accounts for Image Now

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • No new updates
  • March 18, 2015
    March 18, 2015 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • Held Thursday Research Topics (TRT) session on KU’s Implementation of the Uniform Guidance (59 attendees)
    • Held quarterly grant coordinators meeting

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • Held two Research Administration System Analysis meetings with IT

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • Began process to transition all paper effort certifications (~38,000 documents) into ImageNow for transparency into compliance rate and reporting.
  • February 18, 2015
    February 18, 2015 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • Elena Semyonova-Smith in the Office of Research Post-Award Services became KU-L’s only current Certified Research Administrator (CRA) by studying and passing the rigorous 250 question CRA exam.

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • KU Procure-to-Pay system changes were reviewed for Uniform Guidance implementation. Enhancements to workflow went into effect February 9th.
    • Updated ACUOHP app is set deploy Thursday, February 19th.

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • Amanda Henry in Research Information Systems (RIS) has developed a new, dynamic reporting utility within Tableau for Post Award teams and management. On one screen a user can see current posted budget, expense, revenue, encumbrances, various balance calculations, burn rate, over/under budget, etc.
    • Held three Uniform Guidance planning meetings to ensure that KU is meeting the new OMB requirements.
  • January 12, 2015
    January 12, 2015 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • “Thursday Research Topics” meeting on Uniform Guidance Update (64 in-person attendees; more viewed online)
    • Held two bi-campus meetings on addressing the Uniform Guidance regulations going into effect 12/26/14.

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • User Acceptance Testing (UAT) in underway for the redesigned Animal Care & User Occupational Health Program utility. Representatives from the offices of Research Integrity, Research Information Systems, and Student Health Services are working to test the newly designed front end and associated administrative functions. Deployment is scheduled for February.
    • Login updates for e-compliance have been put into place to support recent SIMS updates. Users with accounts at both KUL and KUMC can now select which campus to authenticate against.
    • Updates to effort reporting in order to reduce burden: updated frequency of student cards from 12 times per year to three, and added PI name to payroll lines for easier routing.

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    No new updates

  • December 15, 2014
    December 15, 2014 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • Amy Patty joined the Award processing services and increased the FTE of the team by .65 FTE.  Amy brings approximately fifteen years of research administration experience to the team.
    • Suzanne Henderson will join the Compliance team the week of 12/15/14.  Suzanne brings approximately sixteen years of research administration to the team. 
    • Uniform Guidance steering committee continues to meet weekly.  Sub-committees have been formed and are also meeting. 

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • We anticipate the newly designed Occupational Health Assessment for Animal Care and Use to be in operation prior to the spring semester.  This will improve communication with health care providers (thus streamlining the approval process) and facilitate sending requests for annual updates.
    • SSC view for Budget Summary in Image Now imminent

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • A new hire will start 12/19 that will provide compliance checking services to streamline award set-up and enhance compliance documentation on awards.
    • Award processing is up to date.  Goal for setting up incoming awards is 5 working days.
    • Completing Award Processing Services documentation for setting up awards
    • Working on PAS management dashboard tool
  • December 1, 2014
    December 1, 2014 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • Held Thursday Research Topics session on Proposal Development (Bob Rummer, Director, Research Development).
    • Held two session of “Research Administration 101” and completed the class (42 enrolled; 26 “graduates”-- attended at least 8/10 sessions).
    • Conducted Grant Coordinator’s meeting, 108 attendees.
    • Amy Patty will join Award Processing Services team on 12/08/14.
    • Steering Committee for Uniform Guidance is continuing to meet to address changes that will go into effect 12/26/2014.

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • Held initial cross campus collaboration meeting for administration with KUMCRI.
    • Continuing to train Billing Team on new AR/BI system.  Continuing to document business practices and update policies where needed. 
    • Updating and creating additional desk references and resources for Award Processing Services.
  • November 17, 2014
    November 17, 2014 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • Launched Proposal Evaluation & External Review (PEER) program to pay $500 for expert external review of proposals before submission to sponsors
    • Hosted Huron webinar on the Uniform Guidance
    • Held Thursday Research Topics (TRT) session on Proposal Development with the Office of Research Development
    • Held two class sessions of Research Administration 101
    • Linda Sadler, Alicia Reed and Kristi Billinger attended COGR

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • Conflict of Interest training has moved to the CITI platform. CITI presents a user friendly interface and integrates with e-compliance. Users can login using their KU credentials via Shibboleth thanks to Richard Walker’s efforts
    • Training by Huron is continuing for the billing team on the AR/BI system.  New business processes and policies are being developed to complement the new system

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • The Award Processing Services and Huron continues to set up awards and pay special attention to ensure that thorough and complete documentation for this process exists
  • October 31, 2014
    October 31, 2014 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • Held two sessions of “Research Administration 101” (42 enrolled)

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • Met with rSmart consultants for several hour demo of Kuali Coeus research administration and compliance modules

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • No new updates.
  • October 3, 2014
    October 3, 2014 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • Hired Jim O’Malley for full time Award Processing Services team
    • Post Award Services is at full staff for first time in over a year
    • Held second “Research Administration 101” class (39 enrolled)

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • Continuing implementation of AR/BI systems
    • Continue to evaluate effort reporting system for compliance with Uniform Guidance
    • Continue to improve sub-recipient monitoring for A133 compliance requirements in Image Now
    • Continue dialogue with SSC regarding training of staff

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • Pilot workflow for close letter process scheduled for October 2014
    • Continue dialogue and plans for implementing a new PI delegation process for approving transactions
    • Will be sending PAS members to NCURA Fundamentals workshop in October
  • September 22, 2014
    September 22, 2014 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • Offer made to fill FT position in Award Processing Services, start date 9/29/14
    • Held the first Research Administration 101 class (38 enrolled)
    • Held Thursday Research Topics (TRT) session: “KU Research: Who We Are, What We Do, and Why It Matters” (23 attendees)

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • Continue dialogue with FMS and ImageNow for productive PI delegation process
    • Using the AR/BI for current billings and redefining business processes in PAS Billing
    • Continue work on Close Letter process Integration between e-compliance and CITI for IRB training is essentially complete and will be rolled out within the next week; key elements include SSO into CITI for both the Lawrence and KUMC campuses, and automated population of training completion dates in e-compliance
    • Redesign of the ACUOHP application continues under project management from Amanda Henry.
    • Web updates:
      • Portal site for Research Centers is nearly complete. This is a site aggregating information about KU centers in a central location. Individual center sites are linked, but not replaced.
      • Data collection for the NSF HERD Survey (project type and area of focus) will be done online. Mary Ann Roesner is creating a page that will integrate to ImageNow for this purpose.

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • Continue to identify gaps for review of award setup (compliance checks, complete proposals, etc.).  These gaps slow down the award set up.
    • Working on development of tool for communication of payments received and posting details required of PAS Billing with RIS
    • RIS continues to assist and oversee QA processes in regards to grants data entry, with current emphasis on AR/Billing entries
  • September 5, 2014
    September 5, 2014 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • Interviewed candidates for an associate director of research administration
    • Posted position and received applications for additional Award Set Up Team  member
    • Held meeting for establishing a Proposal Evaluation and External Review (PEER) program

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • Held meetings regarding revision of PI delegation process with KUCR, SSC and FMS

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • Continue to review RFA process for effective and efficient processing
  • August 25, 2014
    August 25, 2014 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • Held Thursday Research Topics (TRT) session on “The Affordable Care Act” (31 attendees)

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • RI is working with KUMC to update and improve the FCOI training module, currently in Rocket Ready.  We’ll be switching to CITI training with a KU section applicable to both campuses.  An advantage of the CITI training is that it will automatically feed training into the eCompliance system, making checking training faster and more accurate for research administration staff.

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • Research Administration and Research Integrity have collaborated to create a compliance checking position that will facilitate compliance reviews for sponsored projects, including speeding award set up, and assuring accurate associations between compliance protocols (or management plans) and specific projects.
  • August 11, 2014
    August 11, 2014 —

    KU’s Research Caliberstrengthen skills and retain top performers

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • Continue discussion for PI delegation Policy and process with KUCR Management
    • Begin training on new AR/BI with Billing Team!
    • Continue discussions with Image Now on Effort Reporting and Certification
    • E-compliance will be updated this month to version 7.4.1 which introduces several enhancements and fixes
    • AR Billing project goes live the week of August 11.  Bill Saltmarsh from KUCR, along with the rest of the project team, has spent the last 10 months building up to this implementation

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • Continue to work on improving Image Now system for award set up and distribution of budget summaries
    • PAS Team Leads using Image Now for RFA review
    • PAS Team Leads being trained for assistance with specific tasks in Award Set up such as no cost extensions and budget adjustment or demographics
  • July 28, 2014
    July 28, 2014 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • Held Thursday Research Topics (TRT) session on “Establishing Service Rates” (26 attendees)
    • The Office of Research has a fully staffed Invoice Team ready for AR/BI conversion
    • All Post Award Teams are fully staffed

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • Discussions in process to utilize Image Now electronic signature process for effort reporting
    • Successfully updated effort reports to generate individual PDF files directly with indexable names to allow sorting, grouping, searching, reporting, etc. This will reduce administrative burden and assist with the electronic signature initiative.
    • Discussions and plans continue for improvement of PI delegation system along with university wide system access, security and role assignments for various university financial systems
    • Single Sign On (SSO) has been implemented in the CITI system for both KUL and KUMC campuses. This is a pre-cursor to integration with Click for displaying names and dates of training in Click user records. Richard Walker has overseen this project.

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • To reduce staff and PI burden student effort reports will transition to 4 times annually
    • Continue to utilize Image Now for process improvements:  on agenda are the roll-out of the close letter process, provisional request, PI checklist for PI delegation
    • Added reviewers to RFA hold queue to include PAS Team leads for more timely review of RFA details
    • Transitioned daily use Post Award reports from technical staff to end users.  Staff can now run a certain set of custom reports without assistance from RIS.
  • July 14, 2014
    July 14, 2014 —
    • PAS has recently hired 5 employees to begin work 6/30-7/21.  These positions fill key roles as Grants Specialists with grants management teams, invoicing and payroll audit

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • AR/BI user acceptance has begun for 8/12 go-live anticipation
    • Discussions to begin use of close letter in Image Now to continue
    • Effective June 20th, ACUOHP application has been accepted as an official project with Central IT, coordinated by Amanda Henry from the Office of Research.  Current system requirements include:  refined screening logic to improve the process used to identify personnel with potential medical risk, improved reporting functionality to better support future AALAS audits, and recommendations to improve user experience overall
    • Current and Pending application update is in progress, also headed by Amanda Henry. The goal is to refine the application according to current needs

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • PAS employee with Pre-Award employee have started discussions to re-invent the PI delegation process for KUCR
    • These same individuals have started discussions with the new SSC Business Analyst for improving the accessibility of the various electronic payment systems KU uses in conjunction with a revised PI delegation process
    • PAS has identified ways on an internal level to improve response time for RFA processing
    • 15+ QA queries in regards to AR/BI have been added to the QA team. Bill Saltmarsh and Amanda Henry are working on consolidating the QA data into an easily digestible format using Tableau
  • June 30, 2014
    June 30, 2014 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • No new updates

    Pursue System Improvementsimplement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • Web
      • The Animal Care Unit site has been redesigned and launched
    • Animal Care and Occupational Health
      • The ACU application for tracking employees that work with animals is being redesigned. Amanda Henry from KUCR has initiated the project after creating business requirements based on stakeholder needs. This has become a Central IT project, release date TBD.
    • Wellspring Sophia (Commercialization)
      • Richard Walker has worked with the vendor to update functionality in the upcoming PI Portal for confidential disclosure agreements (CDAs). He had uncovered several bugs that needed to be addressed.

    .
    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • No new updates
  • June 16, 2014
    June 16, 2014 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • Held Thursday Research Topics (TRT) session on costs transfers and retroactive funds adjustments (35 attendees).
    • Hosted Association of Government Accounts 2-hour webcast on “Understanding the DATA Act” (8 attendees).
    • Hosted make-up NCURA 2.5 hour webcast on “Universities and the OMB Uniform Guidance” (4 attendees).
    • Interviewing for three grants specialist in Post Award.

    Pursue System Improvementsimplement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • Re-drafted memorandum of understanding for the College of Liberal Arts and Sciences Shared Service Center.
    • Met with Comptroller staff to ensure congruence in establishing rates for and administering fee-for-service agreements.
    • E-compliance
      • KUL and KUMC are collaborating on several improvements: additional help text for COI, redesign of some interface elements to promote intuitive use.
      • System administrator Elise Waldron continues to manage bug fixes, issues log, and update schedule. Next patch will be installed June 13.
    • Web
      • The Animal Care Unit site is in beta stage, currently under review by leadership.
    • Continuing with SME meetings and now business process review meetings with Huron.

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • The AR/Billing QA team continues to add quality checks in preparation for deployment. Bill Saltmarsh has developed a QA dashboard for leadership, and KUCR is pooling resources to ensure data are staged properly for rollout and beyond.
    • Continuing discussions regarding improvement of KUPPs and PI delegation of authority processes.
  • June 2, 2014
    June 2, 2014 —

    KU's Research Caliberstrengthen skills and retain top performers

    • No new updates

     

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • Continue discussion for Image Now signature authority for effort reports
    • Begin discussion for Image Now  Researcher Separation Checklist and sabbatical leaves list
    • Workflow in Image Now for additional pay forms with Provost Office
    • Web
      • Research Center portal in development and on schedule for fall deployment
      • Animal Care Unit redesign on schedule for June deployment
      • Several updates to the KUIC site, including a blog to be deployed by fall
    • RIS has received requests to update the ACUOHP application. Amanda Henry has been gathering requirements and is working with Central IT to ensure a compliant and user-centric update. Deployment is TBD.
    • Bill Saltmarsh continues to work with Huron on the AR and Billing implementation. His focus is pre and post transaction QA queries.

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • Continue discussions with SSC on processes and improvements in communication, expectations
    • Begin search for 3 post award grant specialists
    • Integration of CITI and e-compliance on track for deployment in July/August.  This will allow Research Integrity to move away from Rocket Ready and allow researchers to use a familiar tool.  Single Sign On testing for both campuses is complete and successful.  Richard Walker is aligning resources to ensure courses are ready, documentation is complete, and communications are consistent.
    • Bill Saltmarsh continues to lead the KUCR QA group.  This group addresses QA at various levels by reviewing queries, designing new queries, and ensuring each data point has an owner.
  • May 19, 2014
    May 19, 2014 —

    KU's Research Caliberstrengthen skills and retain top performers

    • Market Study Focus Groups for research began process to define necessary job titles and salary ranges for effective recruitment and retention.
    • Held Thursday Research Topics (TRT) session on KU Innovation and Collaboration Updates (16 attendees).
    • Hosted National Council of University Research Administrators (NCURA) 2.5 hour webcast on "OMB Uniform Guidance: Key Issues for Universities" (56 attendees).
    • Data integrity team met to review status of current queries and their returns. Also, to identify owners for new AR/BI queries.

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • Began project close letter process with research centers and SSCs.
    • Collaborating with the Provost Office, Image Now team, and Vice Chancellor of Research office to streamline the additional pay process for research funded situations.
    • KUIC Website – Available technologies for sale is now live. Mary Ann Roesner and Richard Walker collaborated on a solution whereby KUIC can enter information in their system of record that can be exported to the web in the needed format. Future updates can now be made with just a few keystrokes. This saves KUIC staff double entry and saves them an unknown amount of money by not having to outsource this function.

    KUCR Efficiency:  strengthen operations, processes, and overall effectiveness

    • Effort Reports can be digitally signed. Initiated review of current process and how this can be improved with this new approach.
    • Effort Reporting – Capacity for running effort reporting is being moved from RIS (technical) to the Post Award Services (business owners). This will allow PAS to run reports as needed and not have to rely on RIS. Full implementation is estimated for June.
      • Tracking of effort reporting has been moved to Image Now. The full distribution and routing will move from paper to Image Now once the electronic signature pilot is complete. Estimated deployment for effort reporting is fall 2014.
    • Collaborating with CAO-SSC on business process activity assessments.
    • Reviewed program fee income accounts to ensure that they are appropriate based on the source of funds. Where/when appropriate program fee income accounts are being moved to cost centers in order to report accurately.
  • May 5, 2014
    May 5, 2014 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • Job Market Study Phase to include research community.  Anita Abel and Kristi Billinger participating from the Office of Research.
    • Several updates are being made to the KUIC website with assistance from Office of Research web manager Mary Ann Roesner. One of the updates is in collaboration with the Wellspring Sophia administrator (Richard Walker), is a streamlined method for posting IP tech summaries to the web. This effort saved KUIC from outsourcing this function to an outside vendor and should be deployed by end of May.
    • Mary Ann is also working on new sites for areas related to sponsored research. These include an informational portal site related to research centers (Fall 14), and a new Animal Care Unit site (end of June).
    • A periodic update patch is being applied to e-compliance (Click) May 3. This patch includes several bug fixes and updates to IRB agenda and letter templates as requested by KUMC and KUL IRB staff (Elise Waldron).

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • Work on FMW BudCast continues – project reports will be available for PAS teams in near future.

     
    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • Co-hosted presentations with the Comptroller’s Office on planned changes to the research AR/BI module in the PeopleSoft Financials system.  System testing and mock conversions are taking place at this time. 
    • Hosted quarterly grant coordinators meeting (71 attended).
    • Finalizing ImageNow close Letter for use by SSCs and others for project close out.  Other processes that are “live” in ImageNow includes budget summary, PI checklist, A-133 (internal to KUCR).

    ·       Business process for AR entry in Wellspring Sophia (KUIC) has been defined and presented to KUIC staff.  Entry QA queries have also been created. (Richard Walker)

    RIS staff has streamlined the delivery and output of the daily Post Award report. The task of running this overview of sponsored project finances will shift from RIS to PAS now that the technical workflow and business process has been worked out.

  • April 21, 2014
    April 21, 2014 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • KUCR held the monthly Thursday Research Topics (TRT) session on the NIH Public Access Policy (22 attendees).
    • To improve the timeliness of billing, KUCR will be conducting a search for an additional staff member to add to the billing team.
    • One staff member attended regional CACUBO conference in Kansas City.
    • Two staff members will be attending regional NCURA conference in Indianapolis this month. One of those staff members is presenting at the conference.
    • The third new staff member in Post-award administration begins work in PAS on April 7.
    • Completed training for the SSC Research units utilizing Team Leads and other staff in PAS.
    • PAS Staff member integral to 3G Pilot training for SSC Research units.

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • Some compliance certifications will be linked in with the Image Now bud sum process (see below).
    • KUL and KUMC compliance staff in human subjects and conflict of interest will attend the Click user group meeting in Chicago in May. 
    • Regarding eCompliance COI, both campuses are working on system enhancement requests that reduce end-user error, facilitate disclosure review, and enable better tracking of university responses to disclosures.
    • Both campuses met to discuss reporting needs from eCompliance IRB and COI systems. Click has a new data extraction tool that we are looking to leverage for enhanced compliance and enterprise reporting.
    • Web: A new portal site for Research Centers is in development, with anticipated go-live of fall 2014. Prototype design of the site is completed.
    • The effort reporting process continues to be updated and improved. We are transitioning report running capabilities directly to Post Award, and leveraging Image Now for better tracking of returned reports. The use of Image Now at this point in time will allow us to make a smoother transition to electronic workflow once policy around digital signatures is finalized.
    • AR BI conversion work continues. Mock cutover data is being reviewed for accuracy and completeness. The project is in its final stages with schedules and tasks pointing to a May go-live date. This will be a substantial improvement in billing processes.
    • Initiated Budget Summary process in Image Now.
    • Continue to review Close Letter process for utilization across all teams/units.
    • Continue to prepare and clean up data for AR/BI conversion.

     

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • A post approval monitoring program (PAM) has been established for animal use statements. A PAM is an important demonstration of the diligence of IACUC oversight of animal activities and provides PIs and lab staff feedback and opportunities for corrections and improvements to animal use.
    • RI is working with award set up, Pre-award, HBC research administrators, and Post-award to streamline and improve the linkage of one or more animal use statements to a sponsored project. The linkage will be made at the Just in Time stage for NIH proposals. A similar system will be devised for human subjects protocols. Image Now will be used to document the link.
    • Collaborating with Center for Sustainability and the Comptroller’s Office on improved surplus property procedures.
    • Communication meeting was held with research stakeholders to share new April business process deadlines.
    • Hosted Accounts Receivable/Billing briefing (24 attendees).
    • Meet with RI for proper documentation of IACUC approvals before releasing funds.
  • April 7, 2014
    April 7, 2014 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • Held eight-hour training course (4 two-hour sessions) in post-award research administration for Shared Service Center staff (average attendance 17 per session).
    • Hired 3rd staff member in Post Award for grant management and award set up

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • Security roles for the AR BI Research module were drafted for core research processes.
    • Office of Research continues work towards a weekly F&A posting process for improved grant oversight and management.
    • ImageNow is increasingly becoming a workflow optimizer for reports such as budget summaries and subrecipient monitoring.
    • Begin working on revision of PI delegation process for spending on sponsored projects

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • KUCR is testing a weekly campus reimbursement process to expedite the flow of funds back to KU.
    • Implementation of Image Now for identified processes to increase workflow efficiency
  • March, 24, 2014
    March 24, 2014 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • Held Thursday Research Topics (TRT) session on HIPAA and Research with the KU Privacy Office (15 attended).
    • Hosted Huron webinar on the OMB uniform guidance circular’s new effort reporting requirements (10 attended).
    • Offered position to candidate for Post Award Grants Specialist.
    • Will offer training to LAS Research SSC and BSR SSC for Post Award training.
    • Patty Shay is a new hire, she joined the Post-Award Services team in early March.

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • Final stage grant data review is being conducted by Post Award and Financial Services. Projected go live date for Research is May 5.
    • Will explore combining the Consulting Request process (Provost’s office) with COI reporting (Research) in the Click environment. Faculty often confuse the two reporting schemes and when the reporting requirements overlap, they currently have to report twice. This should be more intuitive and informative for faculty and supervisors who approve both forms.
    • In addition, the need for interface improvements to the Click system due to frequent end user errors has been raised with the vendor. We hope the (eventual) improvements will reduce investigator frustration with the system and IRB staff time to approve protocols. Similar efficiencies will be seen with the COI system.
    • Final data updates and changes are taking place in preparation for the Accounts Receivable/Billing module to go live in May. 
    • Begin planning for PI Delegate process in ImageNow workflow and update and streamline policy for easier delegation of authority.

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • Financial Services and Post Award team members attended three day data analytics software training.
    • Financial team members continue to work on surplus property workflow procedures to increase efficiencies.
    • Team members continue working on key AR/BI Core business processes and to identify areas for improvement.
    • Creating an Access database for tracking and notifying students on NSF-funded projects that per regulations they must complete an RCR tutorial. This has required manual cross-screening of data pulls from HR and KURES with a spreadsheet of who has completed the tutorial, each semester. We are looking into the possibility that the process could be triggered when a student is hired on NSF funding. This would be ideal, but the distributed HR processes make this difficult.
    • Working on ImageNow SubRecipient Monitoring process in ImageNow for immediate implementation in preparation for 2014 audit.
    • Working on Budget Summary ImageNow distribution to launch in April.
    • Working to improve close out process with SSCs to streamline process.
  • March 10, 2014
    March 10, 2014 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • Hired two new employees in Post Award, interviewing for third position.
    • One PAS employee was chosen to participate in Administrative Staff Fellows program.
    • The annual state-wide research administrator’s conference was held at Washburn University. The Office of Research had representation in areas of research and financials at the meeting.
    • Linda Sadler, Beth Ridenour, and Kristi Billinger attended the Council on Governmental Regulation conference in February.
    • Joe Heppert, Robert Kerley, and Kristi Billinger attended the Federal Demonstration Partnership conference in January.

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • Office of Research is working towards a weekly F&A posting process for improved grant oversight and management.
    • PeopleSoft AR module for grants continues to move forward with an April projected go live date. Final preparations are being made in regards to new processes, QA, and data cleanup.
    • Implementation of AR/BI project in April.

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • Team members continue working on key AR/BI Core business processes and to identify areas for improvement.
    • RIS staff is porting a Huron provided dashboard into Tableau. The purpose of the dashboard is to internally track QA metrics in regards to data entry and track progress over time. In the future, metrics will be developed for the purpose of displaying approved proposal and award data to the public using the same or similar tools.
    • Team members are working on improving the project delegation process and procedures. New process will incorporate ImageNow for better workflow efficiency.
    • PI checklist moving to an ImageNow work flow.
    • Begin planning for PI delegation for approval of expenditures through ImageNow.
    • Working on Budget Summary ImageNow workflow roll-out.
    • Working on Sub-recipient audit workflow in ImageNow.
    • Working on Effort Report storage and tracking with ImageNow.
    • Huron has been engaged to evaluate practices at KUCR and KUMCRI in order to identify areas in need of improvement across all phases of grants administration. Many individuals, including researchers, research administrators, and directors will be interviewed.
  • February 24, 2014
    February 24, 2014 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • No new updates

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • No new updates

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • No new updates
  • February 10, 2014
    February 10, 2014 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • A21 and A110 workshop scheduled for February.  Approximately 55 enrolled.
    • SSC training for BSR SSC the week of February 10, 2014.
    • New hires in Post-Award Services begins on 2/10 and 3/2 – one external to KU, one internal, 3rd new hire announcement forthcoming.
    • A January 30th presentation on NSF Interdisciplinary Research, highlighting best practices in applying for interdisciplinary projects and upcoming opportunities to apply these practices, was open to all researchers on campus. This event provided a venue for both new and experienced researchers to learn about innovative/cross-cutting NSF programs and to network with a diverse group of researchers from other disciplines to facilitate development of new interdisciplinary research collaborations.

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • Meeting with KUMCRI staff for policy review.
    • Click Systems (ecompliance)
      • Elise Waldron continues to manage open tickets with the vendor and implement patches and hotfixes addressing needs for both KUL and KUMC, particularly in the IRB module.  The most recent patch occurred Friday, February 7.
      • Richard Walker is overseeing a project whereby IRB training done in CITI will be automatically integrated into Click. We will use InCommon authentication so that employees can login to the training using their KU online IDs.  Target date for deployment is July 1.

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • Aggressively pursuing use of ImageNow for budget summary distribution, PI checklist,  close letters, effort report tracking, other workflow such as cost transfers and budget adjustment requests.
    • AR/BI implementation scheduled Spring 2014 – grants April 07, 2014 followed by distributive in early June.
    • 3G form continue in pilot stages for LAS and BSR SSC
    • Core service sites continue to be created and updated by KUCR’s web manager, Mary Ann Roesner.  This effort supports the Core Lab Portal site, which was launched last August.
    • Mary Ann is also in the discovery phase for building a designated research center portal site.  Its purpose will be much like the Core Lab site in providing a central location for internal and external audiences.  Project go-live date is Fall 2014.
  • January 27, 2014
    January 27, 2014 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • A review of the structures in Post-Award Services and the Award Processing Team is being conducted in an attempt to streamline workflow. It is likely that some duties will be reassigned.
    • Post Award currently has positions open for 3 staff members. Interviews have been conducted.
    • PAS staff and Award Intake staff are investigating a training program for employees who are new to KU Research.

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • The Peoplesoft AR-Billing project for grant sponsors continues. KUCR is working closely with the Comptroller’s office including committing a resource (Bill Saltmarsh) up to .75FTE to work in Carruth O’Leary.
    • Richard Walker (RIS) has been working with KUIC to fully implement the Activity Tracking module in Wellspring Sophia so that licensing associates can accurately track their time. Implementation is complete.
    • Click systems (ecompliance) –
      • Virtual root upgrade is nearly complete, meaning URLs and links all point to the more accurate ecompliance.ku.edu rather than kucoi.ku.edu (the system houses both COI and IRB components). Oversight of this change provided by Elise Waldron and Central IT.
      • KUMC is instituting updates in its HR system which will provide more complete information for COI disclosers, including email addresses that were previously absent.
      • Richard Walker is overseeing a project whereby dates for completed IRB training in CITI will be integrated into the Click system. This will include a single sign on functionality into CITI using InCommon.
    • Key research administration staff and financial staff members attended Kuali Coeus Days in November 2013. The goal was to access the system as it applies to research administration and financials. In early February, Huron will provide an overview of the system to a broader audience at KU.
    • Award Intake staff members are working on using ImageNow for distribution of Budget Summaries to PIs and related staff. Other business processes are under review for streamlining in this same manner.

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • KU Research’s Award Processing Services group is restructuring from two full-time staff members, to one full-time staff member and two half-time staff members. The full-time staff member will assume a new leadership role to provide better workflow management, quality control, training, and procedural consistency.
    • Richard Walker (Wellspring Sophia Administrator) and Mary Ann Roesner (Web Manager) have specked a process for pulling tech summaries from Sophia and placing them on the KUIC website. The updated process relieves the burden of KUIC staff from making updates in multiple places and negates the need for a vendor provided solution. Projected deployment is February.
    • Journal processing for Post Award has been greatly improved by staff ability to upload the journals to the PS system.
    • Continued training for journal posting by Post Award Services will include staff from Huron Consulting.
  • January 13, 2014
    January 13, 2014 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • Held Thursday Research Topics  (TRT) session on Cyber Security Awareness with the Information Security Office
    • Currently in the planning phase for OMB Circular workshop/training to be held in February
    • Training will consist of two workshops (each will be a half-day long) covering OMB Circulars A-21 and A-110.  Registration for these workshops will open soon.

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • KUCR is working with KU Surplus on improving property policies and reducing the time and effort required by university departments to complete transactions

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • Team members continue working on AR/BI Core business processes and to identify areas for improvement
    • Management of KUCR continues to make receivable collections a priority. FY13 A/R balance was reduced by three million dollars ($3M) YOY (cash balance increased same) by increasing collaboration within organization. Quarterly review meetings are held to review collection status.
  • December 9, 2013
    December 9, 2013 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • Thursday Research Topics presentation on 11/07/13 given on retroactive funds adjustments, with 65 employees attending.

    Pursue System Improvementsimplement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • A Click IRB version update is being rolled out December 7. This update will address several bugs and glitches, many of which were brought to light by KU and KUMC and put into this version. Both campuses have tested the upgrade over the past couple of weeks.

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • No new updates
  • November 25, 2013
    November 25, 2013 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • Fall 2013 intramural course “Research Administration 101” completed (10 two-hour sessions) with 50 enrolled; 30 attended eight or more sessions (“graduates,” with their participation reflected in their personnel files).

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • No new updates

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • Internal agreement processing grid drafted to clarify which unit administers each type of agreement (incoming and outgoing).
  • November 11, 2013
    November 11, 2013 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • Offered Grant Specialist position to individual; however, acceptance of offer is pending so candidate can review benefits with another offer.
    • Held two Post Award Services (PAS) sessions for RA101, with another one due in November regarding DEMIS training.
    • Held Thursday Research Topics (TRT) session on Retroactive Funds Adjustments (RFA) process with KU Payroll.

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • PAS submitted draft responses to Bill Sharp for the KUMCRI/KUCR Sponsored Programs Awards, Expenditures, and Allow ability policy.
    • Collaborated with KU Payroll to develop new RFA policy.
    • Continued to work through QA process for award set up and management.
    • The Click Institutional Review Board (IRB) product is scheduled for updates in November, which will include several enhancements and bug fixes. Staff on both campuses are making preparations for the upgrade. Downtime is expected to occur after work hours or on a weekend.
    • The PeopleSoft AR-Billing project continues as scheduled. Reconciliation of key PeopleSoft tables continues to be a task being worked in within KUCR.
    • KUCR forecasting data refinements continue, with the overall process methodology for the near future being moved into production. Updates were made to the base code as a result of the Research Data Integrity project.
    • The Wellspring Sophia (KUIC) system administrator (Richard Walker) continues to work with KUIC staff to make system enhancements, data improvements, and add efficiency to the system. He has instituted a monthly meeting time to address systems issues and usage and interfaces directly with the vendor when needed.
    • New sites related to core labs/services continue to be created by the KUCR web manager, Mary Ann Roesner. In progress/on tap are Bio Irradiation and Advanced Computing Facility sites.

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • Continue to work through ensuring data integrity issues for the AR/BI project.
    • Continue to work through ensuring data integrity issues for the NSF report.
    • Implemented and continue to improve training for JV upload process for PAS staff; will request Team Lead access to post journals this month.

    The KUCR QA initiative team gave a presentation to Steve Warren on October 30. New QA queries are added weekly as the scope of the group broadens. Steve suggested reliability statistics be examined on a quarterly basis; first such effort will be initiated at the beginning of 2014, looking at the fourth quarter of 2013 errors and resolutions.

  • October 28, 2013
    October 28, 2013 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • Hired Grants Specialist, interviewing additional candidates for second position.
    • Conducted exit interview with departing employee.
    • Annual RA 101 sessions are still underway.

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • The Click IRB product is scheduled to be updated in November, which will include several enhancements and bug fixes. Staff on both campuses are making preparations for the upgrade. Downtime is expected to occur after work hours or on a weekend.
    • The PeopleSoft AR-Billing project continues as scheduled. Data and business process issues affecting implementation are being addressed, most recently with reconciliation processes being addressed for key tables within PeopleSoft.
    •  A pending update PeopleSoft financials will allow KUCR to better track information in regards to the NSF HERD survey, which occurs on a yearly basis. In addition to updating PeopleSoft, KUCR is initiating business process in order to more accurately represent research topics for this report.
    • Updates to the base code used for KUCR forecasting is nearly complete. Due to the Research Data Integrity project, it will be possible to more accurately represent award and proposal amounts for the forecast.
    • Wellspring Sophia (KUIC) refinements and additional functionality continue to be addressed. New user guides have been provided to staff, and the addition of custom invoicing templates continues.
    • Reviewing training options for implementation of using Image Now for budget summary distribution.
    • Obtained additional queries for transaction review.
    • Inquire about additional training for utilizing KUPPS reports for transaction review  and random audit.

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • The KUCR QA initiative continues with new QA queries and responsibilities being added monthly.  A presentation by the QA team to KUCR executive leadership is scheduled for October 30.
    • Continue clean-up for AR/BI project.
    • Met with Payroll Adjustments Office to find solutions to minimize Retroactive Funding Adjustments that are acceptable to Payroll and RGS.
    • Continue discussion with CLAS SSC for roll out of the 3G form (GRA,GTA,GA) for processing payroll and tuition sponsorships simultaneously.
    • RGS Accounting held a Research Accounting training session with approximately twenty-six (26) members of the LAS-SSC on Wednesday, October 9th. Topics included A-21 cost accounting, travel documentation, per diem exception policy, KUPPS justification and documentation and participant payments.
  • October 14, 2013
    October 14, 2013 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • Research Administration 101 (RA 101) started 09/11/13 and will continue through mid-November. The audience for RA 101 ranges from individuals who are new to research administration to very experienced individuals who would like a refresher course.
    • Thursday Research Topics (TRTs) continue to be held on the 2nd Tuesday of each Monday. Subject Matter Experts are recruited to provide training on a specific topic each month. The October topic was “How to read a budget summary” and the November topic will be on the topic of retroactive funding adjustments.
    • Interviews were completed for the position of Pre-award Assistant Director. Nancy Biles was offered and accepted the position. Nancy has been performing as a part of the KUCR pre-award office in a variety of roles over the past 13 years. Please help us welcome Nancy to this new position.

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • Bi-campus implementation of Click COI and IRB is complete with both products now in post-implementation support mode. The IRB product is scheduled to be updated in November, which will include several enhancements and bug fixes. The Click IACUC product was recently demoed for KUL campus ACU and IACUC members.
    • The second meeting of the Click Steering Committee took place on October 4.
    • The PeopleSoft AR-Billing project continues as scheduled. Data and business process issues affecting implementation are being addressed.
    • Several new and updated core lab/services websites have been created and are live. These sites are in conjunction with the core lab portal site which is scheduled to go live within the next few weeks. The core lab portal aggregates information on service labs and is aimed toward the KU community as well as industry.
    • The AR/Billing project continues to make nice progress. The targeted go live date is Feb-March, 2014.

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • The KUCR QA initiative continues with new QA queries being added monthly. A presentation by the QA team to KUCR executive leadership is being planned within the next several weeks.
    • System documentation and data integrity initiatives continue for Wellspring Sophia (KUIC), with Richard Walker taking the reigns as the functional system administrator. Richard has met with the KUIC group several times and has quickly become proficient in his new position.
  • September 27, 2013
    September 27, 2013 —

    KU’s Research Caliberstrengthen skills and retain top performers

    • No new updates

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • Planning for ACU/IACUC tracking system implementation
    • COI and IRB systems in Click have kinks, but are working on the whole
    • Establishing strategic plan to improve communications and integration of all RGS/KUCR units for FY14

    KUCR Efficiencystrengthen operations, processes, and overall effectiveness

    • Candidates have been interviewed for Export Control/Facility Security position
  • September 16, 2013
    September 16, 2013 —

    KU’s Research Caliber: strengthen skills and retain top performers

    • No new updates

    Pursue System Improvements: implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • The annual COI certifications for Lawrence and Edwards campuses are slated to go out in the next two weeks. This will be the 2nd year of annual COI certifications from the Click system. The system is shared by KU-L and KUMC; KUMC certifications went out last month.
    • The Core Lab Portal website is slated to go live within the next couple of weeks. KUCR’s web manager Mary Ann Roesner has built the site under the direction of Joe Heppert. Its purpose is to provide a single point of entry for researchers, industry, and interested parties into the labs on the KU Lawrence.
    • Ongoing review of policies for expenditure allowability and subrecipient monitoring in conjunction with KUMC.
    • AR/BI project is ongoing. Continuing to run queries to ensure that current data in PeopleSoft is in the format needed for the new module.

    KUCR Efficiency: strengthen operations, processes, and overall effectiveness

    • The Post Award QA workgroup continues to monitor, develop, and refine their QA process surrounding data integrity. Their most recent meeting was September 10 where additional QA queries were agreed upon and the workflow for random audits was updated.
    • 2013 A133 audit on schedule for completion.

    Update - September 3, 2013

    KU’s Research Caliber:  strengthen skills and retain top performers

    • Rodolfo Torres attended the Academic Analytics workshop at Ohio State University on August 2-3, 2013. The workshop focused on topics related to the identification of measures of excellence in scholarly productivity for graduate programs and faculty/researchers.
    • The RGS Research Development Office (RDO) and Pre-Award Services assisted PI Paulette Spencer and a team of over 30 faculty researchers in submitting a proposal to NSF's Materials Research Science and Engineering Center (MRSEC) program. The purpose of the MRSEC program is to use biological engineering approaches, along with computational technologies, to provide predictable and adaptable bio-mediated materials design. The proposed project will increase KU's research competitiveness by enabling the development of new materials possessing extreme properties and training a new generation of materials scientists. This will aid in retaining faculty who have contributed to the strong foundation in materials research that already exists at KU.  If funded, the MRSEC award will total just under $30M.

    Pursue System Improvements:  implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • The PeopleSoft AR-Billing project continues as scheduled. Fit gap sessions have verified the need for some anticipated SQL updates to data, and many processes that will be streamlined due to implementation.  Data in PeopleSoft is being entered/cleaned/changed in preparation for implementation of the new system. 
    • RGS is continuing to collect information pertaining to delegates for the KUPPS process flows.
    • The RDI cleanup project is complete. We are currently performing maintenance/QA activities by the following methods: 1) running weekly queries to verify PeopleSoft data integrity; 2) performing monthly file audits to ensure that PeopleSoft data entry standards are being met; and 3) completing ad hoc data cleanup activities as required by the Billing/AR project.
    • Bi-campus implementation of Click COI and IRB continues with product fixes and updates being made based on several months of usage. Annual COI reporting requests have been delivered for Med Center employees (including Wichita) with KU-L (and Edwards) scheduled for September
    • A Click Steering Committee has been formed with oversight over system wide decisions that 1) incur financial costs across campuses; and/or 2) affect user experience or impact policy across campuses. The first meeting was held August 8, with the next meeting scheduled for October 4. The members are: Tyann Orton (Wichita), Rodolfo Torres (RGS), Karen Blackwell (KUMC), Susan MacNally (RGS), Linda Sadler (RGS), and Mike Keeble (KUMC).
    • A committee has been formed by RGS to address streamlining the policy and procedures for student-faculty relationships when there is also a business relationship.

    KUCR Efficiency:  strengthen operations, processes, and overall effectiveness

    • Mishelle Denton will supervise a student position to assist with a new file management process.
    • RGS in collaboration with Huron is continuing to develop and run quality assurance queries in PeopleSoft
    • The 2013 A-133 audit is ongoing during the month of August.
    • Training has started for the PAS staff to review and upload journal entries.
    • RIS has hired a new employee due to the increased usage of Wellspring Sophia (KUIC) and Click Commerce (COI, IRB). He will be the primary support for Wellspring Sophia and will assist and backup the Click system administrator. The added resource will translate to a higher level of user support leading to increased job efficiencies.
    • Data entry QA for Post Award is well-defined with a weekly set of QA queries automatically delivered to stakeholders and processes for addressing results. In addition, there is a monthly review of recently entered random awards by parties external to Post Award. Finally, the QA task group continues to meet monthly or as needed to discuss processes and/or new data points to be added to the QA initiative.
    • IACUC will have a new employee starting in October to provide improved service to PIs who use animals, such as Post Approval Monitoring to ensure protocols are accurate and up to date.
  • August 19, 2013
    August 19, 2013 —

    KU's Research Caliber: strengthen skills, technology, and retaining top performers

    • No current updates.

    Pursue System Improvements: implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • No current updates.

    KUCR Efficiency: strengthen operations, processes, and overall effectiveness

    • No current updates.
  • August 5, 2013
    August 5, 2013 —

    KU's Research Caliber: strengthen skills, technology, and retaining top performers

    • No current updates.

    Pursue System Improvements: implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • No current updates.

    KUCR Efficiency: strengthen operations, processes, and overall effectiveness

    • No current updates.
  • July 22, 2013
    July 22, 2013 —

    KU's Research Caliber: strengthen skills, technology, and retaining top performers

    • On July 11, 2013, the Thursday Research Topic offered training on the complex issue of cost sharing and matching, and covered the University policy regarding the same. 

    Pursue System Improvements: implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • Key stakeholders attended a demo on the Click Commerce grants module.
    • Fit gap sessions for the A.R./Billing project are being held this week and next.

    KUCR Efficiency: strengthen operations, processes, and overall effectiveness

    • It is anticipated that the Data Integrity project will conclude in less than three weeks.
  • July 8, 2013
    July 8, 2013 —

    KU's Research Caliber: strengthen skills, technology, and retaining top performers

    • On June 13, 2013 the Thursday Research Topics (TRT) covered travel related information.  John Luther, Manager of Accounting and Reporting, KUCR Financial Services provided updates and refreshers on this topic.  All TRT sessions are available online.
    • The TRT being held on July 11, 2013 will provide some guidance on unraveling the mystery surrounding cost share and matching.
    • Grant coordinators meeting will be held on July 25, 2013.
    • The upcoming TRT on August 8, 2013 will cover compliance issues surrounding human subjects.

    Pursue System Improvements: implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • The AR/Billing project is ongoing.  Project sponsors are Katrina Yoakum, Roy Lytle, Linda Sadler, Kristi Billinger, and Huron consultants Mike Phillips and Jason Moebius.  Project Managers are Colette Gillespie and Huron consultant Celia Gravely.  Research functional and technical members are Karen Schaller, John Luther, Kim Reynolds, Anita Abel, Cynthia Walker, Robert Kerley, Bill Saltmarsh, Michelle Swisher, and Linda Brooks.  The project sponsors, project managers, functional and technical representatives meet bi-weekly; the next meeting is scheduled for 07/08/13.  An advisory group is being developed and the first meeting is planned for late July.   
    • Linda Sadler and Kristi Billinger met with Huron consultants Adam Erickson and Mike Phillips to view and provide feedback on updates that have been made to the Financial Managers Workbench (FMW)
    • As a direct result of the Data Integrity project PeopleSoft roles for Post-award services are being redefined.

    KUCR Efficiency: strengthen operations, processes, and overall effectiveness

    • Nick Stevens, Michelle Ginavan-Hayes, Linda Sadler, and Kristi Billinger conducted a site visit at UC-Berkeley to discuss their SSC model.
    • Work on the Data Integrity Project is ongoing.
    • Jill McMillan and Cynthia Walker have accepted positions in the newly established Award Processing Services.  The team members are actively setting up new awards, continuations, provisionals and rebudgets.  For the period of 06/13/13 – 06/29/13 the team issued 94 budget summaries.
  • June 24, 2013
    June 24, 2013 —

    KU's Research Caliber: strengthen skills, technology, and retaining top performers

    • No current updates

    Pursue System Improvements: implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • KU Lawrence went live with the Click IRB module on June 17, 2013. KUMC's go live is targeted for July. This concludes a six month, bi-campus implementation period.

    KUCR Efficiency: strengthen operations, processes, and overall effectiveness

    • The new Click IRB system is optimized by the adoption of a toolkit designed to streamline the study submission and approval process.
    • RGS is assisting investigators with monitoring and assuring compliance with the PHS Public Access Policy in order to more efficiently process NIH Progress Reports and ensure awards are not delayed due to non-compliance. An initial report on non-compliant publications from the Public Access Compliance Monitoring (PACM) system has been run and investigators associated with those publications have been notified. Pre-Award Services will continue to assist PIs in bringing their publications into compliance with the PHS guidelines, and will begin running quarterly reports in PACM beginning in August of 2013.
  • June 10, 2013
    June 10, 2013 —

    KU's Research Caliber: strengthen skills, technology, and retaining top performers

    • No new updates

    Pursue System Improvements: implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • No new updates

    KUCR Efficiency: strengthen operations, processes, and overall effectiveness

    • No new updates
  • May 24, 2013
    May 24, 2013 —

    KU's Research Caliber: strengthen skills, technology, and retaining top performers

    • No current updates

    Pursue System Improvements: implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • Management continues to work on Procure to Pay business processes. Changes have been implemented based on feedback received from department personnel to improve workflow productivity (included PO number on system notifications).

    KUCR Efficiency: strengthen operations, processes, and overall effectiveness

    • RGS leadership met with SSC leadership to discuss in depth how research will be incorporated in the SSCs. A small team from both areas will be conducting a site visit at University of California, Berkeley, to see how they have accomplished this task.
    • RGS completed onboarding requirements for KUPPS Go Live.
    • Members of the Research Award Data Integrity Team are getting final instructions and preparing for the transition when Huron consultants roll off of the project at the end of May. Remaining awards will continue to be reviewed and corrected by a newly formed award set-up team.
  • May 13, 2013
    May 13, 2013 —

    KU's Research Caliber: strengthen skills, technology, and retaining top performers

    • No new updates

    Pursue System Improvements: implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • Campus Content Management System (CMS) - Portal Site for Core Resource Labs is in progress, estimated to go live this fall – this will promote added visibility to internal and external customers.
    • Core Labs and centers with no or outdated web presences are being updated and deployed by the RGS Web Manager.
    • Progress on the implementation of the A.R./Billing module continues to be made. RGS and KU leadership have joined forces on this project. Planning discussions were held over the past two weeks and will continue next week. Since the scope of the project has been expanded it is likely that the revised go live date will be early in calendar year 2014.
    • We are making progress on the Click IRB module. All tasks on the KU-L campus are on schedule, anticipated go live date is June 17.

    KUCR Efficiency: strengthen operations, processes, and overall effectiveness

    • No new updates
  • April 30, 2013
    April 30, 2013 —

    KU's Research Caliber: strengthen skills, technology, and retaining top performers

    • No new updates

    Pursue System Improvements: implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • KU & RGS have joined forces to implement AR/Billing. Initial discussions took place the week of April 22, 2013.

    KUCR Efficiency: strengthen operations, processes, and overall effectiveness

    • The Huron consulting team is expected to complete the research award data integrity project on May 10th. The Post-Award team time has completed review and correction of NIH and NSF awards, and USDE is nearing completion. Even though the Huron team will be rolling off the project soon, the Post-Award team will continue on the project until all identified projects have been reviewed and corrected. The team is also moving on to review other Federal agencies. The review and correction of Foundation and non-profit awards is outside the primary project team and the review and correction of those projects started last week. The Post Award team and Huron continue to develop long-term training plans and desk reference documentation to ensure continued integrity of the data.
    • RGS leadership is continuing to work with the SSC leadership to finalize a Memorandum of Understanding to delineate the role of the central office versus the SSC.
    • Management has continued work with and support of the Procure-to-Pay business process team to review procurement routing and recommend changes as needed to enhance workflow productivity.
    • Leadership continues to monitor key metrics such as travel reimbursements and voucher payments to maintain good customer service.
    • In less than 10 days, a management team met and resolved the reporting for internal KU awards such as Proof of Concept funding.
  • April 15, 2013
    April 15, 2013 —

    KU's Research Caliber: strengthen skills, technology, and retaining top performers

    • No new updates

    Pursue System Improvements: implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • Implementation of Click IRB electronic system - The project mid-point meeting was held April 10 with Click project personnel, IRB representatives from all three campuses and KU project IT leaders. Go-live is scheduled for June 17th. System configuration details, testing and refinement procedures, and communications, training schedules and overall timeline were discussed.
    • KUMC COI administrators visited KU-L on Friday, March 29 for additional training on the use of meeting management features of Click COI module. Discussion of harmonizing format and strategies for conflict management plans between campuses also ensued. This is becoming important as we have start-ups that involve individuals on both campuses and it would be preferable to have plans of equivalent measure for both campuses.
    • For IACUC, a simple database is being developed in Access to aid in reporting and tracking protocol processing. This should result in the ability to draw metrics, provide up to date information on protocol status and linkage to sponsored projects, and afford additional streamlining opportunities for protocol workflow. This is an interim solution as the Click Module will not be ready until late 2014. Progress continues on a new IACUC application that will improve quality of information submitted and therefore reduce time spent on assessment and corrections. A disaster plan for animal care and use activities is in draft form. The final plan will be in place by July 29 and will be in a form consistent with, and will be integrated with other University emergency plans.
    • A meeting to discuss a bi-campus position for export controls is scheduled for April 12.

    KUCR Efficiency: strengthen operations, processes, and overall effectiveness

    • In an effort to better serve researchers, RGS is currently assessing the instruments used to notify researchers about external funding opportunities. Faculty and staff have been surveyed about the tools they find most useful and these results will inform proposed improvements.
  • April 1, 2013
    April 1, 2013 —

    KU's Research Caliber: strengthen skills, technology, and retaining top performers

    • The SSC research leadership team, that will be making staffing decisions for the Hall Center for the Humanities and the Institute for Policy and Social Research, will include
      • Jason Hornberger, Assistant Vice Provost for Shared Service Centers
      • Nick Stevens, Project Director for SSCs
      • Karla Williams, Director of the Liberal Arts and Sciences SSC
      • Mark Reynolds, CLAS Budget Director
      • Steven Maynard-Moody, Director of the Institute for Policy and Social Research
      • Susan Mercer, Associate Director of the Institute for Policy and Social Research
      • Victor Bailey, Director of the Hall Center for the Humanities
      • Sally Utech, Associate Director of the Hall Center for the Humanities
      • Rodolfo Torres, Associate Vice Chancellor for Research and Graduate Studies
      • Kristi Billinger, Assistant Vice Chancellor for Research and Graduate Studies

    Pursue System Improvements: implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • KU-L and KUMC have been coordinating the implementation of Click Commerce Institutional Review Board software. The software will streamline and strengthen IRB processes across both campuses.
    • KU-L and KUMC are coordinating the Institutional Review Board implementation. The anticipated go-live date is June 17, 2013.

    KUCR Efficiency: strengthen operations, processes, and overall effectiveness

    • The research award data integrity project is on schedule. The Post-award cleanup team has completed cleanup of NIH and NSF awards. The team is currently working their way through USDE awards.
    • On March 14th RGS kicked off the next phase of evaluating current processes. We anticipate that this process will last throughout the month of April. Process mapping for current state and future state will be conducted for Proposal Services and Contract Negotiations. After the mapping processes are complete RGS will evaluate the current structure of central research administration and work with Huron to implement any changes needed to increase efficiency and service to researchers and administration across campus.
  • March 18, 2013
    March 18, 2013 —

    KU's Research Caliber: strengthen skills, technology, and retaining top performers

    • No new updates

    Pursue System Improvements: implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • No new updates

    KUCR Efficiency: strengthen operations, processes, and overall effectiveness

    • No new updates
  • March 4, 2013
    March 4, 2013 —

    KU's Research Caliber: strengthen skills, technology, and retaining top performers

    • KUCR representatives met with representatives from Perceptive Software to identify documents and processes that can be improved and made more efficient through use of ImageNow software.

    Pursue System Improvements: implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • Training sessions for the Financial Manager's Workbench (FMW) software package have been conducted over the last few weeks. The goal is for FMW to replace departmental shadow systems used to track/forecast sponsored project expenditures as a forecasting/budgeting tool for sponsored projects.
    • The KU-L/KUMC research policy committee has been charged with reviewing all research related policies on both campuses in an effort to identify policies that can be combined. Three policies have been identified, rewritten and are pending approval. Additional policies have been identified and will be rewritten by the committee.

    KUCR Efficiency: strengthen operations, processes, and overall effectiveness

    • The research award data integrity project is progressing as expected. It is anticipated that the project will be completed mid-April. The purpose of the project is to improve the accuracy of research related reporting and metrics by better utilizing delivered functionality in PeopleSoft and creating effective and efficient business processes. The research award data integrity project has focused primarily on two areas thus far: business process redesign and data cleanup planning. This project will greatly increase the accuracy of research related reporting and increase efficiency within the units of RGS.
    • The RGS website redesign was launched on December 27th. The redesigned site utilizes the new KU template.
  • February 17, 2013
    February 17, 2013 —

    KU's Research Caliber: strengthen skills, technology, and retaining top performers

    • No current updates

    Pursue System Improvements: implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • No current updates

    KUCR Efficiency: strengthen operations, processes, and overall effectiveness

    • No current updates
  • February 4, 2013
    February 4, 2013 —

    KU's Research Caliber: strengthen skills, technology, and retaining top performers

    • No current updates

    Pursue System Improvements: implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • No current updates

    KUCR Efficiency: strengthen operations, processes, and overall effectiveness

    • No current updates
  • January 22, 2013
    January 22, 2013 —

    KU's Research Caliber: strengthen skills, technology, and retaining top performers

    • No current updates

    Pursue System Improvements: implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • No current updates

    KUCR Efficiency: strengthen operations, processes, and overall effectiveness

    • No current updates
  • January 7, 2013
    January 7, 2013 —

    KU's Research Caliber: strengthen skills, technology, and retaining top performers

    • No current updates

    Pursue System Improvements: implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • No current updates

    KUCR Efficiency: strengthen operations, processes, and overall effectiveness

    • No current updates
  • December 26, 2012
    December 26, 2012 —

    KU's Research Caliber: strengthen skills, technology, and retaining top performers

    • Nick Stevens will transition from the Office of Research and Graduate Studies to Shared Service Centers beginning January 7th. Kristi Billinger has been named the new Assistant Vice Chancellor for Research and Graduate Studies and will become the goal leader for research administration.

    Pursue System Improvements: implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • The Institutional Review Board system discovery session was completed December 11-12. The Lawrence, Kansas City, and Wichita campuses will utilize this system. The target implementation date is May 1, 2013.

    KUCR Efficiency: strengthen operations, processes, and overall effectiveness

    • The RGS website redesign will launch on December 27th utilizing the new KU template.
  • December 10, 2012
    December 10, 2012 —

    KU's Research Caliber: strengthen skills, technology, and retaining top performers

    • No current updates

    Pursue System Improvements: implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • No current updates

    KUCR Efficiency: strengthen operations, processes, and overall effectiveness

    • No current updates
  • November 26, 2012
    November 26, 2012 —

    KU's Research Caliber: strengthen skills, technology, and retaining top performers

    • The training programs for central staff and the SSCs are still being developed.

    Pursue System Improvements: implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • A group of stakeholders met to brainstorm the feasibility of using the Financial Manager's Workbench (FMW) software package as a forecasting/budgeting tool for sponsored projects. The tool would hopefully provide enough capability to replace departmental shadow systems used to track/forecast sponsored project expenditures.
    • The Institutional Review Board system implementation kickoff is still scheduled for December 11-12.

    KUCR Efficiency: strengthen operations, processes, and overall effectiveness

    • The RGS and KUCTC website redesigns are still in progress. The RGS web redesign is ready for usability and navigation testing.
    • The research award data integrity project has focused primarily on two areas thus far: business process redesign and data cleanup planning. System enhancements have been designed and data cleanup tasks have been identified. The project team is currently developing a plan to implement these changes and when completed, it will greatly increase the accuracy of research related reporting and increase efficiency within the units of RGS.
  • November 12, 2012
    November 12, 2012 —

    KU's Research Caliber: strengthen skills, technology, and retaining top performers

    • As part of the Shared Service Center initiative, several training programs are being developed related to research administration. As these programs are developed, they will be initially delivered to KUCR staff and subsequently to the SSCs.

    Pursue System Improvements: implement tools that increase faculty and administrative efficiency; collaborate with KUMC where feasible

    • The Institutional Review Board system on-site kick-off has been scheduled for December 11th & 12th. The license agreement has been signed.

    KUCR Efficiency: strengthen operations, processes, and overall effectiveness

    • The research award data integrity project has kicked off and is underway. The purpose of the project is to improve the accuracy of research related reporting and metrics by better utilizing delivered functionality in PeopleSoft and creating effective and efficient business processes. This project is anticipated to take 4-6 months.
  • October 1, 2012
    October 1, 2012 —

    KU's Research Caliber: strengthen skills, technology, and retaining top performers

    • A review is currently underway to evaluate the congruency of each campus policy for the Institutional Review Board.
    • Planning for a Customer Relationship Management system for industrial partnerships is underway.

    KU-KUMC Collaboration: pursue system improvements that enhance cross-campus activities

    • No current updates

    KUCR Efficiency: strengthen operations, processes, and overall effectiveness

    • The RGS and KUCTC website redesigns are still in progress.
  • September 17, 2012
    September 17, 2012 —

    KU's Research Caliber: strengthen skills, technology, and retaining top performers

    • Bi-campus planning is still underway to implement Click Commerce for the Institutional Review Board and the Institutional Animal Care and Use Committee.

    KU-KUMC Collaboration: pursue system improvements that enhance cross-campus activities

    • No current updates

    KUCR Efficiency: strengthen operations, processes, and overall effectiveness

    • The RGS and KUCTC websites are still in progress. The RGS website has reached the mid-point milestone with a January 1 target re-launch date.
    • Processes at KUCR are currently being reviewed and redefined based on the impact of the Shared Service Centers (SSCs). The goal is to ensure that all processes are as efficient as possible and that KUCR and the SSCs are well integrated.
  • September 4, 2012
    September 4, 2012 —

    KU's Research Caliber: strengthen skills, technology, and retaining top performers

    • No current updates

    KU-KUMC Collaboration: pursue system improvements that enhance cross-campus activities

    • No current updates

    KUCR Efficiency: strengthen operations, processes, and overall effectiveness

    • No current updates
  • August 20, 2012
    August 20, 2012 —

    KU's Research Caliber: strengthen skills, technology, and retaining top performers

    KU-KUMC Collaboration: pursue system improvements that enhance cross-campus activities

    • No current updates

    KUCR Efficiency: strengthen operations, processes, and overall effectiveness

    • The RGS and KUCTC websites are still in progress
  • August 6, 2012
    August 6, 2012 —

    KU's Research Caliber: strengthen skills, technology, and retaining top performers

    • The conflict-of-interest system will go-live August 3. Campus wide training opportunities will be available and announced in the coming weeks.
    • Bi-campus planning is underway to implement Click Commerce for the Institutional Review Board and the Institutional Animal Care and Use Committee.

    KU-KUMC Collaboration: pursue system improvements that enhance cross-campus activities

    • The committee that was formed to discuss policy and system consistent/collaboration will meet on August 23rd.

    KUCR Efficiency: strengthen operations, processes, and overall effectiveness

    • The RGS and KUCTC websites are still in progress.
    • Pre-Award, Contracts, and Post-Award were reorganized to align with the departmental groupings of the Shared Service Centers.
  • July 23, 2012
    July 23, 2012 —

    KU's Research Caliber: strengthen skills, technology, and retaining top performers

    • The conflict-of-interest system is in the final stages of implementation. The goal is to have the system up by August 3rd.
    • Research File Storage (RFS) was launched. RFS is a platform that provides storage for research related data at a nominal fee.
    • The RFP for Phase II of the Accounts Receivable and Billing project is being drafted.

    KU-KUMC Collaboration: pursue system improvements that enhance cross-campus activities

    • No current updates.

    KUCR Efficiency: strengthen operations, processes, and overall effectiveness

    • The internal structure of RGS is currently being evaluated to ensure integration with the Shared Service Centers.
    • The RGS website revamp is currently in progress. The consultant to revamp the KUCTC website and create a marketing strategy was selected. Initial consultation sessions will begin immediately.
  • June 25, 2012
    June 25, 2012 —

    KU’s Research Caliber: strengthen skills, technology, and retaining top performers

    • The conflict-of-interest system implementation is still in progress.
    • The search for the Director of Research Development is in the interview stage. This position will facilitate the creation of complex, multi-disciplinary research proposals centered on the four strategic initiatives.

    KU-KUMC Collaboration: pursue system improvements that enhance cross-campus activities

    • The budget for the comprehensive research administration system was approved by campus leadership.
    • The bi-campus group outlining systems and data that support research administration at each campus met. The system list and roadmap for each campus was reviewed and partially finalized. The next steps include policy review and data synchronization/alignment to facilitate cross-campus research activity and reporting.

    KUCR Efficiency: strengthen operations, processes, and overall effectiveness

    • The plan to revamp the current RGS website is finalized. The selection process for a consultant to revamp the KUCTC website is in the final stages.
  • May 29, 2012
    May 29, 2012 — KU's Research Caliber: strengthen skills, technology, and retaining top performers
    • The implementation plan for the accounts receivable system is still in progress
    • The conflict-of-interest system implementation has begun. The implementation will continue through mid-July. The communication plan is currently being developed.
    KU-KUMC Collaboration: pursue system improvements that enhance cross-campus activities
    • The budget for the comprehensive research administration system was submitted to campus leadership
    KUCR Efficiency: strengthen operations, processes, and overall effectiveness
    • The RGS Strategic Plan is still in progress
    • A plan to revamp the current RGS and KUCTC (KU Center for Technology Commercialization) websites is being developed. The goal is to revamp the sites through the summer.
  • May 14, 2012
    May 14, 2012 — KU's Research Caliber: strengthen skills, technology, and retaining top performers
    • The accounts receivable consulting engagement is completed. RGS Leadership is currently constructing the implementation plan.
    • The statement of work for implementation of the new conflict-of-interest system has been executed. Implementation will begin immediately.
    KU-KUMC Collaboration: pursue system improvements that enhance cross-campus activities
    • The system and data outline is still in progress.
    • A plan and budget for a comprehensive research administration system that spans both campuses is being drafted.
    KUCR Efficiency: strengthen operations, processes, and overall effectiveness
    • RGS is currently working on the FY2013 RGS Strategic Plan. This plan will address the organizational plans related to operational and process efficiency.
  • April 30, 2012
    April 30, 2012 — KU's Research Caliber: strengthen skills, technology, and retaining top performers
    • The accounts receivable and billing consultant is still on site.
    • Hardware has been ordered for the new conflict-of-interest system. The Master Services License Agreement has been fully executed, which covers all KU campuses.
    • The search committee is being formed for the staff person that will facilitate the creation of complex, multi-disciplinary research proposals centered on the four strategic initiatives.
    KU-KUMC Collaboration: pursue system improvements that enhance cross-campus activities
    • Currently, both campuses are outlining the systems and data that support the administration of research. Once this list is compiled, the executive committee will meet to identify areas where consolidation is possible and those areas that are simply unique to each campus.
    KUCR Efficiency: strengthen operations, processes, and overall effectiveness
    • No current updates.
  • April 16, 2012
    April 16, 2012 —
      KU’s Research Caliber: strengthen skills, technology, and retaining top performers
    • RGS hosted its first Thursday Research Topic (TRT), with these trainings to occur monthly. Additional training opportunities are being created and will be announced as they become available.
    • The accounts receivable and billing consultant is currently on site.
    • The discovery phase for the new conflict of interest system is complete. Hardware acquisition is in process. Finalization of the project scope is nearly complete.
    • KU-KUMC Collaboration: pursue system improvements that enhance cross-campus activities
    • The first meeting of the executive committee related to enhancing cross-campus activities/systems was held.
    • KUCR Efficiency: strengthen operations, processes, and overall effectiveness
    • The metrics initiative is still in progress.
  • March 19, 2012
    March 19, 2012 —
      KU’s Research Caliber: strengthen skills, technology, and retaining top performers
    • A position description has been drafted for a staff person that will facilitate the creation of complex, multi-disciplinary research proposals centered on the four strategic initiatives.
    • A proposal to increase the training and professionalism of research administrators across the campus has been submitted to the Vice Chancellor for Research and Graduate Studies. The proposal is currently being reviewed.
    • The accounts receivable and billing consultant engagement has been scheduled and the resource will be on site April 2 – May 11.
    • KU-KUMC Collaboration: pursue system improvements that enhance cross-campus activities
    • The discovery phase of the Conflict of Interest system has been scheduled for March 20-21. The system will support the Conflict of Interest processes for all KU campuses.
    • KUCR Efficiency: strengthen operations, processes, and overall effectiveness
    • The metrics initiative is still in progress.
  • March 5, 2012
    March 5, 2012 — Technology
    • A bid was awarded for a PeopleSoft Accounts Receivable and Billing consultant. This project will provide a system to ensure the timely and accurate billing of sponsors. The agreement to implement a Conflict of Interest system is still in progress. However, technical and functional resources are already working with the vendor to plan the implementation.
    KUMC Collaboration
    • A meeting has been scheduled with KUMC research leadership to discuss a joint system implementation (Pre-Award, Post-Award, Conflict of Interest, Institutional Review Board (IRB), Institutional Animal Care and Use Committee (IACUC), etc.).
    KUCR Efficiency
    • Senior RGS leadership has created a metric initiative that will measure the effectiveness/efficiency of staff related to most major transaction types (proposals, awards, payables, etc.). The goals of this initiative are: provide RGS staff with productivity targets; build a platform for external stakeholders that provides process transparency (e.g. ability to see where an expense reimbursement is in the approval process); describe seasonal variances for each transaction to level-set expectations.
  • February 6, 2012
    February 6, 2012 —
    • Due to the emphasis on implementation of an electronic research administration system for this initiative, Vice Chancellor for Research, Steve Warren, has named Nick Stevens as the responsible Project Leader.
    • A new electronic Conflict of Interest reporting system is nearing approval for implementation soon.
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