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Streamlining GCCR Process Improvements: Implementation Agenda Overview

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14 diapositives · 318 Views · Aug 26, 2014

This agenda outlines the implementation of a streamlined Generic Campus Certification Report (GCCR) process, initiated by the eFECS Process Improvement Team in May 2010. It aims to reduce workload, enhance data consistency, and minimize redundancy. Key changes include transitioning from monthly to quarterly reporting, incorporating posted RST/OSET data, and eliminating non-sponsored project reports. The process will also support a more effective report generation through authorized department roles. Timeline projections highlight rollout actions from June 2010 to January 2011.

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  1. GCCR PROCESS IMPROVEMENT PROJECT Implementation May, 2010

  2. Agenda • Background/Context • Overview of Proposed Change • Drivers/Benefits of the Proposed Change • Implementation Process • Timeline • Questions

  3. Background/Context • Objective: streamlining the GCCR process utilizing the Decision Support Center. • Interim solution/improvement for GCCRs until a future eFECS phase. • A grassroots initiative: • Working under the eFECS Process Improvement Team • A largely unfunded effort

  4. Monthly GCCRs

  5. Current Generic Process • GCCRs distributed by campus mail to Departments. • Department looks up PI for each report. • One copy of report distributed to PIs. • One copy retained in Dept in case the report is misplaced. • PI reviews the report for accuracy. • The signed report is filed in the department.

  6. Why change? • Data consistency • GCCRs and Online FECs (pending) use common data source • Workload reduction • Longer reporting period – fewer certifications • Reduce re-certification effort • Fewer reports to handle • Eliminate redundancy and unnecessary reports

  7. Overview of Proposed Changes • Quarterly reporting vs. monthly 67% reduction! • GCCR will include posted RST/OSET data –recertification no longer required. • Eliminate redundant cert of faculty effort • No GCCRs for non sponsored projects. • New format - one report per PI. • Departments print reports (can select all PIs or selected individuals).

  8. Overview of New Generic Process 1. System generates an email notice to “GCCR Report Generators” with a link to the report 2. Report Generator or other authorized individual in the department prints the reports. 3. Reports are distributed to the PIs. no process change for steps 4 and 5 4. PI reviews & signs the report. 5. The signed report is filed in the department.

  9. Beta Testing • Completed verification of data differences between the old and new reports over the 2009 summer & fall • Beta testers met in March to review the process: 100% said to move ahead! • Beta testers indicated the new process would not require training – a demo and/or a good webpage will do

  10. Beta Test Departments Chemistry CHDD Education Pathology  Information School Psychology Pulmonary & Critical Care/Medicine Genome Science Primate Center

  11. Rollout Process & Timeline June/July: • ASTRA Administrators assign the GCCR Report Generator role to staff member by PUC • GCCR Webpage is launched September: Outreach/Training as required October 2010: first notification that reports for Summer Quarter GCCRs are ready to be printed and processed

  12. The process changes: • Last “old” GCCRs will be printed for the month of June 2010. • No reports for July/August/September • First quarterly report runs in October • Second quarterly report in January 2011 • Questions?

  13. Questions?