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GCCR PROCESS IMPROVEMENT PROJECT

GCCR PROCESS IMPROVEMENT PROJECT. Implementation. May, 2010. Agenda. Background/Context Overview of Proposed Change Drivers/Benefits of the Proposed Change Implementation Process Timeline Questions. Background/Context.

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GCCR PROCESS IMPROVEMENT PROJECT

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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?

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