Sponsored Programs and Research Compliance System (SPARCS) Kick-Off Meeting March 6, 2013

1. Sponsored Programs and Research Compliance System (SPARCS) Kick-Off Meeting March 6, 2013 Presenters: Ann Mathias, Office of Research Integrity and Compliance Jeff Abels, Office of Sponsored Programs Krishna Meringenti, Computing Services

2. SPARCS Sponsored Programs And Research Compliance System

3. Agenda

4. Background • Sponsored programs activities account for approximately 37 percentof CMU’s fiscal year 2013 revenue. • Sponsored Projects Exchange (SPEX) currently supports Carnegie Mellon University’s sponsored programs activities including: proposal development and submission, award management, and some research compliance activities. • The technology utilized by the federal government for grant/contract proposal, award, compliance and reporting is considerably more sophisticated than the current SPEX system.

5. SPEX Limitations

6. Opportunities • A new system will afford CMU many opportunities: • Re-engineer current business processes • Improve process efficiencies • Meet and keep pace with regulatory requirements • Improve communication with the research community. • Incorporate new technologies

7. Project Phases • Discovery Phase: January 2013 – June 2013 • Implementation Phase: July 2013 – June 2015 • Today’s focus on Discovery Phase

8. Discovery Phase Scope & Objectives • This project is intended to develop an integrated system that supports CMU’s sponsored program functions. • Establish a project governance structure • Solicit input from business and technical stakeholders • Develop a requirements document based on input from stakeholders • Draft a formal Request for Proposal (RFP) document. • Identify, evaluate and select a solution that fits CMU’s unique requirements.

9. Discovery Phase Scope & Objectives, continued • Identify the necessary resources. • Outline a secure and trusted IT environment that fosters collaboration. • Address integrations with the Oracle Financial system, HRIS Workday system, and other CMU systems. • Complete Discovery Phase by June 30, 2013

10. Survey • Purpose • Solicit input from users • Solicit volunteers • Early February 2013 survey sent to multiple distribution lists

11. Survey Respondents

12. I think the following research administration functions are important and should be included in a new system:

13. Some systems are difficult and/or costly to modify to match current university practices and processes. In choosing a new system we should:

14. Discovery Phase Committee Structure Executive Steering Committee (ESC) Dave Dzombak Steve Huth Lynn Young Ann Mathias Jeff Abels Krishna Meringenti Project Steering Committee (PSC) Ann Mathias– ORIC Jeff Abels – OSP Krishna Meringenti - CS System and Reporting (SR) Leadership Committee PSC, OSP, ORIC, Computing Services, Financial Systems, and Campus Stakeholders Research Compliance (RC) Leadership Committee PSC, OSP, ORIC, and Campus Stakeholders Infrastructure (I) Leadership Committee PSC, Computing Services(ISO,SAIS,AC, Architecture, Contract) Campus Stakeholders Pre-Award (PA) Leadership Committee PSC , OSP, ORIC, and Campus Stakeholders RC Project Team Committee PSC, ORIC, OSP, Business Managers, Researchers PA Project Team Committee PSC, ORIC, OSP, Business Managers, Researchers SR Project Team Committee PSC, ORIC, OSP, FS, SPA, Business Managers, Researchers IProject Team Committee PSC, Computing Services(ISO,SAIS,AC, Architecture, Contract, PPMO) Campus Stakeholders

15. Project Time Line Governance Model High Level Requirements RFPs & Demos Select Solution Test & Validate Pass Two Analysis Design Pass Three Development Go Live Training, Deploy & Go-Live Go-Live Validation Go-Live Feb 2013 June 2013 June 2015

16. Project Assumptions

17. Stakeholder Participation • System stakeholder participation is vital to successful select and deploy SPARCS. • Stakeholders will be solicited to participate in: • Discovery Phase • Requirements Gathering Committee Meetings • Vendor Demo and Analysis • Implementation Phase • Project Committee Meetings • Testing

18. Reminders • Functional Requirement Gathering Meetings will be held: • Tuesday March 12th, UC Rangos 1 & 2, 1:00-2:30pm • Thursday March 14th, UC Rangos 1 & 2, 1:00-2:30pm • Topics covered will be proposal development, budget development, award, negotiations, research compliance, reporting, and system integration. • Technical Requirement Gathering Meeting • Wednesday March 13th, 4pm

19. Reminders, (continued) • Vendor Demos are planned for April 2013 • Please make sure to put your name on the sign-in sheet

20. Comments & Questions ?

21. Contact Us • The SPARCS Project Team: Ann Mathias, Office of Regulatory Integrity and Compliance Jeff Abels, Office of Sponsored Programs Krishna Meringenti, Computing Services • The SPARCS Project Team e-mail: sparcs@andrew.cmu.edu • SPARCS website coming soon

23. Modules • Proposal and Budgeting • Award & Subaward • Negotiations & Tracking • IRB • IACUC • COI • Reporting & Communication • rDNA (outside original scope)

24. Vendors Selected • Selected based on modules available • Experience within the market segment • Top solutions utilized by peer institutions