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Enhancing Research Support: Office of Sponsored Programs Process Improvements

The Office of Sponsored Programs (OSP) is committed to refining business practices and enhancing process efficiencies to better support University of Washington researchers and scholars. Key initiatives include the streamlining of budget extension requests through a web-based platform, reducing turnaround times and enabling paperless processing. Additionally, the Clinical Trial Process Improvement aims to decrease subject enrollment times to 90 days. Future objectives include further efficiency measures in system proposal submissions, award processes for clinical trials, and enhanced tracking systems.

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Enhancing Research Support: Office of Sponsored Programs Process Improvements

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  1. Office of Research: Sponsored Programs Examples of Key Process Improvement Initiatives February 5, 2009

  2. GOAL: • THE OFFICE OF SPONSORED PROGRAMS IS IMPROVING BUSINESS PRACTICES AND GAINING PROCESS EFFICIENCIES IN ORDER TO IMPROVE SUPPORT TO RESEARCHERS AND SCHOLARS ON THE UW CAMPUS

  3. Process Improvements • 21 On-going Initiatives: • Categories: • Priority Ongoing Process Improvement Initiatives • Long Term Process Improvement (SPAERC/SAGE) • Business Practice Modifications (File Mgmt) • Tools and Materials Development (Master Agreement list)

  4. Budget Extensions • For no-cost and cost extensions or supplements. • Anticipated date, April, 2009 • Web-based for easier access and processing • Request will go to OSP for approval • Flow down responsibility • Combines three budget actions into one form and process.

  5. Budget Extension Process: Anticipated Outcomes • Much faster turn around time for requests for no-cost extensions and supplements • Paperless: cost saving on materials • Fewer duplicated efforts • Lower workload for dept administrators/GCA and OSP

  6. 2. Clinical Trial Process Improvement • Goal: decrease time to enrollment of subjects to 90 days. • Led by Richard Meisinger • Exec. Sponsors: Dr. Mary Lidstrom, Dr. John Slattery and Kathryn Waddell • Completion date: Winter 2010 • Cross campus participation (SOM, HSD, OSP, Health System)

  7. Clinical Trials Anticipated Deliverables • Firm plan to reduce time to enroll patients • Clinical Research Handbook • A plan, consistent with the Roadmap, for a tracking system to monitor status/location of a proposal in the pipeline • Enhanced knowledge of process, timelines and responsibilities

  8. What is Next in OSP? • More Efficiency Improvements in Process • System 2 System proposal submission (Grant Runner) • Revised award process for clinical trials • VA contracts processing and tracking • Intranet re-design • Extranet re-design • Sub-contract processing • Non-federal Model Documents Reference • Master Agreement tracking and posting • “Expert” list compiled and posted • Review of F&A Waiver Request Process

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