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R esearch A dministrative M anagement S ystem

R esearch A dministrative M anagement S ystem. RAMS. - Goal 1 -. Provide field with tools to manage protocols, personnel, budgets, and laboratories in order to increase compliance, efficiency, and accuracy. Reduce the burden of regulatory oversight on the research service by:.

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R esearch A dministrative M anagement S ystem

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  1. Research Administrative Management System RAMS

  2. - Goal 1 - Provide field with tools to manage protocols, personnel, budgets, and laboratories in order to increase compliance, efficiency, and accuracy. Reduce the burden of regulatory oversight on the research service by: • making it easier to keep track of research, and • making it easier to generate the needed documentation.

  3. - Goal 2 - • Provide ORD with tools to monitor and report on research activities. • Increase the accuracy and speed of reports by: • improving the accuracy and timeliness of data that is input by the field, and • improving the reporting systems used to retrieve that data.

  4. How We Started • Grassroots movement request for a system • Mandate from ORD • Surveys of the existing systems • Compiled comments from the field regarding desired features • Focus group with ORD • Visited four working systems and compared features • Consulted subject matter experts regarding feasibility and projected time and effort to develop

  5. What might this system look like?

  6. Personnel (HR data, training, WOC, Scope) Projects (approvals, JIT, abstracts) Budget ORD Report writer RAMS Committee Review (members, minutes, on-line submission) Space Vivarium (census, billing) R&D IRB IBC IACUC SRS Optional modules

  7. How do we get there?

  8. Time-money Bells and whistles (wants vs needs) Local customization Cold Hard Truth Money Time

  9. Draft of project– dates are estimates April - July 2010 Documentation of existing Palo Alto and Atlanta systems and reduction into cross-functional diagrams Aug - Dec 2010 Field expertise workgroups meet to review: Is this how things work in the office? Is this how things should flow? What variants to accommodate? Need for new guidance from ORD? ORO & ORD workgroups also review Field is cleaning data & readying it for migration Technical design & programming 3+ yrs ? Field test and data migration Final revisions Deployment Plan and training

  10. How to collect input from prospective users in the field?

  11. Impact of RAMS • Centrally funded & supported for everyone • Meets regulations & provides consistency for oversight reviews • Facilitates training and succession • Cleaner data for ORD • ORD can assemble reports rather than send data calls to field • Lose local flexibility • Won’t accommodate all permutations of research offices • Cannot interface with all affiliate systems (e.g. IRB, IACUC, financial). Some material will still have to be copied over. • May codify processes that are best left open • All field offices will be obliged to use this system for input of core data. Hopefully it will be so helpful, you will want to use it

  12. But we need short term solutions, too

  13. ePROMISe will continue and is being upgraded to increase functionality There are Access-types database that track personnel, training, WOC dates, protocol review, and renewal dates RCMS (Atlanta) MIRB eProtocol Boston’s Sharepoint

  14. How can we facilitate lines of communication ?

  15. We have a WIKI page inside VA firewall that could be used to share ideas

  16. Research Administrative Management System From the field, by the field, for the field…. so that the field will not perish… and ORD will benefit too

  17. Comments, please

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