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Published byColin Fudge Modified over 9 years ago
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Data Analytic Legos® Building Blocks for Meaningful Research Administration Data
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Presenters William Mitchell, MPSA Supervisor, Systems & Reporting Sponsored Projects Administration Jodi S. Ogden, MBA, CRA Associate Vice President Sponsored Projects Administration
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Purpose How do you craft data and reports in research administration that are meaningful to university leadership, departmental administrators, and yourself?
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Agenda Data resources Past sponsored projects reporting Current sponsored projects reporting Get the conversation started Question and answer
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Data Resources
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SPAR Database Sponsored Project Activity Record Homegrown preaward database All sponsored projects recorded –Grants, Contracts, Subcontracts, Non-mon Over 30 years of data Proposals, Awards, Subcontracts Entire lifespan of the project
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SPAR Database
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Technical Details –25 separate record tables –Approximately 175 data points/single year –Hosted on an Oracle platform –Queried using Oracle SQL interface –33,200+ Project records –42,700+ Proposal records
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Other Resources Financial Management Systems IRB submission/approval system Effort reporting system Ad hoc data sets
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Past Reporting
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Past Reports Static Excel award and proposal reports –Manually created –1+ hour per report –12 queries per report –Aggregate data Little analysis of data Unable to quickly answer questions
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Data points Award/Proposal Amounts (Direct, Indirect, Total) by School Number of awards/proposals Types (Contract, Grant, Subcontract In/Out) Fund source (Federal, State, Local, Private) Number of non-monetary awards
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Past Reports Graphic provided at conference
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Who used it and how? Excel reports sent to small group –Finance & Business Services –Research Affairs Mostly an FYI –Some decision-making
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Current Reports
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Award/Proposal reports Federal award reports School level reports Department/division level reports SPA internal workload reports
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What changed? Change in thinking –Dollar decrease after ARRA –Data oriented President Shift from aggregate one-off data points Detailed data kept for future reports –Data for fiscal years 2006-current –Largest dataset contains 11,000+ rows
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What changed? Data visualization software used Reporting much less manual –20 minutes –1 query per report Built in analysis on the page Quickly provide answers to questions
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What changed? New reports provide context Color used to highlight points Additional crosstab analyses
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Award Reports Graphic provided at conference
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Proposal Reports Graphic provided at conference
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Who uses them now? Original group –Finance & Bus Services –Research Affairs Expanded group – President – Faculty Chairs – Faculty Reviewers – Administrators – Development – Governmental Relations – Directors of Management Operations – Financial Decision makers – Sponsored Projects Administration Leadership – UT System Governmental Relations
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Additional Reports Successful transition caught attention Outside requests for reports increased School level detail requested –Faculty trends and analysis Additional data sources used –Project Expense data –Internal workload data
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School Reports Graphic provided at conference
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Internal Workload Reports Graphic provided at conference
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Internal Workload Reports Graphic provided at conference
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Starting the Conversation
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Key Points Identify a champion –Director or Vice President Broadcast the availability of data –Management meetings –AURA bimonthly meeting –In conversation –Internal news blast
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Key Points Be willing to expand reports –Accept ad hoc requests –Volunteer to provide at every opportunity Craft useful metrics Gather feedback from users
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Questions
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Thank you! William Mitchell William.H.Mitchell@uth.tmc.edu 713-500-3374 Jodi S. Ogden Jodi.Ogden@uth.tmc.edu 713-500-3968 Direct 713-500-3999 Main
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