1. SUNY PreAward and Compliance System (PACS)
Dr. Hao Wang, VP and CIO
Robert Mason, Sr. Dir. Grants and Contracts
Lisa Gilroy, AVP, Binghamton University
Adrienne Bonilla, AVP, University of Albany

2. Project Description Multi-year project; estimated cost of $6.2 M
Implement Pre-Award and Compliance System (PACS) for all state operated campuses
Automate core business processes for pre-award and compliance
Improve functionality
Integrate with post-award, HR and finance applications

3. Objectives and Approach
Assist PIs, faculty, campuses and RF to:
Create and submit more high quality, compliant, potentially bigger and multi-disciplinary grant proposals
Meet federal and state regulations
Adhere to RF policies and procedures
Support future decisions to target SUNY investments

4. Shared Project Governance
Strong communications, stakeholder engagement, transparency and SUNY-wide collaboration
Tier 1: Steering Committee — Provide leadership and make key strategic decisions
Tier 2: Project Leadership Committee — Make day-to-day operation decisions for the project; provide collective advice to the Steering Committee
Tier 3: Subcommittees — Process Reengineering
Pre-Award and Grants Management; Regulatory and Research Compliance; Data Management and System Integration;

5. Tier 1: Steering Committee
Dr. Alexander Cartwright (or his designee), Executive Vice Chancellor and Provost, SUNY;  Interim President, Research Foundation for SUNY
Dr. Stewart Bloomfield, Associate Dean for Graduate Studies and Research, College of Optometry
Dr. David Conover, Vice President for Research, Stony Brook University
Dr. James Dias, Vice President for Research, University at Albany
Dr. Edward Herran, Director, Grants & Contracts Financial Administration, Purchase College
Dr. Michael Liehr, Vice President for Research, SUNY Polytechnic Institute
Dr. Bahgat Sammakia, Vice President for Research, Binghamton University
Garrett Sanders, Executive Vice President and Chief Operating Officer, Research Foundation for SUNY
Dr. Ken Tramposch, Associate Vice President for Research, University at Buffalo
Dr. Hao Wang, Vice President and Chief Information Officer, Research Foundation for SUNY

6. Tier 2: Project Leadership Committee
Sponsored Program
Directors
Compliance
Campus Information
Technology and
Informatics
University College
Research Council
(UCRC)
Members
Barry Gell (Cobleskill)
Members
Lisa Gilroy (Binghamton)
Lydia Chabza (SB)
Mary Kraft (UB)
Brad Bermudez (UB)
Adrienne Bonilla (Albany)
Jennifer Rudes
(Upstate)
Members
Joshua Toas (CO)
Adrienne Bonilla (Albany)
Kyle Mann (UB)
Judy Matuk (SB)
Robert Quinn (Upstate)
Sharon Levine-Sealy
(Downstate)
Members
Adnan Rangwala (SB)
Tom Wendt (UB)
Don Artz (ESF)
Sharon Levine-Sealy (Downstate)
Elliot Feder
(Downstate)
Donna Scuto
(Buffalo State)
TBD (SB)
Operations
Managers
Central Office
Project Team
Chair: Hao Wang
Co-Chairs: Lisa Gilroy
Tom Wendt
Members
Paul Parker
(Binghamton)
Chris Waller
(SUNY Poly)
Catherine Hoselton
(New Paltz)
Members
Carol Berdar Liz Piga
Paul Manley Scott Shurtleff
Robert Mason Alan Tosi
Gayle Noel Hao Wang
John Paris Min Yu

7. Regulatory and Research
Tier 3: Subcommittees
Request For Proposal
(RFP)
Subcommittee
Pre-Award and Grants
Management
Subcommittee
Regulatory and Research
Compliance
Subcommittee
Data Management
Subcommittee
System Integration
Subcommittee
Chairs
Robert Mason (CO)
Dave Martin (CO)
Chairs
Lisa Gilroy(BU)
Lydia Chabza (SB)
Chairs
Adrienne Bonilla (UA)
Judy Matuk (SBU)
Kyle Mann (UB)
Chairs
John Paris (CO)
Don Artz (ESF)
Don Herzog (UB)
Chairs
Paul Manley(CO)
Susan Herrmann (UA)
Don Lavelle (SBU)
Tom Wendt (UB)
Team Members
Team Members
Team Members
Team Members
Team Members
Central Office
Carol Berdar
Paul Manley
John Paris
Liz Piga
Hao Wang
University at Albany
Adrienne Bonilla
Binghamton University
Tanja deMauro
Lisa Gilroy
Stony Brook University
Lydia Chabza
Mike Ospitale
Adnan Rangwala
University of Buffalo
Tom Wendt
Downstate Medical
Sharon Levine-Sealy
Elliot Feder
Joseph Barabino
Upstate
Jennifer Rudes
ESF
Don Artz
Buffalo State
Carol Darstein
Central Office
Paul Manley
Robert Mason
Scott Shurtleff
University at Albany
Adrienne Bonilla
Jason Maloney
Beth Large
Tam Sayer
Stony Brook University
Adnan Rangwala
University of Buffalo
Tom Wendt
Mary Kraft
Downstate Medical
Sharon Levine-Sealy
Robin Nesby
Joseph Barabino
Upstate Medical
Danielle Doll
ESF
Lisa Schwabenbauer
Buffalo State
Carol Darstein
New Paltz
Carrie Corti
Cobleskill
Barry Gell
Oswego
July Marte
Central Office
Carol Berdar
Binghamton University
Lisa Gilroy
Downstate Medical
Sharon Levine-Sealy
Joseph Barabino
Upstate Medical
Robert Quinn
Marti Benedict
Buffalo State
Gina Game
Optometry
Dipali Dave
Eric Samonte
System Admin
Nedra Abbruzzese-Werling
Central Office
Kelly Kowalski
University at Albany
Jason Maloney
Todd Remkus
Terrell Rabb
Pat Zeccolo
Binghamton University
Tanja deMauro
University of Buffalo
Tom Wendt
Stony Brook University
Lydia Chabza
Adnan Rangwala
SUNY ESF
Cheryl Liptak
Upstate Medical
Stephen Rusinko
Downstate Medical
Sharon Levine-Sealy
Joseph Barabino
Buffalo State
Donna Scuto
Central Office
Anna Hartz
University at Albany
Dan Whaley
Binghamton University
Tanja deMauro
Stony Brook University
Adnan Rangwala
Downstate Medical
Sharon Levine-Sealy
Joseph Barabino
Upstate Medical
Terry Wagner
Buffalo State
Peter Reganti
Quality Assurance
Subcommittee
Chairs
Emily Kunchala (CO)

8. Open and Transparent RFP

9. Faculty and Campus Engagement
Two rounds of product demos were administered for top two vendors;
49 faculty, 86 administrators, and 14 campuses submitted scores for each vendors;
Leadership teams from top two vendors were interviewed by PACS steering committee, comprised of system-wide campus leadership

10. Strength of Vendor Selection
Huron’s commitment to deliver the work clearly defined in our RFP
Capability of Huron leadership team
Commitment to
Support for third party cloud implementation
Training at a large scale at an accelerated pace
Responsiveness of support during and after the implementation
Integration with funding opportunity with proposal development
Next Steps:
Contract negotiation to be concluded by late April 2015
Project is expected to start on May 4th, 2015
Pilot implementation for SBU and UB by June 15th, 2015
QA Contract for Independent validation and verification

11. Tentative Timeline

12. Necessary Campus Staff Commitment
University Centers and Medical Centers:
Full implementation—re-engineering current process
Pre-Award: ~1 FTE
Compliance: ~1 FTE
IT: ~2 FTEs – 1 business analyst, 1 technical person
Other campuses:
RF Central Office will perform the full implementation
Campus staff members will be required to attend committee and subcommittee meetings, review documents, and provide feedback

13. Training for Success Train the system configurators
Implementation Team Members
Introduction to Workflow (3 days)
Advanced Reporting (On-line Course)
Building Forms with Click Grids (2 days)
Advanced Workflow Configuration (3 days)
Train-the-Trainer Sessions
Compliance and Sponsored Program Staff
IRB Administration (1 day)
COI Administration (.5 day)
Grants SF 424 Administration (.5 day)
Agreements Administration (.5 day)
IACUC Administration (.75 day)
Bio-Safety Administration (.5 Day)
Faculty and Coordinators
IRB for End Users (1 hour)
COI for End User (1 hour)
Grants SF 424 for End User (1 hour)
Agreements for End User (1 hour)
IACUC for End Users (1 hour)
Advanced Grants for End Users (1 hour)
Bio-Safety For End Users (1 hour)
Best Practices
Intro to Click Portal (2 hours)
IRB Best Practices (2 hours)
COI Best Practices (2 hours)
Grants Best Practices (2 hours)
Agreements Best Practices (2 hour)
IACUC for End Users (2 hours)
Bio-Safety Best Practices (2 hours)
Train the system configurators
Train the project leadership team
Train the trainers
Train the key influencers
Train the end users
Develop and distribute self study and self help via multiple channels

14. Robust Communications Throughout
Communication Tool
Frequency
Audience
Meetings
(Scheduled by SUNY PACS Team)
Weekly (Tuesdays)
Central Office PACS Team (IPACS)
Weekly (Wednesdays)
IPACS Communications Team
Weekly
Nccit
Huron
Monthly
Tier 1: Steering Committee
Semi-annually – In Person
Tier 2: Project Leadership Committee
Monthly – WebEx/CMR (2nd Thursday)
Tier 3: Subcommittees (independently)
As needed
All Stakeholders
Websites
RF Public Website (SUNY PACS box)
As appropriate
myRF SUNY PACS Page
Daily
SUNY PACS Project Team
eNews
SUNY PACS Newsletter
Research Foundation Status Report
Vice Presidents for Research, RF Operations Managers, SUNY System leadership, RF Board of Directors and all central office employees
Project Health Report
President’s Council, Management Council
Communication Tool
Frequency
Audience
Meetings
(Scheduled by Others)
2x/year
Sponsored Programs Focus Group (SPFG)
University College Research Council (UCRC)
Monthly
Operations Managers
Bi-monthly
Vice Presidents for Research
Central Office Floor Talks
Intermittently
Pre-Award Focus Group
Data Management Focus Group

15. Q&A with key leaders for the project
Robert Mason, Sr. Dir. Grants and Contracts
Lisa Gilroy, AVP, Binghamton University
Adrienne Bonilla, AVP, University of Albany