1. Executive Steering Committee May 2, 2012
Today’s Agenda
Introductions
eRA Rationale
eRA Background
eRA Vision and Scope
eRA Project Updates
eRA Next Steps
Executive Steering Committee
May 2, 2012
CHERYL
Thanks for joining us as a partner on the eRA executive Steering Committee.
The eRA project is one the largest and most influential projects for the research enterprise
Partnerships is one of the major themes of eRA project and our presentation today.
Special thanks to ITS and Mike Noel for being a strong partnership through the transition and pre planning aspects of the project
Jordan comments – as executive sponsors
Steve comments – as executive sponsors

2. Rationale
The research enterprise is increasingly critical to the University’s mission.
Federal regulations for fiscal and regulatory accountability have strained the research compliance environment across all units.
Investments in electronic systems and research administration staff have not kept pace with the growth of sponsored research.
There are significant strategic, financial, compliance, and reputational risks in mismanagement of sponsored research.
Renewing The Iowa Promise Recommendation:
Implementation of a robust and integrated research information system for pre- and post-award administration.
An integrated system would simplify the processes and reduce the amount of effort required for grant management and administration.
CHERYL
Increasingly competitive funding landscape requires that we are effective and efficient in facilitating a strong research enterprise =
eRA is of one many interlocking initiatives
Other Examples - Research Handbook, Easy to Navigate Research Administration websites (consistent look and feel), faculty orientation and training, communication strategy)
Research 450 plus million dollar enterprise
Increase in fiscal and compliance regulations
ARRA reporting and COGR document on compliance changes over a 20 year period (over 60 major changes)
Funding climate has changed and for faculty to remain competitiveness
competitive landscape for Faculty and researchers
efficient and effective administrative processes.
expect to submit more grants in order to maintain level of funding
Year to date numbers are up 5%
Funding down ~10%
Risk Management - Significant institution exposure, risk, and liability with sponsored research

3. Background
VPR & ITS partner to evaluate the research administrative systems
Internal and external review of systems, services and organization
Performed an extensive evaluation of vended and open/community source solutions
Recommendation
Based on functionality, implementation costs, change management issues, and timeline we selected a best of breed approach leveraging existing or available systems
MIKE
Have been working on this since 2010
Extensive due diligence,
very similar to process we’ve used in selecting other major systems –
3 consulting engagements with 2 different firms – including a fit/gap analysis
Reviewed 2 commercial and 1 open source solution
Attended user group meetings/conferences and CIC Conferences
Talked with 10 universities – Chicago, Indiana, Michigan, Boston University, Cornell, Arkansas, West Virginia, Arizona, Colorado and Iowa State
Based upon all our investigations, research and analysis –
there wasn’t one system that could provide us a solution
we believe that enhancing and extending our existing environment is the best solution
Improvements, enhancements, and extensions can be made in cost effective manner that limits change management and reduce administrative burden

4. Vision
An innovative system that will transform research administration and enhance the University’s ability to procure, administer, and monitor research grants and contracts.
MIKE
Vision/Goals handout
Collectively we arrived at the eRA vision and associated goals
Key themes –
Engagement, collaboration, partnerships
Partnerships between -
Research Administration and faculty/PIs
Research admins and Central Units
Advisory Groups
Central Units
Integration, transparency
Process improvement, increasing effectiveness and decreasing burden and processing times
Encourage feedback to accomplish the continuous quality improvements.

5. Researcher Administrators
Key Partnerships
Provost Office
MIKE
Partnerships and relationships are critical success factors for the eRA project
There are more –
Research Council
eResearch
Research Administrators
Assistant Deans for Research
Faculty &
Researcher Administrators

6. Scope The scope of eRA is composed of four subprojects:
Animal protocol and regulations
Conflict of interest
Pre-award
Research portal
MIKE

7. Developed Project Documents
Early Project Success
Restructuring of Research Information Systems (RIS)
New focus on application development and eRA
Centralized VPR server, desktop, and helpdesk support to ITS
Joint reporting relationship between AIS and VPR
Resources
November JJ Jimenez new RIS Director hired
6 Developers hired over the last 9 months
2 Technical leads hired since January 2012
Strategy and Planning
CHERYL
Restructuring RIS – Partnership with ITS
Leverage central services for server management and desktop support
Dedicated webmaster – leveraging Drupal Service
Joint report to AIS
RIS – Focused Effort on Application Development = eRA
JJ = New leadership and development resources (strong pools of IT applicants)
Significant time spent exploring the options and determining the solution
September 2011 – eRA solution strategy and evaluation process retreat
November Developed high-level plan
Spring Developed eRA Project vision, governance, charter, budget and funding plans
eRA Strategy Retreat
Sept 2011
High-level Plan
Nov 2011
Developed Project Documents
Spring 2012

8. 6194 individuals ( 81%) have completed disclosure forms
eCOI
eCOI Vision – Consolidated Electronic Disclosure System
Key Partnerships – UIHC COI, Continuing Medical Education, Provost Office, COI in Research, and RIS
Solution Evaluation and Decision – Em0ry University (CTSA) Open Source Software
6194 individuals ( 81%) have completed disclosure forms
Fall 2011
Winter 2011
Spring 2012
JIM
Consolidating COI reduces administrative burden for Research and central offices
Partnerships critical in consolidating COI disclosure
Anticipated new regulations and selected the Emory’s open source system that was made available from their CTSA
In about 3 months we were able to install, configure, customize and integrate the system
Summer 2011 – Solution Evaluation and Decision – Em0ry University (CTSA) Open Source Software
Sept New Federal Regulation- COI in Research (by Aug 2012)
Oct COI Internal Audit Recommendations
Nov Project Charter completed & project leadership team formed
Dec – Begin eCOI modifications, enhancements, & integrations
March 2012 – Phase I launched in UI Health Care
April eCOI Team recognized with an IOWA award
April Phase II and III planning and development
New Regulations Released
Leadership Team Formed
Project Charter Complete
Begin eCOI
Development
Phase I Launched
IOWA Award Received
Phase II Begins

9. Animal Research Fall 2011 Winter 2011 Spring 2012
A Comprehensive Animal Research Compliance Vision
Create an electronic animal(use)protocol (eIACUC)
Integrate animal operations system with eIACUC
Vision vetted with senior faculty
eIACUC solution leveraging electronic (Hawk) IRB application
Early Project Success
Fall 2011
Winter 2011
Spring 2012
eIACUC Kick Off Retreat
Fit Gap Analysis
JIM
ARIS is a software solutions that inventories, tracks and bills for animal care costs.
Technical Proof of Concept
Technical Architecture Discussions

10. Pre Award Summer 2011 Fall 2011 Winter 2012 Spring 2012
Preliminary Pre-award Vision – Enhance existing UIRIS to:
Provide better integration with other research administration applications
Increase efficiency of electronic processes
Provide greater transparency in review/negotiation process
Improve quality of data and reporting tools
Allow for electronic document retention
Early Project Success
Summer
2011
Fall 2011
Winter 2012
Spring 2012
eRouting Form released
Concluded Contracts Log
Reporting Pilot
JENNIFER
August Electronic Routing Form release
- Consolidation of CTA and Contract Logs
Sept – Pre/Post award integration points & business process workflow
Oct Fit Gap Analysis
Jan Reporting/Data Enhancements pilot
April Kick Off Retreat
May 2012 – Transition paper routing to UIRIS 3
Fit/Gap Analysis
Pre/Post award integrations
Business Process Flow
UIRIS3 Paper Routing
Kick off Retreat

11. A window into Research Administration
Portal
A window into Research Administration
Research Portal
Animal Protocol
COIR
Pre-Award
Post-Award
Grant Bulletin
EHS
Human Subjects
Messaging
Training
Reporting
Handbook
Websites JJ
We’ve covered most of the scope of the project at this point: COIR, Animal Protocols, and Pre-Award.
What really brings all of those things together is the Research Portal.
Portals are a window to services. The quality of the portal is a function of the significance of the content and services and the integration between those services.
Our research portal will bring together training, reporting, form tracking, funding sources, and the researcher handbook as well as being a platform for communicating with researchers.
Researchers will find information that is relevant to them. Not only links to other systems but direct access to information from each of our projects including conflict of interest and Pre-Award.
The Portal will be a visible manifestation of our goal of tightly integrating the components of the eRA system into a comprehensive and efficient tool for facilitating research.

12. Institutional Investment
The initial 5 year total cost of ownership estimate is approximately $4.6M.
The majority of budget supports functional backfill and recurring technical staff costs, but also includes hardware, software, and training
VPR has committed to fund $2M project cost through patent and license revenues
Central Administration has agreed to fund remaining project implementation costs
Need to develop post-implementation project funding model
CHERYL
We anticipate three year implementation with functionality to be to phased over that time period
5 year TCO includes post implementation support
VPR and Central Administration partnership on funding
Need to determine post implementation funding strategy

13. Next Steps Project Planning & Infrastructure Goals
Develop high-level project roadmap
Begin campus communication campaign
Complete RIS staffing plan
Training for RIS staff and project leaders
Create Project Web Site
Project Specific Goals
eCOI – complete Phase II by Aug. 2012
Pre-award – focused effort on non-monetary routing form
Animal Research – Ongoing faculty input on concept, structure, operation
Portal – Form Portal Advisory Committee, identify integration points, and integrate reporting tools.
MIKE
That is current status
Going forward focus on the project plan and roadmap, communications and staffing
We know that lots can happen over a 3 year project so we’ll plan now and then expect to re-plan as environment and priorities change
From a module perspective – (as the slide reads …)

14. Engagement
What Research Administration business processes would you target for reengineering?
How would you reduce administrative burden?
Help to identify Advisory Group Members
Portal Advisory
eRA Advisory Groups
CHERYL /MIKE
Trusting Partnership between research administrations, faculty and administrators is a key to success in the entire enterprise.
VPR organization is committed to CQI/business process improvement and we need feedback from all stakeholders
Helping Identify key faculty and staff in your areas to guide and advise on
the broader eRA project
Portal