1. Research Data Integration & Access Northwestern University April 2005 S N U P E R

2. The Plan History Purpose Requirements Deliverables Timeline Architecture Software Development Budget Organization Challenges

3. Status

4. The Team Project DirectorCandice Poolman Technical LeadKevin Hanrahan Business LeadAndrew Ludington Senior DeveloperRob Loren DeveloperIshrath Fatima DeveloperPatricia Rajamanickam DeveloperSudarshan Krishnaprasad DBAKurt Peight Business AnalystDerek Kozlowski

5. A Historical Perspective – Research Awards 1999 2000 2001 2002 2003

6. Why?  No current data integration across areas of research with a single sign- in  Researchers have limited access to research information for management decisions  No current integration to insure compliance  Need to respond to audits and information requests is growing  Increasing regulatory burden makes accurate and timely information essential  The Huron Report (2003) recommended ‘user-friendly on-line access to reports and data to integrate financial, human resources, student and research information’

7. Requirements

8. œDevelop a web-based tool that will provide faculty and administrators with access to research data from existing and planned systems Integrate financial, human resources, student, and research data and research administration applications Improve access to information for planning, analysis and management decision making Purpose

9. Requirements Phase I Goal: To present data from based on an account-centric model (PIs’ view of their grant accounts*). Provide an access point to human subjects and animal care protocols Phase II Goal: To present additional data and provide ability to report on “projects” (roll-ups of associated accounts), based on a project-centric model. Provide more robust query and report capability. Phase III Goal: provide enhancements, maintenance To provide enhancements, maintenance and additional functionality to the system

10. Deliverables

11. PhaseSystems/Data I CUFS -- budget, expenditures, encumbrances, F&A, payroll summary HRIS -- funding, salaries, encumbrances, contract period NUORISN -- biographical info, proposal and award info SES -- student data, tuition by student, tuition summary NUIRBS -- human subject info (no integration, access to data) SIRIUS -- animal information – protocol, per diem, rates, billing data (no integration, access to data) II HRIS -- appointment info, effort certification, visa information, employment status Effort -- committed effort, certified effort (future/planned systems) Sub-contract Database -- subcontract info III Internal Service Providers -- internal charges For Possible Future Consideration: SPA – financial reporting due dates, invoice due dates SIMS – rooms / labs assigned to PI’s Other related systems

12. Phase I CUFS Reports (NG32) CUFS Reports (FM162) HRIS LDAP identity Integrated Research NUORISN Views and Reports Projects Pre- and post-award data Payroll detail & other HRIS data Expenditure detail data (e.g. PD, PV, IV, JV, TV) Account profile & expenditure summary data SES Report (RAS ) Tuition charges to accounts by student Access/security

13. Architecture

14. “The Cutting Edge” œThree Tier œWeb Based œJava œOracle œEvery Computer œEvery Browser

15. Architecture Web Browsers Web Servers Application Servers Database Servers

16. Software Development

17. Waterfall Method Classical systems development is known as the waterfall method Complete all requirements and sign off before moving to next stage Complete all analysis and sign off before moving to next stage Complete all design and sign off before moving to next stage Complete all implementation

18. Iterative method Start design and implementation while requirements and analysis are still ongoing Work in small chunks Ask your users for input Deliver increments of improvements and functionality until phase completion

19. TimeLine

21. Budget

22. Budget Plans  Approximately three million dollars to include:  Initial phases I & II expecting to take about two years  Project team of 9-10 members – a combination of technical developers and business analysts  Hardware and software for long term enterprise use

23. Organization

24. S N U P E R Enterprise System Executive Committee (ESEC): Office of Change Management Jake Julia Financial Mgmt System Initiative Administrative Systems Initiatives Advisory Committee (ASIAC) Data Warehouse Initiative Administrative Data Committee (ADC) Advisory Committee Project Director Candice Poolman Project Team Testing Workgroup Outreach Workgroup Validation Workgroup

25. Outreach Workgroup –Assist the project team in developing a training plan that identifies the necessary knowledge and skills needed by the community to use the system –Identify business processes or tasks and user roles required to provide effective training –Work with the testing workgroup in validating user scripts to support required training materials –Work with the project team to develop effective training materials (courses, online tutorials, hands-on, etc.) –Create a sustainable process that will support initial training, re-training on enhanced functionality and new-hire training

26. Testing Workgroup –Assist the project team in the development of a comprehensive testing plan –Identify user group populations and business processes associated with these groups –Develop test approaches and methods matching the validated functional requirements –Translate testing needs into use cases and subsequently testing scripts –Establish standards to be used in acceptance, logging, bug tracking, priorities, etc.

27. Validation Workgroup –Assist the project team in reviewing and validating the functional requirements of the project –Develop a drill-down analysis of the project deliverables and functionality –Identify and map business processes and workflow for initial phases –Analyze and integrate business processes resulting from new external application changes

28. Challenges

29.  Multi-campus cultural differences  Common definitions of data elements  Difference in security models across data sets  Moving target as new systems are implemented  Project scope creep

30. How?  Web site for information & testing  ListServs for quick notices  Good News Newsletters  User involvement  Lots of training!

31. S N U P E R Project Website

32. Where to get information: snuper@northwestern.edu