1. Open Campus Meetings January 14-16, 2015 RESEARCH ADMINISTRATION SYSTEM (RAS) Internal Approval Process & Budget Development

2. An electronic Research Administration System that enables researchers and department administrators to:  Create proposals;  Route them electronically for internal approval; and  Submit them to the sponsoring agency  System-to-system capabilities for Grants.gov proposals Goal:  Improve quality Pre-population of data Data validation  Improve productivity Streamlined and consistent processes WHAT IS RAS?

3. Product Selection (Kuali Coeus) – 2012  Focus groups with Tufts’ research community Proposal Tracking – February 2013-March 2014  Focus groups with OVPR staff – August 2013-October 2013  Roll-out to OVPR staff – November 2013  Stabilization and reporting – March 2014 Proposal Development – Fall 2014-Winter 2015  Focus groups with OVPR staff – Fall 2014 HOW WE GOT HERE

4. Goal: To tailor RAS to the needs of Tufts’ research community  Partnership between Office of the Vice Provost for Research (OVPR), Tufts Technology Services (TTS), and Change Collaborative (CC)  Focus Groups with Research Community on Submission of Grants.gov vs. Non-Grants.gov proposals – November 2014 Objectives:  Internal Approval Process (i.e. Proposal Routing)  Budget Development TODAY’S GOAL & OBJECTIVES

5. Facilitated by the Internal Sponsored Coordination Form (ISCF):  Complete ISCF and gather required signatures:  PD/PI  PD/PI’s Department Chair Dean or Designate (only if there is cost share or a reduced F&A rate) Co-Investigator (only if there will be a scope account) Co-Investigator’s Department Chair (only if it is different from the PD/PI) Dean or Designate (only if it is different from the PD/PI and there is a cost share or a reduced F&A rate) HNRCA Administrator Grafton FHSA  Email ISCF with a final copy of the application to ORA 5 business days before application deadline PROPOSAL ROUTING – CURRENT STATE

6. Facilitated by RAS:  Basic / summary proposal details are captured via RAS – ISCF is no longer required  Proposal is routed once budget is complete and fields are locked “science pieces” can be in draft mode throughout the routing process and do not need to be finalized until submission to the sponsoring agency  Signatures are gathered electronically by RAS and are based on certain conditions Proposal is routed directly to ORA if none of the conditions are met Proposal can be viewed by signatories at any time regardless of whether their signature is required  “Science pieces” are finalized and uploaded to RAS 5 business days before application deadline for ORA review and application is submitted to sponsoring agency by ORA PROPOSAL ROUTING – FUTURE STATE

7. *As identified in budget PROPOSAL ROUTING – CONDITIONS ConditionValueSignature Course ReleaseYesDepartment Chair Additional Space, Renovations or Other Major Operating Expenses YesDepartment Chair and Dean Cost Share and/or Salary Cap Commitments Yes*Dean Reduced Indirect Cost RateYes*Dean Scope AccountYes* Co-Investigator (plus Department Chair and Dean if above conditions met)

8. PROPOSAL ROUTING – SUMMARY VIEW

9. Format and Level of Detail: sponsor specific  Some departments and or schools also require an “internal” budget, the format for which is variable by unit PROPOSAL BUDGETS– CURRENT STATE

10. Format and Level of Detail: will be the same for all proposals and facilitated by the budget development tool within RAS  Required budget categories correlate with Tufts-approved account codes  Includes pre-populated rates (i.e. fringe and indirect cost rates )  Can upload R&R Subaward file(s) for Grants.gov Applications  Can create multiple versions / drafts PROPOSAL BUDGETS – PROPOSED FUTURE STATE

11. PROPOSAL BUDGETS – CREATE BUDGET

12. PROPOSAL BUDGETS – PERSONNEL COSTS

13. PROPOSAL BUDGETING – NON-PERSONNEL

14. There are two means for adding subcontracts to a budget: 1)Upload R&R Subaward File OR 2)Enter high- level budget values by year. Indirect costs on the first 25K will automatically calculate for MTDC-based budgets. PROPOSAL BUDGETS – SUB- CONTRACTS

15. Proposed future state will be modified based on feedback and displayed on CC website for review and comment for 5 business days Proposed future state will be reviewed by Senior Leadership Application Types, Activities and Corrections, and JIT: early February 2015  Information will be posted on CC website for review and comment for 5 business days Road Shows: Late February 2015-March 2015  One-on-one meetings will be scheduled with departments and or schools for RAS demo and Q&A NEXT STEPS

16. Proposal Development Design: April 2014-April 2015 Proposal Development Pilot: Late April 2015-May 2015 Proposal Development Phased Release: June- November 2015 IMPLEMENTATION TIMELINE - UPDATE

17. RAS Website: http://sites.tufts.edu/ras/http://sites.tufts.edu/ras/ CC Website: http://sites.tufts.edu/collaborativehttp://sites.tufts.edu/collaborative  Stay informed on our activities  Join a focus group  Request research administration support  Volunteer to be a mentor  Request a mentor Email us at racollaborative@tufts.eduracollaborative@tufts.edu MORE INFORMATION