Presentation Transcript

1. December 17, 2013Research Administrators Workgroup
2. Agenda Introductions – Welcome Chanda Robe!! Announcements / Updates (Raquel Espinosa) Updates on Partners Core Management System FY 14 Project Priorities Research Applications Q & A – All
3. Announcements/Updates
4. January 29th at 1 PM John Cavanaugh’s Farewell Party In the Paul Howard Conference room
5. In Memoriam--Nancy K. Mello Nancy K. Mello, PhD, director of McLean Hospital's Alcohol and Drug Abuse Research Center (ADARC) and professor of psychology (neuroscience) at Harvard Medical School. Dr. Mello passed away unexpectedly on Nov. 25. She was 78. The development office has created the Dr. Nancy Mello Memorial Fund to support projects that Dr. Rauch considers will best recognize Dr. Mello’s interests. For contributions please send check indicating Dr. Mello as the tribute to the development office at Mail Stop 126 or visit the Dr. Nancy Mello Memorial Fund website at https://givemclean.partners.org/mellomemorial to make an online donation. Our hope is that this fund will help to continue Dr. Mello’s legacy.
6. RADG/BRISC/DRAW Research Management Tips & Tricks December 2013 Three quick tips from Research Finance: Reading Revenue on Billable funds Confirming Cash received on non-Federal grants Locating a Voucher number
7. Reading Revenue on Billable funds Costs incurred on fund but not yet billed as of most recent general ledger Should not exceed budget/billing limit! Costs billed to sponsor but not yet paid by sponsor i.e., Outstanding invoices Costs billed to and paid by sponsor i.e., Cash received
8. Confirming Cash received on non-Federal grants Checks received during the month are now encumbered in Revenue for all payments received through the Cash Management System for non-Federal grants (Foundation, Industry, etc.). This encumbered Revenue does not include receivables for Billable Subcontracts. Insight is updated daily.
9. Locating a Voucher number Transaction numbers are not Voucher numbers! Click into the amount to view the Voucher number The Voucher number will be shown in the expanded Line number detail
10. RADG/BRISC/DRAW Research Management Tips & Tricks December 2013 Questions? Christine Holley-Williams | Manager, Education & Training Program Research Management |101 Huntington Ave, Suite 300 | Boston, MA 02199 cholleywilliams@partners.org| (p) 617.954.9554 | (f) 617.954.9850 http://resadmin.partners.org For upcoming Research Management training opportunities, please visit http://resadmin.partners.org/RM_Home/Training/Training.aspx

11. Updates on Partners Core Management System

12. PHS Core Management System will assist cores with their operations Work Request Submitted Work Request Submitted Work Request Submitted A/R Reconciled Billing Verified Billing Verified Billing Verified Core Management System Revenue Posted (Journal Submitted or Check Received) Services Provided Invoice Generated
13. All cores on the system will be viewable on one webpage
14. Core Users will be able to maintain their own profile Internal Users: Log in using partners credentials External Users: Create login information
15. Core Users will be able to maintain their own profile Once logged into the system users will be able to add funds to their profile by simply entering a fund number and clicking lookup. All remaining data fields will be populated with information pulled from Insight.
16. Equipment usage can be booked and services requested at own convenience Core users can view a calendar to see when equipment is available for use and book it on their own without needing to contact the core.
17. Equipment usage can be booked and services requested at own convenience Core users can request services by entering the number of units required and selecting the fund to be used from those associated with their profile.
18. Core users can check the status of all requests and view invoices Invoices will be automatically sent via email on a set day each month but can also be regenerated anytime in the system.
19. Phased roll-out planned for 2014 Information Gathering on Individual Core Workflows Individual Core Implementation
20. Contact any member of the cores team to schedule a demo or discuss Elaine Zive, Associate Director 617-954-9851 (phone)ezive@partners.org Kati Cini, Senior Business Analyst 617-954-9811 (phone) kcini@partners.org Jessica Cho, Financial Specialist 617-954-9862 (phone) jcho11@partners.org Yovani Edwards, Financial Specialist 617-954-9863 (phone)yedwards@partners.org Special thanks to the CSB Research Informatics Core!

21. FY 14 Project PrioritiesResearch Applications

22. Overview Research Management FY14 Goals Project Priorities by Applications Insight MicroStrategy InfoEd Other new initiatives
23. RM FY14 Goals - Admin System Dependencies
24. FY14 Priority Projects: Insight Research
25. Insight Summary: Insight 4.0 - new user centered designs to improve overall usability
26. Working groups needs for Insight Areas within the application that we are looking for assistance: eIRB, eIACUC, eIBC, Conflict of Interest, Effort Reporting, etc. What we are using Survey response data Help Desk feedback Future enhancements request tickets Application Utilization data What we are looking to determine Frequently accessed/used areas that are hard to navigate Views/needs by audience - PI, departmental admin, central admin Use cases not factored in existing designs Level of involvement: 2-3 meetings/approximately 2 hours each
27. Key Updates to Application by March eIACUC: Conversion of BWH and McLean Hospitals IRB enhancements: Compliance requests Enhancements to allow for easier IRB review Establish 'link' with the conflict of interest process - automated process to complete required forms for submission & remove current manual process. Implement a Patient Care Corrections workflow, as it relates to research funds EPIC - Inbound and Outbound files; begin integration w/EPIC in preparation for their July rollout at MGH
28. FY14 Priority Projects: Micro Strategy
29. Data Migrated to the Research Warehouse Research Management: Pre Award Research Management: Post Award Research Management: Subcontracts Partners Clinical Research Office Partners, Sites, Ancillary IRBs Partners BioSafety MGH IACUC Office of Interactions with Industry Research Analytics: Partners GL/Revenue Reporting Upcoming: Research Management: Research Finance/Balance Sheet Research Management: Post Award - PS HR EDC data Research Space Management System
30. Reporting Summary: MicroStrategy Implementation – Phase 3 Transition project scope and focus from central administration to departments
31. Working groups needs for Micro Strategy Areas where we are looking for assistance: IRB Metrics/Turnaround time (current workgroup of Clinical Investigators formed) Overall needs assessment Overlaps with Insight, Vision, Document Direct How do we create an integrated full service solution? Departmental Reporting Summary dashboards of key indicators Proposal, award, success rates PI Dashboard Level of involvement: 2-3 meetings/approximately 2 hours each to assess larger commitment to workgroup meetings
32. FY14 Priority Projects: InfoEd Proposal Development/Tracking
33. InfoEd Subcommittee Summary: Target improvement to increase operational efficiencies and customer experience
34. InfoEd Deliverable Listing: Complete list of Deliverables – used for major Grant Lifecycle tasks & approvals
35. FY14 Priority Projects: Other Initiatives
36. New FY 14 Projects Projects outside of existing applications
37. Research Portal Phase 1 Content Scope Partners Research Management Internet: Effort Certification ESCRO PIBC Post-Award Pre-Award Research Applications Research Compliance Research Finance Research Training RM Communications IRB OII PCRO QI Research Computing Research Cores RVL BWH Research BWH Research Intranet McLean Research Intranet MGH Development MGH Research Intranet Spaulding Research Spaulding Research Intranet
38. Working groups needs for Research Portal Areas where we are looking for assistance: Validation of use case scenarios Content reorganization - Information Architecture Investigator/Departmental Dashboard Overall site design/layout Level of involvement: 2-3 meetings/approximately 2 hours each to validate content organization/design
39. Thank you Your participation is critical to our collective success!
40. Raquel on vacation – for assistance please contact: Pre-award: Chanda Robe & John Cavanaugh Post-award: Andrea Depatie
41. HAPPY HOLIDAYS!!
42. QUESTIONS? Contact: Raquel Espinosa respinosa@partners.org 617-855-2868