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Office of Research Update. Mary Lidstrom, Vice Provost for Research Jim Kresl, Director Office of Research Information Services

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Office of Research Update

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Office of Research Update

Mary Lidstrom, Vice Provost for Research

Jim Kresl, Director Office of Research Information Services

Karen Moe, Director & Assist Vice Provost for Research, Human Subjects DivisionLynne Chronister, Director & Assist Vice Provost for Research, Office of Sponsored Programs

May 7, 2010

Overarching iSTAR Goal: Continue to Advance as a Premier International Research University

  • Add Value to the Overall Research Experience

  • Achieve Operational Excellence

  • Attract and Retain Top, Diverse Staff

  • Add Value to the UW

Increasing complexity of research management requires new tools and a new approach

Increasing administrative burden creates frustration

Unfunded compliance mandates increase stress

Existing electronic systems place the burden on the researcher

Research Roadmap Goal: create a researcher-centric approach to research administration, reducing administrative burden and streamlining processing

Attend training session

Form 2

Form 1

Radiation safety

Human subjects


Finished proposal

Form 3

Sponsored programs


Office of Research Information Services

Jim Kresl, Director Office of Research Information Services

Add Value to the Overall Research Experience

ORIS provides support for all research support units, via the Research Roadmap project

Provide information to faculty and staff

Learning Program established that supports all faculty and staff that use ORIS systems

Web sites upgraded to provide more timely information



Knowledge Bank and Submission Guide

Achieve Operational Excellence

DORA (HSD system)

Upgraded (speed and service) to enhance service to researchers

C4C system development project initiated

Streamline IP commercialization process, upgrade system in use

Data Warehouse project initiated

Add research data to Data Warehouse

Provide reports for campus to better manage research

Budget module

Build a complete UW budget online pulling directly from central systems, with the ability to reuse, modify, and test scenarios

New releases

Streamlined the system for reporting bugs and responding to issues

Improved SAGE system navigation and form flow

Add Value to the UW

Worked with the ARRA team to develop streamlined reporting capabilities

Established working arrangement with OFM and RATB to enable UW to use batch upload for verification and submission

What’s Coming?

  • New EH&S electronic system

  • New Subcontracts Module in SAGE/SERA

  • Integration of SAGE Budget Module to Grant Runner Module

  • Phase 1 of electronic bridge between OSP and GCA

Office of Research Human Subjects Division

Karen Moe, Director & Assist Vice Provost for Research, Human Subjects Division

Add Value to the Overall Research Experience


IRB performance and workload metrics developed and publicly posted on the HSD website

Turnaround times for new IRB applications: Exemptions – 3 days; Minimal risk – 15 days; full IRB review – 54 days

Used to identify areas for process improvement efforts

New policies to streamline reviews

Research involving public data sets does not require IRB review

Some research involving de-identified biological specimens does not require IRB review

Providing information

With ORIS, HSD website is being revised so information is easier to find (release date: June 2010)

Achieve Operational Excellence

Turn-around time for IRB approval

decreased significantly in the last four years

New policies

“Dual review” by two UW IRBs of a single application is no longer allowed except in very unusual circumstances that must be approved by HSD management

HSD staff screen all applications before IRB review to determine whether the research needs any IRB review at all, or whether it qualifies for exemption status or Minimal Risk review

Certain types of highly-specialized research (e.g., emergency medicine research; human embryonic stem cell research) are now always assigned to the same IRB

Timely help for researchers

The HSD “help” email address ( ) is monitored throughout every working day, and is now answered by senior experienced HSD staff

Add Value to the UW

Streamlined process for ARRA reviews

Participation as “subjects” in a variety of national research projects, to help identify and develop efficient “best practices”

What’s Coming?

  • IRB application revision

    • 95% of new applications are returned for modifications

    • Reduce this “back and forth” between the IRB and researchers via a significant revision of the IRB application form

  • Genetics research

    • HSD is working with a large group of UW genetics researchers to improve and speed the IRB review of all research with any genetics component, including submission of genotypes to NIH databases

  • Human specimens

    • Factors that affect and/or slow the review of research involving human specimens are being examined and revised

Office of ResearchOffice of Sponsored Programs

Lynne Chronister, Director & Assist Vice Provost for Research, OSP

Add Value to the Overall Research Experience


Created a HELPLINE service with an email and telephone number

Information dissemination

With GCA, re-designed the QRAM campus information dissemination program

Streamline submission process

Established a 2-Day final deadline for paper and electronic proposal submissions

Add Value to the Overall Research Experience


Developed, with ORIS, a basic metrics and tracking system to assist campus in assessing grants and contracts processing time

Information dissemination/training

Developed a calendar of scheduled ongoing department visits by each OSP team, including the Subcontract team to reach out to campus

Created the Learning and Business Support group (LABS) within OSP to coordinate process improvement initiatives, designing and delivery of learning programs, and communication to campus

With ORIS, designed a new OSP website that is more comprehensive and search-friendly

Established a central Export Control/ITAR process and website to inform and facilitate appropriate approvals and licensing of covered activities

Achieve Operational Excellence


With ORIS, transitioned from a burdensome paper-based NEA process to electronic Funding Actions (eFA). Reduced time from an average of 5 to 6 weeks to 3 to 4 days.

Created for campus a revised process for Capturing, Reporting and Requesting Account Establishment for Awards and Modifications

Clinical trials

With CRBB and other partners, Improved the Clinical Trials Life Cycle process-now have 31 Master agreements for clinical trials

Budget extensions

Developed an electronic web-based system for campus to request budget extensions e.g. No Cost Extensions (NCE’s). OSP approves electronically and submits to GCA.


In collaboration with Purchasing and campus representatives, redesigned the UW subawarding process. Reduced time from 95 to 35 days.

Achieve Operational Excellence

Decrease administrative burden

Eliminated redundant forms sent to campus

Industry contracts

New non-federal forms documents, negotiation guidance and guides enabling faster turn-around on contracts

Increased number of Master Agreements

Turnaround times

Decreased turnaround time on documents and approvals via new signature authority process

Re-designed the OSP organizational structure to be more responsive to campus needs.

Add Value to the UW

In cooperation with a core campus team, created an infrastructure and process for responding to the American Recovery and Reinvention Act (ARRA)

Created a joint research advisory training team (RAPTURE), which includes departmental representatives, and staff from both GCA and MAA to assess and address campus training needs in research administration

With C4C and CFR, organized a UW Industry Relations Task Force

What’s Coming?

  • Expansion and enhancement of training offerings- Revisions to existing courses- New topics: How to Build a Basic Budget, SubRecipient Monitoring

  • Changes to the technology control plan and export control processes

  • Review of all Grants Information Memoranda (GIM) for revisions and clarifications

  • Stable staffing in OSP will enhance risk analysis and speed review of bilateral awards


Continue with our OR-wide strategies to increase efficiencies

Relieve administrative burden

Improve services to campus through the Research Roadmap project

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