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Grants Information System Project

Grants Information System Project. Notes for Presentation to CAST February 27 th , 2004 Steve Hahn, Director Office of Information Technology The Graduate School, UW-Madison smhahn@bascom.wisc.edu. ESIS – What is that?. Extramural Support Information System Mainframe-based

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Grants Information System Project

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  1. Grants Information System Project Notes for Presentation to CAST February 27th, 2004 Steve Hahn, Director Office of Information Technology The Graduate School, UW-Madison smhahn@bascom.wisc.edu

  2. ESIS – What is that? • Extramural Support Information System • Mainframe-based • Accessed via transactions using 3270 client • Has some pre-award functionality • Tight integration with accounting system

  3. UW-Madison RSP Engineering Graduate School CALS UW-Milwaukee UW-Parkside ESIS Users UW-Green Bay UW-Extension Other System Campuses

  4. Why New Grant Software? • The existing Legacy Accounting System is being replaced with PeopleSoft General Ledger (SFS) and WISDM is now the official reporting tool of that system • There is the need for improved and increased information for pre- and post-award research administration • The mainframe computer at DoIT is being decommissioned and all mainframe programs need to be replaced

  5. Contemporary Research Administration Environment Requires Enhanced Database Capability 1973 Create, Maintain & Inactivate Account Interface with General Ledger 2003 & Beyond Business Process Improvements Faculty Effort Reporting Subawards A-21Cost Accounting Standards Cost Sharing Data for F&A Calculation/Negotiation A-133 Audit Requirements Material Transfer Agreements Confidential Disclosure Agreements Numerous Regulations Placed on University Research Between 1971 and 2003, as well as Increased Audit Oversight, and New Internal Management Requirements Have Expanded Tracking and Reporting Needs for Accountability

  6. Project Overview • Phased approach • Phase I: core research administration functions • Involvement of RSP, C/S Admins, Business Services, and DoIT

  7. Activities to Date • Brainstorming sessions • Pre-award, post-award and C/S functional requirements • Creation of Request for Information (RFI) • RFI send to vendors • Formed RFI Response Review Committee • Received and reviewed RFI responses

  8. RFI Response Review Committee • Bob Andresen - RSP • Diane Barrett – RSP • Carol Block – DoIT • Ruth Freuhling – RSP • Steve Hahn - Graduate School (chair) • Paul Jelle - CALS • Francine Massey - RSP • Ken Mount - Medical School • Steve Schwoegler - Graduate School • Sheri Severson - Engineering • Mark Sweet - Graduate School • Todd Friske – DoIT

  9. Request for Information • Functional requirements (pre-award, post-award, C/S and PI) • Interaction with other systems (e.g. PeopleSoft GL, etc.) • Technical requirements • Company profile

  10. RFI Sent to These Vendors • COEUS • ERA Software Systems (GAMS) • InfoED • Oracle • PeopleSoft

  11. RFI Responses Received • COEUS – no formal response • ERA Software Systems – no response • InfoED – yes • Oracle – yes • PeopleSoft – yes

  12. Reviewed RFI Responses • Established evaluation criteria • Reviewed RFI responses • Based upon these • Identified two of the most successful responses, InfoEd and PeopleSoft • Invited vendors in for demonstrations before the committee and other campus personnel • Vendor demonstrations completed October 2003

  13. Communication Plan • Website: www.rsp.wisc.edu/era • Regular updates at C&S Res. Admin meetings • RSP web discussion board • Associate Deans for Research • Update meetings with DoIT every two weeks • SFS/SPC and Business Services

  14. Website • URL: www.rsp.wisc.edu/era • General project information • Background • Activities: current and activities to date • Feedback

  15. Next Steps • Finalize vendor recommendation and costs (March) • Present findings to Director of RSP and Dean of Graduate School (March) • Scope and estimate of internal solution (begins March) • Extend discussions: • Continue with DoIT, C/S, and Business Services • Non-Grants users • PIs/Faculty

  16. A Phased Approach Will Be Employed For Planning, Design & Implementation • Planning Phase • Identify Functional & Technical Requirements • Identify Commercially Available • Systems • Evaluate Systems • Decision to Build or Buy • Pre-Planning Phase • Brainstorming to Identify • Needs Requirements: • Existing and Desired Functionality • System Enhancement Phase • Additional Enhancements to Meet Stakeholder Needs: • Administration • PI’s • Graduate School / RSP • C/S personnel • System schools • System • Development Phase • Installation • Data Conversion • Test • Implementation • Phase • Phased System Prioritizing Most Critical Pieces • Training • Maintenance

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