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Sponsored Programs and Research Compliance System (SPARCS) Kick-Off Meeting March 6, 2013 Presenters: Ann Mathias, Office of Research Integrity and Compliance Jeff Abels, Office of Sponsored Programs Krishna Meringenti, Computing Services. SPARCS. S ponsored P rograms A nd R esearch

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Sponsored Programs and Research Compliance System (SPARCS)

Kick-Off Meeting

March 6, 2013

Presenters: Ann Mathias, Office of Research Integrity and Compliance

Jeff Abels, Office of Sponsored Programs

Krishna Meringenti, Computing Services


Sparcs
SPARCS

Sponsored

Programs

And

Research

Compliance

System



Background
Background

  • Sponsored programs activities account for approximately 37 percentof CMU’s fiscal year 2013 revenue.

  • Sponsored Projects Exchange (SPEX) currently supports Carnegie Mellon University’s sponsored programs activities including: proposal development and submission, award management, and some research compliance activities.

  • The technology utilized by the federal government for grant/contract proposal, award, compliance and reporting is considerably more sophisticated than the current SPEX system.



Opportunities
Opportunities

  • A new system will afford CMU many opportunities:

    • Re-engineer current business processes

    • Improve process efficiencies

    • Meet and keep pace with regulatory requirements

    • Improve communication with the research community.

    • Incorporate new technologies


Project phases
Project Phases

  • Discovery Phase: January 2013 – June 2013

  • Implementation Phase: July 2013 – June 2015

  • Today’s focus on Discovery Phase


Discovery phase scope objectives
Discovery Phase Scope & Objectives

  • This project is intended to develop an integrated system that supports CMU’s sponsored program functions.

    • Establish a project governance structure

    • Solicit input from business and technical stakeholders

    • Develop a requirements document based on input from stakeholders

    • Draft a formal Request for Proposal (RFP) document.

    • Identify, evaluate and select a solution that fits CMU’s unique requirements.


Discovery phase scope objectives continued
Discovery Phase Scope & Objectives, continued

  • Identify the necessary resources.

  • Outline a secure and trusted IT environment that fosters collaboration.

  • Address integrations with the Oracle Financial system, HRIS Workday system, and other CMU systems.

  • Complete Discovery Phase by June 30, 2013


Survey
Survey

  • Purpose

    • Solicit input from users

    • Solicit volunteers

  • Early February 2013 survey sent to multiple distribution lists



I think the following research administration functions are important and should be included in a new system:


Some systems are difficult and/or costly to modify to match current university practices and processes. In choosing a new system we should:


Discovery Phase Committee Structure current university practices and processes. In choosing a new system we should:

Executive Steering Committee (ESC)

Dave Dzombak Steve Huth Lynn Young Ann Mathias Jeff Abels Krishna Meringenti

Project Steering Committee (PSC)

Ann Mathias– ORIC Jeff Abels – OSP Krishna Meringenti - CS

System and Reporting (SR)

Leadership Committee

PSC, OSP, ORIC, Computing Services, Financial Systems, and Campus Stakeholders

Research Compliance (RC) Leadership Committee

PSC, OSP, ORIC, and Campus Stakeholders

Infrastructure (I) Leadership Committee

PSC, Computing Services(ISO,SAIS,AC, Architecture, Contract) Campus Stakeholders

Pre-Award (PA) Leadership Committee

PSC , OSP, ORIC, and Campus Stakeholders

RC Project Team Committee

PSC, ORIC, OSP,

Business Managers,

Researchers

PA Project Team Committee

PSC, ORIC, OSP,

Business Managers,

Researchers

SR Project Team Committee

PSC, ORIC, OSP, FS, SPA, Business Managers,

Researchers

IProject Team Committee

PSC, Computing Services(ISO,SAIS,AC, Architecture, Contract, PPMO) Campus Stakeholders


Project time line
Project Time Line current university practices and processes. In choosing a new system we should:

Governance Model

High Level Requirements

RFPs & Demos

Select Solution

Test & Validate

Pass Two

Analysis

Design

Pass Three

Development

Go Live

Training, Deploy & Go-Live

Go-Live

Validation

Go-Live

Feb 2013

June 2013

June 2015


Project assumptions
Project Assumptions current university practices and processes. In choosing a new system we should:


Stakeholder participation
Stakeholder Participation current university practices and processes. In choosing a new system we should:

  • System stakeholder participation is vital to successful select and deploy SPARCS.

  • Stakeholders will be solicited to participate in:

    • Discovery Phase

      • Requirements Gathering Committee Meetings

      • Vendor Demo and Analysis

    • Implementation Phase

      • Project Committee Meetings

      • Testing


Reminders
Reminders current university practices and processes. In choosing a new system we should:

  • Functional Requirement Gathering Meetings will be held:

    • Tuesday March 12th, UC Rangos 1 & 2, 1:00-2:30pm

    • Thursday March 14th, UC Rangos 1 & 2, 1:00-2:30pm

    • Topics covered will be proposal development, budget development, award, negotiations, research compliance, reporting, and system integration.

  • Technical Requirement Gathering Meeting

    • Wednesday March 13th, 4pm


Reminders continued
Reminders, current university practices and processes. In choosing a new system we should:(continued)

  • Vendor Demos are planned for April 2013

  • Please make sure to put your name on the sign-in sheet


Comments questions
Comments & Questions current university practices and processes. In choosing a new system we should:

?


Contact us
Contact Us current university practices and processes. In choosing a new system we should:

  • The SPARCS Project Team:

    Ann Mathias, Office of Regulatory Integrity and Compliance

    Jeff Abels, Office of Sponsored Programs

    Krishna Meringenti, Computing Services

  • The SPARCS Project Team e-mail:

    [email protected]

  • SPARCS website coming soon


Modules
Modules current university practices and processes. In choosing a new system we should:

  • Proposal and Budgeting

  • Award & Subaward

  • Negotiations & Tracking

  • IRB

  • IACUC

  • COI

  • Reporting & Communication

  • rDNA (outside original scope)


Vendors selected
Vendors Selected current university practices and processes. In choosing a new system we should:

  • Selected based on modules available

  • Experience within the market segment

  • Top solutions utilized by peer institutions


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