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Director's Update: Key Changes and Initiatives in OSR-Evanston - August 2013

In this quarterly update from Director Elizabeth Adams, we address vital changes and initiatives within OSR-Evanston. Key agenda updates include rescheduling the fiscal year-end presentation to focus on subcontracts and the Electronic Sponsored Project Request (ESPR). We announce upcoming training sessions, including Grants Assistant training starting in September and a Brownbag session on lessons learned from a recent settlement. Additionally, we discuss the launch of Fund 193 and the InfoEd Final Route Pilot aimed at enhancing proposal review efficiency. For further details, see the agenda and pilot aims outlined.

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Director's Update: Key Changes and Initiatives in OSR-Evanston - August 2013

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  1. Director’s Update Elizabeth Adams OSR-Evanston Quarterly Network August 12, 2013

  2. News and Notes • QN agenda change: Presentation on fiscal year end bumped to maximize time for subcontracts and ESPR; listserv email with FY close tips to follow • Proposal Routing Form Brownbag: Thursday, August 22 at noon • Grants Assistant Training: Now starting in September • Fund 193: Rolling out in September for FY14 use • Brownbag on lessons learned from a recent settlement involving NU: coming soon

  3. Significant Current Projects • InfoEd Final Route Pilot • OSR-Ev Associate Research Administrator, providing centralized unit-level RA support to the majority of URCs and Kellogg • Optimizing subcontract business function (policy, processes, systems, training, metrics, human resources) • Electronic Sponsored Project Request (ESPR)

  4. Organizational Priorities that Drive Project Selection in OSR-Evanston • Compliance/risk management • Customer service • Transparency • Innovation • Communication

  5. InfoEd Final Route PilotProposal Review and Submission at NU • Proposal review and submission is the primary business function of OSR, in terms of overall work volume • Units and schools also assign significant resources to this business function • Improving the quality and efficiency of proposal review and submission processes has been a priority for OSR leadership; perhaps also for your school, department or center • This pilot is all about working together to improve an important business function at the University

  6. InfoEd Final Route PilotProposal Review and Submission at NU • 3,951 proposals submitted in FY12, with a value of $2.26B • While we can currently measure proposal volume (see above), we cannot measure the process of proposal review and submission; this is disadvantageous • OSR cannot definitively determine when we have “received” a proposal • OSR cannot evaluate aggregate proposal processing data to make adjustments that could benefit units • OSR cannot provide proposal processing data that is frequently requested by chairs, dean’s offices, internal audit for their business purposes • To meaningfully improve a process, you have to measure that process • Quantitative data • Qualitative data

  7. InfoEd Final Route PilotFinal Route Defined • Submit into Final Route when the proposal is READY FOR FINAL REVIEW • All data elements and uploads are ready for submission to the sponsor • Can’t be started until Pre-Route is complete • Locks proposal for editing by Department • Can be unlocked by OSR for department edits

  8. InfoEd Final Route PilotOverview of Pilot Aims • Improve the quality of proposal development and submission • More compliant proposals • More competitive proposals • Improve the efficiency of proposal development and submission • Clearer roles and expectations reduce “guesswork” and “re-work” • Assignment of resources to risks • Improve the transparency of proposal development and submission • Less reliant on anecdotes • Promotes accountability at all levels • Improve overall organizational health and decisionmaking • Promotes internal consistency at all levels • Human resources go further • Establish operations/training feedback loop; help set training priorities

  9. InfoEd Final Route PilotPilot Groups and Transactions • Includes various units in Weinberg, McCormick and the Office for Research on the Evanston campus • Include the full constituencies of OSR-Ev Grants Officers Andrea Zakrzewski and Tina Hollins • Include a broad swath of federal, nonfederal, corporate and foreign sponsors • Plenty of non-S2S submissions • See handout of pilot constituencies • Pilot constituencies should be maintained to ensure pilot resources are preserved and pilot goals are met

  10. Questions? Thank you!

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