{"id":1692,"date":"2019-05-23T11:17:33","date_gmt":"2019-05-23T15:17:33","guid":{"rendered":"https:\/\/research.ncsu.edu\/intranet\/era\/?p=1692"},"modified":"2019-05-23T11:17:33","modified_gmt":"2019-05-23T15:17:33","slug":"inside-implementation-whats-involved-and-whats-ahead-for-the-sponsored-programs-module","status":"publish","type":"post","link":"https:\/\/research.ncsu.edu\/era\/inside-implementation-whats-involved-and-whats-ahead-for-the-sponsored-programs-module\/","title":{"rendered":"Inside Implementation: What\u2019s involved, and what\u2019s ahead, for the Sponsored Programs module"},"content":{"rendered":"

Contributed by Randy Bickford<\/em><\/p>\n

In a March blog<\/span> post<\/span><\/a>, we provided an introduction to the team of professionals currently leading the ERA Project implementation. <\/span>With the Animal Care and Use module now successfully launched<\/span><\/a>, we\u2019d like to update you on the team\u2019s recent activities and future plans for the Sponsored Programs module \u2014 which is next in line for implementation, along with the Conflict of Interest module.<\/span><\/p>\n

The Discovery Phase<\/h2>\n

The Sponsored Programs module team is currently in the initial phase of implementation (shown in the figure below as <\/span>Requirements Gathering and Business Process Mapping<\/span><\/i>). But module team lead Angie Fullington likes to use a more concise term to describe this important first phase: \u201cdiscovery.\u201d <\/span><\/p>\n

\u201cWhat we mean by that,\u201d she says, \u201cis that we are meeting with folks at <\/span>SPARCS<\/span><\/a>, Contracts and Grants, and <\/span>OIT<\/span><\/a>, to understand exactly how current central office business practices work.\u201d<\/span><\/p>\n

\"\"<\/p>\n

The goal of the discovery phase, Fullington says, is to begin to map out how current operations will be incorporated into the new system. Fullington and her team will then work with research administration leadership to broaden the scope of discussion to include input from research personnel at the college and department levels. <\/span><\/p>\n

This process is expected to ramp up over the next few months \u2014 so if you have not been contacted yet, fear not. Someone from the ERA Project team will be contacting your college or department soon. \u00a0<\/span><\/p>\n

Order of Operations<\/h2>\n

This approach of gradually expanding to target a wider and wider range of users across campus for feedback is strategic. There are a <\/span>lot<\/span><\/i> of constraints and considerations to manage. Fortunately, the team members have done their homework, as Sherrie Settle, director of Sponsored Programs, can attest. <\/span><\/p>\n

Settle has been working hand in hand with Fullington, and she provides a helpful explanation for the order in which the four Sponsored Programs submodules, shown in the figure below as Proposal Tracking (PT), Award Tracking (AT), Proposal Development (PD), and Financial Tracking (FT), will be implemented. <\/span><\/p>\n

\u201cIf you were going to build a new system from scratch, from the ground up,\u201d Settle says, \u201cyou would definitely start with Proposal Development as your first submodule.\u201d Every grant or cooperative agreement, of course, begins life as a proposal, so that is the first stage of the sponsored award process. \u00a0<\/span><\/p>\n

\u201cBut our task is harder than that,\u201d Settle says. \u201cWe have to transition all of the existing capabilities of a legacy system like RADAR into something new and better that <\/span>also <\/span><\/i>does not lose any of that legacy\u2019s system\u2019s existing capabilities that people use and need.\u201c<\/span><\/p>\n

This, Settle notes, is the main reason for starting implementation with the PT and AT submodules. \u201cFor the most part, with a few exceptions, these two submodules will be used by staff at the central office, so there is a much smaller population of users to focus on,\u201d Settle says. <\/span><\/p>\n

Other campus users will be able to access information in PT and AT, as they do in RADAR, but it is important to ensure that central office users receive in-depth training on the mechanics of PT and AT transactions early on, as campus users will likely look to them for technical assistance later on. <\/span><\/p>\n

The other two submodules, PD and FT, will be used by a wider community around the campus. So it should follow, then, that the implementation process should move from a narrow to wide target user audience.<\/span><\/p>\n

\"\"
The projected timeline for the implementation phase of the ERA Project.<\/figcaption><\/figure>\n

The schedule for the submodule rollout, as shown in the figure above, will position the project team to shape the flow of the inevitable deluge of questions and concerns, both specific and broad, that will be received from stakeholders across campus as the process unfolds.<\/span><\/p>\n

Expected Improvements<\/h2>\n

Even at this early stage of the process, feedback from SPARCS and other university central offices has helped the implementation team to identify a number of opportunities for system improvements. <\/span><\/p>\n

One example will likely appeal to any finance manager who\u2019s ever had to update a vendor address. The new module will consolidate system profiles for vendors and customers so that updates to addresses or other contact information do not have to be re-keyed in multiple places. <\/span><\/p>\n

Other improvements to reduce redundancy will be found in the PD submodule, which will be much more powerful than the current PINS system. Users will be able to do everything they currently do with PINS \u2014 but this new system will integrate the proposal development and submission functions of CAYUSE 424 as well, so users won\u2019t have to double-enter the information. <\/span><\/p>\n

We can also expect the new PD submodule to integrate with the Human Subjects Research (IRB) and IACUC modules, which should make the pre-award process much faster and smoother. <\/span><\/p>\n

What’s Next<\/h2>\n

So when do users get to see what the new Sponsored Programs module interface in the ERA system will look like? The team is working on that. <\/span><\/p>\n

Earlier this month, InfoEd sent a representative to Raleigh for four full days of system demonstrations and informational, constructive discussions \u2014 which are a vital step in the requirements gathering process. <\/span><\/p>\n

While most of this on-site visit was devoted to kicking off the Conflict of Interest module, a full day drilled into the details of the options InfoEd offers for recording awards, documenting changes to budgets between proposal submission and award, managing incremental funding and deliverables, and other specific tasks in the sponsored programs life cycle. This discovery process complements the business process discovery described above, allowing the team to identify the best combination of business practice and software configuration to meet NC State\u2019s needs. \u00a0<\/span><\/p>\n

In some ways, these visits are an extension of the <\/span>proof-of-concept<\/span><\/a> (POC) demos, which were the final, determining factor in our purchasing decision. The POC demos taught us a lot, but only so much could be covered. During these vendor visits, we\u2019re able to gain a much more in-depth understanding of the system\u2019s capabilities. This allows for the very first iteration of the module \u2014 which InfoEd calls a \u201cprototype\u201d \u2014 to be developed so that the discovery process can continue. <\/span><\/p>\n

As the scope of discovery meetings is broadened to include a wider range of users from the university community, the team will use the input gathered to create a working model of the Sponsored Programs module. \u201cWe don\u2019t consider this a \u2018prototype\u2019 per se,\u201d Fullington says, \u201cBecause we\u2019re still going to incorporate lots of input from the university, and this model will go through many different iterations.\u201d <\/span><\/p>\n

To this end, the module team plans to set up on-site sessions with representatives from the university community to present the model and allow community members to explore and interact with it. To help make the model a familiar digital working environment for early users at these meetings, the project team will import data \u2014 such as the names of typical sponsors or vendors \u2014 that users use on a day-to-day basis.<\/span><\/p>\n

Once the working model has gone through a sufficient number of iterations, the module team can move on to the all-important final phase of implementation, user acceptance testing, which we have written about <\/span>previously on this blog<\/span><\/a>. <\/span><\/p>\n

Until then, the team will continue its strategic process of gathering information and requirements from university leadership. <\/span><\/p>\n

For our next blog post, we plan to cover the progress made toward the implementation of the Conflict of Interest module. Continue watching this space and your email inbox for more updates about the ERA Project!<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"

Contributed by Randy Bickford In a March blog post, we provided an introduction to the team of professionals currently leading the ERA Project implementation. 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