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Best Practices in ERA Systems Development and Implementation Lesson Learned from Leading Institution

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Each leading institution looks at ways to improve research administration. ... None of the leading institutions had a separate planning process for eRA: eRA ... – PowerPoint PPT presentation

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Title: Best Practices in ERA Systems Development and Implementation Lesson Learned from Leading Institution


1
Best Practices in ERA Systems Development and
Implementation Lesson Learned from Leading
Institutions
  • Presented by
  • Bill Kirby
  • Principal Investigator
  • Research and Management Systems

2
  • Whats your motivation for being here?
  • Bought ERA Validation? Ideas?
  • Buying ERA Choices? How to choose?
  • Waiting Why now? Why not?
  • Couldnt find the session room for my 1st choice

3
  • Why am I here?
  • Its nice here in Mystic ?
  • Share results from our NIH-funded research grant
    for eRA
  • Share information on available ERA options
  • Shed light (possibly) on rapidly changing
    government ERA efforts

4
NIH ERA New ERA Models
  • NIH ERA Project
  • (http//era.nih.gov/Projectmgmt/SBIR/sbir)
  • In 2001, NIH decided to approach electronic grant
    submission using a different model than NSF
    Fastlane.
  • In 2002, six small businesses were awarded SBIR
    Phase I planning grants to research various
    commercial approaches for submitting grants
    electronically to NIH.
  • Five SBIR service providers received Phase II
    SBIR grants to develop their commercial solutions
    and pilot electronic submission with NIH and the
    grantee community.
  • eRA achieved a major milestone on January 12,
    2005 when NIH opened electronic submission to all
    applicants for modular, non-consortia grant
    applications (e.g.,R01,R03,R21). Note This means
    that all grantees have the option to work with a
    Service Provider to submit an unlimited number of
    e-grant applications.

5
NIH List of ERA Partners
List of Partners on NIH ERA Website
(http//era.nih.gov/areas/com/SBIR_Awarded.pdf)
6
ERA Models (Agency Data Control)
NSF
Web Browser
Person to System
Electronic Form
Agency Data
7
ERA Models (ASP)
Commercial Provider
NIH
Provider System to Agency System
Person to Provider System
Agency Data
Provider Data
8
ERA Models (Local Data Control)
NIH
OSP System to Agency System
Agency Data
9
ERA Models (Grants.gov)
NSF
Grants.gov
ePaper
NIH
Person to grants.gov
Agency Data
OSP System to grants.gov
Agency Data
Temp Data
Agency
Agency Data
10
Selecting an ERA Solution
Internal Research Administration Strategic Plan
External Sponsor Considerations
ERA Selection Decision
Financial Options Make v.Buy Purchase v. Lease
11
Background
  • From earlier research we found that while some
    small and mid sized institutions are planning to
    develop or buy eRA systems,
  • Many are at very early stages of an eRA planning
    process
  • Many are in a wait and see mode
  • Some are just unsure what to do about eRA or how
    to proceed

12
Phase III Research Purpose
  • The purpose of our Phase III research is to
    identify best practices and lessons learned
    in the implementation of Electronic Research
    Administration systems in a small and mid sized
    institutional setting.
  • If we can understand what leading institutions
    do to be successful, other institutions could
    learn from that and apply some of those lessons
    to their eRA efforts.

13
NIH-funded ERA Research Study
  • First phase has consisted of a series of case
    studies examining the practices of leading
    institutions with respect to their ERA systems
    development.
  • Second phase will consist of a second series of
    case studies designed to evaluate the
    transferability of the best practices
    identified in leading institutions to ERA systems
    implementation in small and mid sized
    institutions.

14
ERA Leading Institutions
  • With NIH input, we selected three institutions
    considered top leaders in ERA
  • PennState
  • MIT
  • Colorado State University
  • Site Visits were made in late 2004, early 2005
  • Results available at http//www.ramscompany.com/??
    ???

15
Site Visit Focus Areas
  • Focus Areas of Site Visit
  • Leadership
  • Planning
  • Organization and Staffing
  • Approach to System Development
  • Community and User Involvement

16
7 HABITS OF HIGHLY EFFECTIVE ERA SYSTEMS
  • 1. Have a champion.
  • ERA champion at OSP led the way.
  • Champion developed a strong business case.
  • Champion secured support at senior institutional
    levels.

17
7 HABITS OF HIGHLY EFFECTIVE ERA SYSTEMS
  • 2. Dedicate an ERA person.
  • Each leading institution had a dedicated ERA
    person.
  • Located in office of the CRO or OSP.
  • Focuses solely on ERA no OSP operational
    responsibility.
  • ERA does not compete for other institutional IT
    resources.

18
7 HABITS OF HIGHLY EFFECTIVE ERA SYSTEMS
  • 3. Start small. Add more later.
  • Do something. There is no perfect ERA system.
  • Development is iterative. Do something. Refine
    and fix it. Then do something else.
  • ERA is an ongoing process, not an end product.

19
7 HABITS OF HIGHLY EFFECTIVE ERA SYSTEMS
  • 4. Focus on Reporting, not Electronic Submission.
  • Leading institutions do not view ERA as
    electronic application submission, and it is
    not their major focus.
  • Driven by data and information needs first.
  • Started by defining data requirements and
    developing a database.

20
7 HABITS OF HIGHLY EFFECTIVE ERA SYSTEMS
  • 5. Involve Key Constituents Early
  • Initial eRA efforts avoided key constituents
    acceptance by limiting the scope to just the
    research offices data and reporting needs.
  • Leading institutions have struggled to gain
    acceptance for expanded ERA efforts that have
    more extensive faculty and department involvement
    (e.g., routing approval, application
    submission).
  • Successful models involve key constituents early
  • Institution-wide grants management network of
    college and departmental administrators
  • integrating eRA into the institutions overall
    web-based services

21
7 HABITS OF HIGHLY EFFECTIVE ERA SYSTEMS
  • 6. Make your objective improving research
    administration, not ERA.
  • Each leading institution looks at ways to
    improve research administration. ERA is an
    enabler, not the objective.
  • None of the leading institutions had a separate
    planning process for eRA eRA was a component of
    overall research administration planning
  • Planning is generally informal, flexible, and
    focused on taking advantage of technology as it
    develops

22
7 HABITS OF HIGHLY EFFECTIVE ERA SYSTEMS
  • 7. Indirect costs (FA) can help fund ERA
  • Budgets and investment decisions are determined
    at the level of the CRO or CFO
  • FA cost recoveries can fund all or a portion of
    ERA expenditures (subject to 26 admin cap).

23
Contact
For more information Research Management
Systems, Inc. http//www.ramscompany.com Call
1-800-875-2562 Signup Sheet for ERA newsletter
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