Internal Awards Tracking System HMS/HSDM RESEARCH ADMINISTRATORS OPEN FORUM February 12, 2020 Melissa Korf, ORA Jen Jackson, IT
Internal Awards Tracking System The Vision for the Internal Awards Tracking System Implement a Shared Technology Solution to support the Internal Awards issued by Harvard Medical School. Key Performance Indicators Objectives Guiding Principles 1. GMAS will remain the system of record for 1. This new system will replace the excel 1. Track Non-sponsored Internal Awards , tracking sponsored awards documents that track the existing internal funded through university, school or 2. The solution will be implemented in awards made since 2018 and will become gift/endowment funds multiple phases: the source of truth for reporting on internal 2. Implement a scalable solution that can 1. Dean’s Initiatives award programs awards made by HMS start out as a solution for tracking the 1. Awards Management 2. Dropbox will be removed from the process; HMS Dean’s Initiatives awards issued 2. Proposal Management all documents will have been uploaded to and over time grow into a larger system Future Department Phases: the appropriate program/proposal/funded that can be used to track other types of 2. HMS department-based internal project internal awards made by different HMS award programs 3. All award documentation will be located programs 3. HMS department view of their own together in one location; new fields will be 3. Improve reporting on the programmatic internal awards available for reporting at the program level awards issued by HMS as the grantor 4. Faculty view of their internal awards 4. The project team will continually prioritize 3. Phase I security will be at school level only 4. Project will be an iterative, agile project and deliver new functionality, which will be released as it becomes available DEPARTMENT OF 2 Information Technology
Program Team • Business Sponsor: Rachel Cahoon, ORA • Steering Committee: • Co-Chair: Melissa Korf, ORA • Co-Chair: Jen Jackson, IT • Finance: Grace Shin • Research Operations: David Hwang • Core Project Team: Steering Committee Members plus: • ORA: Caroline Foster, Rita Bergemann • Finance: Cheryl O’Toole • Research Operations: Caroline Shamu • IT: Steve Wimberg, Patrick McNeal • Department Administration: To be determined in future phases DEPARTMENT OF 3 Information Technology
Internal Awards Project Phases Phase I enables award management for the awards funded from the HMS Dean’s office • Assumes school level security access • Early adopters will be ORA, Finance, and Research Operations staff Dean’s Initiatives Proposal Departmental Departmental Views Faculty Views Awards Tracking Management Awards Management Award Management Replace Apply Hub Extend awards Allow departmental Allow Faculty the Track award Post RFAs management users the ability to ability to see the Receive proposal attributes; including PI functionality to other see awards made to awards made to them Requires Faculty level effort for federal submissions departmental their department Review & Score Requires department compliance programs that issue security access Track CoA strings Allow a Faculty proposals awards (ex: Ludwig level security access Maintain award docs Center) member to see their Integrate with Oracle Requires program sponsored and non- Financials to pull in level security access sponsored awards in actuals one location (may Track invoices & intersect with the PI payments dashboard) Subaward tracking Additional funding will Reports be required for this phase We are here DEPARTMENT OF 4 Information Technology
Next Steps and Timing Phase I Go live: • Ongoing currently: User Acceptance Testing and Bug Fixing • Week of 2/24/2020: Go live & historical data upload Other items: • Continue to finalize the award cycle processes & roles with ORA, FIN and Research Ops • Phase II requirements documentation: what are the system needs for proposal submission, receipt, and review? • Roadshow Tour to collect departmental feedback and planning for future phases has begun DEPARTMENT OF 5 Information Technology
Questions or to Request a Demo Melissa Korf, ORA Melissa_Korf@hms.harvard.edu Jen Jackson, IT Jennifer_Jackson@hms.harvard.edu DEPARTMENT OF 6 Information Technology
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