Breakout Session #5May 23, 2011CRIS Management using Electronic Tools and Strategic Communications1Nancy L. Wilkinsonnwilkin@ufl.eduDirector of FinanceFlorida Agricultural Experiment Station (FAES)University of Florida

Conroy Smithroycon28@ufl.eduCRIS CoordinatorUniversity of FloridaTodays Speakers

2

IFAS includes Multiple CollegesCALSVet MedMultiple SchoolsForestryNatural Resources16 Academic Departments12 off campus Research & Education Centers 67 county extension offices

Session ObjectivesWe invite your comments/questions 1 2 3Creation of CRISHelp Desk formanaging CRISrelated matters Communicationstrategies withour CRIS LiaisonsReview of CRISprojects beforesubmission toUSDAShare our approach for CRIS management at the University of Florida (UF); Within the Institute of Food and Agricultural Sciences (IFAS)

Creation of CRISHelp Desk formanaging CRISrelated matters5What is CRIS?

Current Research Information System (CRIS) Created in 1966 Provides documentation and reporting for ongoing . . . research activities for theUSDAwith a focus on theNIFAgrants Participants include USDA, State Experiment Stations, Land Grant Institutions, State Forestry Schools, and Cooperating Schools of Veterinary Medicine

6Presented by: Nancy L. Wilkinson

CRIS Review Tracker

7CRIS Review TrackerWeb enabled application that uses workflow to review a proposed CRIS project3 perspectives with 3 different viewsPI; Unit Leader; ReviewerDeveloped and released in the 2008Input from 3 Units to determine requirementsBeta tested by another UnitThen released to allEnhanced in December 2008Feedback from several faculty users

8CRIS Review TrackerPurpose:Facilitate required review of PIs CRIS projectFinalize the reviewer assignments (by a Unit Leader)Provide central repository for comments from all reviewers (internal/external)Compile all reviewer comments (by the Unit Leader) for feedback to the PI

9CRIS Review TrackerIFAS made this an optional tool that Units could choose to useWe restricted access through a login which we could control (based on each Units designated personnel)

10CRIS Review Tracker- System Walkthrough A brief look at how the system works

More details are provided in the CRIS Review Tracker User Guide

PI Perspective/ViewProvide information on the proposed CRIS project and recommendations for at least 3 reviewers (internal/external)Receive comments from reviewers (confidentially) to improve the CRIS project draft before submission to USDA

Starting a New ReviewPI then uploads a project statement

The PI begins the review process by logging into the system and clicking the Start a New Project Review buttonStarting a New Review

PI enters information on suggested reviewers

Provides basic info

PI suggests reviewers, entering their name and email address

Once finished, the Unit Head is notified of the new CRIS project review by email

Unit Leader Perspective/ViewWeb based console provided to manage all of the CRIS projects under review in that UnitAllows orderly determination of reviewers (internal/external) by the Unit LeaderOnce reviewers are approved, they receive electronic notification and follow up reminders directly

Assigning ReviewersAfter receiving email notification, the Unit Head will log into the system to assign reviewers to the projectThe Unit Head is provided with the project details and a list of reviewers suggested by the project PI

The Unit Head then has an opportunity to add or remove reviewers from the project

Once finished, the selected reviewers are notified by email

Reviewer Perspective/ViewWeb based interfaceReviewer may also decline to participateReviews the PI provided Project StatementComments are provided based on our review criteriaReviewer comments then go directly to the Unit Leader not the PI

Reviewing the ProjectEach reviewer is provided with a unique code in their email notification. This code ensures that both internal and external users can review only the specific projects theyve been assigned toThe reviewer is provided with the project details and statement document

The reviewer then answers a series of questions regarding the proposed CRIS project

Once all reviewers have completed their reviews, the Unit Head is notified

Review CriteriaDoes this project Address an important problem for agriculture, natural resources, and urban or rural life?Offer potential benefits to the state or region?Provide a clear and rational hypothesis?Review CriteriaDoes this project Describe scientific procedures in sufficient detail?Offer the potential for cooperation with others?

Finally, any additional comments can be provided

Granting Final ApprovalOnce the reviewers have finished and submitted their reviews, one last step is required before final approval is grantedThe Unit Head is provided with a view of all reviewer feedback and the ability to add to or edit as needed

Finally, they are given the chance to provide a final comment and then grant final approval

Once approval is granted, the PI and CRIS Coordinator are automatically notified by email

CRIS Review TrackerWith final review in hand, the PI then completes all internal paperwork + completes AD 416 / AD 417Instructional guidance is on Deans web siteCRIS Review Tracker Instructions

Questions and CommentsPresented by: Conroy Smith

How Do We Communicate?

Service-Driven UF is a large institution Increase growth may yield decrease service UF IFAS research: 16 departments and 12 CentersGoal: To provide exceptional customer service to CRIS Liaisons and faculty CRIS Liaison: Personnel within departments who administer CRIS matters i.e.: AD-416 AD-417 AD-421 AD-419 etc.

Service-Driven Effectively communicate with CRIS LiaisonsLISTSERV: CRIS-LA Go-To Website: http://research.ifas.ufl.edu/research/cris/overview/CRIS Liaison MeetingsMaterial Resources

LISTSERVCreated LISTSERV: CRIS-L50 membersBenefits: Manage email messages (target audience)Reliable, fast, and easy captures all membersCaution: Excessive or non-business related use

CRIS Web SitePurpose of website:

24-7, 365 presence and resource to anyoneConvenient for CustomerStandardize procedures and message

http://research.ifas.ufl.edu/research/cris/overview/

UF CRIS Website

CRIS Web SiteCRIS Life-Cycle Overview

CRIS Web Site

CRIS Life-Cycle Overview

Start A New CRIS Project

Step-by-step Instructions

Hatch

NIFA Grants

Multistate

McIntire -Stennis

CRIS Web Site

CRIS Web Site

Learn More About CRIS

Annual Progress Report (AD-421)

Assisted Search Instructions

Review Tracker

Project Extension/Term.

UF CRIS Policy

CRIS Liaison MeetingsInaugural Meeting (May 3)

Face to a nameConnecting with one another

Shaped as the group determines

Pre-Meeting Survey ResultsTuesday afternoon most popularTuesday, Wednesday or Thursday Morning

What times/days of week are best for you to attend a CRIS Liaison meeting? Pre-Meeting Survey ResultsSplit: One large annual meeting 1-2 smaller special interest topic/training sessions style How often should CRIS Liaison Meetings take place?

Pre-Meeting Survey ResultsOther: Hands on trainingInstructor tipsUpdate via CRIS-L as much as possibleHow would you like to engage in CRIS Liaison meetings? Please select all that apply

Pre-Meeting Survey ResultsHow would you like to communicate with other CRIS Liaisons?Would you like to be a guest presenter? In what areas would you like to receive more training? As a CRIS Liaison, what challenges or barriers do you face?

Personnel TrainingSource of Funds PeopleSoft:Federal Appropriation (Formula) Fund 221Hatch (2101)Hatch Multistate (2102) NIMSSMcIntire-Stennis (2103)Federal Sponsored Programs (Non-Formula) Fund 201USDA (NIFA)NSFNIHOthers . . .

CRIS Assisted Search ResourceResource ValueLiaisons use Assisted Search to find active CRIS projects within Dept.

Use information to notify faculty with/without CRIS Project Policy is faculty with research appointment needs a CRIS project

Assisted Search is very useful when completing AD-419

Questions and CommentsCRIS Help DeskPresented by: Nancy L. Wilkinson

CRIS Help DeskWhat is this tool?Central web based resource to get help for all CRIS related mattersIT application from national company that is configured for our purposeSearched for potential vendorsSelected and tested severalSpoke to current users at other universitiesThe specific tool was used and configured to provide help for grant questions within IFAS with positive resultsCRIS Help DeskTwo ways to access?Web addressEnter the question and receive a Help Desk Ticket #Send an Email Auto creates the Help Desk TicketExpected Users?CRIS LiaisonsIFAS FacultyUSDA sending official approvals to UF

CRIS Help DeskWeb site view has many possibilities to provide help without submitting a Help Desk Ticket such as:AnnouncementsDeans office will provide information relevant for the CRIS Liaisons or the IFAS FacultyRE: AD 419 spreadsheets due on January 3, 2011SolutionsUsing frequently asked questions, we can post solutions to such for all to useCRIS Help DeskCreating a Help Desk Ticket is easyLogin recognizes the requestor and their UnitUses Active Directory when configuring this toolRequestor determines the priority (e.g. urgent)Requestor decides the best category that describes their question (e.g. CRIS Project Reports)Deans office then provides an email response from this systemIf that response meets the need we will then close this ticketIf not, we keep working together until it is resolvedCRIS Help DeskIn each Unit, the CRIS Liaison can:Track any outstanding questions from their UnitRefer back to older Help Desk ticket responses which might assist with todays questionMake suggestions for the Solutions section of the CRIS Help Desk for everyones benefitGenerate metrics for their UnitCRIS Help Desk Probable CategoriesCreating a CRIS Project (AD 416/AD 417)NIFA funded awardsnon-NIFA funded awardsCRIS Progress Reports (AD 421)AnnualFinalCRIS Review Tracker

CRIS Help Desk Probable CategoriesOthers might include:CRIS Project ExtensionCRIS Expenditure Reports (AD 419)Notification to CRIS Support Office (Deans area)CRIS Project is ready for our reviewCRIS Identifier needed in PSFTUpload internal forms neededCRIS Help Desk - AdvantagesOne place to respond to all inquiriesNo longer in individual email boxesProvides for continuity of serviceReview original requestReview all comments sincePotential to specialize and refer inquiries to those who will directly handle suchHopeful that we can even have USDA send notifications to this toolCRIS Help Desk - AdvantagesMetricsData can be used to determineVolume (even at the Unit level) Reoccurring issuesNew category designations neededInfo could shape Solutions we postOpportunity to work closely with Units where need is greatestTraining or resources that we should consider developing

Questions and Comments#Answer

%

13 times a year

42%

2Semi-annually

17%

3Annually

42%

Total100%