Improving the Business of Research Administration With Click Kevin Wong...

Improving the Business of Research AdministrationWith Click

Kevin Wong

[email protected]

Tony Haber

[email protected]

mailto:[email protected]

mailto:[email protected]

Agenda

8:30 – 9:00 Continental Breakfast

9:00 - 9:30Company Introduction & Product Overview

9:30 – 10:00 Case Study 6 – Integration and Migrations

10:00– 10:45 Case Study 7 – Application Extensions

10:45 – 11:00 Break

11:00 – 11:30 Case Study 8 & 9 - Security

11:30 - 12:00 Project Implementation Overview

12:15 – 1:00 Lunch & SPARCS Team Discussion

© 2012 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential.

3

Huron Education Software and Services


Software System Implementation Services

Project Planning

Portal Architecture

Functional Design

Configuration

System Testing

Documentation & Training

Deployment Services

Sustaining Services

Click™ Portal Software

Products

• Research Administration

– Grants

-- Contracts

-- Awards

-- MTA

• Research Oversight

-- IRB

-- COI

-- IACUC & AOPS

-- Safety Committees

• Clinical Trials Management

Improved Research Administration Business Processes

Consulting Services

Core Functions:

Research, Finance,

Procurement, HR, IT, Facilities

Research Solutions:

Strategy, Organization, Business Process, Financial

Management, Cost Reimbursement, Risk

Management, Change Management

Regulatory and Finance Experts

Why Technology + Services Matter

The correct application of technology and subject matter expertise saves time and money• Improved processes before automation• Process advice and benchmarking over the life of the installation

maintains efficiency Single vendor ensures even results

• Consulting, technology, implementation and support services all under one roof

Software alone is not the solution• Automation of the right processes = high efficiency

4© 2011 Huron Consulting Group, Inc.


Click® Portal

Click Portal Starter Sites

Clinical Trials Compliance Research Administration

Participant Tracking and Billing

Clinical Trials Recruitment

IRB

IACUC

Safety

Committees

Grants & Contracts

Animal Operations and Ordering

Auditing

Conflict of Interest

Existing Systems

Animal

Database

Accounting

Human

Resources

Electronic

Medical Record

Web

Services

SF424 eSubmission

Grants.gov

Researcher Profile

Direct

SQL

Data

Warehouse

Interface

Tables

Who’s Using Click Portal Solutions?American Heart AssociationArizona State UniversityCase Western Reserve UniversityCedars-Sinai Health SystemChesapeake Research Review, Inc.Children’s Hospital BostonChildrens Hospital of Los AngelesThe Children’s Hospital of PhiladelphiaThe Mercy Children’s HospitalChildren’s National Medical CenterCincinnati Children’s Hospital Medical CenterCleveland ClinicDartmouth CollegeDuke UniversityEast Carolina UniversityEmory UniversityFox Chase Cancer CenterGeorgetown UniversityGeorgia Health Sciences UniversityHackensack University Medical CenterHarvard UniversityHealth Sciences South CarolinaHospital for Special SurgeryThe Johns Hopkins UniversityKaiser Hawaii/GAKaiser Permanente NorthwestLawrence Berkeley National Laboratory

Louisiana State University Health

Sciences Center ShreveportLehigh Valley Health NetworkMayo ClinicMD Anderson Cancer CenterMedical College of WisconsinThe Methodist Hospital Research InstituteThe MetroHealth SystemNASA-Johnson Space CenterNew York University Langone Medical CenterNational Bureau of EconomicsNorthwestern UniversityOchsner Clinic FoundationThe Ohio State UniversityOntario Institute of Cancer ResearchOregon Health & Science UniversityThe Pennsylvania State UniversityRAND CorporationThe Research Institute at Nationwide

Children’s HospitalRush University Medical CenterSt. Jude Children’s Research HospitalTexas Health Research & Education InstituteUniversity of AlbertaUniversity of Arkansas for Medical SciencesUniversity of British ColumbiaUniversity of Calgary

University of California Los Angeles

University of California San DiegoUniversity of ChicagoUniversity of CincinnatiUniversity Corporation for Atmospheric

ResearchUniversity of FloridaUniversity of Kansas / KUMCUniversity of MarylandUniversity of Massachusetts Medical SchoolUniversity of Medicine & Dentistry of New JerseyUniversity of MiamiUniversity of MichiganUniversity of PittsburghUniversity of RochesterUniversity of South FloridaUniversity of Southern CaliforniaUniversity of Texas at San AntonioUniversity of Texas Southwestern

MedicalCenter at DallasUniversity of UtahUniversity of WashingtonUniversity of WisconsinVA Pittsburgh Healthcare SystemVirginia Commonwealth UniversityWake Forest UniversityWeill Cornell Medical College

6© 2011 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential.

Research Administration Software Models


Click

Portal

Time to Deploy

Flexibility

To Match

Your Needs

Packaged

Application

Custom

Development

Slow Fast

Low

High

Low High

Consistent/Committed Support

© 2011 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. 9

Click Portal Architecture

IRB

Grants and Contracts

SF424 eSubmission

Conflict of Interest

Clinical Trials Billing

IACUC

Animal Operations

Biosafety (IBC)

Chemical Safety

Radiation Safety

Effort Reporting

Material Transfers

Research Catalog

Web Services

Business Process Modeling

Query / Reporting Services

Powerful Extranet Security

Delegated Administration

Collaboration Components

Document Management

Page Layouts/Templates

Email Notification

User-Extensible Data Model

Personalization

Browser-based

Configuration Tools

Developer

Tools

C# COM Object Model

Automatic Data Persistence

Transaction Management

Integrated Security

Web Services

Unified Query System

Caching/Session Management

Schema ManagementWindows 2008 Server

IIS

SQL Server 2008

Indexing Service

Component Services

.NET Framework

Solutions

Application Layer

Extranet Framework

Microsoft Platform


Click SmartForms™

Molded to your forms

Draw upon other institution forms

Dramatically reduces error input

Conditional branching between pages

Error checking; completion summaries

Configurable help text

Reviewer’s notes


Intelligent Routing Processes

Changes Required By Department

NEW

Submit StudyPI

Submit Changes PI

Issue Departmental ApprovalDEPT

DEPT

Submit Veterinarian ReviewVET

2) Department Review

Submit ChangesPI

Changes Required By VeterinarianVET

3) Changes RequiredBy Center

4) VeterinarianReview

5) Changes RequiredBy Veterinarian

6) IACUC StaffReview

1) Pre Submission

Industry Leading Ability to Change


Type of Change Example Dev. effort (minimum)

Text change Rephrase question Minutes

Add simple data field Free text box Minutes

Add component Document upload Minutes

Alter a form set and its existing branches

New regulatory info. required

Hours

Expand routing review path New reviewer required Hours

Adopt new functional enhancement

Incorporate reviewer’s notes

Days

Include to a new committee review process

Add a review board with meetings and minutes

1 – 2 Weeks

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Why Huron’s Click Portal?


A Complete Solution

The most comprehensive suite of products and services for research administration

Configurable Software

Architected for rapid configuration to support continuous process improvement

Industry Expertise

Huron has worked with over 90% of the top research organizations in North America and the Click User Group is

the most active in the industry

Financial Stability

Huron is a $600M profitable organization

14

Questions


15

Factors Impacting Implementation Effort


Partnering Strategy


17

Project Approach


IterationProcess AnalysisPlan SupportTest Deploy

18

System Testing & Quality Assurance

Pre-Release Test Cycleso Unit Testingo String/Business Process Testingo Integration Testingo User Acceptance Testing (UAT)

Importance of Change Control Post-Releases Test Overview


UAT

Integration

String/ Business Process

Unit

Grants Phasing (example)

Phase I (GrantsXpress)- o eSubmission Implementationo Routing Sheet Design and Workflowo Routing Sheet Mapping to SF424o SF424 electronic submission to grants.gov

Phase II - o Other Proposal Typeso Online Budgetingo Post Awardso Legacy Integration

1

9


eSubmission

Implementatio

n

Roll-out and

Refine

Online

Budgeting,

Post Awards,

Legacy

Integration

Roll-out and

Refine

Phase I

GrantsXpress

Phase 2

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Grants Project Plan (example)


I D Task Name Duration Start Finish

1 Grants Project Summary 264 days 6/3/13 6/5/142 Phase 1 - GrantsXpress 60 days 6/3/13 8/23/13

3 Project Management 60 days 6/ 3/ 13 8/ 23/ 134 Express Kick Off Meeting 10 days 6/3/13 6/14/135 Grants submission sign-off workfl ow (3-level)10 days 6/ 3/ 13 6/ 14/ 13

6 Routing sheet SmartForms defi nition 10 days 6/ 3/ 13 6/ 14/ 13

7 Data loading requirements 10 days 6/ 3/ 13 6/ 14/ 13

8 Site Workflow Design and Configuration 30 days 6/17/13 7/26/13

9 Look and Feel 5 days 6/ 17/ 13 6/ 21/ 1310 Routing sheet SmartForms 30 days 6/ 17/ 13 7/ 26/ 13

11 SF424 mapping 30 days 6/ 17/ 13 7/ 26/ 13

12 Server confi guration 30 days 6/ 17/ 13 7/ 26/ 13

13 Alpha Testintg 20 days 7/ 29/ 13 8/ 23/ 13

14 User Documentation and Training 30 days 6/ 17/ 13 7/ 26/ 13

15 Phase I Go- Live 0 days 8/ 23/ 13 8/ 23/ 13

16 Phase I I - Building Upon Success 204 days 8/26/13 6/5/14

17 Project Management 200 days 8/ 26/ 13 5/ 30/ 14

18 Phase 2 Kick- off Meeting 2 days 8/ 26/ 13 8/ 27/ 13

19 Workflow Configuration 90 days 8/26/13 12/27/1325 SmartForms Creation 105 days 9/23/13 2/14/1432 SF424 application Integration 10 days 2/ 17/ 14 2/ 28/ 1433 Integration 15 days 2/17/14 3/7/1440 Notifications 10 days 2/ 17/ 14 2/ 28/ 1441 Reports 10 days 2/ 17/ 14 2/ 28/ 1442 Testing 59 days 3/3/14 5/22/1447 Delivery 0 days 5/ 22/ 14 5/ 22/ 14

48 Data Load and Extract 10 days 5/ 23/ 14 6/ 5/ 1449 Production Implementation 10 days 5/ 23/ 14 6/ 5/ 14

8/23

5/22

W S T M F T S W S T M F TApr 28, '13 J ul 7, '13 Sep 15, '13 Nov 24, '13 Feb 2, '14 Apr 13, '14 J un 22, '14

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Engage – Managing Project Issues


22

Click Service Intranet


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Staying On Course

Weekly Status Reports and Meetings with Budget & Plan Updateo Alert any tradeoff that may be necessary

Monthly Sponsor Meetingso Need the right people at the table

Maintain Nice-To-Have Listo Implemented last in priority order

Maintain Budget Risk Listo Identifies features & simplifications not in SOW

Maintain Open Issues Listo Identifies Huron and Client issues to be resolved


Improving the Business of Research Administration With Click Kevin Wong...

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