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+Sponsored Program
Management in The
CloudDave UsherKuali Research Product Manager, KualiCo
Amy TaylorAssistant Vice President for Research, Office of Sponsored Programs & ResearchTowson University
Karen FletcherPreAward Services Manager, Office of Research ServicesCoastal Carolina University
+SESSION AGENDA
⇢ Introductions
⇢ Common research admin challenges facing PUIs
⇢ Best practices for selecting an eRA system
⇢ Review of the implementation considerations, and
lessons learned as early adopters
⇢ The value of an eRA for sponsored program
administration
THE CHALLENGESGrant & Research Management is ComplicatedIncreased focus on research funding, complex compliance environment, demand for accountability and reporting, reduced budgets and staff.
⇢ Paper-driven process
⇢ Manual transmission through Grants.gov
⇢ ‘Sneakernet’ approval processes
⇢ No central repository for important data
⇢ Double-entry (or more) into other systems
⇢ Limited to no reporting
⇢ Inconsistent and inaccurate budget preparation
+ABOUT TOWSON UNIVERSITY
⇢ Public university
⇢ $15 million in research expenditures
⇢ 22,000 full time students
⇢ Rapidly rowing research enterprise
⇢ Goals: improve productivity, increase oversight, and create a single, reliable source for proposal, award and compliance information.
+ABOUT COASTAL CAROLINA
⇢ Public university
⇢ $3 million in research expenditures
⇢ 8,360 full-time students
⇢ Limited staffing & resources
⇢ Goals: Improve efficiencies, reduce paper-based processes, automate proposal routing and approval workflow
+ EVALUATING SOLUTIONS
⇢ Before you begin…
● Define goals
● Technical requirements
● Functional requirements
● IT Role in decision-making
and implementation
● Identify your budget
6
+ EVALUATING SOLUTIONS
⇢ Discovering gaps & evaluating system options
● Critical features vs. nice-to-have
● Product maturity & stability
● Development
● Product support
● Upgrade costs
● Current users
7
+ EVALUATING SOLUTIONS
⇢ Workflows
• Define current workflow
• Identify process changes
in an online system
• Route to conditional
approvers
8
+ EVALUATING SOLUTIONS
⇢ Cloud vs. On-site Implementation
● Benefits/Disadvantages
● Comparing costs
● Technical support & expertise
9
+ EVALUATING SOLUTIONS
⇢ Built-in Reporting Engine
● Out-of-the-box reports
● Real-time visibility
● Ad-hoc reporting
10
+ LESSONS LEARNED
⇢ Implementation Process
• Timeline
• Key Members of Team
• Training
• Pros/Cons of Early Adoption
• Time Demands on Staff
11
+
▶ Share Best Practices with other institutions
▶ Best fit for higher ed research admin
▶ Lowest total cost of ownership
▶ The most value for your money
▶ Fastest time to value
▶ Buy based on your needs
WHY the Kuali Community……WHY the Cloud
Three years ago, our office identified getting an electronic research administrative system as our highest priority, but we couldn’t afford any of the systems that were available. The partnership with rSmart allows us to get the best solution in the industry at a very affordable price.”
After a comprehensive review process, it was determined that rSmart Cloud Express for Kuali Coeus exceeded our functional requirements.”
With Cloud Express, we will be able to provide our University leadership with more timely and accurate data and reports regarding campus performance in grant and contract activity.”
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