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Research Administration & Shared Services at KU

Research Administration & Shared Services at KU. Presented by Kristi Billinger University of Kansas Center for Research Director, Research Administration Assistant Vice Chancellor. How did we get here?.

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Research Administration & Shared Services at KU

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  1. Research Administration & Shared Services at KU Presented by Kristi Billinger University of Kansas Center for Research Director, Research Administration Assistant Vice Chancellor

  2. How did we get here? • Center for Research Inc.(KUCR) created to support engineering and related interdisciplinary projects (1962) • Transitioned all sponsored projects to KUCR (1997) • Building infrastructure through Designated Research Centers • Shared Service Center model selected by administration (2012)

  3. Benefits of Including RA Support in SSCs • Reduces number of unit staff the central office interacts with • Increased and defined training • Building expertise by reducing scope • Consistent support provided to all investigators • Dotted-line reporting (accountability) • Ability to advocate for change and receive feedback: systems, processes, policy, etc.

  4. SSC Model at KU 4 4

  5. SSC Activities 5 5 5 5

  6. SSC Reporting Relationships: RA Shared service centers are not centralized functions, but are established to serve the departments and units. Shared Service Center Leadership (AVP for SSCs) Office of Research (Vice Chancellor) School/Unit/Center (Dean/VP/Director)    Accountable for SLC compliance and KPIs • Oversight of Research Admin Compliance, SOPs, and Training • Responsible for processes, policies, protocols and training of SSC staff • Conduct regular reviews of transactions to test compliance and accuracy • Reviews SSC Performance • Quarterly/bi-annual customer service survey • Key performance indicators and metrics SSC Director  Research Admin Manager Research Admin Staff in the SSC Customers                 6

  7. Customer Contact Model SSC HR Staff Designated SSC Research Contact Transaction Systems   PIs/Customers       SSC Finance Staff   Central RA Staff  

  8. Challenges • Research processes are complex: difficult to develop a linear flowchart • Dealing directly with faculty/PIs • Incorporating existing designated research center infrastructure and central proposal preparation • Grant funded administrative staff: to include or not include

  9. Lessons Learned • Relentless Incrementalism: You are never done • Take advantage of what you have: If an area is providing first class service replicate what they are doing • Selecting staff and the right number of staff • Ensuring that units who are having staff listed and shifted continue to have support

  10. Lessons Learned (continued) • Training is key: this is advantageous to the SSC and the central research office • Support from the top down and the bottom up • Managing change and communicating across campus • Benefits to the Central Office

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