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Where is my research agreement?

Where is my research agreement?. A demonstration of a JHU web-based Click ™ Huron system to track and enable research agreement review, negotiation, and archiving. MyRAP : My Research Agreement & Application Place

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Where is my research agreement?

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  1. Where is my research agreement? A demonstration of a JHU web-based Click ™ Huron system to track and enable research agreement review, negotiation, and archiving.

  2. MyRAP: My Research Agreement & Application Place • MyRAPis a web-based work process tool kit for tracking, negotiating, and archiving research agreements. • It is built on Huron's Click™ Portal software, and was co-developed by Johns Hopkins University (JHU) and Huron. Footnote: The development of MyRAP was a joint project with Click Huron and Johns Hopkins University. JHU receives royalties from the purchase of MyRAP use licenses from Click Huron.

  3. Why was MyRAP developed? • To supplement COEUS • To make status transparent • To provide workflow management system • To provide reporting/metrics • To build an agreement library

  4. Keys to MyRAP success: • High priority from University leadership • Established relationship between JHU/Click ™ Huron • JHU’s experience developing other systems on the Click ™ platform (IRB/COI) • Buy-in from various schools

  5. MyRAP User Group Roster: • School of Medicine • School of Public Health • School of Arts and Sciences • School of Nursing • Research Projects Administration • Health System

  6. Development Timeline: • May 2010 – August 2011 • Requirements • Development • Testing

  7. Agreed on common workflow milestones: • Creating record • Negotiating • Collecting signatures • Complete agreement • Closed

  8. Also agreed upon: • One single SmartForm application • Content of notifications • Roles/permissions • Account creation model • “Workflow record types” that would be tracked

  9. Workflow Record Types: • Grant-Agreements • Sub-Award Agreements • Contracts • Data Use Agreements • Memorandum of Understanding • Material Transfer Agreements • Master Agreements

  10. Workflow Record Types (cont.): • Equipment Loan Agreements • Task Order Agreements • Confidentiality/Nondisclosure Agreements • Agreements • Teaming Agreements • Professional Service Agreements

  11. Development Costs – $250K • License • Consultant • Servers • Salaries (IT manager, developers, project manager) • Current operating costs – $80K/year

  12. Progress of MyRAP: • 5,000 records in the system • All schools/groups using it • Undergoing quarterly system updates • Coming soon: leverage system for reporting

  13. Demo

  14. Roles: • ORA Staff • Registered User (Basic user role) • Department Contact • Read-all access • Report User • Super Report Access • Super User

  15. Investigator Workspace:

  16. ORA Staff Workspace

  17. All MyRAP Records:

  18. Reports:

  19. All COEUS Records:

  20. COEUS Record Summary:

  21. Agreement Library:

  22. Help Desk

  23. Ready to create a MyRAP Record?

  24. Step 1 – Create MyRAP Record

  25. Step 2 – Complete SmartForm

  26. General Info page (cont.)

  27. General Info page (cont.)

  28. General Info page (cont.)

  29. Agreement Information page

  30. Agreement Information page (cont.) )

  31. Agreement Information page (cont.)

  32. Project Information page

  33. Step 3 – Push record through workflow

  34. Ready for Pre-Review activity

  35. States/Activities change:

  36. PI and Contacts are sent notification:

  37. Milestone Email Notifications: • Record has been started • Change in “owner” (ORA Staff responsible) • Record expired • Record re-opened • Record complete • Record closed

  38. Record located in workspace:

  39. Workflow “States”: • Initiating Record • Pre-Review • Award/Agreement Review • Post Negotiations Review • Final Received: Collecting Signatures • Processing Award/Agreement • Complete • Expired

  40. Additional States: • Request Info – pushes a record requiring info to a state that does not count against the ORA staff’s time clock. • Closed – can be used in any state if a record could not be completed.

  41. Other functionality: “TNT” (The Negotiator’s Toolkit) – • A “tickler” you can set on MyRAP records • Can be Email or Log Comment • Can set reminders on them • Can have many for one MyRAP record • Are visible to everyone

  42. Step 1 – Create TNT

  43. Step 2 – Complete TNT SmartForm

  44. Step 3 - Submit TNT

  45. TNTs transparent to all

  46. Step 4 – Resolve TNT

  47. MyRAP Outcomes: • Agreements available in a central location • Reports can be run by any data field (PI, department, school, sponsor/collaborating organization, staff) • General Counsel’s access enables rapid consult • Transfer between staff members is apparent • Management can better track/distribute workload

  48. Questions? Sue Tindall Business Analyst Research Environment Systems Johns Hopkins University School of Medicine 410.516.8602 sboyer1@jhmi.edu Michael B. Amey Associate Dean Research Administration Johns Hopkins University School of Medicine 410.955.1566 mamey@jhmi.edu

  49. Thank you!

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