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VIU Grant Tracking Database

Learn about VIU's grant tracking database, its benefits and limitations, and how to maximize its usage. Explore the history, features, and future goals of the database, and engage in group discussions to share ideas and learn from each other.

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VIU Grant Tracking Database

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  1. VIU Grant Tracking Database Keeping our Nose Above Water Presented by:Kathryn JepsonVIU Research & Scholarly Activity Office

  2. Outline of Presentation • Brief History: Where we started and why we developed the database. • Opening the Vault! Taking a look at VIU’s grant tracking database and learning how it is used. • Benefits & Limitations • Maximizing the Research Database: Our wish list! Where do we go from here. • Sharing our Ideas and Learning from Each Other: Group discussions. Do you have a Database? If so, what do you like about your database? If you do not have a database what would be helpful to track?

  3. Brief History • Problem: How do we manage/track research with limited resources and knowledge? • Build a database! Where do we start? What do we need to be accountable for? What do we need to measure? • Identified data to track:

  4. VIU, Small University Grant Tracking

  5. Brief History • Problem #2: We have a database; we are entering data, but how do we easily analyze our data to pull reports and queries? • It was evident that a database manager was required.

  6. Opening the Vault! • Working with VIU’s Grant Tracking database. Help for multiple users to find out how to track specific information For grant facilitators to enter specific data for tracking the pre-submission stage

  7. Pre-Submission Form

  8. Opening the Vault For post-submission data entry

  9. Link to electronic file of grant. Post-Submission Data Form Useful for tracking partnerships Future goal is to link this with our ethics database The status is our primary tracking field. The operation of our office revolves around the status of each grant application; whether it is in-progress, approved, completed, or other. Our financial tracking is an area that we would like to improve. Our true financial tracking takes place in financial services. With tracking the funds we are able to analyze the data quickly for end of year or for other reports. To track specific communication regulations. This field is minimally used at the moment. To track multiple records related to one grant.

  10. Tracking Report Requirements • All reports and due dates are tracked for the researcher to ensure that a grant is followed through.

  11. Tracking Report Requirements • When a grant has been approved we provide the researcher with a detailed list of the reports and due dates. • The process of ensuring that reports have been completed has become quite cumbersome. • Working to improve the database to automate report reminders.

  12. Working with the Data • Tracking the data allows us to quickly create queries for reports and statistics on a yearly, weekly and daily basis. • Some of our regular reports and statistics include: • Measurements of our Research Activity for our Yearly Statistics: • % and Funding of Grants Received by Granting Agency • Breakdown of our Notification Results • Weekly Meeting Status Reports • Reports to collect data required for specific reporting or applying for funding, i.e. BCIC report on partnerships with other universities and outside organizations.

  13. Weekly Status Reports • Our weekly status reports are integral to the management of research grants within our Office. • We review: • Weekly: A report of all grants in progress or in the Idea- stage. • Weekly: All grants submitted sorted by notification date. • Monthly: A full report of notification activity showing the % breakdown and funding totals for grants that have been approved, not submitted and not approved.

  14. Snapshot of our Status Reports

  15. VIU Research Database

  16. Our Future Goals • Automating our report reminders • Integrating our Research database with our institutional databases: Employee Directory Database, Financial Services, Human Ethics Database, Animal Care Database. • Online pre-submission form for faculty members. • Integrate the research abstracts with our web site. • Online portal for faculty members to access full records of all grants that they have applied to.

  17. Open Discussion • Sharing our Ideas and Learning from Each Other: Group discussion. Do you have a Database? If so, what do you like about your database? If you do not have a database, what would be helpful to track? Thank You!

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