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Introducing the New PRF

Introducing the New PRF. Frances Spalding and Brittany Lloyd 02.18.2010. What to expect. Who remembers the form’s history? A short quiz to test your memory The role of the PRF A collaborative venture by all its stakeholders What is new and different, how will it help me as a user?

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Introducing the New PRF

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  1. Introducing the New PRF Frances Spalding and Brittany Lloyd 02.18.2010

  2. What to expect • Who remembers the form’s history? A short quiz to test your memory • The role of the PRF • A collaborative venture by all its stakeholders • What is new and different, how will it help me as a user? • Steps to roll out • Resources • Conclusion

  3. Test your knowledge on the history of the PRF • What was the name of the paper form that the electronic PRF replaced? • When the electronic PRF first rolled out you had the option to print a paper copy to type, T/F? • When was electronic routing introduced at the U of MN? • The abstract field was included on original PRF, T/F?

  4. The role of the PRF What are all the uses of the PRF? As an internal communication instrument, by sharing basic information among PI, Dept. Chair and Dean As a checklist to guarantee that all compliance obligations have been addressed As a tool for SPA in processing proposals and setting up awards

  5. Why change the PRF? Why now? • To bring the document in line with the EFS system • To reflect various policy and procedural updates • To address changes in the array of data needed by the institution to effectively manage sponsored projects • To respond to user requests for enhancements and improvements

  6. The project steps • Create a working group to represent all PRF stakeholders • Gather input from the research community • Create functional and technical designs • Build • Test • Train • Release

  7. It takes a village The changes that roll out with the new PRF come from a collaboration of SPA, faculty and users.

  8. To recap what you may have read or heard, the goals of the new PRF include • New or improved functionality • More streamlined PDF of the PRF • Increase communication of key data points at the proposal submission • More support to the user with updated help notes

  9. The goals bring on global significant changes • New features • Question enhancement • New questions capturing contemporary research issues • New functionality

  10. New Features • Improved email notifications • Printing Notes section on the PDF of the PRF • PDF of the PRF is shorter • Help sections have been beefed up and more has been added to give a more complete resource document.

  11. New features, printing notes on a shorter PDF A glimpse at the new PDF of the PRF, 2 pages Currently the same PRF prints over 6 pages

  12. Clean new look More key information is now on the first page

  13. Enhancements to Current Questions and new • Existing questions have been modified to include more important data • EFS friendly data fields have been added to speed the processing of the proposal • Question presentation has been enhanced with a new design • Addition of new fields

  14. Question modification increases the amount of information that can be shared • Ne Some examples of data points added to existing questions to enhance communication

  15. Fields added to collect more key data at PRF time Instructions in the front end saves questions at award time and speeds set up of accounts. Better design means better communication; phone calls, emails, paper notes sharing data have now been replaced with a PRF that communicates the vital information

  16. New data fields added to make the PRF more EFS friendly • The addition of EFS award number entered by the PRF initiator in this example will speed the process

  17. New questions that roll out with the new PRF In the dynamic field of research, changes occur that merit collecting more information. The new PRF will include new questions on the topics of: • Subawards • Stem Cells • International Issues • Administrating Dept.

  18. A sampling of new questions

  19. New Functionality • Key to the new PRF is the updates to the routing chain. One quick look at the table answers who, when and why

  20. Roll out time table • Testing, testing, testing: January, February • Defect fixing, testing some more: through March • Training: March, April • Rollout: April

  21. PRF working group, we are listening…. Pamela Webb, Chair of Committee Karen Hawkinson Sallie Quammen Bridget Foss Frances Spalding Rodney Chaffee Brittany Lloyd Julie Pingue Emily Talley

  22. Resources • Training classes are being formed for March and April, check the SPA webpage for classes to be added for all campuses: http://www.ospa.umn.edu/GrantGov/Schedules%20and%20Calendars/trainingschedule.html#labs • PRF project webpage: http://www.ospa.umn.edu/announcements/prfproject.htm • eRSS helpdesk at x41600 • Your Grant Administrator, if uncertain who that individual is call the SPA at x45599

  23. Conclusion • Lessons learned and input from invested users have joined in modifying the PRF to make it a more user friendly document that provides more information to all involved parties. We think you will agree!

  24. Questions?

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