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Research Administration Records Management

Research Administration Records Management. Case Study and Issues at Arizona State University Katherine J. Ranes. Agenda. Scope of Research Administration Introduce ASU structure National trends in Electronic Research Administration ASU response – Research Information System Project

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Research Administration Records Management

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  1. Research Administration Records Management Case Study and Issues at Arizona State University Katherine J. Ranes

  2. Agenda • Scope of Research Administration • Introduce ASU structure • National trends in Electronic Research Administration • ASU response – Research Information System Project • Issues/futures • Questions/Discussion Katherine Ranes ECURE 2005

  3. Looking for funding Sending the proposal Receiving the award Administering the award Ensuring compliance Sharing research findings Preparing cost proposals Research Administration

  4. Who are the stakeholders? Investigator, Researcher Research Administrator Sponsor Institution

  5. Arizona State University Context • Large institution across multiple locations • Increasing research activity • Central Research Administration (ORSPA) • Proposals • Awards • Compliance • Etc. • Diverse technology • Central Information Technology support

  6. National Trends “The Internet changes everything.” - everybody Federal Law – Public Law 106 -107 Federal Financial Assistance Management Improvement Act of 1999

  7. Electronic Research Administration • Electronic media – most research administration records exist in electronic form • Electronic communication – email, fax, web • Electronic financial transactions • Electronic systems for reporting • Problem - integration

  8. We know it’s possible!

  9. National Landscape • Federal electronic web portals (federal demonstration project) • Service agreements with vendors • ERP systems • Web-based systems/workflow • Research Administration Systems • Document Management Systems (document imaging)

  10. ASU Research Information System • Step one – Establish systems for research administration as an “Enterprise System” • Central Support • Institution-wide Audience • System of record

  11. ASU Research Information System • Resources • Exposure • Focus across the institution • Institution responsibility vs. unit responsibility • More robust computing environment

  12. ASU Research Information System • Step two – Convert data to new Research Information System. • Chose Coeus, a system developed by MIT • Converted data and business processes • Implement 7/1/2003 • Establish security and production environment for university-wide system • Add to data warehouse • Integrate with HR and financial system • Active in national Coeus community

  13. ASU Research Information System • Before – paper file and various computer files for reporting • After – integrated computer system for reporting and reference, still much in paper

  14. ASU Research Information System • Step three – Expand use of Coeus beyond central office to research unit administrators • Common data language • System of record • Faster information • Pilot Spring 2004, complete roll-out Fall 2005

  15. ASU Research Information System • Before • Official record in the central research administration office (ORSPA) • Shadow systems in unit offices • Communication of the record is in paper documents

  16. ASU Research Information System • After • One system of record (Coeus and Sponsored Data Warehouse populated from Coeus) • Units don’t need paper to know what is happening • Still a lot of paper as back-up for system • Still some unit systems

  17. ASU Research Information System • Step four – Extend Coeus to researchers • Web-based forms/process • Web-based reports • Use Coeus for proposal development • Workflow for proposal routing and approval within Coeus

  18. ASU Research Information System • Futures • Use Coeus to integrate with compliance committees • Use Coeus with a Document Management System • Integrate structured data with unstructured • Provide security and access • Manage the document life-cycle • Use Coeus with federal systems (to integrate with outside sponsor)

  19. We did it!

  20. Issues/Discussion • Identity – security • Cross organization collaboration • Competing ownership • Different cultures/values • New role for research administrators as record managers • New role for research administrators as information policy makers

  21. Questions/Discussion

  22. Contact Information Katherine Ranes Information Technology Arizona State University Tempe, AZ 85287- 0101 Phone: 480 965 2772 Email: kranes@asu.edu

  23. References • ASU Research Administration website http://researchadmin.asu.edu • National Council of University Research Administrators http://www.ncura.edu • Coeus site at MIT http://web.mit.edu/coeus/www/ • Federal sites • http://www.grants.gov/ • https://www.fastlane.nsf.gov/fastlane.jsp

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