Internal Awards Tracking System HMS/HSDM RESEARCH ADMINISTRATORS - - PowerPoint PPT Presentation

Internal Awards Tracking System

HMS/HSDM RESEARCH ADMINISTRATORS OPEN FORUM

Melissa Korf, ORA Jen Jackson, IT

February 12, 2020

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DEPARTMENT OF

Information Technology

Internal Awards Tracking System

• 1. GMAS will remain the system of record for

tracking sponsored awards

• 2. The solution will be implemented in

multiple phases:

• 1. Dean’s Initiatives award programs
• 1. Awards Management
• 2. Proposal Management

Future Department Phases:

• 2. HMS department-based internal

award programs

• 3. HMS department view of their own

internal awards

• 4. Faculty view of their internal awards
• 3. Phase I security will be at school level only
• 4. Project will be an iterative, agile project

Objectives Guiding Principles Key Performance Indicators

Implement a Shared Technology Solution to support the Internal Awards issued by Harvard Medical School.

The Vision for the Internal Awards Tracking System

• 1. Track Non-sponsored Internal Awards,

funded through university, school or gift/endowment funds

• 2. Implement a scalable solution that can

start out as a solution for tracking the HMS Dean’s Initiatives awards issued and over time grow into a larger system that can be used to track other types of internal awards made by different HMS programs

• 3. Improve reporting on the programmatic

awards issued by HMS as the grantor

• 1. This new system will replace the excel

documents that track the existing internal awards made since 2018 and will become the source of truth for reporting on internal awards made by HMS

• 2. Dropbox will be removed from the process;

all documents will have been uploaded to the appropriate program/proposal/funded project

• 3. All award documentation will be located

together in one location; new fields will be available for reporting at the program level

• 4. The project team will continually prioritize

and deliver new functionality, which will be released as it becomes available

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DEPARTMENT OF

Information Technology

Program Team

• Business Sponsor: Rachel Cahoon, ORA
• Steering Committee:
• Co-Chair: Melissa Korf, ORA
• Co-Chair: Jen Jackson, IT
• Finance: Grace Shin
• Research Operations: David Hwang
• Core Project Team: Steering Committee Members plus:
• ORA: Caroline Foster, Rita Bergemann
• Finance: Cheryl O’Toole
• Research Operations: Caroline Shamu
• IT: Steve Wimberg, Patrick McNeal
• Department Administration: To be determined in future phases

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DEPARTMENT OF

Information Technology

Internal Awards Project Phases

Dean’s Initiatives Awards Tracking Proposal Management Departmental Awards Management Departmental Views Faculty Views

Phase I enables award management for the awards funded from the HMS Dean’s office

• Assumes school level security access
• Early adopters will be ORA, Finance, and Research Operations staff
• Award Management
• Track award

attributes; including PI effort for federal compliance

• Track CoA strings
• Maintain award docs
• Integrate with Oracle

Financials to pull in actuals

• Track invoices &

payments

• Subaward tracking
• Reports
• Replace Apply Hub
• Post RFAs
• Receive proposal

submissions

• Review & Score

proposals

• Additional funding will

be required for this phase

• Extend awards

management functionality to other departmental programs that issue awards (ex: Ludwig Center)

• Requires program

level security access

• Allow departmental

users the ability to see awards made to their department

• Requires department

level security access

• Allow Faculty the

ability to see the awards made to them

• Requires Faculty level

security access

• Allow a Faculty

member to see their sponsored and non- sponsored awards in

• ne location (may

intersect with the PI dashboard)

We are here

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DEPARTMENT OF

Information Technology

Next Steps and Timing

Phase I Go live:

• Ongoing currently: User Acceptance Testing and Bug Fixing
• Week of 2/24/2020: Go live & historical data upload

Other items:

• Continue to finalize the award cycle processes & roles with ORA, FIN and Research Ops
• Phase II requirements documentation: what are the system needs for proposal submission,

receipt, and review?

• Roadshow Tour to collect departmental feedback and planning for future phases has begun

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DEPARTMENT OF

Information Technology

Questions or to Request a Demo Melissa Korf, ORA Melissa_Korf@hms.harvard.edu Jen Jackson, IT Jennifer_Jackson@hms.harvard.edu