Research Administration Records Management

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Research Administration Records Management

• Case Study and Issues at Arizona State University
• Katherine J. Ranes

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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
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Research Administration

• Looking for funding
• Sending the proposal
• Receiving the award
• Administering the award

• Ensuring compliance
• Sharing research findings
• Preparing cost proposals

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

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

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We know its possible!
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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)

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ASU Research Information System

• Step one Establish systems for research
  administration as an Enterprise System
• Central Support
• Institution-wide Audience
• System of record

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ASU Research Information System

• Resources
• Exposure
• Focus across the institution
• Institution responsibility vs. unit
  responsibility
• More robust computing environment

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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

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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

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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

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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

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ASU Research Information System

• After
• One system of record (Coeus and Sponsored Data
  Warehouse populated from Coeus)
• Units dont need paper to know what is happening
• Still a lot of paper as back-up for system
• Still some unit systems

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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

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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)

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We did it!
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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

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Questions/Discussion
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Contact Information
Katherine Ranes Information Technology Arizona
State University Tempe, AZ 85287- 0101 Phone
480 965 2772 Email kranes_at_asu.edu
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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