queen’s university is implementing an electronic tool comprising a self-serve cv that will...
TRANSCRIPT
Keeping Research on TRAQ
Tools for Research Administration at ’
CV Tool – Faculty180
Karina McInnisExecutive Director, University Research Services
Queen’s University
2
Outline
BackgroundThe NeedTools for Research @ Queen’s (TRAQ) ScopeRequest for ProposalsPhase 3 TRAQ – CV Data Tool: Faculty180GovernanceCV Data & Reporting Requirements Implementation
Background: Business Case
• 2011 invited to submit business case for new electronic system(s) to support research administration
• Enhance research community’s productivity, while maintaining excellent levels of financial accountability and transparency to funding partners
• TRAQ Project – 3 Phases• Phase 3: Faculty Activity Reporting & Evaluation CV data
Business Requirement – the Need
Operational NeedsImproved workflowResearch reporting at all institutional levelsTimely deploymentIncreased operational efficiencies – reduce faculty member administration burden1
Institutional StrategyImproved risk management & complianceResearch planning and metricsIntegrated planningUser satisfaction
41 http://sites.nationalacademies.org/cs/groups/pgasite/documents/webpage/pga_141177.pdf
Scope/Phases of TRAQ
Financial
Reporting*
Certifications• Human Ethics+
• Animal Care+
• Biohazards*• Radiation Safety*
Research-Admin Systems
Researcher Portal +
Student
Human Resources & Payroll
PeopleSoft
Finance &Research Accounting
(e.g., accounts payable, general ledger)
* Deployed through TRAQ+ Earlier (2010) deployment (non-TRAQ)
Information Transfer
Mechanism
1
Research Application Intake &
Project Management
• Awards*
2
CV Datamart &
CV Reporting *1
3
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RFP Committee Members:• Faculty union representative• ITS representative• Library representative• Deputy Provost• Associate Dean Research • Executive Director, Research Services• TRAQ Project Manager• Procurement, Chair
Request for Proposals: Phase 3
Vitae Repository
CCCV
CCCV updates
PubMed
PeopleSoft HR & Student
Sedona (QSB)EdTech (FHS)
Process Pathways Research Awards
Self‐serve CV*
*Over 100 citation formats available
Institutional Repository(Qspace)Citation
Managers (Endnote, Mendeley, Zotero)
Google ScholarWeb of Science
Fedora, Islandora, eprints, Digital Commons
Annual Reports
CVs for QUQAPs
RTP/RCAP/RP
ORCID
BibTex
or RIS
Teaching and Supervision
Scholarly Publications
Research Grants & Contracts
Service Activities
Personal Information
System Requirements
Inputs Outputs
Prepared by Jennifer Clark, TRAQ Project Manager
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• CV self‐service & Integration with Canadian Common CV• Faculty/School can delegate CV data input by faculty members to other Queen's employees• Approval workflow: Dept Head Assoc. Dean Dean• Ability to import citation information from databases such as PubMed or in various formats, e.g., BibTex• Ability to comply with Tri‐Agencies’ Open‐Access Policy by archiving in Queen’s Institutional Repository
Primary Goal Elimination of duplicate entry
System Requirements
Prepared by Jennifer Clark, TRAQ Project Manager
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• Faculty180 by Data180 was chosen• US‐based company with over 60 university clients• Developed by academics and research administrators• Cloud‐based solution with servers in Canada• High‐level of security• Flexible customization, workflows, reporting templates, data searches
Chosen e‐Tool for CV & CV Reporting
10
IT Project Governance @ Queen’s
Administrative Systems Steering Committee (ASSC)
(chaired by VP Finance and Administration)
Administrative Systems Operational Working Group (ASOWG)
Supported by ITSProject Portfolio Office
(PPO)
Various IT projects with Project Managers and other staff
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• Different Steering Committee for each Phase of TRAQ• Common Terms of Reference including
• Provide integrated perspective and support for the implementation of new tools•Monitor spending against budget• Approve change requests (S, T, C) • Assist with communication strategy• General decision making
•Meet once/month (or every two months)• Reporting to Queen’s Administrative Steering Systems Committee and Board of Trustees
Project Governance: TRAQ Phases 1, 2 & 3
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• Faculty union representative*• ITS representative*• Library representative*•Deputy Provost*•University Communications•Associate Deans Research* and Academic (or alternate)• Internal Audit• TRAQ Project Manager* & Implementation Team• Project Portfolio Office• Executive Director, Research Services, Chair*
CV & CV Reporting Steering Committee
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CCV various various Depends on the program
Annual Report Dec 1 Feb 15 1 calendar
year of data
Renewal, Tenure, and Promotion
May 1Apr 1, Apr 15, or May
15
Minimum 7 years of data
QUQAPAcademic program review
2‐3 year process
8 years of data
1.
2.
3.
CV Data At Queen’s
Prepared by Jennifer Clark, TRAQ Project Manager
Common to All Reports
Personal Data: • Name, Department, Appointment Information, Leave dates
Teaching Information: • Courses taught and course details
Undergraduate and Undergraduate Supervision: • Students and supervision details
Publications & Creative workResearch Funding Received / Applied for but not yet receivedService to Queens / Service External to Queens
Prepared by Jennifer Clark, TRAQ Project Manager
Implementation Plan (Draft)
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Early adopters selected
Integration & configuration Pilot UAT Training Enterprise
Roll‐Out
Early adopters selected
Integration & configuration Pilot UAT Training Enterprise
Roll‐Out
Early adopters selected Integration & configuration Pilot UAT Training Enterprise Roll‐Out
CCCV integration
Annual Reports
CVs for QUQAPs
Renewal, Promotion, Tenure
Self‐serve CV
Early adopters selected Integration & configuration Pilot UAT Training Enterprise Roll‐
Out
Dec 2015
Jan 2016
Early adopters selected Integration & configuration Pilot UAT Training Enterprise Roll‐
Out
Apr 2016
Apr 2017
Oct 2015
Nov 2015
May 2016
Dec 2016
Prepared by Jennifer Clark, TRAQ Project Manager
Final Thoughts
•Stay tuned for updates, or call me
•Success to date & in the future
• Communication and Change Management• Collaboration and Partnership• Excellent Project Management• Project Portfolio Office
Questions