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RAS Friday 3/20/15GMAS UpdateAndrew Malone andrew_malone@harvard.edu12AgendaGMAS April 2015 Release Overview GMAS 2.0Updates

3/23/15223GMAS April 2015 Release (4/20/2015)This release includes two major bodies of work: Technology conversionImportant infrastructural work that enables GMAS 2.0 and significantly improves performance (sneak peak on the next slide!)Integration between GMAS and HMSs COI Huron system (OAR)Similar to the integration between GMAS and FCOIDesigned to remove the current paper-based, cumbersome process

3/23/1533GMAS April 15 ReleasePerformance Improvements

5GMAS 2.0 Project UpdatesThe GMAS 2.0 implementation phase has been funded!Completed user research and prioritization of themes

Developed technical proof of conceptBegun building toolbox, admin module pagesHired and onboarded resources Starting to build out new GMAS 2.0 components and screens

3/23/1555Research ParticipantsResearch ParticipantsGMAS 2.0 User Research ThemesThemes1. Too Many Clicks / Digging for Information14. GMAS Email Notifications Are Often Ignored 2. Documents Are Hard To Find15. Users Often Switch Between Accounts and Dates and Dollars Views3. Post-Award Projections Calculated in Spreadsheets & Encumbrances16. Request for Proposal / Award Management Reporting4. Frequent Communication Outside of GMAS17. Difficulty Searching for Information5. Creating New Proposals is Unwieldy18. Reconciliation & Closeout6. Current GMAS Training is Mostly Introductory19. Enhanced Sponsor Information7. Missing Request Types Require Manual Workarounds20. Data Integrity / Discipline Information8. Cost Sharing Is Used Inconsistently and Hard To Monitor21. Cost Transfers9. Some Departments Avoid Using S2S22. Add / Improve Dashboards (Requests in Process, Sub-agreements, etc.)10. Budget Entry (Budget Information Needs to be Entered in Multiple Places)23. Project Grouping see projects on one screen (list, dates)11. Approvals Require Manual Checking 24. Equipment (govt tracking, and reporting)12. Hard to See a List of GMAS Tasks I Need to Complete25. Sub-Recipient Monitoring13. Interdisciplinary / Interfaculty ProjectsThe following themes were collected during the user research phase including focus groups, interviews, and input from the GMAS 2.0 Business Steering Committee GMAS 2.0 Business Steering Committee Chairs: Cathy Breen, OSP and Frank Urso, HSPHFAS/SEAS reps: Geoff Tierney (OEB) and Elizabeth Lennox (RAS), Nadija Mujagic (SEAS)GMAS 2.0Prioritization Exercise ResultsTeam to focus on the top 5Technology Goals: Update the technology used in the presentation layer to be more modern and flexibleProvide ability to update the interface iteratively across the applicationBuild new pages and features fasterModern industry standard framework and current best practicesUpdate page templates for an improved user interface

GMAS 2.0Straight Convert Track Goals Pages are less denseUse of spacing, type and color creates a page that is easier to look at for long periods of time, and establishes a visual hierarchy that makes it easy to understand what information is important.What does this mean for GMAS users?

Original GMASGMAS 2.0 Converted Page

Major MilestonesFY15FY16JanFebMarchAprilMayJuneJulyAugSepOct NovDecJanFebMarchAprilMayJuneStraight Convert TrackFoundational WorkPage Build/TestFunctional RetirementQuick Wins/Small FixesDesign DevelopmentBusiness Priorities:1. Streamlined Navigation2. Documents3. Budget Entry12GMAS 2.0 Implementation Phase High Level Timeline65%Release 38 - JPA/COIRelease 39Some Straight Convert PagesPercentage of work completedPercentage of work not completedWork not started1213Next StepsContinue onboarding staff (in FSS and HUIT) Build product roadmap, project and resource plansContinue design and technical work on Convert trackDefining and designing enhancements for #1 Priority (Streamline Navigation)Kick off Security trackKick off Training trackStart developing project communication (ex. website)Complete April 15 GMAS release3/23/15131314Q + A