uh process improvement project
TRANSCRIPT
PROCESS IMPROVEMENTPROJECT
POST AWARD ACCOUNT SETUP
QUALITY IMPROVEMENT
MAY 2016HOUSTON, TX
UH OFFICE OF CONTRACTS & GRANTS
Gregory Anderson ~ Crystal GulifordJeevitha Jeeva
Sakshi Mathur ~ Gregory Resa Karan Shah
Company Background
-External funding-Project activities-Ensuring compliance with regulations and policies
Issues Faced by OCG:
-Tracking compliance -Manual data entry-Timeline adherence Goal: Reduce the delay in the process of grant account setup
FUNCTIONS OF OFFICE OF CONTRACTS AND GRANTS (OCG):
SuppliersPRODUCTS
CALIFORNIA,USA
E S T . 1 9 6 1
Inputs ProcessTRADING CO.
TheOutputs
THE
FRESHLY BAKED BREADS
SIPOC DIAGRAMEST. 1978
Customers
handcrafted
Notice of award from
sponsor (Grant funds)
Documentation
Data Entry in RD2K
(Research Database)
OCG Expertise
Technical Support
Principal Investigators
(PI)
Department Business
Admin (DBA)
College Research
Administrator (CRA)
Office of Contracts
and Grants (OCG)
Office of Research
Policies, Compliance
and Committees
(ORPCC)
1. Receive notification for
award
2. Send out award notification
to CRA
3. Send out emails for
compliance review
4. Review budget
5. Setup UH grant panel in
PeopleSoft
6. Send electronic copies of
records
7. Send final notification to PI
8. Award account setup
complete
CRA notice of
award
Communication to
PI
Budget for award
(PeopleSoft)
DBA
PI
Funding agency
Auditors
Baseline Measurement
Mean = 22.54 daysSample size = 84 awards
Standard Deviation = 19.99 daysTime period: December 2015 – February2016
Problem StatementThe post award grant set up process for the UH Office of Contracts and Grants (OCG) has an average processingtime of 23 days in the last three months (12/2015 –2/2016), resulting in delayed distribution of grants for theresearch projects.
Mission StatementTo reduce the average processing time of post awardaccount setup in the OCG to 12 days or less in 6-9 monthsresulting in a more timely distribution of grants for theresearch projects.
Problem & Mission Statement
NEXT STEPS
Solution implementation- Additional training to staff involved in award processing- Develop and implement training programs for new staff- Develop control plans