USING PROCESS MAPPING TO SIMPLIFY A COMPLEX TASKMerle Rosenzweig, M.A.L.S.Nandita Mani, Ph.D.Chase Masters, M.Ed.

https://publicaccess.nih.gov/policy.htm

Compliance involves:

• Determining if the publication falls under The Policy.

• Initiate steps necessary for the publication to comply with

The Policy.

• Managing Publications via My Bibliography in My NCBI.

• Citing NIH funding publications correctly.

Environment

Expectations & Feedback

• Expectation that key designate or PI will fulfill compliance-related responsibilities

• Confusion around who can fulfill compliance-related procedures

• Unclear as to what submission methods are available

Tools & Resources

• Staff and researchers have access to the NIH Public Access Policy

• Staff have access to the Office of Research web site and documentation

• Staff are aware of the ability to contact THL Informationist for further grants related assistance

• Lack of resources to illustrate all submission methods possible

Consequences & Incentives

• Delayed funding

• Delay in data collection

Individual

Skills & Knowledge

• Not everyone understands where to go for further clarification

Selection & Assignment (Capacity)

• Staff have the capacity to follow guidelines as they relate to compliance

Motives & Preferences (Attitudes)

• Key stakeholders are positive about wanting to assist with compliance, but want more clarity

Six-Boxes Model

Goal, Options, and Solution• Goal:

• Simplify the selection of the appropriate method

• Narrowing down options• One-on-one training• Workshops• Web-based LibGuide• Process map

• Our solution:• Develop a just-in-time job aid to address procedural questions• Process map

Designing the Process Map• Design

• Linear• Avoid

• Detailed decision points• Task-oriented responsibilities

• Information to Include• NIH submission methods website• Web links

• Software• Microsoft Visio Professional

• Input from Key Stakeholders• U-M Office of Regulatory Affairs

Process Map

Process Map

Outcomes

The development of Process Mapping as a tool for simplifying the complex task of complying with the NIH Public Access Policy has established and highlighted a non-traditional role for librarians and can serve as amodel for others.

Recent Advances

http://bit.ly/nihpap101

Questions?

Merle Rosenzweig - oriley@umich.edu

Nandita Mani - nanditam@umich.edu

Chase Masters - mastersc@umich.edu