Electronic Proposal Development (ePD)ORUBA

June 11, 2015

Nicole Joyce, MBAeRAP Training & Communications

Agenda

• What is ePD?

• System Demo

• Campus Rollout Strategy

• Q&A

What is ePD?ePD will replace the outdated paper-based processes

currently used by department administrators and sponsored projects offices for General Campus,

Health Sciences and Marine Sciences

ePD (Electronic Proposal Development)

Web based system for departments and proposal creators to…

o Create, upload, route, approve, and store sponsored research proposals

o Improves, automates, streamlines and standardizes business processes for departments and central offices

o Integrate with Coeus enterprise databases, data warehouse and sub-systems

ePD – Coeus Enterprise Research Administration Systems

Award

Data Warehouse & Other Downstream Systems

Currently In Use

Institute Proposal

Award

Reports/Data Available for

Campus Consumption

(Central SPOs)(Central SPO’s

& OPAFS)

RES Form

=

Proposal Log

PI Assurance/ Lobbying & Debarment

Form

COEUS SYSTEM MODULES

ePD(Depts.)

6

…just to name a few

…who else is using it?

6 Things to Know About ePD

6 things to know about ePD1. Replaces paper-based process with an electronic one

2. Electronic routing saves time and shows who has approved or “signed” the proposal

3. One stop repository for proposal version eliminates opportunities for errors and facilitates real time preparation

4. Automatic notifications sent when action is required and contain links for easy access to proposal records

5. Combines several different processes into one (ex: getting a proposal number and filling out the paper RES form)

6. Creates a proposal record that can be copied and reused in future

SPO Analysts and Officers will have visibility at all times to provide

expertise and guidance to the PI and department…

ePD will never hold up a sponsor deadline

System Demo

ePD Design & Development Contributors

• Departments (Pilot)

o San Diego Super Computer (SDSC)

o Physics

o Marine Physical Laboratory (MPL)

o Neurosciences

o Health Sciences Research Shared Services

• Central Offices

o OCGA

o SIO-OCGA

o HS SPPO

o OCTA

• Additional Central Offices

o OPAFS

o COI

• PI’s and Chairs (from pilot units)

ePD Campus Rollout Strategy

• Reviewed 130+ proposal submitting units (past 5 years)

o Average Volume Units First

o Very Large and Complex Units Next

o Very Low Volume Units Last

• Development of Onboarding Strategy

o Karen Andrews (Physics)

o Alma Palazzolo (formerly SDSC)

o Patty Camacho (Neurosciences)

o Anne Footer (MPL)

o SPO Office Directors (OCGA, SIO OCGA, HS SPPO and OCTA)

• Developing Faculty/PI Specific Outreach Plan

o Spearheaded by Sandra Brown and Marianne Generales

What is the timing?

Oct - Dec

2014

ePD Timeline

We Are Here

Updated June 2015

Jul - Sept

2014

Jan - Mar

2015

Jul - Sept

2015

Apr - Jun

2015

Campus-wide Rollout Production Wave A…

-ePD 1.2 RELEASE Feb

Wave 1 - SDSC, Physics, OCGAWave 2 - HS SPPO, OCTA, Neuro

-ePD 1.0 RELEASE June 30

Wave 2 cont’d Wave 3 - SIO, MPL

Wave 4 Compliance Offices-

ePD 1.1 RELEASE Nov

Campus-wide Rollout Cont’dProduction Wave …B…

ePD 1.3 RELEASE June

Campus-wide Rollout Cont’dProduction Wave …C,D,E…

ePD 1.4 RELEASE Nov

June

30

June 2014 – December 2014Wave 1 – Wave 4

SDSC

Physics

Neurosciences

MPL

OCGA

HS SPPO

SIO - OCGA

OCTA

OPAFS

Conflict of Interest (COI)

PI Exceptions

Academic Affairs Space

SIO Diving

Human Research Protection Program

EH&S

Subaward Team

Export Control

SIO Ship Use

IACUC Office

AMAS

Who was in Production Pilot?

Who was in Wave A?Campus-wide Rollout

February 2015 – April 2015

GC: Bioengineering

GC: Qualcomm Institute (formerly Cal Inst. for Telecommunications & Info Tech)

GC: Chemistry and Biochemistry

GC: Dean Physical Sciences

GC: Mathematics

GC: School of Engineering – Deans Office

GC: Electrical & Computer Engineering

HS: Anesthesiology

HS: Emergency Medicine

HS: Orthopedic Surgery

HS: Radiation Oncology

SIO: Climate, Atmospheric Science, and Physical Oceanography

SIO: Cooperative Institute for Marine Ecosystems/Climate

SIO: Geosciences Research Division

SIO: Institute of Geophysics and Planetary Physics

SIO: Nimitz Marine Facility (included with SOMTS and Shipboard Technical Support)

Who was in Wave B?

Campus-wide Rollout

April 2015 – May 2015

GC: Computer Science & Engineering

GC: Cognitive Science

GC: Mechanical & Aerospace Engineering

GC: Nanoengineering

GC: Structural Engineering

HS: Institute for Genomic Medicine

HS: Rady Children’s Hospital

HS: Emergency Medicine

SIO: Aquarium-Museum

SIO: Sea Grant College

Who is in Wave C? *Tentatively*Campus-wide Rollout

July 2015 – August 2015 *Tentatively*

GC: Biological Sciences

GC: Center for Education Equity, Assessment, Teaching Excellence

GC: Center for Human Development

GC: Education Studies

GC: Political Science

GC: Psychology

GC: Sociology

HS: Cellular & Molecular Medicine

HS: Family Medicine & Public Health (formerly Family & Preventative Medicine)

HS: Pathology

HS: School of Pharmacy & Pharmaceutical Sciences

SIO: Center for Marine Biotechnology & Biomedicine

SIO: Integrative Oceanography

SIO: Marine Biology Research Division

See the ePD Rollout Schedule in Blink for more information

Sample Schedule

Pre-Onboarding Outreach & Information to Departments 1 ½ month prior

Week 1: Onboarding Kick Off Meeting 1 hour

Week 2: Account Provisioning/System Set Up 1-2 hours

Department Proposal Manager Training 5 ½ hours

Department Business Officer Training 2 hours

Go Live to Production

Post Go Live Support Activities Ongoing

Onboarding Schedule

Preparing Your Area

ePD Team will:

Provide advanced notice and outreach about upcoming waves and onboarding

Meet with units individually to identify potential users and determine levels of access

Offer dedicated training

Have a dedicated help desk

Pass along best practices and SOPs

Make all information available at epd.ucsd.edu

Thank You!