Where is my research agreement?

A demonstration of a JHU web-based Click ™ Huron system to track and enable

research agreement review, negotiation, and archiving.

MyRAP: My Research Agreement & Application Place • MyRAP is a web-based work process tool kit for tracking,

negotiating, and archiving research agreements.• It is built on Huron's Click™ Portal software, and was co-

developed by Johns Hopkins University (JHU) and Huron.

Footnote: The development of MyRAP was a joint project with Click Huron and Johns Hopkins University. JHU receives royalties from the purchase of MyRAP use licenses from Click Huron.

Why was MyRAP developed? • To supplement COEUS• To make status transparent• To provide workflow management system• To provide reporting/metrics• To build an agreement library

Keys to MyRAP success:• High priority from University leadership• Established relationship between JHU/Click ™ Huron• JHU’s experience developing other systems on the

Click ™ platform (IRB/COI)• Buy-in from various schools

MyRAP User Group Roster: • School of Medicine• School of Public Health• School of Arts and Sciences• School of Nursing• Research Projects Administration• Health System

Development Timeline: • May 2010 – August 2011• Requirements• Development• Testing

Agreed on common workflow milestones: • Creating record• Negotiating• Collecting signatures• Complete agreement• Closed

Also agreed upon:• One single SmartForm application• Content of notifications• Roles/permissions• Account creation model• “Workflow record types” that would be tracked

Workflow Record Types:• Grant-Agreements• Sub-Award Agreements• Contracts• Data Use Agreements• Memorandum of Understanding• Material Transfer Agreements• Master Agreements

Workflow Record Types (cont.):• Equipment Loan Agreements• Task Order Agreements• Confidentiality/Nondisclosure Agreements• Agreements• Teaming Agreements• Professional Service Agreements

• Development Costs – $250K• License• Consultant• Servers• Salaries (IT manager, developers, project manager)

• Current operating costs – $80K/year

Progress of MyRAP: • 5,000 records in the system• All schools/groups using it• Undergoing quarterly system updates• Coming soon: leverage system for reporting

Demo

Roles: • ORA Staff• Registered User (Basic user role)• Department Contact• Read-all access• Report User• Super Report Access• Super User

Investigator Workspace:

ORA Staff Workspace

All MyRAP Records:

Reports:

All COEUS Records:

COEUS Record Summary:

Agreement Library:

Help Desk

Ready to create a MyRAP Record?

Step 1 – Create MyRAP Record

Step 2 – Complete SmartForm

General Info page (cont.)

General Info page (cont.)

General Info page (cont.)

Agreement Information page

Agreement Information page (cont.))

Agreement Information page (cont.)

Project Information page

Step 3 – Push record through workflow

Ready for Pre-Review activity

States/Activities change:

PI and Contacts are sent notification:

Milestone Email Notifications: • Record has been started• Change in “owner” (ORA Staff responsible)• Record expired• Record re-opened• Record complete• Record closed

Record located in workspace:

Workflow “States”: • Initiating Record• Pre-Review• Award/Agreement Review• Post Negotiations Review• Final Received: Collecting Signatures• Processing Award/Agreement• Complete• Expired

Additional States: • Request Info – pushes a record requiring info to a

state that does not count against the ORA staff’s time clock.

• Closed – can be used in any state if a record could not be completed.

Other functionality: “TNT” (The Negotiator’s Toolkit) – • A “tickler” you can set on MyRAP records• Can be Email or Log Comment• Can set reminders on them• Can have many for one MyRAP record• Are visible to everyone

Step 1 – Create TNT

Step 2 – Complete TNT SmartForm

Step 3 - Submit TNT

TNTs transparent to all

Step 4 – Resolve TNT

MyRAP Outcomes:• Agreements available in a central location• Reports can be run by any data field (PI, department,

school, sponsor/collaborating organization, staff)• General Counsel’s access enables rapid consult• Transfer between staff members is apparent• Management can better track/distribute workload

Questions?

Michael B. AmeyAssociate Dean Research AdministrationJohns Hopkins University School of Medicine410.955.1566mamey@jhmi.edu

Sue TindallBusiness AnalystResearch Environment SystemsJohns Hopkins University School of Medicine410.516.8602sboyer1@jhmi.edu

Thank you!