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  • 1.  Cayuse and Campus Transparency

    CAYUSE CHAMPION
    Posted 08-31-2021 16:55
    Edited by Simon Helton 09-01-2021 08:43
    I'm not entirely sure I have a question here.... maybe this is just a "please reflect with me" request.

    We've been using Cayuse for pre-award and S2S for almost 3 years, IRB and other compliance modules for slightly less long, and we're ramping up Fund Manager.   Sure, we're managing proposals, research, and awards better.  But also, I think we should be using Cayuse as part of a more comprehensive strategy to literally show the campus what we do - that we are a partner in the research enterprise rather than an impediment to try to evade.

    My specific musings lately are how to socialize all of this functionality to the campus - and what doing so might require of the Grants and Contracts Officers.  Clearly, we've done some things; we're not running Cayuse in a vacuum, after all.  But also clearly, Chairs and Deans can get in there and run reports anytime they want.  But they don't.  I run a report of proposals out/awards in/proposals in development that I send around monthly.  Do you train the Chairs and Deans about this functionality?  How do you let people know it's out there and they could be using it as part of their planning and monitoring?

    Also, what can we do bigger, better, more meaningfully to help Chairs and Deans learn what routing is about, where to look for the information they need in the record, what to do if they spot a problem.....?

    Similarly, when you're about to "go live" with a new module how do you offer that to the campus?  By the end of September, we will probably feel confident enough with Fund Manager that we can invite the Business Managers (of varying titles around here.... but them!) in to use the data found there for their own purposes.  How do you invite them in/train them/show them that this will improve their lives?

    And, if I'm going to encourage Chairs and Deans to go mucking around in "my" data, the data better be awesome - tight, accurate, bloody BRILLIANT - which increase burned on the research admin staff.   I review proposals, check Cayuse records, and "invite" the Grants Officers to revise and resubmit flawed records, but that's so much hand-slapping.  There MUST be a better way/a higher road to the same result.

    Thoughts?

    Andrea

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    Andrea Buford
    Director, Office of Sponsored Programs
    Oakland University
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  • 2.  RE: Cayuse and Campus Transparency

    CAYUSE CHAMPION
    Posted 08-31-2021 16:56
    OK, that was supposed to be Cayuse and Campus Transparency.  It's 8:00.  Clearly, I should quit for the night.

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    Andrea Buford
    Director, Office of Sponsored Programs
    Oakland University
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  • 3.  RE: Cayuse and Campus Transparency

    TEAM CAYUSE
    Posted 09-01-2021 08:44
    I made a ninja edit to the title, Andrea, so you're all good :)

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    Simon Helton
    He/him
    Community Manager
    Cayuse
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  • 4.  RE: Cayuse and Campus Transparency

    CAYUSE CHAMPION
    Posted 09-02-2021 13:53
    Andrea,

    I don't know that I can give any recommendations, but I do have a question on your "invites" to the Grants Officers to revise flawed records  I assume you're talking about your research administration staff correcting Cayuse entry info, right?

    If so, it's something I have been having some challenges with as well, and I would also like to tighten up our data accuracy. Sadly, I don't think too many of our reviewers/approvers really look at the information, so it's up to me to check for errors or to ask questions.

    The bottom line is that I can relate, I think.  I also would like a better way or higher road, so I hope someone comes along with some advice!

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    Pamela Vargas
    Director, Research & Grant Development
    Southeast Missouri State University
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  • 5.  RE: Cayuse and Campus Transparency

    CAYUSE CHAMPION
    Posted 09-02-2021 17:51
    Pamela, yes my requests for correction go to the Grants and Contracts Officers.  I could fix the records myself faster than I can write the email asking them to do it - but that's not coaching.  And, it must be said, if I'm in a rush, my emails can come off as abrupt.  I swear I don't mean to have that affect, but it's been known to happen.  So, I have work to do, too; I own that.

    My strategy right now is to be clearer with the GCOS about the multiple, important ways the data are being used - thinking that it might help them to see that this isn't just data entry.  It's all part of moving the university forward in its research mission.  But it's also true that if the records are clean, then I'll stop asking the same darn questions again and again.  Perhaps the comparative respite from emails from me will be motivation ;)

    A​

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    Andrea Buford
    Director, Office of Sponsored Programs
    Oakland University
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  • 6.  RE: Cayuse and Campus Transparency

    CAYUSE CHAMPION
    Posted 09-02-2021 16:01
    Here at UC Irvine, we currently only use Proposals (aka 424) and interface Cayuse with another solution that we use on campus. When we first implemented Cayuse, we had different user groups come in a 'test' the system - taking in their feedback and looking at any requests they might have. We then started offering Office Hours (even prior to implementation; and especially after implementation) so people could feel free to come in for personalized training.

    Now with the pandemic, we've all been working remotely so the Office Hours idea is still working, and we do a lot of other ad hoc trainings on the fly.

    In terms of data, we train the trainers basically. We train specific admins in the units on how to effectively use the online reporting tools. Then rely on them to train their colleagues in their units. Of course we still offer the Office Hours, but this training of the trainers take care of a large portion of what would be a training load.

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    Jonathan Lew
    ERA Officer
    University of California, Irvine
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  • 7.  RE: Cayuse and Campus Transparency

    CAYUSE CHAMPION
    Posted 09-02-2021 17:10
    Andrea,

    I am 100% with you on the "if you are going to play in my sandbox, it's going to be the most amazing sandbox you've ever visited." That is still a work in progress, though, data integrity is hard when multiple people are playing in said sandbox. My Director reviews every record at the proposal stage and our Compliance AD re-reviews at the Award stage. Both will email the staff when something is amiss. We (well, I) don't view it as a handslap but a course correction, or maybe just something I didn't know at the time. Also if I have to make a change often enough, I realize that maybe.... I'm doing something wrong. Ha!

    As for when do you bring in other stakeholders, it is a fine line but if you invite them early to at least know the process is happening, and give regular updates, I think they appreciate that. When we were rolling out SP, we did all our internal (SPAdmin) staff first, then IDed those admins, budget directors, secretaries, chairs, deans, that would be the ones fielding questions. PIs don't run those reports, they have other things to worry about. We gave them some time to provide feedback, ask questions, request access to more info, etc. This also can help with giving you / your office some grace as you roll it out. MOST people understand that software rollouts have bumps, but if you open it with 'We are listening and open to your suggestions, you are our partners, we understand this is impacting you, we want your feedback, this system is for you too." People tend to be receptive to that tone. And then of course you do have to listen and implement some changes where you can. I have found that mostly the questions end up being functional - like the system can do the thing they need, they just need to know how to do that thing.

    I will say that even when we invited the chairs and deans to a special training, they still sent their admins. Which is TOTALLY fine and valid, just..... still invite them and see what happens.

    For the Q about how to help chairs and deans better understand the record, what they are looking at, what they are looking for...... that's 1000% about the person you are working with. I have some that we tell them once, tell them where to find the guidance docs, and they are good to go. Others, it's the first time every time OR they just aren't paying attention. That becomes more clear at the award stage when they don't realize what they've agreed to. I would love to hear from others on this one.

    PS Andrea - I love the tone of your posts *chefs kiss*


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    Augusta Isley
    Senior Proposal Manager
    Ball State University
    amwray@bsu.edu
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  • 8.  RE: Cayuse and Campus Transparency

    CAYUSE CHAMPION
    Posted 09-08-2021 06:11
    Our office feels the same issues as well.  It is important to have buy-in within your office first.  Like you mentioned, if the data isn't correct, that is the first issue.  We have had had several meetings within our office to review what the reports look like that we generate on a monthly and annual basis so that hopefully we can be on the same page as far as understanding how the data is ultimately used.  We have also tried to explain that if the data is accurate and timely, better decisions can be made by leadership regarding staffing, assignment changes, etc.

    As far as buy-in from the Departments, we started a Two Minute Tuesday that we send to the listserv that we can use to introduce a topic and introduce particular staff responsible for that topic that could offer further assistance.  We use this platform for many things such as announcements regarding agency changes, changes in policy, and overall tips for working with our office.  We have also offered virtual sessions by topic that follows that introduction for an opportunity for a deeper dive.

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    Jennifer Mills
    Senior Grants and Contract Specialist/ERA Administrator
    University of Alabama - Tuscaloosa
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