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------------------------------
Original Message:
Sent: 08-31-2021 16:55
From: Andrea Buford
Subject: Cayuse and Campus Transparency
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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