COLSA e-Route Deployment Strategy “Yellow Sheet Routing” Project Kick-off Meeting February 20, 2014

Meeting Goals/Agenda Understanding of the SPA/RIT Deployment Plan Brief product demonstration and support overview Establish pilot team members Schedule submitter/approver training Draft go-live schedule Articulate expectations/Q&A

Deployment Plan COLSA will be the first pilot (thank you!) Additional college/units will be phased in during the next year Team members include COLSA, SPA, RIT, RCC, and the SVPR Office Phase 1 involves “Yellow Sheet” internal routing (aka e-Routes) Pilot submissions limited to COLSA personnel RIT/ SPA to train local experts, self-service web url: https://rit.sr.unh.edu/pd/internal-routing.html RIT/SPA will provide support and monitoring A complete test “sandbox” is available at https://infoedtest.unh.edu/login.asp Production go-live directly follows training and pilot test COLSA feedback and suggestions are encouraged and appreciated!

Product Overview Create a Proposal PD/ Proxy creates proposal in InfoEd using a wizard based process: Completes set up questions, adds project Personnel, uploads Budget, Budget Justification, Scope of Work, Sub Awards Generates composite pdf, completes internal UNH routing forms (mandatory Yellow Sheet, optional F&A Waiver, Cost Share) Creation process is typically less than 15 minutes Brainstorm Tasks Draft timeline Reviewed with steering committee Presentation with Jan

Product Overview Submit a Proposal PD/ Proxy certifies proposal accuracy and inspects default e-Route e-Route path is based on a pre-established matrix. See https://rit.sr.unh.edu/pd/internal-routing.html# (Routing Paths) PD/ Proxy (optionally) adds approvers and submits proposal The completed package sequentially routes to approvers

Product Overview Reviewer Dashboard Approver receives an email or alternatively can check their InfoEd “InBox” Messages contain a direct link to the “Reviewer Dashboard” Approver inspects/reviews on-line documents, comments as needed, and indicates decision If approval decision is other than “Approved”, the route will return to the submitter Approvers can add steps as “FYI” or “Approval Required”, and review route history

Process Overview Tracking Routing Progress PD/ Proxy can review the routing progress or modify the path at anytime. Based on pre-determined schedules, automated reminders will be sent to the Approver/SPA GCA when steps go unattended. See https://rit.sr.unh.edu/pd/internal-routing.html#. Unattended steps exceeding the reminder schedule limits will “Rollover” to the approvers backup. RIT/ SPA will work with each unit to provide and distribute custom alerts and reports as needed. In-Process routes are also centrally monitored by RIT/SPA. SPA data entry receives an alert when the route is complete. The proposal is also automatically entered into the InfoEd Proposal Tracking module.

Support Overview See “User Support Process” at our web site Three tiers of elevated support exist: Local Expertise Sponsored Research GCA Guidance RIT/System Administration The Routing Web Site ( https://rit.sr.unh.edu/pd/internal- routing.html# ) is also available and will be continually enhanced with each pilot. For faculty and most researchers, InfoEd logins are based on your UNH Blackboard ID. If needed, contact the help desk at x2-4242 to obtain your credentials. If you still have trouble logging in contact osr.production@unh.edu so we can assist you.

Pilot Teams Small pilot teams of 2-3 Project Directors would be optimal We estimate PD’s may spend about 1-2 hours per week using the InfoEd sandbox during the pilot period Ideally, we recommend pilot teams also include one or two “Local Experts” willing to learn the intricacies of the application and provide first level support on an ongoing basis. This is most likely an administrative person who may also serve as a proxy for the Dean or Project Directors. Local Experts will work directly with RIT/ SPA during the pilot and serve as the central liaison Local Experts may need to spend at least 2 hours per week during the pilot period for training and sandbox testing Local Experts should be available and willing to work with other COLSA submitters/reviewers during pre and post go-live

Proposed Rollout Schedule

What we need to get started What we need to get started Pilot Team Members, preferred contact method and information Training, Pilot and Go-Live schedules Contact us anytime we would greatly appreciate your feedback! Project Team Members Robert Anderson, Associate Director, Research Computing x2-3489 Karen Jensen, Manager of Research Administration x2-2172 Patrick Messer, Director, Research Computing x2-2889 Victor Sosa, Director, Sponsored Research Administration x2-2001 Scott Troy, PD Project Manager x2-3168 For support, Contact your GCA or Send and email to osr.infoed.test.proposals@unh.edu Questions?