Research Support Services UCH Facility Use Approval Workflow Management Update Jennifer Holcomb

2 Submissions FY 2015 to Date: Month# Submissions July34 August50 September45 October75 Take Aways: Volume continues to be exceed last years volume. First Quarter FY ‘ submissions representing ~520 work hrs for review and approval (=1 FTE)

3 Management Steps Update: 1-Add staff (Oct) Update: Positions approved and posted, interviews occurring, hope to have both positions filled by December. 2- Identification of priority protocols (phase 1, competitive enrollment): Identified priority protocols addressed within 3-5 days of identification. 3- Posting weekly status logs for UCH: Pending Facility Use Approval and Pending Activation logs posted.

4 The Research Community can HELP by: 1- Completing applications per instructions posted on web (include manuals and NCT numbers when required- provide as soon as received) 2- Following instructions for use of LIMITED REVIEW 3- Refer to posted status logs; Allow target review times to elapse prior to making inquiries

5 Current New Submission Statistics: 11/12/14 at 9pm 74 Protocols Submitted 19 Incomplete/Not thru portal: Sept (4); Oct (8); Nov (7) 17 Study Team Feedback Needed: Sept (6); Oct (7); Nov (4) 38 in progress with RSS: Sept (4); Oct (18); Nov (16) Prior month assessment: 10/8/14 at 12:00 pm 68 Protocols Submitted (8 not yet complete) Of the 60 completed Submissions: 9 completed PRIOR to Sept 2014 in “Dept Feedback required” 11 completed PRIOR to Sept 2014 in “Billing Plan Development”

6 Target Timelines: 1- October/November: Anticipate Studies with Applications Completed to have the following review and approval timelines (35 days)- 2 days “received” 13 days “in review” 10 days “Department Feedback” 10 days “Billing Plan development 2- December: Return to Target of 3 weeks from Application Completed – 2 days “received” 7 days “in review” 7 days “Department Feedback” 5 days “Billing Plan Development”

7 Currently running days to Facility Use Approval from the time the application is complete. New UCH Facility Use Approval Metrics to be posted monthly.

8 Additional concerns and backlog issues: Data Request turnaround time Updates to Grant Tickets/Billing Plans Other Amendment Requests Epic modifications and updates Education and Training requests