Grants Information System Project Notes for Presentation to CAST February 27 th, 2004 Steve Hahn, Director Office of Information Technology The Graduate School, UW-Madison The Graduate School,

ESIS – What is that? Extramural Support Information System Mainframe-based –Accessed via transactions using 3270 client Has some pre-award functionality Tight integration with accounting system

RSP Graduate School ESIS Users UW-Milwaukee UW-Green Bay UW-Extension UW-Parkside UW-Madison CALS Other System Campuses Engineering

Why New Grant Software? The existing Legacy Accounting System is being replaced with PeopleSoft General Ledger (SFS) and WISDM is now the official reporting tool of that system There is the need for improved and increased information for pre- and post-award research administration The mainframe computer at DoIT is being decommissioned and all mainframe programs need to be replaced

Contemporary Research Administration Environment Requires Enhanced Database Capability Numerous Regulations Placed on University Research Between 1971 and 2003, as well as Increased Audit Oversight, and New Internal Management Requirements Have Expanded Tracking and Reporting Needs for Accountability & Beyond A-21Cost Accounting Standards Confidential Disclosure Agreements A-133 Audit Requirements Material Transfer Agreements Data for F&A Calculation/Negotiation Cost Sharing Faculty Effort Reporting Business Process Improvements Subawards Create, Maintain & Inactivate Account Interface with General Ledger

Project Overview Phased approach Phase I: core research administration functions Involvement of RSP, C/S Admins, Business Services, and DoIT

Activities to Date Brainstorming sessions Pre-award, post-award and C/S functional requirements Creation of Request for Information (RFI) RFI send to vendors Formed RFI Response Review Committee Received and reviewed RFI responses

RFI Response Review Committee Bob Andresen - RSP Diane Barrett – RSP Carol Block – DoIT Ruth Freuhling – RSP Steve Hahn - Graduate School (chair) Paul Jelle - CALS Francine Massey - RSP Ken Mount - Medical School Steve Schwoegler - Graduate School Sheri Severson - Engineering Mark Sweet - Graduate School Todd Friske – DoIT

Request for Information Functional requirements (pre-award, post-award, C/S and PI) Interaction with other systems (e.g. PeopleSoft GL, etc.) Technical requirements Company profile

RFI Sent to These Vendors COEUS ERA Software Systems (GAMS) InfoED Oracle PeopleSoft

RFI Responses Received COEUS – no formal response ERA Software Systems – no response InfoED – yes Oracle – yes PeopleSoft – yes

Reviewed RFI Responses Established evaluation criteria Reviewed RFI responses Based upon these –Identified two of the most successful responses, InfoEd and PeopleSoft –Invited vendors in for demonstrations before the committee and other campus personnel Vendor demonstrations completed October 2003

Communication Plan Website: Regular updates at C&S Res. Admin meetings RSP web discussion board Associate Deans for Research Update meetings with DoIT every two weeks SFS/SPC and Business Services

Website URL: General project information Background Activities: current and activities to date Feedback

Next Steps Finalize vendor recommendation and costs (March) Present findings to Director of RSP and Dean of Graduate School (March) Scope and estimate of internal solution (begins March) Extend discussions: –Continue with DoIT, C/S, and Business Services –Non-Grants users –PIs/Faculty

A Phased Approach Will Be Employed For Planning, Design & Implementation Pre-Planning Phase  Brainstorming to Identify Needs Requirements: Existing and Desired Functionality Planning Phase  Identify Functional & Technical Requirements  Identify Commercially Available Systems  Evaluate Systems  Decision to Build or Buy System Development Phase  Installation  Data Conversion  Test System Enhancement Phase  Additional Enhancements to Meet Stakeholder Needs: Administration PI’s Graduate School / RSP C/S personnel System schools Implementation Phase  Phased System Prioritizing Most Critical Pieces  Training  Maintenance