Enterprise Portal Discussions Status & Proposed Next Steps

Agenda for today’s discussion Overview – Integrated one stop shop for research administration Debrief on Campus EAI Portal Grant Proposal to move forward on selection of a new portal technology DRAFT

The myths and facts about research administration and compliance Myth: Central compliance offices have largest impact on level of compliance at the UW Fact: How faculty manage their research activities has the greatest impact on compliance or non- compliance Myth: Most faculty have staff who do all the research administration tasks for them Fact: A 2005 FDP* survey found that the average faculty researcher spends 15% of their time on research administration Myth: Good compliance and providing excellent support for faculty are mutually exclusive Fact: Approaches that make it easier for researchers to manage their research administration and compliance accomplish both goals  Developing solutions that make it easier for faculty to manage their research activities will improve compliance

The proposed solution of a one-stop-shop provides personalized service that supports faculty and compliance Manage Research from ‘idea to innovation’ Proactive ‘concierge’ service Integrated processes with parallel processing Integrated Information and guidelines Automated notifications of required tasks Integrated data Personalized to individual’s needs Reduce confusion Save time looking for information Reduce administrative burden Increase time available for research and mentoring students Improve understanding of and ability to meet compliance requirements Make it easier to pursue new opportunities

The portal would leverage a suite of shared, enterprise applications and services supported by OIM Integrated interface that adapts to group and individual needs Enterprise Portal Automated business processes that flow across multiple offices & source systems Enterprise Workflow Integrated information and guidelines that can be re- used across multiple web-sites Content Management Integrated, accessible data that supports shared understanding Enterprise Data warehouse Integrators that ‘serve’ up information and features for use within the portal and across administrative systems Web services These approaches are highly aligned to other projects and initiatives being undertaken at the UW These enterprise applications serve as ‘backbone’ for multiple solutions across varied business lines, and are an excellent investment

Coordinated, multi-project approach delivers incremental improvement, and achieves the long- term vision DRAFT ** Select other project not shown: Expertise database, Conflict of Interest, current & pending, electronic bridge to financial systems (To name a few…)

Campus EAI Portal Grant Debrief Findings Value of professional services offered was roughly equal to UW matching financial contribution Integrations and services included in their My Campus extension of Liferay product did not add significant value, based on our needs Options and flexibility decreased over the course of our discussions Vendor responsiveness was poor, personal reference checks raised risks Outcomes Declined grant award Developed consensus among technical community involved that we should propose moving forward on selection of a new portal technology DRAFT

Proposal Move forward on evaluating open source portal options Assemble collaborative, cross-organizational team lead by project manager from UW Technology Gain buy-in from development community, so we increase the likelihood of continued build out of portal offerings Timebox evaluation, and draw upon knowledge base within our higher education peer community Proposed project period: Sep 09-Jan 10 Proposed outcome: selection of new portal technology & proposal for phase 1 implementation DRAFT