1. Research Administration Platform for Innovation and Discussion
Research Administration Platform for Innovation and Discussion March 12th, 2018

2. Upcoming RAPID Schedule
Second Monday of the month from 11am-12:30pm in URIS Auditorium
4/9/18
5/14/18
6/11/18
To subscribe to meeting updates and materials, send request to:

3. Announcements

4. EHS 1300 York Freezer Monitoring
Initial Offer
Each PI in 1300 York will receive the first probe free of charge.
The lab would only be responsible for the $84 annual monitoring fee.
Purchase Option
Set-up Cost: Purchase the probe for $375 (includes installation).
Annual Fee: Pay an $84 annual monitoring fee.
Lease Option
Set-up Cost: One-time $75 installation fee per unit.
Annual Fee: Pay $204 per unit (includes probe and annual monitoring fee).
Sign-up for Program
Visit EHS website
EHS will coordinate with Lab Contact to finalize and install.
The program will officially roll out in early March throughout York Avenue, with subsequent phases to include other locations based on interest. EHS funded and tested the official pilot, and Departments such as Primary Care have had monitors installed in some of their units.
Labs located in other buildings can complete the survey to request monitoring. EHS will then meet with Department Administrators to coordinate an installation timeline.
For more information and to request monitoring units for your lab, please scan the QR code or visit

5. ETRA Shared Materials

6. Weill Research Gateway
Year in Review
Monday, March 12, 2018

7. Project Road Map 2014 2013 2012 Implementation 2015 2016 2017
Human Subjects
Go Live
Project Road Map
Implementation
EHS
Go Live
Sponsored Programs
Go Live
COI
Go Live
2017
2018
2016
2015
Contract Negotiation
Business Process
Review
Budget Approval
Selection
Resource Planning
Recommendation
DataSync
2014
Focus Group
2013
Vendor Demos
Request for Proposals (RFP)
Retreat to understand & confirm workflows
Research IT Steering Committee
2012
Research IT Liaison Committee
Faculty Concerns Identified

8. WRG Roadmap          * 2015 2016 2017 2018 2019 Q3 Q4 Q1 Q2
Install 
Core System & Genius 
Conflicts of Interest    
Proposal Development  
Proposal Tracking
PT Rollout
Planned start - ~20 month delay
Human Subjects (eIRB+) *
Key:
Module Implementation
Module Start
Module Go-Live
Subsequent Release
Today Completed 
Go-Live in Q1-2 of 2020
~8 month delay
Clinical Trials (Planning)
Clinical Trials (Implementation)
Environmental Health
& Safety * *

9. Federal Policy Requirements 5-9 new policies added per year

10. WRG Implementation Approach
Central Administrative Units
ITS Analysts and Project Managers
Departmental Stakeholders
Process Review Focus Groups Development User Testing Refine/Enhance Production

11. Weill Research Gateway Conflicts of Interest

12. Conflicts of Interest Release and Enhancement Cycles
Go Live
Release 2.1
Release 2.2
Release 3.1
October
2015
July
2016
September 2016
November 2017

13. Conflicts of Interest Throughput Data
Conflicts Surveys Submitted
23,186
Study Specific Reports
1,084
Travel Disclosures
269
Standard Conflicts Management Plans
526
Provisional Conflicts Management Plans 5
Letters of Understanding 36
Comprehensive Conflict Management Plans 2

14. Conflicts of Interest Enhancements in Release 3
Conflicts Panel Meeting Agenda
Open Payments Disclosure
Family Member COI Question
Form Usability Upgrades
NYP Integration
Fall 2017
Spring 2018   

15. Weill Research Gateway Sponsored Programs

16. Sponsored Programs Release and Enhancement Cycles
Go Live
Release 2.1
Release 2.2
March
2017
December
2017
March-October
2018

17. System-to-System Submissions
Full Go Live
March April May June July August September October November
Alpha Phase
Beta Phase
July 5th R01s
October 5th R01s
S2S Submissions Since Launch
NIH Research Projects
218
NIH Cooperative Agreements 14
NIH Fellowships 26
NIH Multi-Project 4
NIH Career 20
NIH Training
DOD 44
Other Federal (FDA, ONR, AHRQ) 11
Total
341

18. Major NIH Deadlines Deadline Total # of Submissions
Total # Submitted on Deadline Day
Percentage
October 5, 2017 34 21
62%
February 5, 2018 36 30
83%

19. WRG/SAP Interface Total Total Accounts Created Via Interface1 850
Most Accounts Created Under One Record
NIH CTSA – WCMC Clinical Translational Science Center 33
1 Two pushes per day, increasing to three this spring - 11AM, 2PM & 5 PM

20. WRG-SP Phase II: Release 2.1
Oct 30: Forms E patches available†
Dec 15:
Prod Go-Live
Requirements Gathering‡
Meetings with Qatar and EHS
Anticipate changes due to Forms E
Dean’s Letter specs
Single route non-S2S change analysis
Development
eForm updates; updating non-S2S route
Take Forms E patches
Creation of Dean’s Letter BI report
Unit testing
Regression
Testing
Functional and performance testing in QA
Training Updates
Separate contracts submission training
Updating existing trainings to reflect Release 1.0 changes
Sept 5
Oct 15
Nov 15
Dec 1
1.5 months
1 month
2 weeks
2 weeks

21. WRG-SP Release 2.2 Proposal Tracking
Phase I
View Only Access
RAPID Announcement
Office Hours at Belfer
View Only Access available by March 31st
Phase II
View Only for Action Items
UX Discovery
Training Video development
Salary Release
Phase III
Edit Access for Action Items
Focus Group Intensive
Training Intensive
March
April/May/June
July/August/September/October

22. Weill Research Gateway Upcoming Module Releases

23. Human Subjects August 2017 Completed
Target Go Live
August 2018
August 2017
Completed
Developed Submission Questionnaires
User Testing
Draft Workflows
Data Migration Plan
Review Reporting Needs
Next Steps
Incorporate Clinical Trails
Finalize Intake Path
Program Workflow
User Engagement
Training
Go Live

24. Environmental Health & Safety
Target Go Live
August 2018
October 2017
Completed
Process Review
Documentation Review
Module Design
Draft Workflows
Integration Planning
Next Steps
Process Build
Reporting
Program Workflow
User Engagement
Training
Go Live