1. Proposal Intake Form SMART Meeting
Sonia Barragan
Associate Director
June 19, 2018

2. Proposal Intake Form (PIF)
Sept 2017 – We announced a new approach for the intake of proposal requests: the Proposal Intake Form (PIF).
PIF is part of RMG’s process improvement efforts.
RMG partnered with the SeRA Team and members of OSR through the brainstorming and development of the form.

3. RMG consulted with 8 faculty on the functionality and interface of the PIF as it was being developed. We are very thankful for their feedback.
Mark Cullen
Harry Greenberg
Stefanie Jeffrey
James Lau
Michael Levitt
Stephen Montgomery
Sandy Napel
Ivan Soltesz

4. Proposal Intake Form (PIF) Objectives
Standardizes way for faculty or dept staff to notify RPMs of upcoming proposals.
Information needed to get in the queue is standardized.
Allows the RPM to begin developing draft budget, contact subaward institutions, and start process for special approvals
Allows RPMs to manage the queue as a team
When the PI approves the PIF, that approval transfers to the PDRF, therefore PI’s approval on the PDRF is no longer needed (One touch!)

5. Clinical Excellence Research Center (CERC)
The PIF Pilot was launched Dec 1, 2017 with the following units and we are thankful for their participation:
Biochemistry
Bioengineering
Clinical Excellence Research Center (CERC)
Cracking the Neural Code (CNC)
Dermatology
Med/Primary Care and Outcomes Research (PCOR)
Med/Primary Care and Population Health
Otolaryngology
Population Health Sciences
Surgery

6. Phase 2 roll-out occurred May 1, 2017 with the following units and we are thankful for their participation:
Baxter Labs
Biomedical Data Science
Biomedical Ethics
Comparative Medicine
Chemical & Systems Biology
CT Surgery
CTSA-Spectrum
Cardiovascular Inst
Developmental Biology
Emergency Medicine
Educational Programs and Services
Genetics
Genome Center
HRP
ITI
MCP
Med/BMIR
Med/BMT
Med/Hematology
Med/Hospital Med
Med/Infectious Dis
Med/Nephrology
Med/PCCM (including Sean N. Parker Ctr)
M&I
Neurobiology
Neurology
Neurosurgery
Ophthalmology
Pathology
PICI
Psychiatry
Radiation Oncology
Stem Cell Bio & Regenerative Med Institution
Structural Biology
Urology

7. Phase 3 and final roll-out is scheduled for July 1, 2018 with the following 20 units:
Anesthesia
Center for Digital Health
Center for Innovation in Global Heath
Dean’s Office – Center of Excellence
Dean’s Office - CMGM
Dean’s Office Operations – Dean’s Funding
Med/Endocrinology
Med/Gastroenterology
Med/Immunology & Rheumatology
Med/Oncology
Med/SCCR
Med/SPRC
Obstetrics & Gynecology
Orthopaedic Surgery
Pediatrics
Radiology
SPARK
Stanford Cancer Institute
Stanford Functional Genomics Facility
Stanford Shared FACS Facility

8. Some Statistics Since Dec 1, 2017…
747 PIFs have been initiated to date.
422 PIFs have been submitted to RMG intake.
338 PIFs have been completed.
50 PIFs are in process with the RPMs.
34 PIFs terminated after intake.
325 PIFs not submitted to RMG intake.
191 terminated by dept personnel.
134 currently active with dept (Admin or PI).

9. 344 PIFs out of 422 have been accepted on the first try 82%.
More statistics…
When a complete PIF is received in RMG it is assigned to an RPM within 1 business day.
78 out of 422 PIFs have been returned to dept because information was missing %.
344 PIFs out of 422 have been accepted on the first try %.

10. Resources SoM PIF Tutorial Video – 7 min video
SoM PIF User Guide for PI
SoM PIF User Guide for Staff
research-administration-ora/office-sponsored-research- osr/stanford-electronic-research-administration/sera-user- manuals-and-guides#sera-user-guides