queen’s university is implementing an electronic tool comprising a self-serve cv that will...

Keeping Research on TRAQ

Tools for Research Administration at ’

CV Tool – Faculty180

Karina McInnisExecutive Director, University Research Services

Queen’s University

2

Outline

BackgroundThe NeedTools for Research @ Queen’s (TRAQ) ScopeRequest for ProposalsPhase 3 TRAQ – CV Data Tool: Faculty180GovernanceCV Data & Reporting Requirements Implementation

Background: Business Case

• 2011 invited to submit business case for new electronic system(s) to support research administration

• Enhance research community’s productivity, while maintaining excellent levels of financial accountability and transparency to funding partners

• TRAQ Project – 3 Phases• Phase 3: Faculty Activity Reporting & Evaluation  CV data

Business Requirement – the Need 

Operational NeedsImproved workflowResearch reporting at all institutional levelsTimely deploymentIncreased operational efficiencies – reduce faculty member administration burden1

Institutional StrategyImproved risk management & complianceResearch planning and metricsIntegrated planningUser satisfaction

41 http://sites.nationalacademies.org/cs/groups/pgasite/documents/webpage/pga_141177.pdf

Scope/Phases of TRAQ

Financial

Reporting*

Certifications• Human Ethics+

• Animal Care+

• Biohazards*• Radiation Safety*

Research-Admin Systems

Researcher Portal +

Student

Human Resources & Payroll

PeopleSoft

Finance &Research Accounting

(e.g., accounts payable, general ledger)

* Deployed through TRAQ+ Earlier (2010) deployment (non-TRAQ)

Information Transfer

Mechanism

1

Research Application Intake &

Project Management

• Awards*

2

CV Datamart &

CV Reporting *1

3

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RFP Committee Members:• Faculty union representative• ITS representative• Library representative• Deputy Provost• Associate Dean Research • Executive Director, Research Services• TRAQ Project Manager• Procurement, Chair

Request for Proposals: Phase 3

Vitae Repository

CCCV

CCCV updates

PubMed

PeopleSoft HR & Student

Sedona (QSB)EdTech (FHS)

Process Pathways Research Awards

Self‐serve CV*

*Over 100 citation formats available

Institutional Repository(Qspace)Citation 

Managers (Endnote, Mendeley, Zotero)

Google ScholarWeb of Science

Fedora, Islandora, eprints, Digital Commons

Annual Reports

CVs for QUQAPs

RTP/RCAP/RP

ORCID

BibTex

or RIS

Teaching and Supervision

Scholarly Publications

Research Grants & Contracts

Service Activities

Personal Information

System Requirements

Inputs Outputs

Prepared by Jennifer Clark, TRAQ Project Manager

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• CV self‐service & Integration with Canadian Common CV• Faculty/School can delegate CV data input by faculty members to other Queen's employees• Approval workflow: Dept Head  Assoc. Dean  Dean• Ability to import citation information from databases such as PubMed or in various formats, e.g., BibTex• Ability to comply with Tri‐Agencies’ Open‐Access Policy by archiving in Queen’s Institutional Repository

Primary Goal  Elimination of duplicate entry

System Requirements

Prepared by Jennifer Clark, TRAQ Project Manager

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• Faculty180 by Data180 was chosen• US‐based company with over 60 university clients• Developed by academics and research administrators• Cloud‐based solution with servers in Canada• High‐level of security• Flexible customization, workflows, reporting templates, data searches

Chosen e‐Tool for CV & CV Reporting

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IT Project Governance @ Queen’s

Administrative Systems Steering Committee (ASSC)

(chaired by VP Finance and Administration)

Administrative Systems Operational Working Group (ASOWG)

Supported by ITSProject Portfolio Office 

(PPO)

Various IT projects with Project Managers and other staff

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• Different Steering Committee for each Phase of TRAQ• Common Terms of Reference including

• Provide integrated perspective and support for the implementation of new tools•Monitor spending against budget• Approve change requests (S, T, C) • Assist with communication strategy• General decision making

•Meet once/month (or every two months)• Reporting to Queen’s Administrative Steering Systems Committee and Board of Trustees

Project Governance: TRAQ Phases 1, 2 & 3

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• Faculty union representative*• ITS representative*• Library representative*•Deputy Provost*•University Communications•Associate Deans Research* and Academic (or alternate)• Internal Audit• TRAQ Project Manager* & Implementation Team• Project Portfolio Office• Executive Director, Research Services, Chair*

CV & CV Reporting Steering  Committee

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CCV various various Depends on the program

Annual Report Dec 1 Feb 15 1 calendar 

year of data

Renewal, Tenure, and Promotion

May 1Apr 1, Apr 15, or May 

15

Minimum 7 years of data

QUQAPAcademic program review 

2‐3 year process

8 years of data

1.

2.

3.

CV Data At Queen’s

Prepared by Jennifer Clark, TRAQ Project Manager

Common to All Reports

Personal Data: • Name, Department, Appointment Information, Leave dates

Teaching Information: • Courses taught and course details

Undergraduate and Undergraduate Supervision: • Students and supervision details  

Publications & Creative workResearch Funding Received / Applied for but not yet receivedService to Queens / Service External to Queens

Prepared by Jennifer Clark, TRAQ Project Manager

Implementation Plan (Draft)

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Early adopters selected

Integration & configuration Pilot UAT Training Enterprise 

Roll‐Out

Early adopters selected

Integration & configuration Pilot UAT Training Enterprise 

Roll‐Out

Early adopters selected Integration & configuration Pilot UAT Training Enterprise Roll‐Out

CCCV integration

Annual Reports

CVs for QUQAPs

Renewal, Promotion, Tenure

Self‐serve CV

Early adopters selected Integration & configuration Pilot UAT Training Enterprise Roll‐

Out

Dec 2015

Jan 2016

Early adopters selected Integration & configuration Pilot UAT Training Enterprise Roll‐

Out

Apr 2016

Apr 2017

Oct 2015

Nov 2015

May 2016

Dec 2016

Prepared by Jennifer Clark, TRAQ Project Manager

Final Thoughts

•Stay tuned for updates, or call me

•Success to date & in the future

• Communication and Change Management• Collaboration and Partnership• Excellent Project Management• Project Portfolio Office

Questions