Download - Where is my research agreement?
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Where is my research agreement?
A demonstration of a JHU web-based Click ™ Huron system to track and enable
research agreement review, negotiation, and archiving.
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MyRAP: My Research Agreement & Application Place • MyRAP is a web-based work process tool kit for tracking,
negotiating, and archiving research agreements.• It is built on Huron's Click™ Portal software, and was co-
developed by Johns Hopkins University (JHU) and Huron.
Footnote: The development of MyRAP was a joint project with Click Huron and Johns Hopkins University. JHU receives royalties from the purchase of MyRAP use licenses from Click Huron.
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Why was MyRAP developed? • To supplement COEUS• To make status transparent• To provide workflow management system• To provide reporting/metrics• To build an agreement library
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Keys to MyRAP success:• High priority from University leadership• Established relationship between JHU/Click ™ Huron• JHU’s experience developing other systems on the
Click ™ platform (IRB/COI)• Buy-in from various schools
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MyRAP User Group Roster: • School of Medicine• School of Public Health• School of Arts and Sciences• School of Nursing• Research Projects Administration• Health System
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Development Timeline: • May 2010 – August 2011• Requirements• Development• Testing
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Agreed on common workflow milestones: • Creating record• Negotiating• Collecting signatures• Complete agreement• Closed
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Also agreed upon:• One single SmartForm application• Content of notifications• Roles/permissions• Account creation model• “Workflow record types” that would be tracked
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Workflow Record Types:• Grant-Agreements• Sub-Award Agreements• Contracts• Data Use Agreements• Memorandum of Understanding• Material Transfer Agreements• Master Agreements
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Workflow Record Types (cont.):• Equipment Loan Agreements• Task Order Agreements• Confidentiality/Nondisclosure Agreements• Agreements• Teaming Agreements• Professional Service Agreements
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• Development Costs – $250K• License• Consultant• Servers• Salaries (IT manager, developers, project manager)
• Current operating costs – $80K/year
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Progress of MyRAP: • 5,000 records in the system• All schools/groups using it• Undergoing quarterly system updates• Coming soon: leverage system for reporting
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Demo
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Roles: • ORA Staff• Registered User (Basic user role)• Department Contact• Read-all access• Report User• Super Report Access• Super User
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Investigator Workspace:
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ORA Staff Workspace
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All MyRAP Records:
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Reports:
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All COEUS Records:
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COEUS Record Summary:
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Agreement Library:
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Help Desk
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Ready to create a MyRAP Record?
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Step 1 – Create MyRAP Record
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Step 2 – Complete SmartForm
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General Info page (cont.)
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General Info page (cont.)
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General Info page (cont.)
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Agreement Information page
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Agreement Information page (cont.))
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Agreement Information page (cont.)
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Project Information page
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Step 3 – Push record through workflow
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Ready for Pre-Review activity
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States/Activities change:
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PI and Contacts are sent notification:
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Milestone Email Notifications: • Record has been started• Change in “owner” (ORA Staff responsible)• Record expired• Record re-opened• Record complete• Record closed
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Record located in workspace:
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Workflow “States”: • Initiating Record• Pre-Review• Award/Agreement Review• Post Negotiations Review• Final Received: Collecting Signatures• Processing Award/Agreement• Complete• Expired
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Additional States: • Request Info – pushes a record requiring info to a
state that does not count against the ORA staff’s time clock.
• Closed – can be used in any state if a record could not be completed.
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Other functionality: “TNT” (The Negotiator’s Toolkit) – • A “tickler” you can set on MyRAP records• Can be Email or Log Comment• Can set reminders on them• Can have many for one MyRAP record• Are visible to everyone
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Step 1 – Create TNT
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Step 2 – Complete TNT SmartForm
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Step 3 - Submit TNT
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TNTs transparent to all
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Step 4 – Resolve TNT
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MyRAP Outcomes:• Agreements available in a central location• Reports can be run by any data field (PI, department,
school, sponsor/collaborating organization, staff)• General Counsel’s access enables rapid consult• Transfer between staff members is apparent• Management can better track/distribute workload
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Questions?
Michael B. AmeyAssociate Dean Research AdministrationJohns Hopkins University School of [email protected]
Sue TindallBusiness AnalystResearch Environment SystemsJohns Hopkins University School of [email protected]
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Thank you!