Subgroups of the Faculty Working Group on Administrative Service Improvements

The IRB leaders are working the University Research Administration on ways to continue building on their process improvements until we are able to move forward with a system upgrade.

​Spring 2020: The Office of the Provost, IRB leaders, and IT Services worked with the current vendor of the IRB tools to identify gaps in functionality and possible paths forward. The group agreed to conduct a discovery phase to pinpoint the best solution. That phase is postponed, but the teams continue to work on identifying other areas for improvement. 

Fall 2019: After extensive work over the summer to upgrade related systems and improve processes, Cheri Pettey and the Office of the Provost are working with IT Services to consider how to make the changes recommended by the IRB subgroup and IRB staff.

Spring 2019: Cheri Pettey’s (Director of the Social and Behavioral Sciences IRB) and the IRB subgroup’s work has spurred several process/system enhancements and ongoing collaboration between the IRB Directors and URA. For example, the process of creating the exemption tool pilot has helped drive AURA system upgrades, IRB application revisions, and identification of specific reporting needs. Read the full progress details here.

Winter 2019: Cheri Pettey (Director of the Social and Behavioral Sciences IRB) has worked with Omri Ben-Shahar to develop the structure of a pilot self-determination tool, and has also created a longer report on potential improvements to IRB processes. Discussions around next steps and possible implementation paths are underway.

Fall 2018: The group submitted a memo proposing a web tool that would allow for self-determination of certain exempt protocols. Over the rest of the 2018-19 academic year, Cheri Pettey (Director of the Social and Behavioral Sciences IRB) will work with the subgroup to develop the framework for this tool as well as other opportunities to simplify IRB submission and amendment processes. 

Spring 2020: The ARCS implementation has concluded and transitioned to ongoing system support. The subgroup, as well as other members of the full working group, continue to provide feedback as more faculty and staff use the modules. The subgroup and the Office of the Provost will be exploring data collection and reporting to help identify other areas of immediate improvement needed in appointments and promotions.

Fall 2019: The subgroup’s primary consulting project, the Academic Recruitment and Careers System (ARCS) implementation, has progressed to its final phase. The group has participated in several workshops and will continue to provide faculty-focused input as the third module, Review, Promotion and Tenure, is implemented across the University. Members of the subgroup have also help provide training for fellow search committee members who are using the Academic Recruitment module for the first time this fall.

Spring 2019: The group continues to advise the ARCS implementation, and has met with the project team to provide early input on potential concerns, ideas, and directions for the next module, Academic Career Activities. The module will support data management and reporting for academics, and the subgroup's faculty perspective will be an important influence on the module's configuration.

Winter 2019: The subgroup has consulted on the implementation of the first Interfolio module focused on academic recruitment, which will host training and a pilot period for Spring searches in the March. The group will continue to play a key role in the configuration and rollout of the remaining modules in the Academic Recruitment and Careers System (ARCS) [expired link removed].

Fall 2018: The group will serve as faculty advisors on the implementation of Interfolio as the new system for managing academic hiring, promotions and tenure, and activity reporting. Efforts to clarify and document appointment processes will continue.

Documents: Improving Post-Award Management memo, submitted January 15, 2019

Input from the subgroup has helped keep a focus on the critical need for post-award grants accounting and related tools for researchers and departments. The project also continues to hold regular forums for broader campus input.

Spring 2020: The subgroup has continued to consult on the FST project as it moves forward. URA and others have worked to address the group's other recommendations (improving status tracking, change communications, etc.) and is partnering with the Office of the Provost to support the transition back to on-campus research.

Fall 2019: As the launch of the Financial System Transformation (FST) project gets underway, the Research Administration subgroup will return to consult and provide further input. The FST project will also seek participation from other groups identified in the subgroup’s recommendations 

Spring 2019: The subgroup met with key leaders in early May, including the provost, vice provost for research, CFO, and the head of University Research Administration, to discuss their memo and next steps to be taken in response. The group will be involved long-term in the new financial system project and will help facilitate additional engagement with faculty and staff; other recommendations on improving status tracking, change communications, and best practice sharing will be addressed immediately outside of the system replacement.

Winter 2019: The group developed a memo outlining recommendations and requirements for improving post-award grants management and submitted it to Provost Diermeier and other University leadership in January. Discussions around next steps are underway and engagement with the discovery process for a new financial system will continue.

Fall 2018: The subgroup facilitated five faculty and staff forums on post-award management, a critical part of gathering requirements for a future financial system replacement, and will prepare a memo for the provost based on the input received.

Spring 2020: The subgroup has advised the Office of Communications on the development of internal communication systems over the past year and provided input on informational design practices that add value to academic work. The subgroup will continue to consult on communications projects going forward.

Fall 2019: The subgroup developed a memo and met with the Provost’s Office to discuss key recommendations. They also met with University Communications to provide advice on improvements to internal communication systems and will continue to consult on related projects this year.

Spring 2019: The subgroup is developing a memo for the provost that will outline key issues in benefits/resources communication and recommendations for improving both how we approach communications to academics as well as the mechanisms for doing so. As part of this process, the group is continuing to review and advise on in-progress and potential projects in IT, Shared Services, and Communications.

Winter 2019: The subgroup is consulting on in-process redesigns of key University websites related to HR and Finance & Administration.