Process Improvements

Project

Description

Accomplishments

CA Credentialing

  • Ongoing sponsor-specific credentialing plans authorizing credentialed CAs to submit proposals without Liaison review. 

 

  • Developed and delivered a Coeus-based proposal tracking tool to collect data on monitoring character of proposals arriving in OSP.  Developed mentoring reports to support CA credentialing
  • 29 Credentials granted to CAs since project launch.

Non-Federal Agreement (NFA) Negotiation process standardization, measurement and improvements

  • Improved communications with stakeholders within standardized negotiation processes;
  • Continuous improvement enabled through adoption of tracking and measurement systems.
  • Continue to generate quarterly dashboard report to monitor negotiation timeline and help identify trends.  Mean durations for successfully completed negotiations were reduced FY2011 to FY2012 as follows:
    • All agreements: reduced from 72 to 54 days
    • Funded agreements: reduced from 91 to 75 days
    • NDAs and Data Use Agreements: reduced from 45 to 34 days
    • Unusual and unfunded other agreements: reduced from 73 to 68 days
  • Incorporated inputs to measure communication to stakeholders at key points in the negotiation, with tracking through a BrioQuery report that manager(s) can self-generate.

Benchmark and ongoing (per-negotiation) surveys of PI satisfaction with OSP non-federal agreement negotiations

  • Measure ongoing impacts of process improvements. 
  • Increase NFA team manpower, by adding Project NEXT staff (one Contract Specialist and one Assistant Contract Specialist)  in order to increase the quality and timeliness of communications to negotiation stakeholders inside and outside MIT, and to manage negotiations more efficiently.
  • Conducted large, benchmark survey by Institutional Research on PI satisfaction with the non-federal negotiation process, including recommendations for overall improvement – results published in December, 2011.
  • Continue to operate follow up survey of PI satisfaction, at the completion of each negotiation, to identify issues and trends. Response rate increased from 19% to 24%. Overall satisfaction levels, reported to management quarterly, have been increasing since benchmark survey performed in December, 2010, as follows:
    • Overall satisfaction: from 43% to 80%
    • Satisfaction with communications: from 52% to 80%

Central MIT NDA policy and request website with online NDA questionnaire

  • Provide one place for all MIT community members to go for NDA and data use agreement requests. 
  • Revised business rules and process maps with OGC and TLO to establish roles and responsibilities using new NDA website and online questionnaire.
  • New NDA website and online questionnaire in use since September 15, 2011. 
  • Satisfaction levels for FY13 Q4, measured through PI satisfaction survey, are at 100% for NDA/DUA requests, up from 30% in FY12.

Gatekeeper

  • Identify areas of duplicated work across OSP and where work can be delegated.
  • Developed a process for in-coming work to OSP, designed to get it to the right person to handle quickly.
  • Established a central email address ospaward@mit.edu to receive sponsor communications centrally then sent to the appropriate person(s) for further action.

Workload Balancing

  • Create an optimization process to create better balance for contract administration work in OSP
  • Developed an algorithm to assign contract administration work more evenly
  • Currently integrating the program with Coeus to run in parallel prior to full implementation

Administrative Quality of Proposals

  • Work with VPR, Asst Deans and DLCs to improve the quality of proposals leaving the DLCs
  • Providing school profiles and resources to assist schools with improving administrative quality around key issues based on data from Coeus-based proposal tracking tool

Outside Professional Activities (OPA)

  • Work with the Provost’s office and Assistant Deans to implement an online web solution for OPA disclosures; for Investigators thise means leveraging information already disclosed in the Coeus My COI Module.
  • Developed an online form for all staff to complete their Outside Professional Activities disclosures
  • Integrated Conflict of Interest data entered by Investigators in the Coeus My COI module with the OPA system; eliminating duplication of work
  • Developed summary reports for Department Administrators

Kuali Coeus (KC) Planning

  • Implement Kuali Coeus at MIT
  • Led a Kuali Coeus effort to improve the KC User Interface Experience
  • Developed the plan for the initial phase of the KC Planning effort, which includes onboarding consultants, foundational work (work required to the underlying system, that doesn’t rely upon the new UI), assessment of MIT add-ons, and the development of the detailed project plan.