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Rutgers RAPSS
Rutgers Research Administration
and Proposal Submission System
Fall 2014
Office of Research and Economic Development
Project Purpose
Implement the Huron Click Commerce Portal For
Research Grants & Contracts (Pre-awards)
1) Provide a single point of entry to prepare and
submit grants and contracts for all of Rutgers
research. Includes “System to System” (S2S)
capability. Also for agreements with no funds.
2) Link RAPSS electronically with other data systems
(eCOI, eIRB, others) to streamline processing
3) Replace multiple systems with one proposal and
award database to streamline reporting and
eliminate double data entry.
4) Increased transparency for faculty/depts
5) Better access to data & easier reporting
6) Eliminate paper submissions (unless required by
sponsor)
Project Fits with RU Strategic Plan
• This project addresses one of the "Foundational Elements" of the
Rutgers Strategic plan on "Effective and Efficient Infrastructure and
Staff"
"At Rutgers, administrative processes are often inefficient and
time consuming. The University must facilitate agile responses to
administrative needs and inculcate, support, and reward a culture
of excellence, collaboration, responsiveness, and accountability
among its staff."
• See pages 44 and 45 of the report for more information
http://universitystrategy.rutgers.edu/
Project Phases
• Initiation Phase – complete
• Planning Phase -- complete
• Implementation (Development) Phase –
began July 2014
– Phase I – Grants Express (S2S submission to
Grants.gov for federal awards)
– Phase II – Awards, Budget Grids, Other
Agreements/Contracts
• Project Closure - System maintenance &
continued training
Business Objectives & Benefits
Phase I – Business Objectives
The Phase 1 implementation will help achieve the following:
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Reduce administrative burden on faculty & staff who prepare, review
and approve proposal applications
Provide necessary proposal data for PI, departments, and institutional
management, serving as a single source for proposal data
Maintain balance between minimum requirements needed to submit
an application & desire for increased institutional decision data
Maintain balance between department flexibility & institutional
consistency ease of use being the prevailing criteria
Ensure process improvement based on best practices from leading
institutions
Phase I - Benefits
• Reduce multiple data entry
• Reduction in error rate on Grants.gov submissions
• Increased transparency on status of proposals in
development/review
• Increased reporting of proposal data - in process &
submitted
• Proposal routing more efficient due to electronic workflow
Rutgers – Click Grants PROJECT ORGANIZATION
Project Sponsors
Terri Kinzy, Heidi Szymanski
Project Steering Committee
Terri Kinzy
Diane Ambrose
Steve Schipper
Heidi Szymanski
Faizan Ahmed
Chris Stastny
Jackie Cornelius
Camie Morrison (Carberta)
Bill Lansbury
Ellen Law
Bernice Ginder
Huron Managing Director
Matthew Staman
Project Office
Project Manager
Steve Schipper
Functional Project Manager
Diane Ambrose
Functional Team
Chris Statsny
Kate Mollen (Huron Consulting)
Sandy Burrows
Letitia Dean
Melissa Matsil
Terra Pfund – Kroll
Eileen Murphy
Jackie Cornelis
Camie Morrison
Infrastructure Team
Joni Loftus-Squillaro
Ed Dumala
Implementation Team
Diane Ambrose
Steve Schipper
Faizan Ahmed
Chris Stastny
Pedro Cortez
Joe Delgado
Sandy Burrows
Letitia Dean
Melissa Matsil
Terra Pfund-Kroll
Tuyhang Ly
Joni Loftus-Squillaro
Ed Dumala
Eileen Murphy
Jackie Cornelius
Camie Morrison (Carberta)
Technical Manager
Faizan Ahmed
Huron Project Manager
Denise Metke
Technical Development Team
Pedro Cortez
Tuyhang Ly
Huron Technical Consultant
Joe Delgado (Reporting)
Eileen Markey
Brandon Singer
Mike Hennessy
ORED - ORSP/Sr. Assoc Director Research & Sponsored Programs
CS-OIT-PMO/Project Manager
ORED-Research Admin/Associate Director of Information Tech
ORED-ORSP/Asst. Dir. ORSP
Manager, IST
Unit Computing Manager
Asst Dir Grant & Contracts Admin
Asst Dir ORSP
Contract Negotiator
Contract Negotiator
Enterprise Application Services - Information Technology
Enterprise Infrastructure - Enterprise Rutgers Infrastructure
Enterprise Infrastructure - RBHS
Director, Office of Research Development
ORSP-RU Newark/Director of Sponsored Programs
ORSP-RU Cambden/Director of Sponsored Research
Project Advisors
Subject Matter Expert
End Users
Research Administration Advisory Team
Research Development Professionals Group
Implementation Phase
P
Implementation Phase I – Objectives
Objectives and Measures of Success
System to System (S2S) Grants.gov Submission across the
Institution.
• Integration with Identity Management and HR data
• Electronic proposal routing for review and approval
• Reduction in grant submission processing time
• Phase-out of the following systems:
• Cayuse
• Adobe for System-to-System Submissions
• Manual Submission of Paper Routing Forms
Implementation Phase I Scope
• Creation and Routing of Funding Proposals (for Grants.gov
proposals)
• Electronic Submission of Funding Proposals to Grants.gov
utilizing Click SF424
• CAS Integration for authentication/single sign-on
• HR data integration to load people and departments into
Click with regularly scheduled updates.
• Master Store Integration across all Click Modules
PhasImplemk Implementation Phase II Objectives
Non-Grants.gov Funding Proposals
Online Budgeting
Awards and Award Modifications
Subawards
Support for Contracts utilizing Click Document Review
Functionality
• Integration with eIRB and eCOI
• SSRS Reporting
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Project Timeline and Methodology
Project Roadmap
Grants– Phase 1: July 2014 – January 2015
• Proposal Routing and Tracking and Grants.gov Submissions
Grants – Phase 2: February 2015 – January 2016
• Full Rollout of Click Grants to include Online Budgeting,Grants.gov
Submissions, Award Management, Document Review Functionality for
Contract Management
• Integration with COI and IRB Modules
Future Phase – Expanded Integration
• Not included in Current Budget/Scope
• Integration with other Rutgers Systems including Post-award, IACUC,
REHS, ecrt
Project Timeline
The following represents the high level implementation timeline for
RAPSS.
J-14
Grants Phase 1 Process
Analysis
Grants Phase 2
•
•
•
•
•
•
•
A-14
S-14
O-14
Iteration Phase
(Design-Build-Test)
N-14
D-14
J-15
System UAT Deploy
Testing Testing
Iteration 1: SmartForms
Iteration 2: Workflow
Iteration 3: Activities & Security
Iteration 4: Sponsor Conversion
Iteration 5: Inbox & Workspace
Iteration 6: Notifications
Iteration 7: CAS Integration
F-15
M-15 A-15 M-15
Complete Rollout
J-15
J-15
A-15
S-15
O-15
Phase 2
• Iteration 8: SF424
• Iteration 9: Master Store & HR
Data Integration
N-15
D-15
J-16
RAPSS Workflow, Workspace and
Smart Forms
RAPSS Workflow
Initial
ORSP will have the ability to bypass approvals
in the event a proposal must get out
Draft
Department Review
Specialist Review
SO Final Review
Bypass Review & Approvals
Bypass Review & Approvals
Permission to Submit
Submit to Sponsor via Department–Phase 2
Submit For Department Review
Permission to Submit
Update Research Plan – Phase 2
Submit to Sponsor via ORSP- Phase 2
Withdraw Proposal
Update Research Plan-Phase 2
Submit for SO Final Review
Submitted via Grants.Gov
Create Additional Budget-Phase 2
Decline Submission
Specialist Requests Changes
Return to Specialist Review
Create-Update SF424
Issue Departmental Approval
Permission to Submit
Department Requests Changes
Pending Sponsor Review
Award Anticipated
Withdraw Submitted or Not Funded
Proposal
Withdraw Submitted or Not Funded
Proposal
Department Decline
JIT Requested
Issue Departmental Approval
Award Notification Received
Award Notification
Received (Phase 2)
Additional Activities related to all
of the states. They are not visible
to everyone as they are role
based.
Add Attachments
Take Ownership
Manage Proposal Security
Email Specialist
JIT Requested
Email Proposal Team
Funding Anticipated
Assign Specialist
Award Notification Received
Notify ORSP of Proposal Status
Submit Endorsement Assurances
Administrative Withdraw
Add Comment
Copy Proposal
Export Budget (Phase 2)