GCCR PROCESS IMPROVEMENT PROJECT

Implementation

May, 2010

Agenda

I. Background/Context

II. Overview of Proposed Change

III. Drivers/Benefits of the Proposed Change

IV. Implementation Process

V. Timeline

VI. Questions

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Background/Context• Objective: streamlining the GCCR process

utilizing the Decision Support Center.• Interim solution/improvement for GCCRs

until a future eFECS phase.• A grassroots initiative:

• Working under the eFECS Process Improvement Team

• A largely unfunded effort

Monthly GCCRs

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Current Generic Process• GCCRs distributed by campus mail to

Departments.• Department looks up PI for each report.• One copy of report distributed to PIs.• One copy retained in Dept in case the report

is misplaced.• PI reviews the report for accuracy.• The signed report is filed in the department.

Why change?•Data consistency

• GCCRs and Online FECs (pending) use common data source

•Workload reduction• Longer reporting period – fewer certifications• Reduce re-certification effort • Fewer reports to handle• Eliminate redundancy and unnecessary reports

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Overview of Proposed Changes

• Quarterly reporting vs. monthly 67% reduction!

• GCCR will include posted RST/OSET data –recertification no longer required.

• Eliminate redundant cert of faculty effort• No GCCRs for non sponsored projects.• New format - one report per PI.• Departments print reports (can select all PIs

or selected individuals).

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Overview of New Generic Process

1. System generates an email notice to “GCCR Report Generators” with a link to the report

2. Report Generator or other authorized individual in the department prints the reports.

3. Reports are distributed to the PIs.

no process change for steps 4 and 5

4. PI reviews & signs the report.

5. The signed report is filed in the department.

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Beta Testing

• Completed verification of data differences between the old and new reports over the 2009 summer & fall

• Beta testers met in March to review the process: 100% said to move ahead!

• Beta testers indicated the new process would not require training – a demo and/or a good webpage will do

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Beta Test DepartmentsChemistry

CHDD

Education

Pathology 

Information School

Psychology

Pulmonary & Critical Care/Medicine

Genome Science

Primate Center

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Rollout Process & TimelineJune/July: • ASTRA Administrators assign the GCCR Report

Generator role to staff member by PUC• GCCR Webpage is launched

September: Outreach/Training as required

October 2010: first notification that reports for Summer Quarter GCCRs are ready to be printed and processed

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The process changes:

• Last “old” GCCRs will be printed for the month of June 2010.

• No reports for July/August/September• First quarterly report runs in October• Second quarterly report in January 2011

• Questions?

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Questions?

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