Electronic Proposal Development (ePD)
ORUBA
June 11, 2015
Nicole Joyce, MBA
eRAP Training & Communications
Agenda
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What is ePD?
System Demo
Campus Rollout Strategy
Q&A
What is ePD?
ePD will replace the outdated paper-based processes
currently used by department administrators and
sponsored projects offices for General Campus,
Health Sciences and Marine Sciences
ePD (Electronic Proposal Development)
Web based system for departments and proposal
creators to…
o Create, upload, route, approve, and store
sponsored research proposals
o Improves, automates, streamlines and
standardizes business processes for
departments and central offices
o Integrate with Coeus enterprise databases, data
warehouse and sub-systems
ePD – Coeus Enterprise
Research Administration Systems
COEUS SYSTEM MODULES
Proposal
Log
RES
Form
=
ePD
Institute
Proposal
(Depts.)
(Central SPOs)
PI
Assurance/
Lobbying &
Debarment
Form
Award
Award
(Central SPO’s
& OPAFS)
Currently In Use
Reports/Data
Available for
Campus
Consumption
Data Warehouse &
Other Downstream Systems
…who else is using it?
…just to name a few
6
6 Things to Know About ePD
6 things to know about ePD
1. Replaces paper-based process with an electronic one
2. Electronic routing saves time and shows who has approved
or “signed” the proposal
3. One stop repository for proposal version eliminates
opportunities for errors and facilitates real time preparation
4. Automatic notifications sent when action is required and
contain links for easy access to proposal records
5. Combines several different processes into one (ex: getting a
proposal number and filling out the paper RES form)
6. Creates a proposal record that can be copied and reused in
future
SPO Analysts and Officers will have
visibility at all times to provide
expertise and guidance to the PI
and department…
ePD will never hold up a sponsor deadline
System Demo
ePD Design & Development Contributors
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Departments (Pilot)
o San Diego Super Computer (SDSC)
o Physics
o Marine Physical Laboratory (MPL)
o Neurosciences
o Health Sciences Research Shared Services
Central Offices
o OCGA
o SIO-OCGA
o HS SPPO
o OCTA
Additional Central Offices
o OPAFS
o COI
PI’s and Chairs (from pilot units)
ePD Campus Rollout Strategy
• Reviewed 130+ proposal submitting units (past 5 years)
o Average Volume Units First
o Very Large and Complex Units Next
o Very Low Volume Units Last
• Development of Onboarding Strategy
o Karen Andrews (Physics)
o Alma Palazzolo (formerly SDSC)
o Patty Camacho (Neurosciences)
o Anne Footer (MPL)
o SPO Office Directors (OCGA, SIO OCGA, HS SPPO and OCTA)
• Developing Faculty/PI Specific Outreach Plan
o Spearheaded by Sandra Brown and Marianne Generales
What is the timing?
ePD Timeline
Wave 1 - SDSC, Physics, OCGA
Wave 2 - HS SPPO, OCTA, Neuro
ePD 1.0 RELEASE June 30
June
30
Campus-wide Rollout Cont’d
Production Wave …C,D,E…
Campus-wide Rollout
Production Wave A…
ePD 1.2 RELEASE Feb
Jul - Sept
2014
Jan - Mar
2015
Oct - Dec
2014
Wave 2 cont’d
Wave 3 - SIO, MPL
Wave 4 Compliance Offices
ePD 1.1 RELEASE Nov
ePD 1.4 RELEASE Nov
We Are Here
Jul - Sept
2015
Apr - Jun
2015
Campus-wide Rollout Cont’d
Production Wave …B…
ePD 1.3 RELEASE June
Updated June 2015
Who was in Production Pilot?
June 2014 – December 2014
Wave 1 – Wave 4
SDSC
Physics
Neurosciences
MPL
OCGA
HS SPPO
SIO - OCGA
OCTA
OPAFS
Conflict of Interest (COI)
PI Exceptions
Academic Affairs Space
SIO Diving
Human Research Protection Program
EH&S
Subaward Team
Export Control
SIO Ship Use
IACUC Office
AMAS
Who was in Wave A?
Campus-wide Rollout
February 2015 – April 2015
GC: Bioengineering
GC: Qualcomm Institute (formerly Cal Inst. for Telecommunications & Info Tech)
GC: Chemistry and Biochemistry
GC: Dean Physical Sciences
GC: Mathematics
GC: School of Engineering – Deans Office
GC: Electrical & Computer Engineering
HS: Anesthesiology
HS: Emergency Medicine
HS: Orthopedic Surgery
HS: Radiation Oncology
SIO: Climate, Atmospheric Science, and Physical Oceanography
SIO: Cooperative Institute for Marine Ecosystems/Climate
SIO: Geosciences Research Division
SIO: Institute of Geophysics and Planetary Physics
SIO: Nimitz Marine Facility (included with SOMTS and Shipboard Technical Support)
Who was in Wave B?
Campus-wide Rollout
April 2015 – May 2015
GC: Computer Science & Engineering
GC: Cognitive Science
GC: Mechanical & Aerospace Engineering
GC: Nanoengineering
GC: Structural Engineering
HS: Institute for Genomic Medicine
HS: Rady Children’s Hospital
HS: Emergency Medicine
SIO: Aquarium-Museum
SIO: Sea Grant College
Who is in Wave C? *Tentatively*
Campus-wide Rollout
July 2015 – August 2015 *Tentatively*
GC: Biological Sciences
GC: Center for Education Equity, Assessment, Teaching Excellence
GC: Center for Human Development
GC: Education Studies
GC: Political Science
GC: Psychology
GC: Sociology
HS: Cellular & Molecular Medicine
HS: Family Medicine & Public Health (formerly Family & Preventative Medicine)
HS: Pathology
HS: School of Pharmacy & Pharmaceutical Sciences
SIO: Center for Marine Biotechnology & Biomedicine
SIO: Integrative Oceanography
SIO: Marine Biology Research Division
See the ePD Rollout Schedule in Blink for more information
Onboarding Schedule
Sample Schedule
Pre-Onboarding Outreach & Information to Departments
1 ½ month prior
Week 1: Onboarding Kick Off Meeting
1 hour
Week 2: Account Provisioning/System Set Up
1-2 hours
Department Proposal Manager Training
5 ½ hours
Department Business Officer Training
2 hours
Go Live to Production
Post Go Live Support Activities
Ongoing
Preparing Your Area
ePD Team will:
 Provide advanced notice and outreach about upcoming
waves and onboarding
 Meet with units individually to identify potential users
and determine levels of access
 Offer dedicated training
 Have a dedicated help desk
 Pass along best practices and SOPs
 Make all information available at epd.ucsd.edu
Thank You!