Electronic Research Administration Program
Reporting Project Charter
The purpose of this project is to improve the availability of valid and stable sponsored research proposal and award administration reports and the flexibility to produce ad hoc reports.
This will be accomplished by modernizing UCSD’s research administration reporting capabilities and building a reporting infrastructure that facilitates easy interpretation and analysis of large volumes of data (e.g.
Business Intelligence (BI) ).
Benefits of this project include (a) increased revenue and strategic opportunities derived from fact based analysis of UCSD’s $1B/year+ sponsored research portfolio (e.g.
key sponsors, key award types, key PI’s, etc.); (b) decreased costs associated with better utilization of staff time involved in reporting (c) retirement of less efficient legacy systems and associated costs; and (d) decreased institutional risk through quicker identification and resolution of problems.
Provide access to research administration data to approved application developers, business analysts, report developers, and end users at UCSD, while ensuring appropriate limitations to sensitive data
Provide transformed research data that is well documented
Provide meaningful data that allows end users to more quickly and accurately answer business questions.
This includes identifying business process gaps that are a cause for data inconsistencies and establishing and communicating data integrity standards across the campus.
Provide a single authoritative source of information which will reduce conflicting interpretation of research data and ensure consistent results are obtained across the enterprise
Build an extensible and sustainable BI solution for research administration data that will serve as the foundation for meeting current and future reporting needs
Identify the most critical intersections of proposal and award data with other data systems (e.g.
financial data, payroll, etc.).
Seek collaborations and/or additional resources to facilitate the development of high priority reports that require data from non ‐ Research Administration systems.
The university has invested resources into this Electronic Research Administration Program (eRAP) project (Reporting) for the following reasons:
UCSD’s current reporting environment and tools (e.g.
Data Warehouse and QueryLink) are not meeting our needs: the data and user interfaces are inconsistent, lack data validation, do not include data transformations that meet standard reporting needs and are poorly documented
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Decision makers and research stakeholders at UCSD need easy access to research data to make informed decisions, plan/balance workload, spot past and future trends, ensure data accuracy/integrity, identify training opportunities and improve processes
The current reporting environment provides consumers raw data that have not been uniformly defined
The current reporting environment forces data consumers to develop substantial expertise with the underlying data structure and business process to answer their business questions.
Data consumers who have not accurately validated and transformed their data have created bad reports, drawn erroneous conclusions from the data and express frustration at the poor quality of research data
Make research proposal and award data available to approved users and make it easier for users to understand and comply with appropriate use policies governing data access
Deliverables / Scope
Establish a single, campus ‐ wide, reporting environment that supports self ‐ service BI and ad ‐ hoc reporting
Establish a portfolio of key/standardized sponsored research administration reports.
Implement, deliver, and publish vetted standard reports sourced from research administration systems
Provide a channel for sharing and vetting ad ‐ hoc reports for possible broader use
Access controls that are appropriate to ensure sensitive data are only exposed to authorized users
Develop a data dictionary for research administration data that includes easy to understand descriptions about the business meanings of individual data fields.
Where relevant, include descriptive information about sensitive data that explains why it is sensitive, provides relevant policies that govern the data and whom to contact for additional information about the data
Optimized data source to support data consumption and reporting
High level user needs and requirements documentation for research reporting following best practices
Scripts for automatically extracting, transforming and loading data from research administration systems (e.g.
Coeus, AccessLink, etc.) to the target BI environment
Training and support of end users through the eRAP Help Desk and Training program and ACT’s
Data Warehouse (Cognos BI) team
Learn about and plan for future integration of research data with other data systems, such as financial data.
Where possible, have research data reporting align with possible connection points for financial reporting.
Potentially identify the scope of what would be needed for reporting to merge or intersect and propose to leadership accordingly.
Out of Scope
The following items are out of scope for this project:
Allowing users to update data through a report & write that back to the source system
Integration of systems not part of the eRAP portfolio of information services.
Technical training for non ‐ eRAP resources
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Resources o Insufficient resources available to meet reporting needs outside of research administration data systems o Limited ACT technical resources o Effort required to maintain standard reports will grow in proportion to the number of reports developed through this initiative
Dependencies o Meeting some business reporting needs that involve eRAP and non ‐ eRAP data will require the non ‐ eRAP data to be made available via Cognos or other business software.
If/when these reporting needs are identified, the eRAP Reporting Team will attempt to identify the appropriate system/data owners and pass the request to them
Time to deliver o Because current reporting infrastructure/foundations cannot meet eRAP’s BI reporting needs, it will take more time and effort to build new infrastructure/foundations to support the type of BI implementation described in this document
Scope o We have dependencies on data systems outside the direct control of eRAP
Project resources include the people and systems that will allow us to provide project deliverables.
Marisol Christinson eRAP Lead Business Analyst
Beatrice Dormoy eRAP eRAP
Analyst / Subject
Department eRAP eRAP eRAP
Systems and Tools
Business intelligence and reporting systems/tools to be used in this project include:
IBM Cognos reporting environment
DB2 Data Warehouse environment
Informatica (ETL tool)
Zena (Enterprise job scheduler)
Business Intelligence Competency Center (BICC) – UCSD’s SharePoint intranet site for self ‐ service business intelligence
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Sponsors & Leadership
The eRAP Steering Team has formed a Reporting Project Subcommittee that is responsible for overseeing the implementation of the eRAP Reporting Project, prioritizing eRAP reports, championing campus ‐ wide research proposal and award reporting needs, removing impediments to achieving reporting objectives and resolving governance issues as they arise.
Current members include:
Maureen O’Connor ‐ Kodis
Chair eRAP eRAP
The Electronic Research Administration Program (eRAP) is sponsored by Sandra Brown, Vice Chancellor for Research.
It has an Executive Committee that provides leadership and support for eRAP projects and it has a Steering Team that is responsible for providing high ‐ level guidance, support and strategic direction to eRAP staff.
By signing this document, the following individuals agree that they have reviewed the information contained in this project charter and give their approval to formally begin the project.
Title Signature eRAP Reporting Subcommittee Chair Approved Verbally
Linda Collins eRAP Steering Team Co ‐ Chair
Jason DeFay eRAP Steering Team Co ‐ Chair
Marianne Generales eRAP Executive Committee Chair
Approved via email
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