Improving the Business of
Research Administration
With Click
Kevin Wong
kwong@huronconsultinggroup.com
Tony Haber
thaber@huronconsultinggroup.com
Agenda

8:30 – 9:00
Continental Breakfast

9:00 - 9:30
Company Introduction & Product Overview

9:30 – 10:00
Case Study 6 – Integration and Migrations

10:00– 10:45
Case Study 7 – Application Extensions

10:45 – 11:00
Break

11:00 – 11:30
Case Study 8 & 9 - Security

11:30 - 12:00
Project Implementation Overview

12:15 – 1:00
Lunch & SPARCS Team Discussion
© 2012 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential.
Huron Education Software and Services
Consulting Services
Software System
Implementation Services
Click™ Portal Software
Products
Core Functions:
Research, Finance,
Procurement, HR, IT, Facilities
Project Planning
• Research Administration
– Grants
-- Contracts
-- Awards
-- MTA
Portal Architecture
Research Solutions:
Functional Design
Strategy, Organization,
Business Process, Financial
Management, Cost
Reimbursement, Risk
Management, Change
Management
Regulatory and Finance Experts
Documentation & Training
• Research Oversight
-- IRB
-- COI
-- IACUC & AOPS
-- Safety Committees
Deployment Services
• Clinical Trials Management
Configuration
System Testing
Sustaining Services
Improved Research Administration Business Processes
© 2011 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential.
3
Why Technology + Services Matter
 The correct application of technology and subject matter
expertise saves time and money
• Improved processes before automation
• Process advice and benchmarking over the life of the installation
maintains efficiency
 Single vendor ensures even results
• Consulting, technology, implementation and support services all
under one roof
 Software alone is not the solution
• Automation of the right processes = high efficiency
© 2011 Huron Consulting Group, Inc.
4
Click® Portal
Existing Systems
Click Portal Starter Sites
Clinical Trials
Compliance
Research
Administration
Participant Tracking
and Billing
IRB
Grants & Contracts
Clinical Trials
Recruitment
IACUC
Grants.gov
Safety
Committees
Animal Operations
and Ordering
Auditing
Researcher Profile
Conflict of Interest
© 2011 Huron Consulting Group, Inc.
SF424 eSubmission
Web
Services
Direct
SQL
Human
Resources
Accounting
Animal
Database
Interface
Tables
Electronic
Medical Record
Data
Warehouse
5
Who’s Using Click Portal Solutions?
American Heart Association
Arizona State University
Case Western Reserve University
Cedars-Sinai Health System
Chesapeake Research Review, Inc.
Children’s Hospital Boston
Childrens Hospital of Los Angeles
The Children’s Hospital of Philadelphia
The Mercy Children’s Hospital
Children’s National Medical Center
Cincinnati Children’s Hospital Medical Center
Cleveland Clinic
Dartmouth College
Duke University
East Carolina University
Emory University
Fox Chase Cancer Center
Georgetown University
Georgia Health Sciences University
Hackensack University Medical Center
Harvard University
Health Sciences South Carolina
Hospital for Special Surgery
The Johns Hopkins University
Kaiser Hawaii/GA
Kaiser Permanente Northwest
Lawrence Berkeley National Laboratory
Louisiana State University Health Sciences
Center Shreveport
Lehigh Valley Health Network
Mayo Clinic
MD Anderson Cancer Center
Medical College of Wisconsin
The Methodist Hospital Research
Institute
The MetroHealth System
NASA-Johnson Space Center
New York University Langone Medical Center
National Bureau of Economics
Northwestern University
Ochsner Clinic Foundation
The Ohio State University
Ontario Institute of Cancer Research
Oregon Health & Science University
The Pennsylvania State University
RAND Corporation
The Research Institute at Nationwide Children’s
Hospital
Rush University Medical Center
St. Jude Children’s Research Hospital
Texas Health Research & Education Institute
University of Alberta
University of Arkansas for Medical Sciences
University of British Columbia
University of Calgary
© 2011 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential.
University of California Los Angeles
University of California San Diego
University of Chicago
University of Cincinnati
University Corporation for Atmospheric
Research
University of Florida
University of Kansas / KUMC
University of Maryland
University of Massachusetts Medical School
University of Medicine & Dentistry of New
Jersey
University of Miami
University of Michigan
University of Pittsburgh
University of Rochester
University of South Florida
University of Southern California
University of Texas at San Antonio
University of Texas Southwestern Medical
Center at Dallas
University of Utah
University of Washington
University of Wisconsin
VA Pittsburgh Healthcare System
Virginia Commonwealth University
Wake Forest University
Weill Cornell Medical College
6
Research Administration Software Models
High
Click
Portal
Custom
Development
Flexibility
To Match
Your Needs
Packaged
Application
Low
Low
Slow
© 2012 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential.
Consistent/Committed Support
Time to Deploy
High
Fast
8
Click Portal Architecture
IRB
Grants and Contracts
SF424 eSubmission
Conflict of Interest
Clinical Trials Billing
IACUC
Animal Operations
Biosafety (IBC)
Chemical Safety
Radiation Safety
Application Layer
Business Process Modeling
Query / Reporting Services
Powerful Extranet Security
Delegated Administration
Collaboration Components
Document Management
Page Layouts/Templates
Email Notification
User-Extensible Data Model
Personalization
Extranet Framework
C# COM Object Model
Automatic Data Persistence
Transaction Management
Integrated Security
Web Services
Unified Query System
Caching/Session Management
Schema Management
Windows 2008 Server
IIS
SQL Server 2008
Indexing Service
Solutions
Microsoft Platform
© 2011 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential.
Effort Reporting
Material Transfers
Research Catalog
Web Services
Browser-based
Configuration Tools
Developer
Tools
Component Services
.NET Framework
9
Click SmartForms™
Molded to your forms
Draw upon other institution forms
Dramatically reduces error input
Conditional branching between pages
Error checking; completion summaries
Configurable help text
Reviewer’s notes
© 2011 Huron Consulting Group, Inc.
10
Intelligent Routing Processes
NEW
1) Pre Submission
PI
Submit Study
DEPT
Issue Departmental Approval
DEPT
Changes Required By Department
2) Department Review
3) Changes Required
By Center
4) Veterinarian
Review
5) Changes Required
By Veterinarian
PI
Submit Changes
VET
Submit Veterinarian Review
VET
Changes Required By Veterinarian
PI
Submit Changes
6) IACUC Staff
Review
© 2011 Huron Consulting Group, Inc.
11
Industry Leading Ability to Change
Type of Change
Example
Dev. effort (minimum)
Text change
Rephrase question
Minutes
Add simple data field
Free text box
Minutes
Add component
Document upload
Minutes
Alter a form set and its
existing branches
New regulatory info.
required
Hours
Expand routing review path
New reviewer required
Hours
Adopt new functional
enhancement
Incorporate reviewer’s
notes
Days
Include to a new committee
review process
Add a review board with
meetings and minutes
1 – 2 Weeks
© 2011 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential.
12
Why Huron’s Click Portal?




A Complete Solution
 The most comprehensive suite of products and services for
research administration
Configurable Software
 Architected for rapid configuration to support continuous process
improvement
Industry Expertise
 Huron has worked with over 90% of the top research
organizations in North America and the Click User Group is the
most active in the industry
Financial Stability
 Huron is a $600M profitable organization
© 2012 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential.
13
Questions
© 2011 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential.
14
Factors Impacting Implementation Effort
© 2011 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential.
15
Partnering Strategy
© 2011 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential.
16
Project Approach
Plan
Process Analysis
© 2011 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential.
Iteration
Test
Deploy
Support
17
System Testing & Quality Assurance
 Pre-Release Test Cycles
o Unit Testing
o String/Business Process Testing
o Integration Testing
o User Acceptance Testing (UAT)
 Importance of Change Control
 Post-Releases Test Overview
© 2011 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential.
UAT
Integration
String/ Business
Process
Unit
18
Grants Phasing (example)
 Phase I (GrantsXpress)o
o
o
o
eSubmission Implementation
Routing Sheet Design and Workflow
Routing Sheet Mapping to SF424
SF424 electronic submission to grants.gov
 Phase II o
o
o
o
Other Proposal Types
Online Budgeting
Post Awards
Legacy Integration
© 2011 Huron Consulting Group. All Rights Reserved.
Proprietary & Confidential.
eSubmission
Implementation
Roll-out and
Refine
Phase I
GrantsXpress
Online
Budgeting, Post
Awards, Legacy
Integration
Roll-out and
Refine
Phase 2
1
9
Grants Project Plan (example)
© 2011 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential.
20
Engage – Managing Project Issues
© 2011 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential.
21
Click Service Intranet
© 2011 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential.
22
Staying On Course
 Weekly Status Reports and Meetings with Budget & Plan Update
o Alert any tradeoff that may be necessary
 Monthly Sponsor Meetings
o Need the right people at the table
 Maintain Nice-To-Have List
o Implemented last in priority order
 Maintain Budget Risk List
o Identifies features & simplifications not in SOW
 Maintain Open Issues List
o Identifies Huron and Client issues to be resolved
© 2011 Huron Consulting Group. All Rights Reserved. Proprietary & Confidential.
23