SUNY PreAward and Compliance
System (PACS)
Dr. Hao Wang, VP and CIO
Robert Mason, Sr. Dir. Grants and Contracts
Lisa Gilroy, AVP, Binghamton University
Adrienne Bonilla, AVP, University of Albany
Project Description
 Multi-year project; estimated cost of $6.2 M
 Implement Pre-Award and Compliance System (PACS) for
all state operated campuses
 Automate core business processes for pre-award and
compliance
 Improve functionality
 Integrate with post-award, HR and finance applications
Objectives and Approach
 Assist PIs, faculty, campuses and RF to:
 Create and submit more high quality, compliant,
potentially bigger and multi-disciplinary grant proposals
 Meet federal and state regulations
 Adhere to RF policies and procedures
 Support future decisions to target SUNY investments
Shared Project Governance
 Strong communications, stakeholder engagement, transparency and
SUNY-wide collaboration
 Tier 1: Steering Committee — Provide leadership and make key
strategic decisions
 Tier 2: Project Leadership Committee — Make day-to-day operation
decisions for the project; provide collective advice to the Steering
Committee
 Tier 3: Subcommittees — Process Reengineering
 Pre-Award and Grants Management; Regulatory and Research Compliance;
Data Management and System Integration;
Tier 1: Steering Committee
 Dr. Alexander Cartwright (or his designee), Executive Vice Chancellor and Provost,
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SUNY; Interim President, Research Foundation for SUNY
Dr. Stewart Bloomfield, Associate Dean for Graduate Studies and Research, College of
Optometry
Dr. David Conover, Vice President for Research, Stony Brook University
Dr. James Dias, Vice President for Research, University at Albany
Dr. Edward Herran, Director, Grants & Contracts Financial Administration, Purchase College
Dr. Michael Liehr, Vice President for Research, SUNY Polytechnic Institute
Dr. Bahgat Sammakia, Vice President for Research, Binghamton University
Garrett Sanders, Executive Vice President and Chief Operating Officer, Research
Foundation for SUNY
Dr. Ken Tramposch, Associate Vice President for Research, University at Buffalo
Dr. Hao Wang, Vice President and Chief Information Officer, Research Foundation for SUNY
Tier 2: Project Leadership Committee
Sponsored Program
Directors
Members
Lisa Gilroy (Binghamton)
Lydia Chabza (SB)
Mary Kraft (UB)
Brad Bermudez (UB)
Adrienne Bonilla (Albany)
Jennifer Rudes
(Upstate)
Sharon Levine-Sealy
(Downstate)
Elliot Feder
(Downstate)
Donna Scuto
(Buffalo State)
TBD (SB)
Operations
Managers
Members
Paul Parker
(Binghamton)
Chris Waller
(SUNY Poly)
Catherine Hoselton
(New Paltz)
Compliance
Members
Joshua Toas (CO)
Adrienne Bonilla (Albany)
Kyle Mann (UB)
Judy Matuk (SB)
Robert Quinn (Upstate)
Sharon Levine-Sealy
(Downstate)
Central Office
Project Team
Members
Carol Berdar
Paul Manley
Robert Mason
Gayle Noel
John Paris
Liz Piga
Scott Shurtleff
Alan Tosi
Hao Wang
Min Yu
Campus Information
Technology and
Informatics
University College
Research Council
(UCRC)
Members
Adnan Rangwala (SB)
Tom Wendt (UB)
Don Artz (ESF)
Members
Barry Gell (Cobleskill)
Chair:
Hao Wang
Co-Chairs: Lisa Gilroy
Tom Wendt
Tier 3: Subcommittees
Request For Proposal
(RFP)
Subcommittee
Chairs
Robert Mason (CO)
Dave Martin (CO)
Team Members
Central Office
•Carol Berdar
•Paul Manley
•John Paris
•Liz Piga
•Hao Wang
University at Albany
•Adrienne Bonilla
Binghamton University
•Tanja deMauro
•Lisa Gilroy
Stony Brook University
•Lydia Chabza
•Mike Ospitale
•Adnan Rangwala
University of Buffalo
•Tom Wendt
Downstate Medical
•Sharon LevineSealy
•Elliot Feder
•Joseph Barabino
Upstate
•Jennifer Rudes
ESF
•Don Artz
Buffalo State
•Carol Darstein
Quality Assurance
Subcommittee
Chairs
Emily Kunchala (CO)
Pre-Award and Grants
Management
Subcommittee
Regulatory and Research
Compliance
Subcommittee
Data Management
Subcommittee
Chairs
Lisa Gilroy(BU)
Lydia Chabza (SB)
Chairs
Adrienne Bonilla (UA)
Judy Matuk (SBU)
Kyle Mann (UB)
Chairs
John Paris (CO)
Don Artz (ESF)
Don Herzog (UB)
Team Members
Central Office
•Paul Manley
•Robert Mason
•Scott Shurtleff
University at Albany
•Adrienne Bonilla
•Jason Maloney
•Beth Large
•Tam Sayer
Stony Brook University
•Adnan Rangwala
University of Buffalo
•Tom Wendt
•Mary Kraft
Downstate Medical
•Sharon Levine-Sealy
•Robin Nesby
•Joseph Barabino
Upstate Medical
•Danielle Doll
ESF
•Lisa
Schwabenbauer
Buffalo State
•Carol Darstein
New Paltz
•Carrie Corti
Cobleskill
•Barry Gell
Oswego
•July Marte
Team Members
Central Office
•Carol Berdar
Binghamton University
•Lisa Gilroy
Downstate Medical
•Sharon Levine-Sealy
•Joseph Barabino
Upstate Medical
•Robert Quinn
•Marti Benedict
Buffalo State
•Gina Game
Optometry
•Dipali Dave
•Eric Samonte
System Admin
•Nedra AbbruzzeseWerling
Team Members
Central Office
•Kelly Kowalski
University at Albany
•Jason Maloney
•Todd Remkus
•Terrell Rabb
•Pat Zeccolo
Binghamton University
•Tanja deMauro
University of Buffalo
•Tom Wendt
Stony Brook University
•Lydia Chabza
•Adnan Rangwala
SUNY ESF
•Cheryl Liptak
Upstate Medical
•Stephen Rusinko
Downstate Medical
•Sharon Levine-Sealy
•Joseph Barabino
Buffalo State
•Donna Scuto
System Integration
Subcommittee
Chairs
Paul Manley(CO)
Susan Herrmann (UA)
Don Lavelle (SBU)
Tom Wendt (UB)
Team Members
Central Office
•Anna Hartz
University at Albany
•Dan Whaley
Binghamton University
•Tanja deMauro
Stony Brook University
•Adnan Rangwala
Downstate Medical
•Sharon Levine-Sealy
•Joseph Barabino
Upstate Medical
•Terry Wagner
Buffalo State
•Peter Reganti
Open and Transparent RFP
Faculty and Campus Engagement
 Two rounds of product
demos were administered
for top two vendors;
 49 faculty, 86 administrators,
and 14 campuses submitted
scores for each vendors;
 Leadership teams from top
two vendors were
interviewed by PACS
steering committee,
comprised of system-wide
campus leadership
Strength of Vendor Selection
 Huron’s commitment to deliver the work clearly defined in our RFP
 Capability of Huron leadership team
 Commitment to
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Support for third party cloud implementation
Training at a large scale at an accelerated pace
Responsiveness of support during and after the implementation
Integration with funding opportunity with proposal development
Next Steps:
• Contract negotiation to be concluded by late April 2015
• Project is expected to start on May 4th, 2015
• Pilot implementation for SBU and UB by June 15th, 2015
• QA Contract for Independent validation and verification
Tentative Timeline
Necessary Campus Staff Commitment
 University Centers and Medical Centers:
 Full implementation—re-engineering current process
 Pre-Award: ~1 FTE
 Compliance: ~1 FTE
 IT: ~2 FTEs – 1 business analyst, 1 technical person
 Other campuses:
 RF Central Office will perform the full implementation
 Campus staff members will be required to attend committee and
subcommittee meetings, review documents, and provide feedback
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Training for Success
Implementation
Team Members
Compliance and
Sponsored
Program Staff
Faculty and
Coordinators
Best Practices
•Introduction to Workflow (3 days)
•Advanced Reporting (On-line Course)
•Building Forms with Click Grids (2 days)
•Advanced Workflow Configuration (3 days)
•Train-the-Trainer Sessions
•IRB Administration (1 day)
•COI Administration (.5 day)
•Grants SF 424 Administration (.5 day)
•Agreements Administration (.5 day)
•IACUC Administration (.75 day)
•Bio-Safety Administration (.5 Day)
•IRB for End Users (1 hour)
•COI for End User (1 hour)
•Grants SF 424 for End User (1 hour)
•Agreements for End User (1 hour)
•IACUC for End Users (1 hour)
•Advanced Grants for End Users (1 hour)
•Bio-Safety For End Users (1 hour)
• Intro to Click Portal (2 hours)
• IRB Best Practices (2 hours)
• COI Best Practices (2 hours)
• Grants Best Practices (2 hours)
• Agreements Best Practices (2 hour)
• IACUC for End Users (2 hours)
• Advanced Grants for End Users (1 hour)
• Bio-Safety Best Practices (2 hours)
 Train the system
configurators
 Train the project
leadership team
 Train the trainers
 Train the key influencers
 Train the end users
 Develop and distribute
self study and self help
via multiple channels
Robust Communications Throughout
Communication Tool
Meetings
(Scheduled by SUNY PACS Team)
E-mail
Websites
RF Public Website (SUNY PACS box)
myRF SUNY PACS Page
eNews
eNews
SUNY PACS Newsletter
Frequency
Audience
Weekly (Tuesdays)
Weekly (Wednesdays)
Weekly
Weekly
Monthly
Semi-annually – In Person
Monthly – WebEx/CMR (2nd Thursday)
Weekly
As needed
Monthly
As appropriate
Daily
Central Office PACS Team (IPACS)
IPACS Communications Team
Nccit
Huron
Tier 1: Steering Committee
Tier 2: Project Leadership Committee
Tier 2: Project Leadership Committee
Tier 3: Subcommittees (independently)
All Stakeholders
Tier 1: Steering Committee
All Stakeholders
SUNY PACS Project Team
As needed
Monthly
Monthly
All Stakeholders
All Stakeholders
Vice Presidents for Research, RF Operations Managers,
SUNY System leadership, RF Board of Directors and all
central office employees
President’s Council, Management Council
Research Foundation Status Report
Project Health Report
Monthly
Communication Tool
Frequency
Audience
Meetings
(Scheduled by Others)
2x/year
2x/year
Monthly
Bi-monthly
Monthly
Intermittently
Monthly
Sponsored Programs Focus Group (SPFG)
University College Research Council (UCRC)
Operations Managers
Vice Presidents for Research
Central Office Floor Talks
Pre-Award Focus Group
Data Management Focus Group
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Q&A with key leaders for the project
 Robert Mason, Sr. Dir. Grants and Contracts
 Lisa Gilroy, AVP, Binghamton University
 Adrienne Bonilla, AVP, University of Albany