Breakout Session #5
May 23, 2011
CRIS Management using Electronic
Tools and Strategic
Communications
Nancy L. Wilkinson
Conroy Smith
nwilkin@ufl.edu
roycon28@ufl.edu
Director of Finance
Florida Agricultural Experiment Station
(FAES)
University of Florida
CRIS Coordinator
University of Florida
IFAS includes
• Multiple Colleges
• CALS
• Vet Med
• Multiple Schools
• Forestry
• Natural Resources
• 16 Academic Departments
• 12 off campus Research &
Education Centers
• 67 county extension offices
Org Structure
Faculty
Funding
• Mission driven
• FTEs>800
• >$100M
Session Objectives
Share our approach for CRIS management at the University of Florida (UF);
Within the Institute of Food and Agricultural Sciences (IFAS)
Review of CRIS
projects before
submission to
USDA
Communication
strategies with
our CRIS Liaisons
Creation of CRIS
Help Desk for
managing CRIS
related matters
Creation of CRIS
Help Desk for
managing CRIS
invite your comments/questions
relatedWe
matters
What is CRIS?
Current Research Information System (CRIS)
• Created in 1966
• Provides documentation and reporting
for ongoing . . . research activities for
the USDA—with a focus on
the NIFA grants
• Participants include USDA, State
Experiment Stations, Land Grant
Institutions, State Forestry Schools, and
Cooperating Schools of Veterinary
Medicine
CRIS Review
Tracker
Presented by: Nancy L. Wilkinson
CRIS Review Tracker
Web enabled application that uses workflow to
review a proposed CRIS project
3 perspectives with 3 different views
• PI; Unit Leader; Reviewer
Developed and released in the 2008
• Input from 3 Units to determine requirements
• Beta tested by another Unit
• Then released to all
Enhanced in December 2008
• Feedback from several faculty users
CRIS Review Tracker
Purpose:
• Facilitate required review of PI’s CRIS project
• Finalize the reviewer assignments (by a Unit
Leader)
• Provide central repository for comments from all
reviewers (internal/external)
• Compile all reviewer comments (by the Unit
Leader) for feedback to the PI
CRIS Review Tracker
IFAS made this an optional tool that Units
could choose to use
We restricted access through a login which we
could control (based on each Units designated
personnel)
CRIS Review Tracker- System Walkthrough
 A brief look
at how the
system
works
More
details are
provided
in the CRIS
Review
Tracker
User Guide
PI Perspective/View
Provide information on the proposed CRIS
project and recommendations for at least 3
reviewers (internal/external)
Receive comments from reviewers
(confidentially) to improve the CRIS project
draft before submission to USDA
Starting a New Review
The PI begins the review process by logging into the system and
clicking the “Start a New Project Review” button
 PI then
uploads a
project
statement
Starting a New Review
PI enters information on suggested reviewers
Provides basic
info
PI suggests
reviewers, entering
their name and
email address
Once finished,
the Unit Head is
notified of the new
CRIS project review
by email
Unit Leader Perspective/View
Web based console provided to manage all
of the CRIS projects under review in that
Unit
Allows orderly determination of reviewers
(internal/external) by the Unit Leader
Once reviewers are approved, they receive
electronic notification and follow up
reminders directly
Assigning Reviewers
After receiving email notification, the Unit Head will log into the system to
assign reviewers to the project

The Unit Head is
provided with
the project
details and a list
of reviewers
suggested by
the project PI

The Unit Head
then has an
opportunity to
add or remove
reviewers from
the project

Once finished,
the selected
reviewers are
notified by email
Reviewer Perspective/View
Web based interface
Reviewer may also decline to participate
Reviews the PI provided Project Statement
Comments are provided based on our
review criteria
Reviewer comments then go directly to the
Unit Leader… not the PI
Reviewing the Project
Each reviewer is provided with a unique code in their email notification. This code
ensures that both internal and external users can review only the specific projects
they’ve been assigned to

The reviewer is
provided with the
project details and
statement
document

The reviewer then
answers a series of
questions regarding
the proposed CRIS
project

Once all reviewers
have completed
their reviews, the
Unit Head is
notified
Review Criteria
Does this project …
1. Address an important problem for
agriculture, natural resources, and urban or
rural life?
2. Offer potential benefits to the state or
region?
3. Provide a clear and rational hypothesis?
Review Criteria
Does this project …
4. Describe scientific procedures in sufficient
detail?
5. Offer the potential for cooperation with
others?
Finally, any additional comments can be provided
Granting Final Approval
Once the reviewers have finished and submitted their reviews, one last step
is required before final approval is granted

The Unit Head is provided
with a view of all reviewer
feedback and the ability to
add to or edit as needed

Finally, they are given the
chance to provide a final
comment and then grant
final approval

Once approval is granted,
the PI and CRIS Coordinator
are automatically notified
by email
CRIS Review Tracker
With final review in hand, the PI then
completes all internal paperwork + completes
AD 416 / AD 417
Instructional guidance is on Dean’s web site
• CRIS Review Tracker Instructions
Questions and Comments
How Do We
Communicate?
Presented by: Conroy Smith
Service-Driven
UF is a large institution
• Increase growth may yield decrease service
• UF IFAS research: 16 departments and 12 Centers
Goal: To provide exceptional customer service
to CRIS Liaisons and faculty
• CRIS Liaison: Personnel within departments who
administer CRIS matters
o i.e.: AD-416 AD-417 AD-421 AD-419 etc.
Service-Driven
Effectively communicate with CRIS Liaisons
• LISTSERV: CRIS-L
• A Go-To Website:
http://research.ifas.ufl.edu/research/cris/overview/
• CRIS Liaison Meetings
• Material Resources
LISTSERV
Created LISTSERV: CRIS-L
• 50 members
• Benefits:
o Manage email messages (target audience)
o Reliable, fast, and easy – captures all members
• Caution:
o Excessive or non-business related use
CRIS Web Site
Purpose of website:
• 24-7, 365 presence and resource to anyone
o Convenient for Customer
• Standardize procedures and message
http://research.ifas.ufl.edu/research/cris/overview/
• UF CRIS Website
CRIS Web Site
CRIS Life-Cycle Overview
Start a CRIS
Project
(AD 416/AD 417)
Annual Progress
Report (AD 421)
Project
Extension?
Termination
(AD 421)
CRIS Web Site
CRIS Life-Cycle Overview
•Start A New CRIS Project
oStep-by-step
Instructions
Hatch
NIFA Grants
Multistate
McIntire -Stennis
CRIS Web Site
CRIS Web Site
Learn More About CRIS

Annual Progress
Report (AD-421)

Assisted Search
Instructions

Review Tracker

Project
Extension/Term.

UF CRIS Policy
CRIS Liaison Meetings
Inaugural Meeting (May 3)
• Face to a name
o Connecting with one another
Shaped as the group determines
Pre-Meeting Survey Results
What times/days of week are best for you to attend
a CRIS Liaison meeting?
•Tuesday afternoon most popular
•Tuesday, Wednesday or Thursday Morning
Pre-Meeting Survey Results
 How
often should CRIS Liaison Meetings take place?
#
Answer
1
3 times a year
42%
2
Semi-annually
17%
3
Annually
42%
Total
100%
•Split:
oOne large annual meeting
o1-2 smaller special interest topic/training sessions style
%
Pre-Meeting Survey Results
How would you like to engage in CRIS Liaison meetings?
Please select all that apply
#
Answer
1
Open Forum
Discussions
83%
2
Guest Speakers
75%
3
Other
33%
•Other:
oHands on training
oInstructor tips
oUpdate via CRIS-L as much as possible
%
Pre-Meeting Survey Results
How would you like to communicate with other CRIS
Liaisons?
Would you like to be a guest presenter?
 In what areas would you like to receive more
training?
 As a CRIS Liaison, what challenges or barriers do
you face?
Personnel Training
Source of Funds  PeopleSoft:
• Federal Appropriation (Formula) Fund 221
o Hatch (2101)
o Hatch Multistate (2102) NIMSS
o McIntire-Stennis (2103)
• Federal Sponsored Programs (Non-Formula) Fund 201
o USDA (NIFA)
o NSF
o NIH
o Others . . .
CRIS Assisted Search Resource
Resource Value
Liaisons use Assisted Search to find active CRIS
projects within Dept.
• Use information to notify faculty with/without CRIS Project
o Policy is faculty with research appointment needs a CRIS
project
• Assisted Search is very useful when completing AD-419
Questions and Comments
CRIS Help Desk
Presented by: Nancy L. Wilkinson
CRIS Help Desk
What is this tool?
• Central web based resource to get help for
all CRIS related matters
• IT application from national company that is
configured for our purpose
o Searched for potential vendors
o Selected and tested several
o Spoke to current users at other universities
o The specific tool was used and configured to provide
help for grant questions within IFAS with positive
results
CRIS Help Desk
Two ways to access?
• Web address
o Enter the question and receive a Help Desk Ticket #
• Send an Email
o Auto creates the Help Desk Ticket
Expected Users?
• CRIS Liaisons
• IFAS Faculty
• USDA sending official approvals to UF
CRIS Help Desk
Web site view has many possibilities to
provide help without submitting a “Help Desk
Ticket” such as:
• Announcements
o Dean’s office will provide information relevant for the
CRIS Liaison’s or the IFAS Faculty
 RE: AD 419 spreadsheets due on January 3, 2011
• Solutions
o Using frequently asked questions, we can post solutions
to such for all to use
CRIS Help Desk
Creating a Help Desk Ticket is easy
• Login recognizes the requestor and their Unit
o Uses Active Directory when configuring this tool
• Requestor determines the priority (e.g. urgent)
• Requestor decides the best category that describes
their question (e.g. CRIS Project Reports)
• Dean’s office then provides an email response from
this system
• If that response meets the need we will then close this
ticket
o If not, we keep working together until it is resolved
CRIS Help Desk
In each Unit, the CRIS Liaison can:
• Track any outstanding questions from their Unit
• Refer back to older Help Desk ticket responses
which might assist with today’s question
• Make suggestions for the “Solutions” section of
the CRIS Help Desk for everyone’s benefit
• Generate metrics for their Unit
CRIS Help Desk – Probable Categories
Creating a CRIS Project (AD 416/AD 417)
• NIFA funded awards
• non-NIFA funded awards
CRIS Progress Reports (AD 421)
• Annual
• Final
CRIS Review Tracker
CRIS Help Desk – Probable Categories
Others might include:
• CRIS Project Extension
• CRIS Expenditure Reports (AD 419)
• Notification to CRIS Support Office (Dean’s area)
o CRIS Project is ready for our review
o CRIS Identifier needed in PSFT
o Upload internal forms needed
CRIS Help Desk - Advantages
One place to respond to all inquiries
• No longer in individual email boxes
Provides for continuity of service
• Review original request
• Review all comments since
Potential to specialize and refer inquiries to those
who will directly handle such
Hopeful that we can even have USDA send
notifications to this tool
CRIS Help Desk - Advantages
Metrics
• Data can be used to determine
• Volume (even at the Unit level)
• Reoccurring issues
• New category designations needed
• Info could shape “Solutions” we post
• Opportunity to work closely with Units where
need is greatest
• Training or resources that we should consider
developing
Questions and Comments