IACUCASC Systems Implementation Project Advisory Council for Research Administration 022618 Agenda Project overview Vendor selection and re-selection Managing risk Huron implementation System benefits for researchers and central
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Presentation Transcript
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IACUC/ASC Systems Implementation Project Advisory Council for Research Administration
02/26/18<br>
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Agenda Project overview
Vendor selection and re-selection
Managing risk
Huron implementation
System benefits for researchers and central administrators
Timeline Information Services & Technology 2 2/23/2018<br>
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IACUC and ASC Institutional Animal Care and Use Committee (IACUC)
Mandated by Federal law and regulation to oversee the use of all vertebrate animals in research, testing, and teaching
Comprised of faculty members (animal-using and non-animal-using), nonscientists, veterinarians, and members of the community with no affiliation with BU or BMC
Reviews all proposals for animal use at BU/BMC and/or sponsored by BU/BMC
Approval must be in place before animals can be procured or used
Inspects all laboratories/facilities where animals are housed and used (2x/year) Information Services & Technology 3 2/23/2018<br>
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IACUC and ASC Animal Science Center (ASC)
Attending Veterinarian responsible for the health and welfare of all BU animals using in research, testing, or teaching
Staff of ~75 employees
24/7/365
Feeding/watering/housing of all animals
Facility design and maintenance
Service center of the University
Researchers are charged rates based on number of animals/cages cared for each day Information Services & Technology 4 2/23/2018<br>
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Unsupportable Current Systems IACUC currently using INSPIR
Unsupported versions of Windows (2000) and Oracle (9)
ASC currently using Sirius
FoxPro application, 14 years old
Only one technical resource has knowledge of the system
Some short-term risk mitigation in place
Fast-tracked budget for IACUC in FY15
Higher risk system than ASC, both technical and compliance Information Services & Technology 5 2/23/2018<br>
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Project Scope Highlights IACUC protocol submission and review system
Complicated and highly regulated workflows
Significant reporting need
Data integrations with people/org, training compliance, and research safety permits
Merging two committees into one
ASC animal management system
Animal procurement, census, procedures, billing
Integration with BUworks<br>
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Implementation: Huron/Click Initial unsuccessful implementation attempt with KSI
Revalidated requirements, and contracted with Huron for Click systems
After experience with KSI, high sensitivity to risk
Project team
IS&T leadership
BU leadership
Held mid-project debriefing
Carefully tracking project staff time for any major variance Information Services & Technology 7 2/23/2018<br>
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Contract Structured for Managing Risk Four separate SOWs
Onboarding, which creates detailed plan and Acceptance Criteria
Implementation
Holdbacks tied to SOW deliverables
Reduced subscription price before Go Live Information Services & Technology 8 2/23/2018<br>
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Functionality Overview One-stop shopping for all laboratory animal functions
Researchers will for the first time ever have visibility into animal census, animal usage, costs, protocol information
Automated processes will remove need for shadow systems and manual work-arounds
Built-in recordkeeping, auditing, and generation of regulatory reports with the click of a button
Streamlined procurement and billing processes Information Services & Technology 9 2/23/2018<br>
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IACUC: Sample Protocol from PI Inbox Information Services & Technology 10 2/23/2018<br>
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IACUC Module from Researcher POV Benefits Reliable system
Better re-use of data within the system
Library of substances and procedures will eventually make it easier and faster to submit protocols
Appealing look-and-feel Challenges Building library of substances and procedures will take time and effort
Migration of protocols from INSPIR and paper systems will be labor-intensive for IACUC office and possibly for researchers Information Services & Technology 11 2/23/2018<br>
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ASC Module from Researcher POV Benefits Order animals online
Check order status online
Easy to check number of animals remaining on a protocol
Integration with BUworks may remove ISRs from the animal ordering process Challenges Any new system takes time to learn
More challenges may become clear when we move into ASC Onboarding in April Information Services & Technology 12 2/23/2018<br>
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Both Modules from Admin POV Vast improvement in reliability of system and ability to recover from system issues
Vast improvement in reporting capabilities and data export from both modules
Shift from manual cage counts to scanning barcodes will improve efficiency, and likely reduce error Information Services & Technology 13 2/23/2018 The report generated by this button in Click currently takes many weeks of manual data compilation to create<br>
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Watch for Announcements IACUC module will be available months before AOPs module
Schedule for system launches is in flux due to a number of factors
Researchers will receive detailed information about what to expect, and when Information Services & Technology 14 2/23/2018<br>
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Project Team Information Services & Technology 15 2/23/2018<br>
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Information Services & Technology 16 2/23/2018<br>
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Appendix Information Services & Technology 17 2/23/2018<br>
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ASC: Sample Protocol from PI Interface Information Services & Technology 18 2/23/2018<br>
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Desired Integrations Information Services & Technology 19 2/23/2018<br>
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Three Year Cost Comparison at time of Huron Contract Huron: $1,383,570 KSI: $464,098 Information Services & Technology 20 2/23/2018 External costs only. Does not include human resources or recoverable costs<br>
