RESEARCH ADVISORY BOARD (RAB)
November 3, 2015
8:30-9:30am
Medical Sciences Building, Chancellors Conference Room S-30
Attendees: Jane Czech, Clarice Estrada, John Ellis, MC Gaisbauer, Vanessa Jacoby, Mounira Kenaani, Jim Kiriakis,
Gretchen Kiser, Larisa Kure, Steven Lazarus, Georgina Lopez, Teresa Moeller, Anja Paardekooper, Bill Seaman, Matt
Springer, Paul Volberding
On Phone: Gretchen Kiser
Not here: Chip Chambers, Jennifer Grandis, Xiao Hu, Jean Jones, Wallace Marshall, Irene McGlynn, Synthia Mellon,
Suzanne Murphy, Thomas Neylan, Michael Nordberg, Marge O’Halloran, Theresa O’Lonergan, Christine Razler, Nirao Shah,
Brian Smith
Guests: Lori Cripps, Jeff Lessard, Eunice Stephens, James Jovas
PRESENTATION: Proposal and Award Metrics Dashboard, Lori Cripps and Jeff Lessard
Lori Cripps and Jeff Lessard gave a presentation on the new Proposal and Award Metrics Dashboard (see PowerPoint
presentation attached)
• Summary page
o Organized by proposal submission date, broken down by amount, status, etc.
o Bookmarks/favorites: will be able to save them as a bookmarks
o Will visually display submitted proposal volume by submission year, proposal volume by month submitted,
cumulative proposal volume by month submitted
o Can also look visually at success rates vs. grants not yet acted on, grants not funded
• Proposal Amount
o Will visually display submitted proposal dollars and awarded dollars by submission year
• Funding Source
o Volumes and dollars are grouped by funding source and can be drilled down further to primary sponsor
o The graph aggregates volumes and dollars across all years; the timeframe can be filter using the date filters
o Table by fiscal or calendar year
• Tabs for: Purpose, Agreement type
o Graphs break out volumes and dollars by purpose and agreement type
o How all volume and dollar compare, with all years (can use filters to refine)
• NIH Funding Mechanism
o Cumulative NIH Award Dollars by month of submission
o NIH Award dollars by funding mechanism and year of submission
o NIH Award dollars by agency and year of submission
• Detail View
o Can see a list of all data points at the individual proposal level
Questions/Comments:
• Who are users?
o Generally, higher level of administration – to monitor trends
o Can be accessed by any member of UCSF that wants/needs to have access
• Great for understanding success rates
• What years do we have?
o Fiscal: 2013-14, 2014-15 working on 2015-16. Calendar: 2014, 2015, working on 2016. Data will be shown
using default of calendar year, but can also view via fiscal year
• What about applications that have not been awarded?
o They will be closed out after 12 months, if awarded after that time, it will be reopened.
• Who are the PI’s that can be viewed?
o Currently the primary/lead investigator, not co-investigators
• This phase was focused on activity, next phases will work to answer the various questions that arise
o This effort stemmed from the question, ‘what is our success rate’
Next Steps:
• None noted
Research Advisory Board_Notes_11.3.15
These notes are intended to provide a summary of action & follow up items; a few discussion highlights are included
Page 1 of 2
DISCUSSION: Future Topics
RAB members discussed possible future meeting items/presentations
• Jenny Grandis, Dan Lowenstein, Gretchen Kiser leading off next year
• Members of the board to think of items, including best practices in your division that would be good to have across
campus
• Suggestions
o Bridge Funding
o Update on various campus improvements, plans
o Salary gap/cap (working on it by department, but continues to be an issue)
o NIH not allowing for mandated salary increases
o My NCBI settings
 URL for PI’s citations is not editable and only shows the first 5 authors. The BioSketch is editable,
but this is limited in citations that it presents.
o Lack of housing
o Alterative for effort reporting system
o Conflict of interest reporting
o Updates from all RDO programs
Research Advisory Board_Notes_11.3.15
These notes are intended to provide a summary of action & follow up items; a few discussion highlights are included
Page 2 of 2
Proposal and Award Metrics Project
Presentation to the Research Advisory Board
Lori Cripps & Jeff Lessard – Strategic Initiatives
Controller’s Office
November 3, 2015
Agenda
Topics
 Project overview
 Preview of the Proposal and Award Metrics Dashboard
 Questions
2
Proposal and Award Metrics Project
Proposal and Award Metrics Project
A collaborative effort between:
 Office of Sponsored Research (OSR)
 OSR Advisory Board
 IT Enterprise Data Warehousing and Analytics
 Controller’s Office Strategic Initiatives
Goal: Create a new reporting tool designed to meet the
following needs:
 On-demand access to select proposal and award data
 Metrics to manage more effectively and efficiently
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Proposal and Award Metrics Project
Project Deliverables
As an initial tool, the Proposal and Award Metrics Dashboard
focuses on answering the following questions:
 How many submitted proposals were awarded?
 How many proposal dollars converted into award dollars?
 What is the proposal award rate by funding source, purpose, PI,
department, and type?
 What does the trend look like over time?
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Proposal and Award Metrics Project
Project Metrics – How were they decided?
The OSR Advisory Board participated in a series of meetings to
determine:
 Metrics to be included – what to measure and how to measure it
 Data definitions – agreement of data terms and meaning
 Data visualization – which ‘picture’ best illustrates the point
 Filter parameters – how do we want to ‘slice’ the data
Prototype development was an iterative process
 Metric ideas presented, reviewed, and reworked
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Proposal and Award Metrics Project
Project Data
The initial phase is focused on delivering a “quick win” based on data
that are readily available:
Measure
By
Proposal Volume
Funding Source
Award Volume
Sponsor
Proposal Amount
Date Submitted
Awarded Amount
Principal Investigator
Funded Amount
Department
Awarded Rate
Award Purpose
Funding Mechanism
Action Type
Agreement Type
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Proposal and Award Metrics Project
Project Timeline
2015
June
July
August
September
October
November
December
Planning
Requirements
Design/Stakeholder Engagement
Development
Testing
Training & Communication
System
Ready
Maintain & Support
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Proposal and Award Metrics Project
Proposal and Award Metrics Dashboard
Preview
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Proposal and Award Metrics Project
Questions?
[email protected]
[email protected]