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Click Portal Solutions Implementation

Program Background

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The Click Portal Solutions Implementation Project will implement six modules to provide a single system for researchers, students and staff to manage their proposal submissions and compliance activities. The project will replace Coeus, IRBNet and several form-based processes including Conflict of Interest Disclosures.



The main objective of this program is to partner with our vendor to offer a solution that is not only flexible, scalable, and with options for full configurability, but streamlines workflow and facilitates compliance for our research community. The suite of products being implemented will provide solutions in the following areas:

Projects

Conflict of Interest (COI)

Disclosures (annual, travel and event-based), committee management, management plans, alerts and integrations to Grants

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Agreements

Management of research contracts and negotiations with sponsors and third-parties

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Institutional Review Board (IRB)

Submission, review, renewals and amendments of all Human Subject protocols. Includes committee meeting management

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Grants

Speed budgeting, streamline eSubmission, and improve award management

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Institutional Animal Care and Use Committee (IACUC)

Submission, review, renewals and amendments of all Animal Use protocols. Includes committee meeting management

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Biosafety/Stem Cells

Submission, review, renewals and amendments of all Biosafety and Stem Cell protocols. Includes committee meeting management

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Benefits

The Office of the Vice President for Research (OVPR) aims to provide the following benefits to our research community by implementing the Click Portal Solutions program:

  • Rapid RoI: Measured in cost savings, revenue capture, and productivity increases
  • User Satisfaction: A common portal streamlines research activities
  • Scalability: SBU has the ability to choose which modules to implement first, based on importance and impact to our stakeholders
  • Configurability: The system will be adapted to meet SBU’s unique needs
  • Flexibility: Offers SBU the ability to prepare for change from within or without
  • Integration: System integrates with existing business systems
  • Expertise: SBU is partnered with a vendor with proven process knowledge of the solution and research workflow

Project Timeline

Timeline

Project Updates  

 

May 2017
  • IRB Module is ~38% complete.
  • Requirements gathering is currently in process and should be finalized in the next couple of weeks.
  • Discussions are ongoing regarding data conversion tasks for data coming from IRBNet.
  • The IRB module was presented to several staff members and two IRB committees and initial feedback has been very positive.
  • Grants module onboarding took place May 23-25; requirements gathering will begin the first week in June.
April 2017
  • The COI module went live on April 17, 2017.
  • IRB development continues as the team wraps up requirements meetings with the IRB staff.
  • Data conversion tasks required for the IRB module will commence this month.
  • Additional meetings will be scheduled to finalize Go-Live period, taking the Common Rule decisions, Single IRB integration, and re-accreditation timeline into account.
March 2017
  • The production servers were setup and all software was installed and configured in preparation for the COI implementation, set for 4/17/17.
  • COI testing has begun and will continue through the middle of the month.
  • Single Sign On will be configured, tested and implemented in production by the end of the month.
  • Training videos and documentation are currently being planned and worked on.  All content will be ready by Go-Live.
  • The team is currently conducting requirement sessions with key IRB stakeholders and will look to begin development this month.
February 2017
  • Team will look to finalize specifications for the Production Environment hardware by the end of February and begin procurement processes shortly, thereafter. 
  • COI - Most development work has been completed and we are in the final stages of internal testing.
  • COI - Connections to CITI and Single Sign-On are currently being worked on.
  • COI - Upcoming Activities Include:
    • User Acceptance Testing (March 1-15)
    • Implement Single Sign-On (SSO) for COI, initially (March 15)
    • Training Development (March 20)
    • Move to Production (April 4)
    • Quality Assurance Processes (April 7)
    • Training and Communication Sessions (April 10)
    • Go-Live with COI (April 17-30)
  • IRB - Huron was on-site to discuss the solution with the IRB Office and discuss current processes, Click processes and the gaps between the two.
    • Key takeaways from the sessions included:
      • Potential project impacts due to Single IRB and Final Common Rule regulations.
      • Upcoming AAHRPP Re-accreditation timeline was also discussed.
      • A decision was made to continue developing the IRB Module while the team awaits clarity on the Common Rule regulations.
      • A final decision on the Go-Live Date will be made by June.
  • IRB - Upcoming activities include:
    • Discuss Strategy of IRBNet to Click cutover (February 24)
    • Onboarding - Business Process Review (February 28 - March 1)
    • DAC Update (March 9)
  • Grants - Project tasks for the Grants module will begin in early May; after COI Go-Live.
January 2017
  • COI Module is currently 30% completed.
  • COI changes have been identified and are in the process of being implemented.
  • Project Charter has been finalized and signatures received by all key stakeholders.
  • IRB Onboarding needed to be pushed back to 1/24-1/25 and was completed, as rescheduled.
  • IRB Design sessions will be scheduled within the next week, with spec documentation and analysis occurring shortly thereafter.
  • The development and testing environments for COI, IRB and Grants are currently online.
  • Specifications for the Production environment are being finalized and the procurement process is set to begin by 2/8/2017.
December 2016
  • COI Module is currently 20% completed.
  • Project and Training Statements of Work (SOW's) have been signed by both SB team and consultant
  • COI design sessions have completed and ~50 COI changes have been identified, documented and currently being worked on.
  • Technical training for our development team completed last week (12/14).
  • Project Charter has been finalized and signed off on by Sponsor and some of the key stakeholders; looking to acquire all signatures by the end of this week (12/23).
  • IRB Onboarding will begin 1/4/2017.
  • COI Process Analysis tasks set to be completed by 1/10/2017.
  • IRB Design Sessions set to begin 1/10/2017.
November 2016
  • Project is 10% complete and currently in the planning stage.
  • The team conducted a successful Kick-Off meeting at the end of September and formally introduced the Program to various stakeholders and sponsor.
  • Design sessions for COI and IRB will begin this month.
  • Installation of the software for COI, IRB and Grants will be completed next week.
  • COI Onboarding will commence with the consultant next week.

Frequently Asked Questions

 

What is the Huron Click project?

The Huron Click project is to implement the following six modules to provide a single system for researchers, students and staff to manage their proposal submissions and compliance activities.

  • Conflict of Interest (COI). Disclosures (annual, travel and event-based), committee management, management plans, alerts and integrations to Grants
  • Agreements. Management of research contracts and negotiations with sponsors and third-parties
  • Institutional Review Board (IRB). Submission, review, renewals and amendments of all Human Subject protocols. Includes committee meeting management
  • Grants. Speed budgeting, streamline eSubmission, and improve award management
  • Institutional Animal Care and Use Committee (IACUC). Submission, review, renewals and amendments of all Animal Use protocols. Includes committee meeting management
  • Biosafety/Stem Cells. Submission, review, renewals and amendments of all Biosafety and Stem Cell protocols. Includes committee meeting management
Why did the campus select Huron Click?
 

In 2013, Stony Brook conducted an extensive search for a system to replace COEUS and IRBNet. That search involved input from the research community across the campus. Based on the findings, and further review of the marketplace, SBU selected Huron Click as the vendor with a comprehensive suite of modules, proven support capabilities and successful implementations at other universities.

Product Recommendation

 

 
When will the project be implemented?
  The project will be implemented in phases over the next 24 months. Initial implementation will be focused on the IRB, Proposals/Grants and Conflict of Interest modules. The actual go-live date will be determined as the project progresses and with consideration to proposal deadlines and accreditation lifecycles. Adequate communication and training will be provided as the go-live dates firm up.
How will the changes impact me as a PI or research staff?
  When all the six modules are implemented, you will not be using COEUS and IRBNet. The PDF forms for Conflict of Interest disclosures will also be decommissioned. All these systems and forms will be within Huron Click and you will be able to link proposals to protocols and disclosures seamlessly - reducing double entry and manual linking of information that is currently prevalent.
Who will be working on the implementation?
  • The project will be a team effort and will include the Research Advisory Committee (RAC) , Departmental Administrator’s Committee (DAC) , OVPR Staff, Faculty Senate (Research Committee) and faculty and staff.
  • Everyone can provide input and feedback through https://goo.gl/QEazGz. Design sessions will be held with OVPR staff and DAC and the implementation will be done by DoIT staff and Huron consultants. The RAC and Faculty Senate (Research) committees will make recommendations on business process changes and customizations,  which will have to be approved by the project leadership.
What other institutions use Huron Click?
  Several large research institutions such as the University of Michigan, University of Chicago, Arizona State University and the University of Florida use Huron Click. SUNY is also implementing Huron Click system-wide.  
How is our project connected with the SUNY initiative?
  Stony Brook is licensed to use Huron Click under the SUNY license. Stony Brook has been instrumental in driving SUNY to prepare and issue the RFP that led to the selection of  Huron Click. Over the past 18 months, SBU has been engaged with SUNY in common requirements development and design. Stony Brook is required to ensure core data elements are collected for integration to Oracle and reporting through the RF Report Center.
Where can I get project updates?
  •   All updates will be provided on the project website at http://www.stonybrook.edu/commcms/projects/program/click-portal-solutions-implementation . Additional updates will be provided to the Department Administrator’s Committee,  Research Advisory Committee, and the Faculty Senate. Quarterly Updates will be sent via Research News and email to the entire campus community.
  • All key training and go-live dates will be communicated through several channels.
 
How do I provide input and feedback?

 You may provide input by emailing ovpr_huronclick@stonybrook.edu or submitting the feedback form at https://goo.gl/QEazGz

What will happen to the protocols and documents in IRBNet?
  Migration of data and documents from IRBNet needs further analysis. The migration strategy options will be reviewed and approved with a focus on balancing researcher burden and data portability. Most of the data is in MS Word applications and cannot be extracted. The documents themselves will continue to be available through an archive and/or IRBNet.
What will happen to the proposals and documents in COEUS? How will I transfer the documents over from IRBNet?
  •  Data and documents from COEUS will not be moved over to Huron Click. COEUS documents will be archived and available by request.
  • Migration of data and documents from IRBNet needs further analysis. The migration strategy options will be reviewed and approved with a focus on balancing researcher burden and data portability. Most of the data is in MS Word applications and cannot be extracted. The documents themselves will continue to be available through an archive and/or IRBNet.
What system, COEUS or Huron Click, should I start my proposal in?
  This will be determined and communicated as we develop a transition plan. For now, continue working in COEUS. Proposals after a certain deadline will have to be entered in Huron Click instead of COEUS.

Communications

 

COI Module - Go-Live Annoucement

From: Richard J. Reeder, Interim Vice President for Research

Subject: Conflict of Interest Reporting Is Going Paperless with New myResearch (Huron Click)


The myResearch (Huron Click) Conflict of Interest Module is live!  


This electronic submission process replaces our current PDF forms that need to be submitted with every proposal, at the time of  PHS/NIH annual anniversaries, and as part of IRB submissions.  Instead, you will complete an online Annual Certification of outside interests in an effort to streamline business processes and reduce faculty administrative burden. Research certifications may be required at the time of an award or protocol submission to clarify if a specific interest is related to a specific project. CITI Training remains unchanged as required within the last four years.

 

Beginning April 17th,   the following groups are required to start submitting an Annual Certification in myResearch.

1. Faculty members that participate in research;

2. Staff that meet the definition of Investigator and are named on a current funded project or proposal submitted within the last year; and

3. Staff named as study personnel on IRB submissions that have current or pending funding. 

All Annual Certifications are required to be submitted in myResearch no later than  May 31st.  

Beginning May 1st:

The PDF forms will no longer be required for any proposal submissions, PHS award anniversaries, or for staff named in IRB submissions.

 

During this May transition month, all faculty and staff (as required above) must have an Annual Certification in myResearch for new awards. PHS award anniversaries and new IRB submissions.

 

Beginning  June 1st:

The myResearch COI Module will be fully implemented.   Any changes in outside interests must be reported in myResearch within 30 days of acquiring said interest and Annual Certifications will be due each year by  May 1st. 

 

 

Login information, training videos, and CITI Training information are available at   http://myresearch.stonybrook.edu  .


References


Questions

  • For login and technical issues, contact DoIT Client Support at 2-9800
  • For questions on annual certification or COI policies, please contact Susan Gasparo at  susan.gasparo@stonybrook.edu or  (631) 632-1954.
Research News - Quarterly Newsletter from the Office of the Vice President for Research - Winter 2016-2017
Research News - Quarterly Newsletter from the Office of the Vice President for Research - Fall 2016
Research News - Quarterly Newsletter from the Office of the Vice President for Research - Summer 2016

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