Click Portal Solutions Implementation

A Project 50 Forward Initiative

Background

The main objective of this program is to partner with our vendor to develop and deliver a comprehensive suite of software solutions for managing the business of research.  The goal is 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

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

Benefits

As part of this Project 50 Forward initiative, 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

Communications

11/10/2016

  • 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.

Test PM

Timeline

click_timeline.png

FAQ

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 r 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.

When will the project be implemented?

The project will be implemented in phases over the next 24 months. Initial implementation will be focussed 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 system 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 University of Michigan, University of Chicago, Arizona State University and 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 this webpage under Communications. Additional updates will be provided to the Department Administrator’s Committee,  Research Advisory Committee, the Faculty Senate and Executive Advisory Committee. 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 email ovpr_huronclick@stonybrook.edu or Submit feedback using the following form: 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.