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Case Study

Utah State University: Wide-Spread Improvements After Replacing Homegrown eRA

SUMMARY
Utah State University (USU) had been using a homegrown research administration system created in partnership with a third party, but they recognized they were missing valuable capabilities available in modern eRA solutions. USU implemented Kuali Research and saw numerous improvements in processes, time savings, and award volume.
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Problem

Utah State University (USU) was working through a homegrown system to manage proposals for Sponsored Programs, a system it shared with the Space Dynamics Lab. Because there wasn’t any way to create workflows or route proposals for approvals, staff was spending a lot of time manually entering information. They wanted to be able to automate as much as possible to leave more time to help principal investigators with their proposals. Staff also wanted a program that was easy to use so they could be more self-sufficient.

Solution

USU decided to break from the homegrown system and move to Kuali Sponsored Programs, which was chosen based on functionality, fit, and price. Workflows were created to meet the specific needs of staff within the Sponsored Programs office as well as the principal investigators, who need to work on proposals online, get reviews and approvals, and meet deadlines.

Results

Office staff members have been able to create specific workflows to streamline and automate many of the business processes across campus. The software has eliminated paper forms and automated document routing.

Dan Perry, Systems Analyst, says that Kuali Research has allowed USU to create, manage, and track proposals and awards all within the software, which enables them to better assist PIs with the proposal process from the very beginning. The improved transparency and efficiency have allowed staff to shift their time to more value-added tasks. According to Perry,

“We’re getting better work out of our team rather than just busy work.”

Since implementing Kuali Research in 2017, proposal rates have increased, and in October 2021, USU reached a major milestone of 10,000 proposals created in the new system.

USU has also seen improvements in proposal quality as the Sponsored Programs office can now work alongside PIs to create proposals that are more robust, giving them a better chance of being funded. They can easily produce reports to gain insights into their process and measurements, and they are delighted that they have had record-breaking award volume and revenue the last three years, with the corresponding win ratio increasing by 43%.

These increases in quality and volume have helped USU grow its research enterprise, leading to USU achieving the Carnegie R1 classification in December 2021.

Problem

Utah State University (USU) was working through a homegrown system to manage proposals for Sponsored Programs, a system it shared with the Space Dynamics Lab. Because there wasn’t any way to create workflows or route proposals for approvals, staff was spending a lot of time manually entering information. They wanted to be able to automate as much as possible to leave more time to help principal investigators with their proposals. Staff also wanted a program that was easy to use so they could be more self-sufficient.

Solution

USU decided to break from the homegrown system and move to Kuali Sponsored Programs, which was chosen based on functionality, fit, and price. Workflows were created to meet the specific needs of staff within the Sponsored Programs office as well as the principal investigators, who need to work on proposals online, get reviews and approvals, and meet deadlines.

Results

Office staff members have been able to create specific workflows to streamline and automate many of the business processes across campus. The software has eliminated paper forms and automated document routing.

Dan Perry, Systems Analyst, says that Kuali Research has allowed USU to create, manage, and track proposals and awards all within the software, which enables them to better assist PIs with the proposal process from the very beginning. The improved transparency and efficiency have allowed staff to shift their time to more value-added tasks. According to Perry,

“We’re getting better work out of our team rather than just busy work.”

Since implementing Kuali Research in 2017, proposal rates have increased, and in October 2021, USU reached a major milestone of 10,000 proposals created in the new system.

USU has also seen improvements in proposal quality as the Sponsored Programs office can now work alongside PIs to create proposals that are more robust, giving them a better chance of being funded. They can easily produce reports to gain insights into their process and measurements, and they are delighted that they have had record-breaking award volume and revenue the last three years, with the corresponding win ratio increasing by 43%.

These increases in quality and volume have helped USU grow its research enterprise, leading to USU achieving the Carnegie R1 classification in December 2021.

Problem

Utah State University (USU) was working through a homegrown system to manage proposals for Sponsored Programs, a system it shared with the Space Dynamics Lab. Because there wasn’t any way to create workflows or route proposals for approvals, staff was spending a lot of time manually entering information. They wanted to be able to automate as much as possible to leave more time to help principal investigators with their proposals. Staff also wanted a program that was easy to use so they could be more self-sufficient.

Solution

USU decided to break from the homegrown system and move to Kuali Sponsored Programs, which was chosen based on functionality, fit, and price. Workflows were created to meet the specific needs of staff within the Sponsored Programs office as well as the principal investigators, who need to work on proposals online, get reviews and approvals, and meet deadlines.

Results

Office staff members have been able to create specific workflows to streamline and automate many of the business processes across campus. The software has eliminated paper forms and automated document routing.

Dan Perry, Systems Analyst, says that Kuali Research has allowed USU to create, manage, and track proposals and awards all within the software, which enables them to better assist PIs with the proposal process from the very beginning. The improved transparency and efficiency have allowed staff to shift their time to more value-added tasks. According to Perry,

“We’re getting better work out of our team rather than just busy work.”

Since implementing Kuali Research in 2017, proposal rates have increased, and in October 2021, USU reached a major milestone of 10,000 proposals created in the new system.

USU has also seen improvements in proposal quality as the Sponsored Programs office can now work alongside PIs to create proposals that are more robust, giving them a better chance of being funded. They can easily produce reports to gain insights into their process and measurements, and they are delighted that they have had record-breaking award volume and revenue the last three years, with the corresponding win ratio increasing by 43%.

These increases in quality and volume have helped USU grow its research enterprise, leading to USU achieving the Carnegie R1 classification in December 2021.

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