Business Process Improvement Project
Purpose of the Sponsored Business Process Improvement Project:
The implementation of new systems, increasing compliance requirements, limited resources and a volatile funding environment present both challenges and opportunities for administrative functions who support sponsored projects. Following a request from the Vice Provost for Research, we will address challenges for the near future including managing significant OSP responsibilities related to implementing, managing and upgrading grants management systems. Starting with a pilot program focused on financial reporting, we invite the sponsored research community at Dartmouth to engage in the review process by either participating in working groups to evaluate individual processes indicated below or giving feedback to OSP at any time. We also invite the community to participate in a new Sponsored Projects Advisory Group that will meet periodically to give updates on the project and other information concerning sponsored projects management.
Goals of Business Process Review
- Improve effectiveness and efficiency of research administration activities at OSP and Dartmouth departments involved in managing sponsored projects.
- Identify areas for improvement under broad categories to be determined (e.g., roles and responsibilities, processes and policies, reporting, systems, training).
- Reduce administrative burden and improve services for faculty.
- Assure regulatory compliance without compromising research.
- Engage and train administrators in technical knowledge.
- Develop effective and efficient tools that support research administration.
Timing of Business Process Review
December 2008 through Fall 2009
- Processes to Be Reviewed (Not in Order)
- Proposal Development and Review
- Award receipt and set up
- Financial Reporting
- Award review and negotiation
- Contract negotiation
- Invoicing
- Prior approval system
- Cost transfers
- Monitoring awards
- Closeouts
- Subcontracts
- Payroll sponsored transactions
- Non personnel expenditures
- Non-sponsored agreements
- Review Activities and Assessments
- Process mapping
- Policies (existing and suggestions for revisions to be approved)
- Samples/data gathering
- Roles and responsibilities matrix
- Best practices
- Regulatory
- Risk assessment
- Accountability
- Systems
- Training and communication
Current Participants
- Award Review Working Group
- Renee Brown
- Tom Drinane
- Kathy Page
- Bill Ploog
- Karin Spanos
- Shea McGovern
- Account Setup Working Group
- Becky Clogston
- Jennifer Friend
- Jodi Harrington
- Jody Patten
- Yvonne Salazar
- Advance Account Working Group
- Jean Blandin
- Aarron Clough
- Dianne Ingalls
- Jill Mortali
