GRIP

The GMAS Rollout Implementation Plan (GRIP) Deploys GMAS in Cambridge-area Schools

What is GRIP?

The GRIP initiative – to fully-deploy GMAS, Harvard's custom grant management system, across the Cambridge-area schools – has been led in partnership between OSP, FSS, and School representatives.  GRIP kicked off in July 2010 with outreach to the Faculty of Arts and Sciences (FAS), the School of Engineering and Applied Science (SEAS), and the Graduate School of Education (GSE).  Three phases of deployment have been organized to target all Cambridge-area schools, with 80% of the area's sponsored research volume deployed effective October 1, 2011.  The Harvard School of Public Health (HSPH) was the first Harvard school to mandate GMAS deployment.  GMAS use is still elective at HMS, but is historically widespread; HMS submits the highest volume of system-to-system proposals in GMAS annually.

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What is GMAS?

GMAS is a comprehensive pre-award and post-award grants database that has workflow management and System-to-System (S2S) proposal submission capabilities. GMAS provides online, 24/7 access to grant files, award data, and expenditure data. In GMAS faculty and staff can develop, route, and sign proposals and other requests (such as prior-approval requests). Full deployment of GMAS means:

  • Routing all proposals and internal requests for approval through GMAS
  • Real-time data entry and access for departmental staff and PIs
  • Online routing and signatures, eliminating the paper DAF
  • 24/7 access to grant information, from anywhere with an internet connection

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GRIP Results

  • Over 69% of grants workflow routed through GMAS for Cambridge-area schools by October 2011
  • Over 300 training attendances in the Cambridge area in 2011
  • Over 60% of Cambridge-area proposals entered in October were signed electronically by the PI
  • 321 unique users have created a proposal in GMAS since 1/1/2010

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Interview with a department GMAS user: Eric Asetta from SEAS

Eric is SEAS' Assistant Director of Research Administration.

SEAS was the first Cambridge-area school to choose to fully-deploy GMAS.  How did you come What motivated you to deploy?

We have such a heavy workload-to-worker ratio, we wanted to find ways to streamline processes and avoid duplicity.  Going electronic with GMAS covered a lot of those bases.  It allowed us to do things like process proposals directly in GMAS rather than doing them both in paper and GMAS.  We'd been long-time users of GMAS as a system of record and a point of reference.

Did you see a benefit to participating in Phase I GRIP deployment along with other schools, even though SEAS was ahead of the deployment curve?

[Participating in Phase I] did allow us to compare notes with other employees and departments and to share notes on common stumbling blocks and common successes.  It also allowed us to commiserate and make the case for updates and different changes needed to the system.

How has the overall deployment experience been at SEAS?

Mostly positive.  We've hit a few road bumps here and there and needed workarounds or put some transactions on the back burner [while we worked out kinks].  But the majority of things have gone pretty well and the team has adapted pretty quickly.

Who's Who in GMAS deployment

GRIP's success has been made possible by leadership and contributions from OSP, FSS, and Cambridge-area schools.  OSP thanks the following participants for their important contributions to this initiative:

  • Sheila Doyle, Senior Manager for Systems and Reporting (FAS) has served as a co-lead for the Training workstream and a local champion within FAS RAS
  • Allison Wellman-Smith, Senior Sponsored Programs Analyst (HKS) has volunteered extensively to co-lead training and has served as an internal champion within HKS
  • Simone Alpen, Manager of Research Administration Systems (FSS) has provided leadership, expertise and staff resources for training initiatives and systems detail
  • Yvette Acevedo, Senior Systems Operations Analyst (FSS) led the Security workstream.  Yvette configured security for several hundred users and trained and advised schools and departments on security maintenance.
  • Jonathan Dutt, Quality Assurance specialist (OSP) developed curriculum, coordinated and led staff training.  He also leads the GRIP data cleanup initiative.
  • Jessica Morand, Manager of the Sponsored Operations Team (OSP) has led internal OSP training, developed and led departmental training, and organized business process improvement efforts within OSP
  • Rachel Cahoon, Sponsored Programs Officer and Manager (OSP) initiated Business Process updates within OSP, with related central units, and with Schools.
  • Helia Morris (OSP) and Julie Kristian (Huron Consulting) provided project management, communications, and monitoring and evaluation support for the project.

Many thanks to central offices within the Schools, and department staff who have served as local champions and informal GMAS trainers, and OSP staff who support our customers in GMAS use every day.  Project success would not be possible without you!

What's Next?

  • Additional GMAS training will be available in November.
  • Routine GMAS training will be institutionalized under the University Research Administration Training Team (URATT) beginning in early 2012.  Stay tuned for announcements and schedules!