Tom Herra
Queen's University
Research Administration Systems Manager at University Research Services - Queen's University. Research background and education; M. Sc. in Biological Oceanography. Lab manager in Fish Ecology lab before joining University Research Services team. Initially part of Certifications Unit (Human Ethics for Health Sciences and Social Sciences and Humanities). IT representative for University Research Services team. In charge of implementation of new electronic systems for research. 10 years in Project implementation team. Now system Manager in charge of sustainment of TRAQ (Tools for Research at Queen's).
Queen's University Research Services office implemented electronic research system TRAQ (Tools for Research at Queen's) in stages. Several modules were implemented. Human Ethics Certifications - in 2010, Researcher Portal - 2011, Biohazards - 2013, Awards - 2014. TRAQ in connection with Researcher Portal allows researchers to apply for internal approvals of grants, contracts and associated human ethics certifications and biohazard permits to support compliance. This presentation will discuss transition from implementation to sustainment. Despite steady increase of number of applications and post-approval event forms, sustainment team had managed to support the system. Ticketing system implemented in 2014 shows no major changes in number of tickets generated per year. University environment with changing user groups (new Faculty, staff and annual addition of the new student cohort) creates the need for continuous education, training an support. Quite often major electronic system implementation involves substantial budgetary support along with creation of project implementation team. Major objectives of the project included:
- increasing operational efficiencies and enhancing workflow management,
- switch from paper based applications to electronic submissions,
- replace old in-house build electronic awards system to the new electronic
system which covers pre- and post-awards processes
- enabling flexible research project management reporting,
- enhancing strategic and integrated planning capabilities,
- supporting regulatory compliance and accountability,
- enhancing institutional reputation with external stakeholders.
Electronic system sustainment team tasks and duties and major challenges post implementation will be reviewed and discussed. John Kotter's 8-steps change management model will be reviewed in connection with TRAQ implementation and sustainment.
