Committee proposes ways to improve research support services

A steering committee with a mandate to evaluate Washington University's research support services has issued its report along with recommendations to improve grant support and technology transfer services.

In October 1997, Chancellor Mark S. Wrighton commissioned a Universitywide analysis of research support services, asking Theodore J. Cicero, Ph.D., vice chancellor for research, to spearhead the initiative.

Cicero launched the Research Support Services Assessment Project in response, to assess the satisfaction of faculty, administrators and schools with the quality and services provided by the University's research administration functions, to develop data-driven analyses of the existing processes and policies, to uncover issues related to the federal government's goal of on-line management of grants and to determine whether opportunities exist to improve service to the faculty.

Wrighton also appointed a steering committee to work with Cicero in setting the vision and strategic direction for the project, to oversee its execution and to ensure the results were communicated.

The steering committee concluded that, overall, the level of faculty satisfaction with research administration is low and that the current process is fragmented and overlapping. The complexity of the process is heightened by internal and external environmental factors -- regulatory and non-regulatory -- that are increasing the burden on the administration and faculty.

The committee concluded as well that the University must develop better technology to comply with federal directives to submit grants electronically, to improve the financial reporting system that tracks and manages charges to research grants and to support a more complex research environment.

It also found that lack of training and inadequate communication are of concern to faculty.

"We must adapt our processes and policies in response to the environment and the needs of our faculty," Cicero said. "Washington University is a first-class institution, and our faculty deserve first-rate research support services. This certainly does not appear to be the case at this time."

As a result of its analysis, the steering committee unanimously recommended the following ways to improve the University's research support services:

• develop a vision for research administration and design improvements to our current processes based on the vision;

• continue to enhance efforts in technology transfer already initiated by Cicero;

• develop specific enhancements in our information technology systems to meet current and emerging needs, including electronic research administration and user-friendly research budget summaries and forecasts;

• develop a program to help faculty in identifying funding sources; and

• immediately initiate strategies to improve communication, training and mentoring in all matters related to pre- and post-award grant activities.

Additionally, the project team analyzed process maps for all research-specific administrative activities to determine the efficiency and effectiveness of the current process and compiled information from internal databases to develop an understanding of the University's existing systems for managing research grants.

'"It is quite clear from the team's findings that something is broken, and we need to fix it," Cicero said. "We are confident that the process we're recommending will do that."

For a copy of the report, call the Office of the Vice Chancellor for Research at 362-7010.

Steering committee helps assess research support, propose changes

Members of the steering committee appointed by Chancellor Mark S. Wrighton to help assess research support services and recommend changes include:

Theodore J. Cicero, Ph.D., chair, vice chancellor for research;

Linda B. Cottler, Ph.D., professor of psychiatry;

Kenneth F. Kelton, Ph.D., professor of physics;

Denise A. McCartney, project manager, assistant dean for management services;

Joseph A. McGarry, senior manager, external reporting;

Jeffrey D. Milbrandt, M.D., Ph.D., professor of pathology and of medicine;

John C. Morris, M.D., professor of neurology;

Joel S. Perlmutter, M.D., associate professor of neurology and of radiology;

William G. Powderly, M.D., professor of medicine;

Enola K. Proctor, Ph.D., professor of social work;

Richard A. Roloff, executive vice chancellor;

Benjamin S. Sandler, vice chancellor for financial policy;

Joshua R. Sanes, Ph.D., professor of anatomy and neurobiology;

Bill D. Smith, director of computing and information systems;

John Sprague, Ph.D., professor of political science;

Bradley T. Thach, M.D., professor of pediatrics;

Michael J. Welch, Ph.D., professor of radiology and of molecular biology and pharmacology; and

Karen L. Wooley, Ph.D., assistant professor of chemistry.