Key improvements

This is a large-scale change initiative, staged over a number of years, with progressive improvements generating significant long-term benefits. Systemic problems in research management won’t be fixed overnight but each small change is a positive step in the right direction.

It is important to remember that the University is starting from a low technology base; much of the initial work of the Research Management Program focuses on delivering the basic infrastructure for good-practice research administration and management. Considerable improvements are expected in the following areas.

Technology infrastructure

The program will deliver robust, secure and flexible technology infrastructure capable of meeting the current and future needs of the University. RIMS will be an enterprise system, comprising a single, central data repository for research administration information that is accessible to staff across the University and affiliated institutions via a user-friendly web application.

This will remove the need for the Research Office and faculties to maintain multiple, stand-alone data repositories (hard copies, electronic documents, spreadsheets, FileMaker databases etc) containing duplicate and inconsistent data.

System integration

To further reduce data duplication, RIMS will interact with other University enterprise systems to source or exchange core institutional data. In Horizon 1, the initial interface will be with the Human Resources Information System, Talent2 (T2); data relating to people and their organisational affiliation will be downloaded nightly from T2 to RIMS.

Beyond Horizon 1, the program team is working to achieve future system integration with the Finance, Student Administration and Library systems. Where data is not available in other enterprise systems it will be created and maintained directly in RIMS; an example would be data relating to those individuals affiliated with the University whose records are not held in the HR system.

While many standard reports will be available in RIMS, more sophisticated reporting will be made available through Hyperion, including reports that extract data from a number of core systems (RIMS, T2, Peoplesoft). This functionality is likely to become available in Horizon 2.

Data integrity

The quality of the data in RIMS is crucial to the success of the program. State-of-the art technology is useless if data integrity is not maintained. The program team is undertaking extensive data cleansing and validation to ensure the initial data load for Horizon 1 is as complete, comprehensive and accurate as possible; all subsequent bulk data loads will be subject to the same stringent procedures.

RIMS and associated business processes will be designed to preserve data integrity and it is vital that all system users see themselves as ‘data curators’ with an ongoing role to play in keeping information accurate, complete and up-to-date. Where errors are identified in data drawn from another core system, such as the HR system, the data will be fixed at the source to ensure consistency across enterprise systems.

Streamlined end-to-end processes

While configuring the system to suit the University environment, the program team is examining associated processes to identify opportunities for improvement. The aim is to implement standardised, streamlined end-to-end processes with workflow automation.

Some process changes will be driven by system capability; for example, process automation will be facilitated by auto-fill features, checklists, status alerts, data validation alerts and electronic routing and signoffs. As a result of extensive process analysis, other non-system dependent process changes will also be implemented.

The expected outcome is a gradual transition from manual to automated processes and an overall reduction in effort, freeing up time for activities that add value or improve quality.

Optimised organisation model

Streamlining end-to-end-processes raises the issue of how interdependent activities within a process are coordinated. As part of process design and system configuration, the program team is looking at ways to improve communication and coordination between the Research Office and associated business units – particularly Corporate Finance (Research), the Ethics Office and Sydnovate – as well as researchers and research administrators in the faculties and affiliated institutions.

In adopting a University-wide approach to research management, the program team has the opportunity to clarify the delineation between central and local responsibilities to minimise duplication of effort, and create more effective interaction between the vast network of people across the organisation who are involved in research administration and management.

Strong reporting capability

A central system populated with quality data provides the foundation for better reporting. The program will deliver a reliable, user-friendly reporting capability that offers flexible reporting options for individual researchers and administrators/managers at all levels across the University and its affiliated institutions.

Reporting capability will meet day-to-day operational needs, support transparent and reliable performance measurement and facilitate complete, accurate University reporting to government. Enhanced reporting capability will provide a sound basis for strategic decision-making that can drive further research success within faculties as well as for the University overall.