Quarterly I-MAC Project Status
GCI/ORIS: SAGE
Executive Sponsors: Mary Lidstrom, Vice Provost for Research;
Sue Camber, Associated Vice President, Financial Management
Project Manager: Darcy Van Patten, Manager of Strategic Initiatives, Office of Research
March 31, 2008
Project Description
SAGE (System to Administer Grants Electronically) supports electronic Research Administration (eRA) at the University of
Washington (UW) for use by the campus research community and Office of Sponsored Programs (OSP). SAGE
functionality currently includes automation and electronic routing and approval of the UW’s internal compliance form for
proposal submission. Additional functionality to create and track awards and sub-contracts exists in OSP’s administrative
module (SPAERC).
New functionality outlined in this phase of development includes automation of the notice to establish account (NEA)
process within SPAERC, file upload and document management, a detailed budget builder, system-2-system integration
with Grants.gov, sub-forms and templates, and greater access to reporting features. Development of these new features
provides a paperless process for most grants and contracts, streamlines transmittal of critical data required for post-award
accounting, integrates proposal development process into a single system for Grants.gov submissions, automates capture
of cost-share and faculty effort to meet requirements associated with eFECS project, and improves compliance with
Federal costing guidelines.
(T) TIME (B) BUDGET (S) SCOPE
g: little or no budget variance & g: all major deliverables will be
g: current phase on schedule
there is funding flexibility implemented as planned
y: current phase delayed; overall y: budget variance less than 10% y: a major deliverable will be
project on schedule & there is still funding flexibility delayed to a later phase
r: overall project critical path r: budget variance >10% or a r: a major deliverable will not be
delayed by schedule change variance with no funding flexibility implemented
Risks / Issues / Mitigation Actions
I-TAC Attn
Req’d Y/N
Item Next Steps / Action Required
Accomplishments
Upcoming Reporting Period Planned Accomplishments
Staffing & Resourcing
Evaluate options to reduce resource requirements needed for ongoing regression testing
Pilot development of automated regression testing using Visual Studio Team Suite Testing Edition
NEA Incremental Release #2 – First SERA Release for GCA (Support for tracking of Advance Budget Requests)
Finalize development of Advance Budget Request form in SAGE
Finalize development of SERA for first release
Conduct user acceptance testing to ensure deliverables meet end-user needs
Conduct full functional and regression testing
Develop eLearning module for Advance Budget Request process
Deploy Advance Budget Request form in SAGE
Budget Module
Finalize development of Appointee and Organizational code look-up services
Continue development toward phase 1 release
System-2-System
Development of final feature set for full roll-out of phase 1 release
Conduct full functional and regression testing for Pilot 3
Recruit pilot end-users
Develop communications and deployment support for Pilot 3
Deploy new features into SAGE’s production environmnet
eFECS Coordination
Begin documenting service level agreement for each web-service
Finalize decisions related to user interface development for shared services
Conduct coordinated analysis of research life-cycle processes and identify integration and process intersection
points
Document campus administrator input on salary access through SAGE and eFECS,
Sub-forms & Templates
Deploy new Advance Budget Request form in SAGE – as first sub-form
Conduct interviews with peer universities to document current use of workflow technologies in higher education
Initiate documentation of representative business processes for workflow evaluation
Current Reporting Period Accomplishments
Staffing & Resourcing
Contracted with temporary testers to conduct regression testing for February 19 SPAERC deployment
th
NEA – Incremental Release #1 In SPAERC
Completed testing of incremental release
Deployed incremental release to OSP staff
NEA Incremental Release #2 – First SERA Release for GCA (Support for tracking of Advance Budget Requests)
Completed technical design for SERA
Began development of SERA
Finalized business process changes associated with new release
Developed communication plan for transition of all Advance Budget Request to GCA
Demonstrated new functionality at Biz-Tech
Budget Module
Continued development
Began developing communication and training plan
System-2-System
Conducted 2 pilot round of submissions to Grants.gov
nd
Documented usability improvements necessary prior to releasing to wider audience
Defined next phase of development based on usability feedback
Defined criteria for continuing to broaden user base and achieve full deployment
eFECS Coordination
Developed overview of SAGE/eFECS collaboration to share with advisory groups and potentially I-MAC
Developed coordinated timeline with input from Research Accounting & Analysis and stakeholder groups
Refined cross-project management and coordination by defining master documentation, clarifying roles and
responsibilities, and creating stronger coordination of analysis efforts
Finalized development of appointee look-up, organization code, and sponsor web services
Module Integration
Received Final hand-off of all deliverables from Blue Flavor
Sub-forms & Templates
Developed plan and timeline for collaborative evaluation of workflow engines
(evaluation in scope for Sub-Forms & Templates – implementation of workflow not in scope)
Defined requirements for having budget requests originate in SAGE as sub-form of associated eGC1
Schedule – 43.75% Complete
Summary of Major Milestones – Entire Project (including revision history)
Target Date Date Actual Date
Schedule Summary Revised Status
SPAERC
Administrative Actions
Phase 1 Deployment – create and track Dec 06 Dec 06 Complete
Administrative Actions – Attachments Mar 07 Mar 07 Complete
Hybrid Tasklist
Phase 1 Deployment – combined tasklist Dec 06 Dec 06 Complete
Personalization, requesting, etc. Mar 07 Mar 07 Complete
NEA
NEA Requirements Feb 07 Original May 07 Complete
Apr 07 Feb 07
NEA Prototype May 07 *Mar 07 Jun 07 Complete
Initiate NEA development Aug 07 Jun 07 Sep 07 Complete
Incremental Release in SPAERC Jan 08 Sep 07 Complete
Incremental Release of SERA May 08 Jan 08 In Process
NEA Full Sep 07 Original Not Started
Nov 07 Mar 07
Mar 08 Jun 07
Jun 08 Sep 07
Aug 08 Jan 08
SAGE
File Upload
Phase 1 (Grants.gov only) Dec 06 Dec 06 Complete
Phase 2 (all proposal types) Jul 07 Original Aug 07 Complete
Jun 07 Mar 07
Forms Driven Interface – Requirements Jun 07 Original Aug 07 Complete
Jul 07 Jun 07
Forms Driven Interface – Beta Mar 08 Complete
Forms Driven Interface – Full Aug 08 In Process
Detailed Budget Module
Scope Definition Feb 07 Feb 07 Complete
Requirements Jun 07 Jun 07 Complete
Phase 1 Prototype Jul 07 Jun 07 Aug 07 Complete
Phase 1 Feedback & Design Iteration Sep 07 Jun 07 Oct 07 Complete
Oct 07 Sep 07
Phase 1 Go/No Go Decision Oct 07 Jun 07 Oct 07 Complete
Phase 1 Full Mar 08 Original In Process
Jul 08 Jun 07
Dec 08 Jan 08
Phase 2 -- (Sponsor) Dec 08 Jan 08 Not Started
Dec 09
System-2-System Integration with
Grants.gov
Prototype Scope & Workplan Nov 06 Nov 06 Complete
Prototype Requirements Feb 07 Feb 07 Complete
Prototype – Requirements for full S-2-S Jun 07 Original May 07 Complete
integration May 07 Mar 07
Initiate S2S Phase 1 development May 07 May 07 May 07 Complete
Summary of Major Milestones – Entire Project (including revision history)
Testing for beta pilot round Oct 07 Sep 07 Oct 07 Complete
“Test The Plumbing” Pilot Submission Nov 07 Sep 07 Nov 07 Complete
S2S Phase 1 – Pilot Submissions Feb 08 Jun 07 Complete
S2S Phase 1 – Pilot Submissions Jun 08 Jun 07 In Process
S2S Phase 1 – Pilot deployment Oct 08 Jun 07 Not Started
S2S Phase 1 – Full deployment Feb 09 Jan 08 Not Started
System-2-System Integration (Phase 2) Jun 10 Not Started
Sub-Forms & Templates
Sub-Forms & Templates Scope Sep 09 In Process
Sub-Forms & Templates Requirements Dec 09 In Process
Sub-Forms & Templates Development Jun 10 Not Started
Project Budget
Estimate Actual Current Cost to Variance Current
(revised Expended to Balance Complete Percent
mm/yy) * Date Expended
Business Unit - $4,277,490 $1,302,251 $2,975,239 $2,975,239 0 30%
Project
1 1
OIM – IT $237,263 $237,263 $0 $0 0 100%
Expenditures
Total Project $4,514,753 $1,539,514 $2,975,239 $2,975,239 0 34%
1
OIM-IT expenditures were incurred prior to the Office of Research re-organization
* Estimate History Amount Change Due To
Original Estimate $4,514,753
Estimate – revised mm/yy $
Estimate – revised mm/yy $
Previous Phase Budgets
Period Actual Cost
SAGE 2000-2006 $2,923,608
SPAERC 2003-2006 $1,092,923
Total: Previous Phase 2000-2006 $3,032,900
Estimated Annual Ongoing Support Cost*
UW Tech Business Unit Total
Original Estimate $78,227 $1,052,650 $1,130,878
*support costs will be re-estimated close to implementation time when more information is available.
Estimated 5-Year Lifecycle Cost
UW Tech Business Unit Total
Estimated $391,137 $5,263,251 $5,654,388