intro

Project GATeWAY (Grants Administration Transformation as the WAY forward) serves as the leap forward into the future of grants administration at UK.

 

Grant Lifecycle Current Structure 

The UK sponsored programs lifecycle spans both pre- and post-award processes and includes research administration support from both central, e.g., Office of Sponsored Projects Administration (OSPA) and Research Financial Services (RFS), and campus, e.g., college and OSPA-funded College Grant Officers (CGOs). 

project lifecycle


•    These units must work together seamlessly
•    Both central and local grants administration staff are involved throughout the grant lifecycle

Local college research administration support (current structure pdf)

case

The Case for Change

Over the last decade, the University of Kentucky has nearly doubled its sponsored research.  

grant and contract award grew by 40% in the last 5 years

In the past 5 years, sponsored research has grown more than 40%. Learn more

Staff growth has not kept pace with grants growth

funding versus staff levels

 

Research administration is challenged by a competitive job market and current tools & processes (see pdf)

phase1

Phase 1

Engagement Background

Given recent growth in sponsored research over the last decade, the University of Kentucky asked Deloitte to conduct a comprehensive assessment of UK’s research administration functions to improve operations and service to faculty. See assessment scope pdf.

Governance Structure

Throughout the assessment, Deloitte leveraged the Advisory Group, Steering Committee, PMO team, and Executive Sponsors for guidance, insight, and decision-making. See detailed pdf.

UK Advisory Group Members

  • Bill Stoops, Director of Clinical Research Support Office (CRSO)
  • El Williams, Research Administrator, OSPA
  • Erin Wallett, Director of RFS
  • Mary Hickman, Associate Director of OSPA
  • Paige Brown, Director of RFS
  • Rhonda Hagan, Associate Director, OSPA
  • Susan Stark, Director of SRAS
  • Alan Daugherty, Associate VPR and ADR, College of Medicine
  • Alla Arnold, Director, Pharmacy Research Operations
  • Elizabeth Arnold, Associate Dean for Research, Fine Arts
  • Fazkeena Badurdeen, Professor, School Mechanical Engineering
  • Beverly Baesler, Administrator, Center on Aging
  • Scott Bauries, Associate Dean for Research, Law
  • Margaret Bausch, Associate Dean for Research, Education
  • Darin Cecil, Department Administrator
  • Julie Cerel, Associate Dean for Research, Social Work
  • Kyna Estes, Senior Grants Officer, Arts and Sciences
  • Jim Geddes, Vice Dean for Research, College of Medicine
  • Matt Gentry, Professor, Director, Lafora Epilepsy Cure Initiative
  • Peter Giannone, Faculty, College of Medicine
  • Jennifer Grisham-Brown, Professor, College of Education
  • Nancy Harrington, Associate Dean for Research, Communication
  • Gabe Harris, Executive Director, Center for Clinical & Translational Science
  • Todd Hastings, Professor, Electrical and Computer Engineering
  • Robert Houtz, ADR, Agriculture, Food & Environment
  • Thomas Kelly, Associate Dean for Research, Nursing
  • Betty Lorch, Associate Dean for Research, Arts and Sciences
  • Zelneva Madison, Admin, Spinal Cord & Brain Injury Research Center
  • James Matthews, ADR, Agriculture, Food & Environment
  • Brett McCourt, Director, Office of Nursing Research
  • Daniela Moga, Associate Professor, College of Pharmacy
  • John Peloza, Associate Dean for Research, B&E
  • Taunya Phillips, Director of Office of Technology Commercialization
  • Luciana Shaddox, Associate Dean for Research, Dentistry
  • Travis Thomas, Associate Professor
  • Jon Thorson, Associate Dean for Research, Pharmacy
  • Mary Beth Thomson, Associate Dean for Research, Libraries
  • Lisa Vaillancourt, Professor, Dept. of Plant Pathology

Engagement Context, Focus Groups, Stakeholder Interviews

Deloitte’s assessment of research administration operations at UK included detailed quantitative and qualitative analyses to understand UK’s current state and identify opportunities for future growth and efficiency. See full engagement context, focus group list and stakeholder interview list (pdf)

phase2

Phase 2

Project GATeWAY Strategic Plan Ties & 3 Opportunities

Project GATeWAY's implementation’s priorities are intrinsically tied to the University’s Strategic Plan. 

  • Opportunity 1: Structure 
  • Opportunity 2: Services
  • Opportunity 3: Technology

View pdf

Timeline

See the activities to be delivered by the Deloitte and UK teams over a 14-month engagement.

Deloitte will also assist with:

  • Service metrics and service level agreement establishment
  • Communication strategy: mass communication of efforts
  • Change management strategy
  • Learning and training strategy for ongoing professional development of staff and career pathing

Next Steps:

  • Final contract negotiations and contract approval from Frankfort
  • Visits to/meetings with two other universities who have implemented shared services in Grants Administration for lessons learned
  • Steering Committee and work group participant identification and kick off
  • We need college involvement, support, guidance, and patience as we embark on this transformational opportunity that will support our researchers and enable growth for many years