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

What's Happening Now

Project GATeWAY is currently:

  • Interviewing candidates for vacant positions
  • Receiving job applications for open CGS positions
  • Updating the CGS website
  • Phase 2 training available on CGS site
  • Preparing for Phase 3 training

Project Background

Project GATeWAY Background

Phase 2 of Project GATeWAY focuses on the development and implementation of three strategic opportunities - Structure, Collaboratives, and Technology - each of which directly align with UK's strategic plan.


You can find more details on each of these opportunities in the Project GATeWAY presentation (12/14/22 pdf), which presents the entire background of the project.



Collaborative Grant Services (CGS) Organizational Model (pdf)

CGS Service Catalog (pdf, 4 pg)

CGS RACI (Responsible, Accountable, Consulted, Informed) Matrix (pdf, 3 pg)

The Collaboratives will be launched using a phased approach. The below image provides information on which  hub units will reside in and with which phase the unit will transition.


Hiring and Staff Transitions

Project GATeWAY is currently hiring for positions in the new CGS organization. Candidates can expect to hear updates directly from UKY HR. Regular staff positions are still accepting applications, and positions will remain opened until filled. You can find open positions here. (Click "Campus Staff Positions" and search "Collaborative Grant Services").

Staff currently employed by UK will still need to complete a formal HR application for a Collaboratives position.  Please use the image below for guidance on the application process. 


Staff who are transitioning can submit an application now, regardless of their go-live phase noted above.

Project Details

Project Phases

Design Phase (February - August)

As a part of the Design Phase, the Deloitte team will work through transforming the current state into an optimized future state by analyzing business processes and redesigning organizational structures for efficiency.

  • Outcomes:
    • Business Process Redesign
    • Organizational Design
    • Governance Framework(s)

Build & Test Phase (August - October)

As a part of the Build and Test phase, the Deloitte team will work to design an optimal Collaborative organizational structure, staffing the organization, and developing training for workforce and organizational efficiencies. 

  • Outcomes:
    • Build and Implement Governance
    • Develop Operating Policies and Procedures
    • Knowledge Base Complete with Knowledge Articles

Implement Phase (October - Current)

As a part of the Implement phase, the Deloitte team will Go-Live with the Collaborative organization in three different waves. The Deloitte team will support stabilization and incorporate lessons learned based on prior go-lives.

  • Outcomes:
    • Training
    • Assess Readiness
    • Launch

Monthly Calendar

Calendars are published at the beginning of the month and are subject to change as new meetings are added throughout the month.


90 Day Lookahead: December - February

Project GATeWAY has wrapped up the Build and Test Phase of the project and is currently working through the Implement Phase to stand up the Collaboratives and prepare staff to operate with this new model. Key activities include:

Training & Customer Readiness

  • Develop and review training content and materials for researchers and Collaboratives, OSPA, and RFS staff
  • Begin holding training sessions for phase 1 staff  as they transition into the Collaboratives
  • Conduct training for stakeholders including phase 1 PIs as well as staff from OSPA, RFS, and local units
  • Prepare community for Collaboratives go-live Phase 2

Collaboratives Future State Model

  • Plan and execute Collaboratives Grants Services phased go-live 1 with College of Medicine, Engineering, and Centers and Institutes
  • Develop continuous improvement plan for Collaboratives
  • Survey Collaboratives staff on lessons learned and update phase 2 and 3 readiness plans
  • Conduct lessons learned and update phase 2 and 3 readiness plans

Organization Redesign

  • Reevaluate staffing levels, FTE requirements, and organizational structures across research administration, and implement capacity model for future forecasting of staffing needs
  • Finalize OSPA reorganization


  • Update and monitor progress on Technology project plan, identifying go-live priorities and long-term technology needs for new organizational structures and Collaboratives model
  • Work with Technology Working Group to identify new or inefficient technologies and look to plan for new solutions

Communications and Change Management

  • Continue to develop and deliver communications associated with hiring and staffing, organization redesign, the transition to Collaboratives, and training for new processes

Post Go-Live Sustainment:

  • Conduct post-implementation review, benefits realization assessment, and services delivery maturity assessment
  • Update and assess KPIs after initial go-live Phase 1

Find the past 90-day lookaheads below:

March to May 2023

June to August 2023

September to November 2023


You can find the governance, along with working group members, here. 

Frequently Asked Questions

Find our most frequently asked questions here.