92 - Streamlining Electronic Submission Systems: Navigating Customization Challenges and Transitioning to New Solutions

Background:  Electronic submission systems are intended to assist institutions with compliance, provide a workflow, and communicate between various institutional entities, to name a few. Once an institution has selected their electronic submission system, the institution now requires the development of an implementation plan, including extensive training.

Program

Description:  An implementation plan for the electronic submission system will provide transparency and clarity to key stakeholders. The implementation plan should include: stakeholder buy-in, roadmaps, education and outreach. Stakeholder buy in will assist with the implementation of the new system and its continued success at your institution. Roadmaps are used to describe the start and end times of the old system and the new electronic submission system. Education and outreach are key components when these efforts are tailored to each stakeholder group. These three key success factors have shown a decrease in review time and a decrease in returning the submission to the submitter.

Program

Assessment:  The institution observed a successful implementation of the new electronic submission system which can be attributed to a highly effective communication plan with attention to the needs and desires of each stakeholder group. Project Managers created a “Go-Live” schedule to outline critical dates for transferring to the new system, executed a well thought out training schedule to accommodate each user group, including synchronous and asynchronous training opportunities, and created various user guides for each stakeholder group. Training sessions were notably tailored to each stakeholder group, highlighting features of the new system that would address “pain points” of the old system and providing solutions where the new system presented limitations.
As expected with the implementation of any new technology, minor issues with the application did arise as users started working in the system. Program Managers remained available for feedback and were able to promptly address and resolve any issues with the functionality of the new applications. Furthermore, additional training sessions were added and new user guides created to address any needs presented after “go-live”.

Limitations: Limitations include challenges with retraining staff on new regulations, navigating complex branching processes within the system, and the reliance on a self-sustaining system or an IT-dependent system. The complexity of branching processes poses difficulties in maintaining the system, requiring continuous updates to ensure smooth functionality. Moreover, the reliance on an IT-dependent system introduces vulnerability to technical issues and disruptions, while transitioning to a self-sustaining model may necessitate ongoing investment in training to ensure long-term viability.

Discussion:  For future usage, it's crucial to consider the institution's size and scalability, ensuring adequate resources and dedicated project management. Recognizing the challenge of pleasing everyone, institutions should prioritize tailored communication and training efforts. Research administration workflows benefit significantly from this program's capacity to streamline processes, support compliance, and enhance efficiency, making it indispensable for institutions seeking to modernize their submission systems.