Hello,
I wanted to respond to a few people who specifically asked about the difficulty scale we use to weight proposals. This also ties in with the great conversation on this listserv around capacity and workload goal setting. (It’s late so please
forgive typos!)
We use a base scale of 1-4 for proposals, with 1’s being no money agreements, subawards, foundation proposals, etc., and 4s being large center-type proposals. Our “standard” proposal is the NIH R01, and that is rated a base difficulty of
2. An NIH P-series proposal has a base of 4. DoD, NSF, USDA, VA, etc. generally have higher difficulty (3s and 4s) because our office doesn’t work on those as often and thus, we need to “re-learn” each sponsor to some extent each time we work on those types
of proposals.
In addition to the base difficulty score, we have difficulty ranking adjustments that can refine a difficulty score. For example, a clinical trial is +1, a proposal with an international component/sub is +1, and a proposal with x number
of subs adds additional difficulty (e.g., a proposal with 4-6 subs is +2). As an example, an NIH R01 (2) proposal with a Clinical Trial (1) and an international sub (1) would have a difficulty score of 4.
In the Team Performance report attached, you can see the difficulty scores in the bottom right. The Power BI reports are interactive so I can drill down and easily see what each person is working on in terms of difficulty levels. Not included
in the reports I shared is a separate report that has each team member’s proposals and difficulty scores separately visualized, color coded, and filtered by a date slicer. This helps me see what people are currently working on and what is upcoming so I can
gauge future capacity.
This system is not perfect but gives us a starting point to review and analyze workload. This would also not be a one-size-fits-all for all offices as another pre-award office may be extremely familiar with DOE and not at all familiar with
NIH.
Finally, I will share our duties matrix that helps define a career progression in our office with increasing responsibilities:
Preaward Matrix.xlsx (msu.edu). Again, this is specific to our office so would likely need to be modified to fit another office. I use the matrix in combination with the difficulty
scale to assign proposals to the pre-award staff to 1. Try to ensure no one is assigned a proposal far beyond their knowledge/training, 2. Take into account current and prospective assignments to more or less evenly distribute work, 3 And to provide a progression
for staff that is accessible and so that people do not feel like they must “sink or swim.”
This was also part of a poster I presented at the 2023 SRAI Annual Meeting and is available online here:
PowerPoint Presentation (msu.edu).
Best,
Theresa
|
|
Theresa Couch, CRA
(she/her) Research Administration Manager Health Colleges Research Services
|
|
Direct: 517-353-4943 Main: 517-432-4789 |
My working hours may not be your working hours. Please do not feel obliged to reply outside of your normal working day.
From: xxxxxx@lists.healthresearch.org <xxxxxx@lists.healthresearch.org>
On Behalf Of Prata, Cathleen
Sent: Friday, October 6, 2023 9:38 AM
To: xxxxxx@lists.healthresearch.org
Subject: [RESADM-L] RE: Dashboard
Hello,
Thank you for sharing this information. Theresa, I am also curious about the metrics used to determine proposal difficulty. Elise, would it be possible for you to share your proposal tracker?
Thank you and best wishes,
Cathleen
|
RE: Dashboard - Elise Dantuma
(04 Oct 2023 07:44 EST) |
|
RE: Dashboard - Couch, Theresa
(04 Oct 2023 08:20 EST) |
|
Re: [External] [RESADM-L] RE: Dashboard - Charna Howson
(04 Oct 2023 08:29 EST) |
|
RE: [External] [RESADM-L] RE: Dashboard - Wolf, Baron G.
(04 Oct 2023 08:51 EST) |
|
RE: [EXT] [RESADM-L] RE: Dashboard - Remotigue, Robyn
(04 Oct 2023 09:02 EST) |
RE:
Dashboard by
Elise Dantuma (04 Oct 2023 07:43 EST)
Reply
to list
Hi Teri,
I put together something like this for my college through PowerBI (I removed my faculty’s names in the lower left hand graph):
This is just our award dashboard. I have one for proposals and a proposal tracker too – the tracker is a real time dashboard to see how many proposals are currently in process for the team, how many each team member had, which PIs,
sponsors, etc. Its been really help for me when managing the team workload.
Thanks!
Elise
Elise Dantuma, MBA, CRA
Manager
Contracts & Grants
xxxxxx@ucf.edu | 407.266.7075
6900 Lake Nona Blvd, Room 101H
Orlando, FL 32827-7407
Please note: Florida has a very broad open records law (F. S. 119). E-mails may be subject to public disclosure
From:
xxxxxx@lists.healthresearch.org <xxxxxx@lists.healthresearch.org> On Behalf Of MaryTherese Kocevar
Sent: Tuesday, October 3, 2023 11:52 AM
To: xxxxxx@lists.healthresearch.org
Subject: [RESADM-L] Dashboard
Good Afternoon!
Would anyone be willing to share a one page dash board presenting research information, such as number of awards received, proposals, submitted, students support by grants, etc?
Thank you.
Teri
Sincerely,
M. Therese Kocevar, CRA
Director, Sponsored Programs & Research Services
Phone: (216)687-3675
- = - = - = - = - = - = -
This email was sent to xxxxxx@UCF.EDU via the Research Administrator's mailing list.
To unsubscribe from RESADM-L, go to
https://lists.healthresearch.org and go into the Account Settings area.
List archives are available at:
https://lists.healthresearch.org/resadm-l
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RE:
Dashboard by
Couch, Theresa (04 Oct 2023 08:19 EST)
Reply
to list
Hello,
We have similar dashboards in Power BI. Attached are a few examples for our pre-award team (identifiers removed). This is based only on our office and does not reflect the proposals on a University level.
Best,
Theresa
Theresa Couch, CRA (she/her)
Research Administration Manager
Health Colleges Research Services
Direct: 517-353-4943
Main: 517-432-4789
My working hours may not be your working hours. Please do not feel obliged to reply outside of your normal working day.
From:
xxxxxx@lists.healthresearch.org <xxxxxx@lists.healthresearch.org> On Behalf Of Elise Dantuma
Sent: Wednesday, October 4, 2023 8:44 AM
To: xxxxxx@lists.healthresearch.org
Subject: [RESADM-L] RE: Dashboard
Hi Teri,
I put together something like this for my college through PowerBI (I removed my faculty’s names in the lower left hand graph):
This is just our award dashboard. I have one for proposals and a proposal tracker too – the tracker is a real time dashboard to see how many proposals are currently in process for the team, how many each team member had, which PIs,
sponsors, etc. Its been really help for me when managing the team workload.
Thanks!
Elise
Elise Dantuma, MBA, CRA
Manager
Contracts & Grants
xxxxxx@ucf.edu | 407.266.7075
6900 Lake Nona Blvd, Room 101H
Orlando, FL 32827-7407
Please note: Florida has a very broad open records law (F. S. 119). E-mails may be subject to public disclosure
From:
xxxxxx@lists.healthresearch.org <xxxxxx@lists.healthresearch.org> On Behalf Of MaryTherese Kocevar
Sent: Tuesday, October 3, 2023 11:52 AM
To: xxxxxx@lists.healthresearch.org
Subject: [RESADM-L] Dashboard
Good Afternoon!
Would anyone be willing to share a one page dash board presenting research information, such as number of awards received, proposals, submitted, students support by grants, etc?
Thank you.
Teri
Sincerely,
M. Therese Kocevar, CRA
Director, Sponsored Programs & Research Services
Phone: (216)687-3675
- = - = - = - = - = - = -
This email was sent to xxxxxx@UCF.EDU via the Research Administrator's mailing list.
To unsubscribe from RESADM-L, go to
https://lists.healthresearch.org and go into the Account Settings area.
List archives are available at:
https://lists.healthresearch.org/resadm-l
To change your settings (such as Digest Mode or to temporarily suspend list emails):
https://lists.healthresearch.org
- = - = - = - = - = - = -
This email was sent to xxxxxx@MSU.EDU via the Research Administrator's mailing list.
To unsubscribe from RESADM-L, go to
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Attachment:
TeamPerformance.png (image/png)
Attachment:
ReportView.png (image/png)
Re:
[External] [RESADM-L] RE: Dashboard by
Charna Howson (04 Oct 2023 08:28 EST)
Reply
to list
Theresa,
Loved seeing the project difficulty score on your dashboard and would love to hear more about how you assign and track this number.
Cheers,
Charna
Ms. Charna K. Howson, MA
Director, Sponsored Programs
Office of Research
Appalachian State University
POB 32174, 385 JET Bldg.
287 Rivers Street
Boone, NC 28608-2068
828-262-7311 (Office)
828-262-2641 (Fax)
(She, Her, Hers, Charna)
--------------------------
1) The Sponsored Programs unit is currently operating under a staffing shortage with high volumes of proposal submissions and awards to process. If I don’t respond to your email within 48 hours, please resend. If
you still don’t receive a response within another 24 hours, please reach out to my supervisor Christine Hendren (xxxxxx@appstate.edu ). We appreciate your patience during this time.2) Routing proposals in Cayuse
for internal approvals should start with draft documents 15 calendar days prior to the sponsor's deadline and must be completed before proposal submission. Your assigned grant manager will assist you with this process in Cayuse.3.) Send me secure files using
this link:
On Wed, Oct 4, 2023 at 9:22?AM Couch, Theresa <xxxxxx@msu.edu> wrote:
Hello,
We have similar dashboards in Power BI. Attached are a few examples for our pre-award team (identifiers removed). This is based only on our office and does not reflect the proposals on a University level.
Best,
Theresa
Theresa Couch, CRA (she/her)
Research Administration Manager
Health Colleges Research Services
Direct: 517-353-4943
Main: 517-432-4789
My working hours may not be your working hours. Please do not feel obliged to reply outside of your normal working day.
From:
xxxxxx@lists.healthresearch.org <xxxxxx@lists.healthresearch.org> On Behalf Of Elise Dantuma
Sent: Wednesday, October 4, 2023 8:44 AM
To: xxxxxx@lists.healthresearch.org
Subject: [RESADM-L] RE: Dashboard
Hi Teri,
I put together something like this for my college through PowerBI (I removed my faculty’s names in the lower left hand graph):
This is just our award dashboard. I have one for proposals and a proposal tracker too – the tracker is a real time dashboard to see how many proposals are currently in process for the team, how many each team member had, which PIs,
sponsors, etc. Its been really help for me when managing the team workload.
Thanks!
Elise
Elise Dantuma, MBA, CRA
Manager
Contracts & Grants
xxxxxx@ucf.edu | 407.266.7075
6900 Lake Nona Blvd, Room 101H
Orlando, FL 32827-7407
Please note: Florida has a very broad open records law (F. S. 119). E-mails may be subject to public disclosure
From:
xxxxxx@lists.healthresearch.org <xxxxxx@lists.healthresearch.org> On Behalf Of MaryTherese Kocevar
Sent: Tuesday, October 3, 2023 11:52 AM
To: xxxxxx@lists.healthresearch.org
Subject: [RESADM-L] Dashboard
Good Afternoon!
Would anyone be willing to share a one page dash board presenting research information, such as number of awards received, proposals, submitted, students support by grants, etc?
Thank you.
Teri
Sincerely,
M. Therese Kocevar, CRA
Director, Sponsored Programs & Research Services
Phone: (216)687-3675
- = - = - = - = - = - = -
This email was sent to xxxxxx@UCF.EDU via the Research Administrator's mailing list.
To unsubscribe from RESADM-L, go to
https://lists.healthresearch.org and go into the Account Settings area.
List archives are available at:
https://lists.healthresearch.org/resadm-l
To change your settings (such as Digest Mode or to temporarily suspend list emails):
https://lists.healthresearch.org
- = - = - = - = - = - = -
This email was sent to xxxxxx@MSU.EDU via the Research Administrator's mailing list.
To unsubscribe from RESADM-L, go to
https://lists.healthresearch.org and go into the Account Settings area.
List archives are available at:
https://lists.healthresearch.org/resadm-l
To change your settings (such as Digest Mode or to temporarily suspend list emails):
https://lists.healthresearch.org
- = - = - = - = - = - = -
This email was sent to xxxxxx@APPSTATE.EDU via the Research Administrator's mailing list.
To unsubscribe from RESADM-L, go to
https://lists.healthresearch.org and go into the Account Settings area.
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https://lists.healthresearch.org
Attachment:
image003.png (image/png)
Attachment:
image008.png (image/png)
Attachment:
image009.png (image/png)
Attachment:
image001.jpg (image/jpeg)
Attachment:
image008.png (image/png)
RE:
[External] [RESADM-L] RE: Dashboard by
Wolf, Baron G. (04 Oct 2023 08:50 EST)
Reply
to list
For anyone interested---there will be a research analytics conference held in early 2024 sponsored by the National Science Foundation GRANTED Program. That conference will be filled with information on dashboard design, use of data,
metrics, etc.
To sign-up for more information when it is available—please complete this survey to join our mailing list:
https://forms.office.com/Pages/ResponsePage.aspx?id=C1MwK7ZpV0S4GEgctT1CrhhR067EoNVLrDRrrtOuZqJURVM4UEI1V0haQUY1TENNVU5LOFpJR00xNS4u
----------------------------------------------------------------------------
Baron G. Wolf, PhD
Office of the Vice President for Research
University of Kentucky
859.257.3259
www.research.uky.edu
From:
xxxxxx@lists.healthresearch.org <xxxxxx@lists.healthresearch.org>
Sent: Wednesday, October 4, 2023 9:28 AM
To: xxxxxx@lists.healthresearch.org
Subject: Re: [External] [RESADM-L] RE: Dashboard
CAUTION: External Sender
Theresa,
Loved seeing the project difficulty score on your dashboard and would love to hear more about how you assign and track this number.
Cheers,
Charna
Ms. Charna K. Howson, MA
Director, Sponsored Programs
Office of Research
Appalachian State University
POB 32174, 385 JET Bldg.
287 Rivers Street
Boone, NC 28608-2068
828-262-7311 (Office)
828-262-2641 (Fax)
(She, Her, Hers, Charna)
--------------------------
1) The Sponsored Programs unit is currently operating under a staffing shortage with high volumes of proposal submissions and awards to process. If I don’t respond to your email within 48 hours, please resend.
If you still don’t receive a response within another 24 hours, please reach out to my supervisor Christine Hendren (xxxxxx@appstate.edu ). We appreciate your patience during this time. 2) Routing proposals in
Cayuse for internal approvals should start with draft documents 15 calendar days prior to the sponsor's deadline and must be completed before proposal submission. Your assigned grant manager will assist you with this process in Cayuse. 3.) Send me secure
files using this link:
On Wed, Oct 4, 2023 at 9:22?AM Couch, Theresa <xxxxxx@msu.edu> wrote:
Hello,
We have similar dashboards in Power BI. Attached are a few examples for our pre-award team (identifiers removed). This is based only on our office and does not reflect the proposals on a University level.
Best,
Theresa
Theresa Couch, CRA (she/her)
Research Administration Manager
Health Colleges Research Services
Direct: 517-353-4943
Main: 517-432-4789
My working hours may not be your working hours. Please do not feel obliged to reply outside of your normal working day.
From:
xxxxxx@lists.healthresearch.org <xxxxxx@lists.healthresearch.org> On Behalf Of Elise Dantuma
Sent: Wednesday, October 4, 2023 8:44 AM
To: xxxxxx@lists.healthresearch.org
Subject: [RESADM-L] RE: Dashboard
Hi Teri,
I put together something like this for my college through PowerBI (I removed my faculty’s names in the lower left hand graph):
This is just our award dashboard. I have one for proposals and a proposal tracker too – the tracker is a real time dashboard to see how many proposals are currently in process for the team, how many each team member had, which PIs,
sponsors, etc. Its been really help for me when managing the team workload.
Thanks!
Elise
Elise Dantuma, MBA, CRA
Manager
Contracts & Grants
xxxxxx@ucf.edu | 407.266.7075
6900 Lake Nona Blvd, Room 101H
Orlando, FL 32827-7407
Please note: Florida has a very broad open records law (F. S. 119). E-mails may be subject to public disclosure
From:
xxxxxx@lists.healthresearch.org <xxxxxx@lists.healthresearch.org> On Behalf Of MaryTherese Kocevar
Sent: Tuesday, October 3, 2023 11:52 AM
To: xxxxxx@lists.healthresearch.org
Subject: [RESADM-L] Dashboard
Good Afternoon!
Would anyone be willing to share a one page dash board presenting research information, such as number of awards received, proposals, submitted, students support by grants, etc?
Thank you.
Teri
Sincerely,
M. Therese Kocevar, CRA
Director, Sponsored Programs & Research Services
Phone: (216)687-3675
- = - = - = - = - = - = -
This email was sent to xxxxxx@UCF.EDU via the Research Administrator's mailing list.
To unsubscribe from RESADM-L, go to
https://lists.healthresearch.org and go into the Account Settings area.
List archives are available at:
https://lists.healthresearch.org/resadm-l
To change your settings (such as Digest Mode or to temporarily suspend list emails):
https://lists.healthresearch.org
- = - = - = - = - = - = -
This email was sent to xxxxxx@MSU.EDU via the Research Administrator's mailing list.
To unsubscribe from RESADM-L, go to
https://lists.healthresearch.org and go into the Account Settings area.
List archives are available at:
https://lists.healthresearch.org/resadm-l
To change your settings (such as Digest Mode or to temporarily suspend list emails):
https://lists.healthresearch.org
- = - = - = - = - = - = -
This email was sent to xxxxxx@APPSTATE.EDU via the Research Administrator's mailing list.
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List archives are available at:
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- = - = - = - = - = - = -
This email was sent to xxxxxx@UKY.EDU via the Research Administrator's mailing list.
To unsubscribe from RESADM-L, go to
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RE:
[EXT] [RESADM-L] RE: Dashboard by
Remotigue, Robyn (04 Oct 2023 09:02 EST)
Reply
to list
Elise:
I like what you have done! I am currently working one using Power BI for our School of Public Health.
Robyn
Robyn Bowling Remotigue, MPPA, CRA | Executive Director
Office of Research Services
School of Public Health
a: 3500 Camp Bowie Blvd., EAD 731, Fort Worth, Texas 76107
p: 817.735.2759
https://www.unthsc.edu/school-of-public-health/
Pronouns: she/her/hers
SciENcv - Required by NIH and NSF October 2023
We welcome your feedback!
Please tell us how we are doing?
From:
xxxxxx@lists.healthresearch.org <xxxxxx@lists.healthresearch.org> On Behalf Of Elise Dantuma
Sent: Wednesday, October 4, 2023 7:44 AM
To: xxxxxx@lists.healthresearch.org
Subject: [EXT] [RESADM-L] RE: Dashboard
Hi Teri,
I put together something like this for my college through PowerBI (I removed my faculty’s names in the lower left hand graph):
This is just our award dashboard. I have one for proposals and a proposal tracker too – the tracker is a real time dashboard to see how many proposals are currently in process for the team, how many each team member had, which PIs,
sponsors, etc. Its been really help for me when managing the team workload.
Thanks!
Elise
Elise Dantuma, MBA, CRA
Manager
Contracts & Grants
xxxxxx@ucf.edu | 407.266.7075
6900 Lake Nona Blvd, Room 101H
Orlando, FL 32827-7407
Please note: Florida has a very broad open records law (F. S. 119). E-mails may be subject to public disclosure
From:
xxxxxx@lists.healthresearch.org <xxxxxx@lists.healthresearch.org> On Behalf Of MaryTherese Kocevar
Sent: Tuesday, October 3, 2023 11:52 AM
To: xxxxxx@lists.healthresearch.org
Subject: [RESADM-L] Dashboard
Good Afternoon!
Would anyone be willing to share a one page dash board presenting research information, such as number of awards received, proposals, submitted, students support by grants, etc?
Thank you.
Teri
Sincerely,
M. Therese Kocevar, CRA
Director, Sponsored Programs & Research Services
Phone: (216)687-3675
- = - = - = - = - = - = -
This email was sent to xxxxxx@UCF.EDU via the Research Administrator's mailing list.
To unsubscribe from RESADM-L, go to
https://lists.healthresearch.org and go into the Account Settings area.
List archives are available at:
https://lists.healthresearch.org/resadm-l
To change your settings (such as Digest Mode or to temporarily suspend list emails):
https://lists.healthresearch.org
- = - = - = - = - = - = -
This email was sent to xxxxxx@UNTHSC.EDU via the Research Administrator's mailing list.
To unsubscribe from RESADM-L, go to
https://lists.healthresearch.org and go into the Account Settings area.
List archives are available at:
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- = - = - = - = - = - = -
This email was sent to xxxxxx@MSU.EDU via the Research Administrator's mailing list.
To unsubscribe from RESADM-L, go to
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