UAccess Research Update

Sangita Pawar, Vice President of Operations for Research, Innovation & Impact (RII) addresses the Campus Research Community on upcoming changes to the UAccess Research system. 

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Proposal Submission During Changeover
Timeline
Training
Updates
Campus Experience Advisors

Proposal Submission During Changeover

Route Proposal is now live!

Proposal Routing from January 14th (after 5pm) through January 26th for items due through Sunday, January 30th only!

  • The UAccess Research system will be unavailable to campus for proposal routing beginning at 5pm on Friday, January 14th and will not be available for use until 8am on Tuesday, January 25th. During this time, Sponsored Projects Services (SPS) will work to finalize and submit any proposals that have been fully routed and approved to the SPS route stop and cancel and close out any proposals that are not fully routed and approved so that they may be copied and re-routed in the new system. Data will be migrated and many background processes will occur which will enable us to move from our locally hosted system to the cloud-based system.
  • SPS recognizes that this represents a significant period of time and has created a limited-time proposal routing and approval tool for use during this transition. This tool should only be used for proposals due through Sunday, January 30th. For proposals due after January 30th should be routed in the updated UAccess Research system after go-live at 8am on January 25th. Once you have the proposal routing form open, be sure to read the message at the top which explains the rules for use of this form. 

To route a proposal between Friday, January 14th (after 5pm) and Wednesday, January 26th (before 5pm) ffor submission deadlines through Sunday, January 30th, please review the instructions below (which includes screenshots and additional details for information fields) and then click on the Route Proposal button. Please note that you must complete and submit the form in one session as the capability to save and return to the form at a later time does not exist. Please ensure you have all answers and attachments ready and available for input. 

Actual proposal submissions through individual Sponsor eRA systems will be handled as usual. Please notify Sponsored Projects Services by email when your submission package is ready and reference the Temporary Proposal ID that was assigned when you submitted the Proposal Routing form. 

Instruction Guide

**Route Proposal**

Timeline

Proposal Routing Timeline - January 2022

  • January 14, Close of Business: All UAccess Research (UAR) proposals that have not been finalized will need to be routed to the SPS route stop.
  • January 20, 5:00 PM: UAR access ends and the Kuali Research update begins. 
  • January 21-24: SPS Preaward will be submitting electronic submissions that correspond to the fully routed and approved UAR proposals in sponsor systems (ASSIST, Grants.gov, Research.gov, etc). 
  • January 25, 8:00 AM: UAR goes live on the Kuali Research web platform.

UAR_System_Update_Proposal_Routing_Timeline_Jan_2022.png

Calendar view of project timeline; new system goes live on January 25, 2022
Calendar view of project timeline. No UAR access as of 5:00pm January 20, 2022. Kuali goes live January 25, 2022 at 8:00am.

In line with University Closure timelines, any UAR document that needs to be submitted to the sponsor between Jan 18 and Jan 28, will need to route the proposal in UAR and have the proposal reach the SPS route stop in UAR by close of business on Jan 14. 

While the systems will have a lot of similar information, the interface will be different. Any UAR proposal that has not been finalized in the current UAR system by the time it shuts down to start the Kuali update will need to be reviewed by the initiator to comply with the new interface. After that review, it may then be placed into routing. 

A system will be in place when UAR goes offline in the event there are emergent proposals that were not able to route in UAR. More information on this process will be made available when it is finalized.

Please watch for further communications as the date of the update approaches.

For questions or more information, email sponsor@email.arizona.edu

Training

Take advantage of one of many live training sessions with Sponsored Projects to become familiar with the new system look, feel, and navigation, and to understand features and processes. We’ll also hold office hours where you can bring specific questions and challenges to be addressed by our experts.

Zoom Webinars are offered during the two weeks prior to system go-live. Since users will not yet have access to the system, they are more informative and less interactional.

Zoom Meetings are offered during the two weeks after system go-live. Since users will now have access to the system, they will be more interactive and will allow more opportunities for Q&A and real-time scenarios. 

Multiple sessions are offered of both webinar and meeting formats for each topic to ensure broadest audience participation. You may attend as many topics and sessions as you like. 

Office Hours

Sponsored Projects Services (SPS) is offering both in-person and virtual office hours where you can bring specific questions and challenges to be addressed by our experts. In-person office hours are limited to 20 registrants due to physical space constraints. Virtual office hours are limited to 30 registrants due to time constraints. You may only register for one office hours session per week to ensure adequate space for all interested parties.

  • IN-PERSON - Mondays from 10-11 a.m., February 7 through March 28
  • IN-PERSON - Wednesdays from 2-3 p.m., February 9 through March 30
  • VIRTUAL - Alternating days and times, February through March

Click on the Registration link below to see and register for available dates and times.

Register for In-Person and Virtual Office Hours

**Our registration tool has quotas for each session and choices only appear if there is space available. If all sessions in a given week are full, you will be given the option to join a waitlist. Once registered, you will receive an email confirmation with an ical invite along with either the in-person room location or the zoom link.

For questions or more information on training, contact Shana McClelland at shana@arizona.edu

Updates

Recently completed

  • Discussions are ongoing with a campus experience group of research administration community members to provide input on process improvements and system configurations.
  • A fourth round of data testing to make sure data in our current UAR system will be available in the new version.
  • Pre-testing of the Analytics > Toolkit > Contract Information dashboard.
  • Dry run of the coming January 25 system update.

Coming up next

  • Campus webinars have begun and additional training resources are being developed.
  • Pre-testing of campus Analytics reports to ensure seamless reporting.
  • Ongoing improvement of process integration with UArizona eDisclosure and eIRB systems.
  • UAR will be unavailable from 5pm Thursday

Announcement Archive

Link: Tuesday, December 21, 2021

The UAccess Research system will be unavailable for proposal routing from 5 p.m., Friday, Jan. 14 to 8 a.m., Tuesday, Jan. 25, 2022 while we move from a locally hosted platform to a cloud-based platform. For an overview of the coming changes, please watch the video below from Sangita Pawar, Research, Innovation & Impact’s Vice President for Operations.

For details on timelines, proposal submission during the changeover, and training opportunities, visit the UAccess Research Update website. An additional resource page with user guides and on-demand video tutorials will be made available in early January. 

As always, please check with your individual department and college Research Administration team for additional guidance and support.

Thank you for your patience and support.​​

Link: Friday, October 29, 2021

Get to Know the New Kuali Research SaaS

New Features, Training, and Office Hours - January 2022   

The UAccess Research System (Kuali Research under the hood) will be updated to Kuali Research Software-as-a-Service on January 25, 2022. You will find below an overview of the new features and training opportunities available to you.

New Features

  • Immediate updates: The University will receive security updates and improved system functionality in real time. 
  • No more VPN: Say goodbye to your VPN woes. You will be able to log in with your UA NetID, password, and NetID+ authentication without having to connect through VPN. Great for those places where VPN access might be blocked.
  • Fewer routing stops: Lead unit pre-approval will no longer be required. Proposals will route simultaneously and immediately to investigators and department approvers. 
  • Search everything: Search functionality just got a whole lot better. Don’t worry about knowing the correct field for your search term to achieve the best results. The dynamic Search Records feature scours all available fields for your specified words or numbers.
  • Convenient dashboard: The new dashboard will increase transparency by providing greater visibility to work in progress. The “proposals not yet routing” feature enables reviewers / approvers to see which proposals include them in the route path and will be routed to them in the near future, whether they are the Lead Unit or not. 

Available Training Sessions and Office Hours

Take advantage of one of many live training sessions with Sponsored Projects to become familiar with the new system look, feel, and navigation, and to understand features and processes. We’ll also hold office hours where you can bring specific questions and challenges to be addressed by our experts.

Orientation/Overview of Changes (new features, new layout/navigation)

Proposal Development (proposal creation, submission, and routing)

PI/Co-I/Key Personnel (review, approval, coordination of changes)

Department/College/Responsible Unit (review, approval, coordination of changes)

Office Hours: To register for office hours, click on the link below to see available days and times. Once registered, you will receive an email confirmation with an ical invite along with either the in-person room location or the zoom link. Our registration tool has quotas for each session and choices only appear if there is room. If all sessions in a given week are full, you will be given the option to join a waitlist.

For questions or more information, contact Shana McClelland at shana@arizona.edu.​​

Link: Wednesday, October 27, 2021

Proposal Routing Timeline - January 2022   

The current UAccess Research System (Kuali Research under the hood) will be updated to Kuali Research Software-as-a-Service  in January. To ensure that all proposals are routed properly during the update, please take note of the timeline:

  • Jan 14, Close of Business: All UAR proposals that have not been finalized will need to be routed to the SPS route stop.
  • Jan 20, 5 p.m.: UAR access ends and the Kuali update begins. 
  • Jan 21 – 24: SPS Preaward will be submitting electronic submissions that correspond to the fully routed and approved UARs in the corresponding systems (ASSIST, Grants.gov, Research.gov, etc). 
  • Jan 25, 8 a.m.: Kuali goes live

UAR_System_Update_Proposal_Routing_Timeline_Jan_2022.png

Calendar view of project timeline; new system goes live on January 25, 2022
Calendar view of project timeline. No UAR access as of 5:00pm January 20, 2022. Kuali goes live January 25, 2022 at 8:00am.

 

In line with University Closure timelines, any UAR document that needs to be submitted to the sponsor between Jan 18 and Jan 28, will need to route the proposal in UAR and have the proposal routed to the SPS route stop in UAR by close of business on Jan 14. 

While the systems will have a lot of similar information, the interface will be different. Any UAR proposal that has not been finalized in the current UAR system by the time it shuts down to start the Kuali update will be in a saved status in Kuali and will need to be reviewed by the initiator to comply with the new interface. After that review, it will then be placed into routing. 

A system will be in place when UAR goes offline in the event there are emergent proposals that were not able to route in UAR. More information on this process will be made available once it is finalized.

Please watch for further communications as the date of the update approaches.

For questions or more information, email sponsor@email.arizona.edu.

Campus Experience Advisors

Campus Experience Advisors are experienced hands-on users who collect and express preferences on behalf of research administration system users in their colleges. This group helps explore and test new functionality, provide the campus perspective to define campus training needs and assists with local peer-to-peer training.

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