From paper-based processes to homegrown solutions, the status quo can be far more detrimental to research organizations than they may realize. As sponsored research continues on a fast-growing trajectory, institutions must adapt to stay ahead.
Here are just a few of the costs associated with letting your technology solutions lag:
- Inability to scale. Outdated and inefficient processes and systems can’t support high growth and are challenging to maintain. They also may be difficult, if not impossible, to integrate with newer, more advanced systems, creating additional silos within the team.
- Risk of noncompliance. Managing compliance manually or using outdated systems creates unnecessary noncompliance risks that can, at best, delay proposals, and at worst lead to significant legal ramifications.
- Decreased job satisfaction. When left to rely on outdated processes and siloed systems, employees often experience increased burnout and dissatisfaction. Over time, this can lead to quality issues, communication barriers, and turnover.
- Communication breakdowns. If communication channels are restricted to older platforms that don’t integrate or “speak” to other systems, your team may be left waiting for answers instead of moving projects forward.
- Security risks. Outdated technology isn’t supported by the best digital security features, creating points of vulnerability and risk within your infrastructure.
- Information and workflow silos. When your data and research documentation are housed in different systems that don’t talk to each other, it can lead to redundant or conflicting documentation and information, reducing your teams’ ability to collaborate effectively.
With risks this significant, how can integrated technologies meet these challenges?
How integrated technology is the key to positive outcomes
Technology integrations enable systems to “talk” to one another through a seamless communication channel. According to Sydney Palmer, Associate Director of Customer Delivery at Cayuse, “One of the primary elements of the integration process is discovery — determining exactly what needs to be passed along and in what format. The next step is to determine the action needed to develop a tool that massages the data and facilitates the integration, eliminating the human effort associated with the data transfer.”
A truly integrated solution will create a centralized hub for communication and collaboration, data storage and management, and streamlined workflows.
Here are a few real-life examples of the benefits leading research organizations saw when they implemented Cayuse’s integrated research suite:
Improve scalability. Technology can automate workflows and set research teams up for accelerated growth. According to Jill Borland, Director of Sponsored Projects Services at Chapman University, “Before Cayuse, we were using spreadsheets and printing out PDFs. With our research growth, there’s no way we could maintain that. Cayuse is cutting our proposal preparation time in half.”
Simplify processes. Nada Messaikeh, Associate Provost for Research Administration at NYU Abu Dhabi, reported, “With Cayuse, our internal proposals review time is cut in half. What used to take three months to review with hundreds of email communications now takes only six weeks.”
Boost collaboration and communication. With the right software and technology platform, research teams can access all their data in one place, get real-time reports, and communicate and collaborate more effectively. Projects are customizable based on the team’s needs.
Support compliance. According to Lorraine Bell, Training Program Manager at the University of Colorado Anschutz Medical Campus, “Previously, animal ordering compliance was on the honor system. We couldn’t be proactive. Cayuse has completely enabled us to be ahead of regulatory compliance. We’re proactive instead of reactive.”
Break down silos. On-premise and homegrown solutions not only are expensive, but also tend to silo information and reduce visibility. With an integrated solution, institutions can connect disparate systems and processes, creating a centralized data hub that allows leaders to see what’s happening at any point in a project’s life and funding cycles.
Reduce employee burnout. By reducing the administrative burden on teams, overall job satisfaction improves, burnout is minimized or eliminated, and retention is strengthened. Shared tools help create a culture of collaboration and support, rather than exhaustion and conflict. When employees can rely on automated solutions to do their busy work, they can focus on more strategic and satisfying projects.
Transitioning to integrated technology
For many institutions, the benefits of technology are clear, but the path to integration and implementation feels daunting. With the right solution and support, research teams can easily transition to an integrated environment that supports greater collaboration, increased data visibility and transparency, and improved outcomes.
Cayuse is purpose-built for research organizations. We know implementing a new solution can be overwhelming, which is why we partner with our customers along the journey to ensure 100% on-time implementations and go-live rates.
The team at Rocky Mountain University of Health Professions (RMUoHP) gained greater control and flexibility over their processes by transitioning to Cayuse’s integrated research suite. “With Cayuse, we own the process and experience more. We can make changes immediately and continue to refine our submission forms, as needed. For example, when we found an error in the display logic, we were able to fix it in 10 minutes,” shared Darcy Hammar, Director of the Human Research Protection Program (HRPP) at RMUoHP. “I’m finding the review of submissions faster and completion of revisions much easier,” Darcy added.
The Cayuse research suite helps research administration teams improve workflows, support employees, and boost revenue generation and ROI. The integrated solutions support teams across the research lifecycle, including pre-award, post-award, risk management, resource management, research outcomes, and researcher success.
