Oklahoma State University’s successful deployment of Cayuse Sponsored Projects marked a significant milestone in their research administration evolution. Christine Johnson, Associate Vice President of Research at OSU, joined the 2023 Connect conference to discuss the school’s implementation journey and provide advice for teams just starting the implementation process.
In this recap of their presentation, we’ll explore the strategies and insights behind their successful implementation, offering a more comprehensive guide for institutions aiming to replicate their success.
An introduction to Oklahoma State University
As a Carnegie R1 Land Grant University, OSU boasts a strong commitment to research, with over $200 million in annual research expenditures. The university’s community encompasses around 1,000 faculty members and 25,000 students, creating a vibrant and diverse academic atmosphere.
Known as the Oklahoma State Cowboys, the university prides itself on its robust spirit, embodied in its mascot, Pistol Pete. This spirit is echoed in the campus motto, “Go Pokes,” reflecting a culture of enthusiasm and determination. OSU’s alumni network includes country music star Garth Brooks and business magnate T. Boone Pickens, highlighting the university’s broad impact.
The research administration at OSU is decentralized, comprising around 45 specialized staff dispersed across ten buildings, each focusing on various aspects of the sponsored programs.
The road to Cayuse
OSU’s journey to Cayuse was anything but straightforward. The university experienced four unsuccessful attempts over 15 years with different systems. These attempts ranged from off-the-shelf products to custom-built solutions by their IT staff, each failing to launch or falling short of the university’s complex needs.
As at many research institutions, the onset of COVID-19 was a turning point. The switch from paper to PDF for routing and review during this period underlined the necessity for a more robust, efficient online system.
The final pivot to Cayuse Sponsored Projects came after a product demonstration at the Cayuse Connect Conference in 2022. The latest version of our Sponsored Projects software promised the features and flexibility that OSU required, so they decided to make the leap.
Tips for successful implementation
#1: Choose your team wisely
The implementation team at OSU was meticulously chosen, emphasizing individuals who were not only receptive to change but could also champion the new system. Representation from all relevant departments, including Sponsored Programs personnel, IT unit members, and central university research staff, was crucial for a holistic approach. Knowing the “game plan,” including the detailed project timeline and action steps, was also a critical component of OSU’s success.
#2: Get buy-in from stakeholders
Early establishment of common goals and principles helped in aligning the diverse team members toward a unified vision, significantly reducing stress and anxiety. The decentralized nature of OSU was used as an advantage, ensuring broad-based involvement and input from various campus units.
#3: Make key decisions about people
Decisions were always made with the staff and faculty’s workload in mind, avoiding additional burdens. The system’s advantages were communicated in terms of how it would facilitate faculty research, thereby contributing to the university’s overall research goals.
#4: Provide resources and share information
The implementation team developed a well-planned communication approach in collaboration with the central marketing and communications office. A variety of training sessions and materials were made available, including user guides and quick reference sheets, ensuring that everyone from faculty to administration was well-equipped to use the new system.
#5: Plan your campus rollout
OSU’s phased rollout allowed for adjustments based on initial feedback and experiences. The implementation process included moments of celebration and recognition, fostering a positive atmosphere and reinforcing the team’s commitment. The team ensured sufficient flexibility to adapt on the fly based on weekly successes and challenges.
Outcomes and benefits
- Improved communication: OSU has seen stronger interdepartmental relationships and an improved culture of open communication.
- Positive workplace culture: The successful rollout cultivated a sense of unity and camaraderie among staff and faculty.
- Efficiency and effectiveness: Cayuse helped to streamline administrative processes, leading to more effective management of research projects and funding.
OSU’s journey with Cayuse Sponsored Projects exemplifies the power of careful planning, strategic team composition, comprehensive stakeholder engagement, and the willingness to adapt. Their story serves as an inspiration and a practical guide for other research institutions looking to revolutionize their research administration.
