Announcements

ROAMWYo Sponsored Projects Implementation

Dear University Community,

The Sponsored Projects ROAMWyo Implementation team has been actively working on the implementation of this module and is in the midst of award legacy data conversion. As we inch closer to loading award legacy data in ROAMWyo, we want to make campus aware of the legacy data conversion process that will impact campus.

In the process of converting the award legacy data to ROAMWyo, InfoEd will be shut down. Read-only access will be available through May 31, 2023. New awards and modifications will not be processed for a period of time while we transition to the new system. We are currently anticipating a three-week blackout window (estimated from April 3 through April 21) in which the Research Services team and the Office of Sponsored Programs will not be able to set up new awards or process modifications to existing awards.

As such, we would like to encourage campus to help in processing pending award setups and modifications by:

Completing greensheets for any pending proposals or awards as soon as possible.
If needed, request Pre-Award Spending to have an account set up in advance of the fully executed award. Instructions can be found Please note that greensheets still need to be completed before a Pre-Award Spending account can be established.

Please be aware that there will be a change in award/project numbers. ROAMWyo award numbers will appear as 2 digits for the year followed by ROAMWyo Project Number then ROAMWyo Award Number. For example, 23-0132-A0001. In WyoCloud, project/award numbers will appear with no dashes. For example, 230132A0001. Legacy data that is converted to the new system will be assigned a ROAMWyo Award number; however, the old InfoEd Project Number will be available on the award form to connect to WyoCloud. For existing awards, the award/project number in WyoCloud will not change.

This implementation continues to be a significant undertaking, with many moving parts. The Research & Economic Development Division and the Office of Sponsored Programs are committed to making the transition from our current processes to the ROAMWyo system as smooth as possible. End user training for Sponsored Projects ROAMWyo module will be provided by the Research Services team prior to campus rollout, and announcements will be coming in the near future.

We appreciate your support and look forward to continuing to improve the research administration processes here at the University of Wyoming. If you have any questions, please feel free to contact Ashlee Kupilik at ROAMWyo@uwyo.edu.

Regards,

The Sponsored Projects ROAMWyo Implementation Team

The Research & Economic Development Division (REDD) is excited to announce that we are participating in a Federal Demonstration Partnership (FDP) pilot on NIH Data Management and Sharing Plan (DMSP) Templates. On January 25, 2023 the new NIH policy for Data Management and Sharing became effective. This new policy requires a DSMP for ALL new and competing NIH proposals and renewals.

This FDP pilot aims to:

Generate greater consistency in DMSP requirements across NIH ICs and programs, and
Mitigate the administrative burden for researchers associated with DMSP development and implementation.

The first phase of the pilot is testing the effectiveness and usability of two (2) DMSP templates developed in collaboration with NIH. The second phase will establish common cost principles, identify the types of costs required and determine how to identify additional/unforeseen costs that may be required to meet the spirit of the data sharing policy.

The pilot will start on March 1, 2023, and run through February 29, 2024. Since UW is participating in this pilot, REDD is strongly encouraging Investigators use the FDP pilot templates in preparing their NIH proposals. REDD will be providing quarterly metrics to the FDP Pilot Working Group on NIH proposals submitted and the template version used. In addition, they will be gathering feedback from Investigators on their experience with the templates via a Qualtrics questionnaire.

There are two templates available for UW Investigators to use:

Version One (1): is a prescriptive template designed to limit the need for free text entry (PDF).
Version Two (2): aims to provide detailed prompts as well as more options to include free text responses, as necessary (WORD).

REDD is very excited to participate in this pilot and to provide templates to assist investigators in the preparation of their NIH proposals. Please contact Farrell Rapp, Director of Research Services with any questions. Additional information and resources on Data Management Plans can be found here.

FDP is a cooperative initiative among 10 federal agencies and 217 institutional recipients of federal funds. Its purpose is to reduce the administrative burdens associated with research grants and contracts.

greensheet announcement

Update on ROAMWyo Implementation

Dear University Research Community,

As you may recall, the Research and Economic Development Division has been working actively on a major development project to streamline and improve the management of the grant life cycle at the University of Wyoming by implementing a new electronic Research Administration (eRA) System, ROAMWyo. The goals of this implementation are: to streamline and reduce administrative burden, improve collaboration between researchers and administrators, mitigate compliance risks, and increase efficiency. Five applications were purchased from Cayuse: Proposals, Sponsored Projects, Animal Oversight, Human Ethics, and Outside Interests. Implementation is ongoing for Proposals, Sponsored Projects, and Animal Oversight. We will be embarking on Human Ethics and Outside Interests implementation in the near future. We wanted to provide campus with some updates on where we are at in regards to this implementation.

ROAMWyo Sponsored Projects/Proposals

Overview: The ROAMWyo Proposals and Sponsored Projects applications will allow PIs to prepare proposals for internal routing and review. ROAMWyo will provide researchers a dashboard that gives an overview of proposal progress and awards. ROAMWyo allows direct system-to-system submission capabilities with Grants.gov, which ensures proposal accuracy with real-time error validations.

What Have We Completed So Far
1. Developed the proposal, subaward, and award forms so that the forms are consistent with UW policies and processes and enhance our reporting and metric capabilities.
2. Cleaned up the current external organizations list so that the data is clean and consistent for the new system to the extent possible.
3. Assembled a project steering committee comprised of PIs from various departments and a staff member to test the ROAMWyo Sponsored Projects system and provide feedback through a survey and additional comments. We are reviewing the feedback to strengthen our training plan and applying suggestions, as necessary.
What Are We Working On Now
1. Analyzing our current processes and looking for any areas to improve and streamline within the ROAMWyo system.
2. Developing documentation for faculty and staff to utilize during training.
3. Developing a training schedule for all end users.
4. Continuing to develop an integration between ROAMWyo and WyoCloud to ensure applicable data elements will transfer smoothly between systems.
5. Award Legacy Data Conversion.

ROAMWyo Animal Oversight

Overview: The Animal Oversight application will assist with IACUC compliance by streamlining the protocol review and approval process. In addition, a dashboard will be available to researchers, which will display the status of their protocols.

What Have We Completed So Far
1. Built out the Animal Use Protocol (AUP) form.
2. Transferred legacy data, known as “Shell Protocols” in the system. PIs will have to update the details on their protocols during the annual or DeNovo update (whichever comes first).
3. Assembled a project steering committee comprised of PIs from various departments to test the ROAMWyo Animals Oversight module and provide feedback through a survey and additional comments. We analyzed the feedback and applied some suggestions to the form content. We found areas that would be addressed in training.
What Are We Working on Now
1. Developing documentation for faculty and staff to utilize during training.
2. Finalizing a training plan (Dates are TBD but will be announced very soon).

As you can imagine, this implementation has been and continues to be a significant undertaking with many moving parts. The Research and Economic Development Division is committed to making the transition from our current processes to the ROAMWyo system as smooth as possible. End-user training for each application will be provided prior to launching these applications.

We appreciate your support and look forward to continuing to improve research administration processes here at the University of Wyoming. If you have any questions, please feel free to contact Ashlee Kupilik at ROAMWyo@uwyo.edu.

Regards,
The ROAMWyo Implementation Team

Contact Us

Office for Research & Economic Development

Dept. 3355, 1000 E. University Avenue

Old Main Room 308

Laramie, WY 82071

Phone: (307) 766-5353

Fax: (307) 766-2608