The University of Wyoming (UW) has used InfoEd as its research administration system since 2009. Since then, electronic research administration (eRA) systems like InfoEd, have evolved greatly and UW’s internal systems have also changed. In 2017, UW implemented a new cloud-based financial system, a human capital management system, and an effort reporting system. These system changes led to ORED’s recommendation of issuing a request for proposals (RFP) for eRA vendor evaluation and competition. In March 2021, the University released a request for proposals to solicit vendors for eRA system for campus. Of the proposals received, three were selected for final interviews. A UW selection team included representation from the Office of Research and Economic Development (ORED) Pre-Award and Compliance units; the Office of Sponsored Programs; PIs; a Departmental Administrator; and Faculty Senate. This committee selected Cayuse due to the quality and ease of use of their product and their customer service record. Cayuse serves over 500 universities in the US and abroad and has the largest market share of the top three eRA vendors. Here is a link to the Cayuse, LLC website: https://cayuse.com/about/.
UW will be branding the new eRA system with its own unique name, ROAMWyo (Research Organization, Administration, and Management ). Our eRA system vendor is Cayuse, but the system will be known as ROAMWyo.
ROAMWyo will streamline and improve the management of the grant life cycle. In addition, it will reduce administrative burden, improve collaboration between researchers and administrators, mitigate compliance risks, and increase efficiency. Five applications will be implemented for this platform: Proposals, Sponsored Projects, Animal Oversight, Human Ethics, and Outside Interests.
ROAMWyo Transition Enters Blackout PeriodDear University Community, The ROAMWyo Sponsored Projects Implementation team has officially entered the blackout window for both Research Services (Pre-Award) and the Office of Sponsored Programs (Post-Award). Unfortunately, during this period, we will not be able to process new awards or modifications until the legacy data is converted to the new system. We anticipate being able to process new awards and modifications starting the week of April 24. InfoEd will be decommissioned and read-only access will be available to campus through May 31, 2023. We understand that this blackout period will be inconvenient. As such, we want to provide some recommended practices for processing transactions between now and April 24 on sponsored projects in which there is not already an established WyoCloud project number for the award. We would strongly encourage units to use one (1) singular designated account to handle sponsored project expenditures during the blackout window. This will simplify the task of identifying charges that need to be moved if they are all contained to a single designated account. In addition, the use of a designated fund source will drastically reduce fiscal year-end complications. We understand and are aware that there could be an increase in expenditure corrections due to the blackout window. The legacy data conversion blackout window will be an acceptable justification for expenditure corrections made within 90 days after the blackout period. If you have more than ten (10) transactions that need to be transferred, please reach out to your OSP Specialist, as there is a streamlined process that they can assist with. This implementation continues to be a major undertaking with many moving parts. The Research and 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 the ROAMWyo Sponsored Projects module will be provided by the Research Services (Pre-Award) team prior to campus rollout, and announcements will be coming in the near future. We appreciate all 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
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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
ERA systems have evolved greatly since UW purchased InfoEd in 2009. UW’s internal systems have also evolved over that time. In 2017 UW implemented a new cloud-based financial system, a human capital management system, and an effort reporting system. ORED wanted to ensure that the eRA system used by campus was a system that best fit the needs of the institution.
No, access to ROAMWyo will be managed by ORED in collaboration with the Application Security Office.
For questions regarding ROAMWyo please contact our eRA Executive Business Analyst, Ashlee Kupilik, at 307-766-5350 or roamwyo@uwyo.edu
ROAMWyo can be accessed like many other UW programs, with Single Sign On (SSO).
Yes. All faculty and animal protocol submitters will be required to submit a protocol through the new system once it is officially launched. Paper/emailed protocols, renewals, or amendments will not be reviewed or approved. IACUC reviewers are required to review animal use protocols within the new system.
Extensive and comprehensive training will be available to all University of Wyoming faculty and staff impacted by the new system. Departments will also have champion trainers if one determines they need more training. Training schedules will be announced soon.
