Research paperwork goes online
ConRAD, Concordia’s new digital system for managing research grant, agreement, and compliance applications, is about to go online for the university’s research community.
“The administrative side has been using the ConRAD system since September,” says Nichole Austin, data analyst and project coordinator in the Office of Research (OOR). “So now we’re just rolling out the other half, which is the research portal.”
The ConRAD system relies on a software platform called Romeo, designed specifically for Canadian universities by Process Pathways. Romeo is used by a number of institutions across Canada, and the company has worked extensively with the OOR and Concordia’s Instructional and Information Technology Services (IITS) to customize it for use at Concordia.
Justin Powlowski, director of the Office of Research, explains that the new online system offers many advantages to both administrative staff and researchers, beyond just saving a lot of paper.
“ConRAD provides a fast and simple way to complete, submit, and track internal forms electronically,” he says. “Furthermore, it consolidates information about all of our research funding. That will greatly simplify the process of generating reports for whoever needs them, as well as allowing us to better understand our research funding profile for planning purposes. ”
Beginning February 15, members of the research community will be able to log in to their ConRAD research portals via a link on the MyConcordia portal and fill out research grant applications and other related forms online. Researchers will also be able to view all of their previous and ongoing research activity, including awards, agreements, and any compliance certifications they hold.
“They’ll have the option to see and do everything completely online,” Austin says. “The existing paper forms will still exist until further notice, but we’re definitely going to be encouraging people to use the electronic system.”
Austin says she’s sure that once members of Concordia’s research community familiarize themselves with the ConRAD system, most will be happy to incorporate it into their processes. She says feedback from a small test group has been resoundingly positive.
Prior to the arrival of ConRAD, grant applications were sent to various administrators for signatures, and then the data would have to re-entered electronically by administrative staff within the OOR. “There was a whole chain of actions associated with each form,” Austin says. “Now that it’s electronic, we’re estimating that a researcher could fill out a Grant Submission Form, for example, in about 10 minutes or less. Then it’ll be electronically routed for all those signatures … The form is good to go as soon as you click ‘submit.’ ” Even if the researcher is required to take further action, an email can be sent to the person through the ConRAD system.
The OOR decided to activate the new ConRAD system in the spring to allow time for Concordia’s research community to learn how to use it before the busiest season for grant applications begins in September. “We wanted people to be familiar with the system already, so that they’re not logging in for the first time when their grant application is due in a week,” Austin says.
The OOR’s administrative staff began using the ConRAD system last fall, and Austin says everyone in the office is comfortable with it. As well, since most of the online forms on the system mimic their paper predecessors, the administrative staff is predicting that the research community shouldn’t have much trouble navigating through them.
Related links:
• Office of Research
• MyConcordia portal