Cayuse 424 and Cayuse SP CASE STUDY

Whitehead Institute for Biomedical Research finds a perfect fit in the Evisions Research Suite

Challenge

Whitehead Institute (Whitehead) is a small, non-profit independent research institute affiliated with, but fiscally independent from, The Institute of Technology (MIT). The relationship between the two is very close, with Whitehead’s 19 faculty Institution Information: members all holding positions within MIT’s prestigious biology department. Main Location: Cambridge, MA

Whitehead had been using Coeus, a grants management solution developed by MIT Type: Non-profit research institution and used by many other institutions across the country. Because of Whitehead’s smaller University Affiliate: Massachusetts Institute of Technology size and single-layer internal processes, Coeus was not utilized to its maximum capacity, Campuses: 1 but served Whitehead well as a database. Whitehead had an in-house team that was responsible for Coeus upgrades and testing, but because of turnover, institutional Faculty/Staff: 17 knowledge of the system was lost. Whitehead had to rely on consultants to perform Research Areas: Biomedical research in the areas of cancer, , developmental biology, further upgrades and provide training to meet Whitehead’s needs. stem cells, , and regenerative medicine.

Founded: 1982 Solution Note: Papers published by Whitehead scientists have had more impact in molecular biology A few years ago, MIT migrated Coeus to the Kuali Foundation, so Whitehead began and genetics than those from any other leading research university or life sciences institute in the to explore other options to manage its proposals and awards. A few of the research United States, based on citations per publication. administration solutions it looked into were, like Coeus, designed for larger, multi- Website: wi.mit.edu site institutions and the price tag of these solutions was cost-prohibitive. Whitehead explored the Evisions Research Suite, which was designed to scale to any institution size, with licensing fees to match, and then became one of the first institutions to implement both Cayuse 424 and Cayuse SP. Working collaboratively with Whitehead’s outstanding IT team, the implementation specialists at Evisions installed the suite, which The Evisions team was exceptionally also included some complex scripts and custom development to migrate Whitehead’s “responsive during our configuration phase. existing data into the new system. It was wonderful to watch our feedback being incorporated into the application before we Once the solution was implemented and had a soft launch in March 2014, Whitehead even went live. saw a significant improvement in its grant preparation process. At Whitehead, the ” Andy Nutter-Upham Sr. Programmer/Analyst research labs each have Administrative Lab Managers (ALMs) who work with the PIs

www.evisions.com/research Case Study: Whitehead Institute for Biomedical Research

Solution (cont.) to prepare and submit proposals. The ALMs have found the system to be intuitive and During our implementation phase, easy-to-use, no matter the level of expertise. An important advantage of the suite has “[the Evisions team] was very helpful and been the reduction of errors in the grant preparation process. Cayuse 424 analyzes each responsible, always trying [their] best to answer our questions and provide us proposal as it is prepared and checks for any errors that would prevent the proposal customized solutions to meet our unique from being submitted successfully. This allows ALMs to catch mistakes and warnings business needs regarding proposal and before they submit their proposals, saving them the hassle of having to resubmit later. award budgets. Additionally, because Whitehead used to rely heavily on a paper system, staff would ” Ning Zhuang occasionally make errors during data entry. Now that the ALMs can input information Manager, Data Warehouse by themselves, and the proposal is routed through the approval process electronically, the number of data entry errors has gone down dramatically. It felt like we were flying blind a little bit because we were one of the early adopters Switching from a research system that offered more than what Whitehead needed, to “ of Cayuse SP. It was a leap of faith on our the Evisions Research Suite has proved to be a very positive experience for the Institute. part. But we have a fantastic in-house IT Cayuse 424 and Cayuse SP have streamlined proposal processes and saved Whitehead a group, and there was a great collaboration significant amount of time and money, allowing the Institute to provide a better service between our institution and Evisions. We’re to the Whitehead community more economically. very happy with our decision.

”Carla DeMaria Director of Intellectual Property and Sponsored Programs

About Cayuse 424 Prepare, review, approve and submit grant proposals with the industry’s most cost-effective web-based solution. Cayuse 424 is the choice of organizations of all sizes and has proven to help accelerate proposal development with a 99% first-time submission success rate. Reduce pre- award overhead and improve the quality and accuracy of sponsored funding proposals with Cayuse 424.

About Cayuse SP Cayuse SP is designed to handle the business side of research-sponsored projects—from proposal creation to award close-out—providing a complete view of an institution’s entire research portfolio. Gain transparency with the ability to manage proposals, certifications and submissions, plus monitor and track activity and compliance throughout the life cycle of projects and awards. With cradle-to-grave management, users gain flexibility and control over the pre-award and post-award life cycle in their sponsored projects operations.

About Cayuse IRB Cayuse IRB is an easy-to-use solution that provides insight into the entire protocol creation, review and submission process. Staff members can easily manage initial submissions, modifications, reportable events and continuing reviews all in one place. Designed by research compliance specialists, along with development partners from leading research organizations, Cayuse IRB offers a comprehensive set of features in support of IRB requirements.

For more information about Evisions Research Suite, please visit: www.evisions.com/research

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