eRA Frequently Asked Questions

SaaS is an acronym for Software as a Service, a business model that allows users to access and use cloud-based applications over the internet. SaaS applications are also known as web-based software, hosted software, or on-demand software. SaaS differs from traditional software, which is purchased and installed locally on a machine. Instead, SaaS users access applications through a monthly or annual subscription. Some benefits of SaaS include:

• Scalability: New user licenses or modules can be added as needed.
• Regular updates: Features and functionality are usually updated as part of the subscription fee and available to all users immediately.
• Software maintenance: The supplier is responsible for software maintenance and functionality improvements.
• Accessibility: Users can access applications from any internet-enabled device.

When choosing new software, organizations typically follow a process that involves multiple steps or phases. Each step lays the groundwork for the significant process of implementing the new tools within the organization. In addition to standard phases, organizational engagement is key: the involvement of stakeholders across the organization throughout all phases helps to build awareness and knowledge and will ensure that all users are ready and able to take advantage of the features that will help them be successful at their work.

If you’re not using our current combination of different tools, systems, and files, this is a legitimate question. For researchers and staff who struggle to know who is involved and where research requests are in the life cycle, and how to best track and communicate across teams, the eRA system will bring tangible benefits:

• Simplified Processes: Fewer manual tasks and more efficient workflows.
• Improved Compliance: Tools to easily manage protocols, disclosures, and approvals.
• Enhanced Collaboration: A centralized platform for sharing information across teams.
• Better Reporting: Access to on-demand data and dashboards to inform decisions.
• Future-Ready Infrastructure: A system designed to grow with Notre Dame’s research enterprise.

1. Project Start-up and Planning Project management has a maxim: “Go slow to go fast.” Planning, strategy, identifying real business needs, gaining lead stakeholder buy-in, and organizational financial support are essential components of the planning phase of the project. You can’t skimp on these activities - which leads to another project management maxim: “Failure to plan = planning to fail.” Our planning activities have included engaging with researchers, staff, and administrators to understand current pain points and future requirements for managing research projects. We have presented the project to the University’s governance processes and been approved to move forward. We are currently creating the project management plan, the project schedule, the change management activities, and this website, to ensure transparent and regular communication.
2. Current State Assessment and Business Requirements Gathering With the assistance of an experienced consulting firm, we will move into evaluating existing workflows and tools, identifying gaps and areas for improvement, and documenting essential functionality (requirements) for the new system. This work is agnostic of the current tools and systems and focuses on streamlined business processes that will deliver efficiencies across workstreams. This phase will include surveys, interviews, and focus groups. And a lot of documentation!
3. RFP and Vendor Selection We develop and issue an RFP to invite vendors to propose solutions. Based on stakeholder input in Phase 2, we create a detailed list of requirements for Vendors, covering everything from compliance and data security to user-friendliness and reporting capabilities.Vendors showcase their systems through demonstrations, proving their ability to meet our requirements and must-have functionality. Throughout this phase, a selection committee evaluates their responses and makes a recommendation to the Project Sponsor.
4. Implementation Planning Once a vendor is selected and a contract negotiated, another significant planning phase begins. During this phase, Notre Dame works with the vendor to develop a manageable schedule and estimation of effort, along with technical details of the implementation plan. This phase is a necessary step to ensure that the project is appropriately staffed and that everyone involved understands the expectations for the implementation process.
5. Implementation The implementation phase of a software project is the stage where the designed software is actively built for us, translating the project's specifications into a functional system, including the development of individual modules, their integration, and thorough testing to ensure it meets the defined requirements. It is the "hands-on" phase where the software is brought to life and ready for deployment. Throughout implementation, there are other activities, most importantly, training. Our users and stakeholders are informed and engaged in understanding the new system as it is being built, and key subject matter experts are helping us to develop a comprehensive training program that will ensure our teams have both the knowledge and the ability to do their jobs in the new system.
6. Deployment Although Deployment is probably the shortest phase, it is arguably also the most important. Timing of the components of this phase are critical because of the need to continue the business operations of the division while moving data, connecting integrated systems, training staff in the new work, and ensuring that nothing breaks. This is also an exciting and stressful time for everyone which requires patience, perseverance, and party planning. The end of the deployment phase always includes a celebration—time to step back and reflect on our work together.