has instituted a new grants allocation system through the use of a new
software program developed by Austin, Texas-based Lombardi Software
Inc., the company announced May 6.
Teamworks, a business process software management suite, is being used
to post the university’s post-award financial grants allocation
“The financial grants process is the life-blood of our research
business. Teamworks helps us manage it faster, gives us more visibility
and lets us be more efficient than before,” said Stewart Mixon, MUSC
chief operations officer.
MUSC depends upon financial grants as a primary means of funding its
medical research. The university manages the post award grants
allocation process in which about 3,000 requests for grant fund
distribution changes are made every quarter. Previously, this process
was entirely manual. Information had to be keyed into different
front-end and back-end systems, which resulted in significant backlogs
and delays, as well as many errors and rework efforts, according to
Mixon. Due to error rates and other contributing factors, there were
more than twice as many forms submitted in the manual process than are
processed using the Lombardi Teamworks-based process, Mixon added.
Universal Business Solutions’ (UBS) team assisted MUSC with the process
planning and implementation efforts. UBS is a Lombardi consulting and
services partner. The new Lombardi Teamworks process has helped
leverage the university’s existing legacy systems while automating and
simplifying the grants allocation process.
This new process has delivered significant benefits for the university,
enabling it to proactively catch and eliminate errors at the point of
entry, reducing the per-grant error rate from 85 percent to 90 percent
to about 2.5 percent. Through the use of Teamworks, MUSC also was able
to cut down on staff hours in the grants allocation process by 65
percent, which has allowed the university to free up several staff
full-time equivalents (FTEs) for other important tasks.
In addition, the use of Teamworks dashboards enables MUSC management to
receive key performance indicators containing real-time status
information of all of its financial grants distribution activities.
This important metric was impossible to collect prior to implementation
of the new process.
Friday, May 29, 2009