Digital Tools for Research & Development, Interoffice

Communication and Collaboration

Quyen Wickham, OU Geeta Dutta, WSU

Jeff Agnoli, Ohio State

Overview

1.

1. Contact Relationship Management (CRM)

2. Document Management

3. Interoffice Communication/Collaboration

4. Faculty Communication/Collaboration

5. Questions/Discussion

Contact Relationship Management (CRM)

CRM: An Address Book on steroids o Everything a Contact List has, plus...

o capture meeting notes

o capture email correspondence

o link activities

o link contracts

o share

OU: Contact Relationship Management

Criteria:

1. Access to the same tracking file by all center staff.

2. Accessible anywhere. Can update from anywhere.

3. The faculty information needs to be secure.

4. Center staff need to be able to include emails.

5. Center staff need to include documents.

6. The tracking system needs to include all faculty data.

7. Allows private notes.

8. Tracking relationships through proposals or grants.

9. Easy to use.

Final decision: www.highrisehq.com

OU: Contact Relationship Management

• Overview of all

user activities

• Sortable by user

• Search contacts

Or within notes

OU: Contact Relationship Management

• Contact view

• Text notes, upload

Docs, attach emails

• Provides basic

• Contact info

OU: Contact Relationship Management

• Edit contacts

• Company as dept

• User defined fields

OU: Contact Relationship Management

• Cases as faculty

groups

OU: Contact Relationship Management

• Deals as proposal

efforts

OU: Contact Relationship Management

• Sort by departments

• Tags

Ohio State:

The Advancement System (TAS)

• Tracks all interactions from individuals, foundations, and corporations.

• Tracks revenue and recognition

• Records funding requests and awards

• Generates notices (interaction reports) to development staff and partners

• Includes records on all faculty, staff, students, alums, donors, and industry partners

Document Management

• Organizing Documents

• Searching

• Sharing within office

• Sharing outside the office

WSU Document Management

Best tool so far for management of large proposals

• Dropbox o Pros

easy to share outside of network

folder structure

o Cons

control

security

OU: Document Management

Sharepoint: Proposal Library

• Pros: o Easy to include metadata (see examples)

o Very secure (all onsite data storage)

• Cons o High learning curve

o Takes time to set up

o Administrative training highly recommended

o Limited usability outside of MS Windows

OU: Document Management

OU: Document Management

OU: Document Management

Inter/Intraoffice Collaboration

• Communication: Efficiency and Efficacy

• Sharing Documents

• Teamwork

WSU Inter/Intraoffice Collaboration

One Note (MS Office tool)

• Pros o store templates/emails/other docs

o use as a notebook (write, draw, etc. too)

o easy to share (entire notebook or specific tabs)

• Cons o remember to setup permissions

WSU Inter/Intraoffice Collaboration

OneNote

OU: Interoffice Communication/Collaboration

Google Drive

• Set up with center email

• Share folders with all staff (req. Google acct)

• Real-time co-editing of Google Apps

• Store docx, PDFs, etc.

• iPad accessible

OU: Interoffice Communication/Collaboration

Offline access

Faculty Communication/Collaboration

• Getting information out to faculty

• Collaboration with faculty

OU: Faculty Communication/Collaboration

Ohio State: Faculty

Communication/Collaborations Social Media Tools

• CarmenWiki (public and secure options)

o https://carmenwiki.osu.edu

• Listservs, RSS Feeds, Google Alerts, Twitter, and Facebook

• Funding Blog

o http://library.osu.edu/blogs/research-funding/

Questions/Discussion

J Quyen Wickham University of Oklahoma

Center for Research Program Development and Enrichment

qwickham@ou.edu

http://crpde.ou.edu

Geeta Dutta Washington State University

Office of Grant and Research Development (OGRD)

geeta.dutta@wsu.edu

Jeff Agnoli The Ohio State University

Office of the Vice President for Research

agnoli.1@osu.edu