Open Proposals: Collaborative Space for Research Community

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CTSA Toolshop Presentation on crowdsourcing ideas and proposal development at biomedical institution. Insights from 5 years of practicing. Open Proposals Collaboation Tool

Transcript of Open Proposals: Collaborative Space for Research Community

  • Open Proposals: A Pre-Competitive Interactive Space for Research Community Oksana Gologorskaya, M.Sc. Product Manager, Virtual Home Program, Clinical and Translational Science Institute, University of California, San Francisco
  • Learning Objectives Crowdsourcing ideas and proposal development at biomedical institution Insights from 5 years of practicing Open Proposals Tool Demo Invitation to collaborate
  • Harvesting Ideas in Academia Request for Proposals
  • RFP Timeline
  • Imagine a friendly community
  • Add social phase to the process
  • What is different? Proposal Ideas are shared with community before they are submitted Everyone knows what everyone else is proposing Anyone in community can comment on the ideas Valuable contributors can join proposal teams Proposal teams can merge
  • Open Proposal Process Share Online Discuss & Improve Submit for Review See Everyones Results
  • First Open Forum 18 ideas 41 comments
  • First Open Forum: Implementation Section on existing Drupal website Simple features: Post ideas Comment Vote Anonymous participation ok
  • 2009 UCSF CTSI Grant Renewal High stakes: ideas for $112 M grant 53 ideas 47 comments We got the grant!
  • Practical Insight 1: Starting Conditions Collaborative audience Non-$ motivations to participate Support from the top
  • UCSF CTSI Pilot Awards 2012 28 ideas 292 comments
  • Participation Increased. Why? 18 27 53 19 28 41 39 47 6 290 2009 2009 2009 2010 2012 Open Forums Participation 2009-2012 Proposals Comments
  • Behaviors Observed: Proposals improved Connections made between participants Proposals withdrawn
  • Practical Insight 2: Process Matters 18 27 53 19 28 41 39 47 6 290 1 2 3 4 5 Open Forums Participation 2009-2012 Proposals Comments Design process to encourage participation Manage the audience
  • First Non-CTSI Challenge 2012 UCSF IT Innovation Contest Target Audience: All Staff & Faculty Competing against other solutions
  • Solutions Considered Email Salesforce Chatter Open Proposals
  • UCSF Open Proposals Tool Custom Branding for Opportunity Sponsor
  • UCSF Open Proposals Tool Standalone, easy to use space for discussions
  • UCSF Open Proposals Tool Transparent & efficient process
  • Open Proposals Provided: Transparent & efficient process Standalone space for discussions Easy to use Custom branding for sponsor
  • IT Contest 2012 - Results 48 proposals, 5 awarded 73 people posted 216 comments Withdrawn/merged proposals: 1 517 unique visitors in active phases
  • A Hard Learning Department of Medicine Funding Patient Cohorts 2012 Funding to allocate: $200,000 Target audience: DOM Faculty (~620) Collaborative opportunity: reusing patient cohorts
  • DOM Funding Patient Cohorts 2012 - Results 14 proposals, 2 awarded 30 people posted 66 comments Withdrawn proposals: 1 431 unique visitors in active phases
  • Surprising Feedback Opportunity Sponsors: We wont use it again End Users: Overall experience: 2-dissatisfied / 6 neutral / 7 - satisfied Proposal impact: 2- improved / 7 no change / 2- worsened Team impact: 2- added team members
  • Practical Insight 3: Supportive Sponsor, Engaged Community Make sure the audience understands the process (no, it is not a popularity contest) Early ideas have more room for feedback than fully baked proposals The audience will not engage without Sponsors support
  • Other types of opportunities that benefited from OP Building Community to Revamp Medical Schools curriculum Department Strategic Planning Administrative Process Improvements
  • UCSF Open Proposals Tool Standalone Drupal Website Integrated with UCSF Single Sign On Optional IP restricted access Linked with UCSF Profiles
  • UCSF Open Proposals UI
  • 1 3 2 5 4 6 7 8 9 10 11 UI: Forum Space 1. Sponsor branding 2. Opportunity title/subtitle 3. Intro text opp. description 4. Opportunity timeline 5. Proposals main feed 6. Forum menu 7. My Proposals shortcut 8. Topic filter 9. Activity feeds 10.Footer menu 11.Search
  • 1 3 2 4 UI: Proposal Page 1.Proposal title 2.Proposal view tabs 3.Proposal info 4.Proposal body
  • 1 3 2 4 UI: Adding Proposal 1.Instructions / format requirements 2.Title (required) 3.Taxonomy fields 4.Primary author if proposal is submitted for someone else
  • 5 7 6 8 UI: Adding Proposal 5. Proposal body 6. Multi-file attachments 7. Single file attachment 8. Post (submit) button 9. Preview button 9
  • Automation: Updates and Subscriptions Proposal authors and commenters are automatically subscribed to the updates on their proposal Forum visitors can Follow the forum or its selected proposals
  • Key Ingredients for Success Process Tool Engaged Community Supportive Sponsor
  • Challenges How to engage community? Intrinsic vs. extrinsic motivation for community reviewers Community balance Narrow enough to remain relevant and collaborative Wide enough to provide valuable input
  • Benefits of Open Proposals Open, transparent process Collaborative space Efficiency Better teams Better proposals
  • Less Obvious Benefits Reviewers get not only proposals but also communitys reaction that may inform them as well Every idea is captured and stays there (usually online) forever Active participants build relationships and get noticed
  • Winning proposals draw more attention 0 5 10 15 20 25 IT Innovations Contest OpenSocial Gadget Contest DOM Patient Cohorts RFA Funding Shared Equipment RFA CHV Caring Wisely Initiative 2013 CTSI Annual Pilot Awards Funding Shared Equipment RFA UCSF Coursera Course CFP CTSI 2016 NIH Renewal Launchpad 2013 IT Innovations Contest DOM 2013 Strategic Planning CHV Caring Wisely 2 Initiative 2014 Innovations Funding for SOM Dean's Office Bureaucracy Average comments for winning proposal Average comments for other proposals
  • Avg. # Comments, All Forums Winning vs. Non Winning Proposals 0 1 2 3 4 5 6 Avg. comments per proposal Winning Non Winning
  • UCSF Open Proposals Today 23 forums Since launch in 2012 700+ proposals 18,000+ visitors $ 4,000,000+ funding distributed Shared with 2 institutions
  • Whats Next? Research Administration, Infrastructure, Strategic Planning Collaborative Research Opportunities
  • Thank You UCSF Open Proposals is managed by the UCSF Clinical and Translational Science Institute (CTSI), part of the Clinical and Translational Science Award program funded by the National Center for Advancing Translational Sciences (Grant Number UL1 TR000004) at the National Institutes of Health (NIH).
  • Special Thanks Mini Kahlon and Clay Johnston, for introducing the idea and making it come to life To Brad Bulger, for building the tool To Cynthia Piontkowski, for creating the tools people friendly side To Leslie Yuan, for support and inspiration, and winning decisions
  • Special Thanks To Rachael Sak, for figuring out tricky details of the process and making it a success when most people were skeptical To Lisa