Find out about the two new tools to support the research management process at Sussex: Worktribe and Ethics Review Manager.
Overview
What it is: We are introducing two modern, cloud-based software systems to support research staff and academics to collaborate on research processes.The RMS project supports our Research with Impact strategy – we aim to deliver a modern, cloud-based Research Management System. The Sussex 2025 Research with Impact strategy strives ‘to ensure systems are in place for delivering robust and speedy compliance with external requirements.
Why it’s better for you: The new streamlined systems aim to reduce the administrative burden on staff and improve collaboration on research.
Why it’s better for the University: It will help us improve how we handle research data, allow us to make more data-driven decisions, and allow the University to overhaul outdated systems.
When it’s happening: Implementation of the Worktribe platform began in January 2023, and will roll out across the University until July 2024. Infonetica’s Ethics Review Manager was procured in April 2024, and will be implemented and rolled out in 2025.
Worktribe
Worktribe is a cloud-based software system designed to provide an integrated solution to manage the research and knowledge exchange pre-award process up to point of award, along with support for negotiation and agreement of research contracts.
- Expected outcomes
Worktribe will be a key enabler for world-class research, by:
- providing a platform for collaboration
- streamlining review and approval workflows
- improving the recording and visibility of management information, and allowing data-driven decision making
- reducing administrative burden on academic and Professional Services staff.
- Applications linking to Worktribe
The new system will integrate with:
- Unit 4 Agresso: the University’s finance system
- Northgate/Zellis/RLA: the University’s HR system
- Cognos: the University’s reporting software
- Data Warehouse: the repository for data to be exported into Cognos
- Okta Single Sign On: the University’s single sign-on authentication system
- Symplectic Elements CRIS: Software used for staff to record personal bios, list research publications, and professional activities.
- What’s included
- a shared platform between academic and Professional Services colleagues for proposal development and management
- a project costing tool
- internal approvals workflows
- capture of internal peer review
- the ability to capture external partner information
- project risk assessment (due diligence, sanctions, export controls, insurance, governance)
- document management and storage capabilities
- in-system management information and reporting.
- Video transcript
Claire Potter: Hello, I'm Director of Research and Innovation and the Senior Responsible Officer for the Research Management System project.
The RMS project team have been working really hard to rollout a new research management system called Worktribe, which some of you may already be using in the research department,
I'm now happy to announce that the second phase of the rollout for Schools, Professional Services and technical staff involved in research, will take place between June and October this year.
Worktribe is a new cloud based system that will support research staff and academics through the pre-award grant application process, including costing, proposal development and internal approvals.
It will also provide a platform for managing the negotiation agreement of research contracts.
The new system will make daily work processes significantly easier and improve collaboration and research proposals across the university.
The new Worktribe system aims to streamline research application processes for staff involved in research across the university.
The system includes a shared platform for Academic and Professional Service colleagues for proposal development to management, up to the point of award, with a new project costing tool and the ability to conduct internal peer reviews.
The system also allows the capture of external partner information and project risk assessments.
This new functionality offered by the Worktribe system will, for the first time, offer multiple users access to the same project details.
This will make collaboration more Research and Enterprise easier, quicker, more transparent, leading to a better research application process.
Previously, the application process was communicated via email to colleagues across the university.
All new applications now will be uploaded to Worktribe will be available to view.
Once you get access to the system during the rollout period. The approval process itself would be conducted within the Worktribe system, and updates and application progress will be shared via email until you’re on Worktribe.
Once you have access to the system, you were able to follow your application as it goes through the application process.
I'm delighted with the progress we are making with the Worktribe system rollout, and I hope as you start to use the tool that you will start to see some of the benefits in your own work soon.
Thank you for listening.
Ethics Review Manager (Ethics RM)
In the second phase of the project, we are working on the implementation of an ethics application and review system.
Infonetica’s Ethics RM is a cloud-based software system designed to manage the ethical application and review process for research at the University, and will be used by staff and students across the University.
- Expected outcomes
Ethics RM will be a key enabler for world-class research, by:
- providing a platform for collaboration in ethics applications
- improving the recording and auditability of ethics outcomes
- ensuring compliance with regulations
- reduce administrative burden on academic and Professional Services staff.
- Applications linking to Ethics RM
The new system will integrate with:
- Azure Active Directory: a repository for staff and student details information
- Data Warehouse: the repository for data to be exported for reporting
- Okta Single Sign On: the University’s single sign-on authentication system.
- What’s included
- a shared platform for researchers to submit applications for ethical review
- automated application and sub forms to direct applications to appropriate reviewers
- reviewer functionality including committee approvals
- automatic creation and publication of review outcome letters
- audit capability to review live research projects.
Timeline
The project will be delivered in two phases. The first phase will see the procurement and implementation of Worktribe (which began in October 2022). The second phase will focus on the procurement and implementation of Ethics RM, to replace the functionality currently provided by Sussex Direct.
Phase one
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Procurement
In December 2022, the University partnered with Worktribe to supply the platform. A leading supplier of research platforms for higher education institutions, who assisted in delivering the platform.
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Configuration
The Worktribe platform was configured to the University's requirements over the course of 2023, and concluded in December.
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Launch
Worktribe was fully configured and tested in April 2024, and rolled out to staff in Research and Innovation services, as well as research bid approvers, on 1st May 2024.
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Training
Training starts from April to October 2024, with Worktribe going live to users between June and July 2024.
Phase two
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Procurement
In April 2024, the University partnered with Infonetica to supply the platform. Infonetica are the market leader in research ethics, and will assist in delivering the platform.
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Configuration
Following a review of timelines and adjustment from initial plans of 2024, it‘s expected that the new ethics system will be configured to the University's requirements by 2025.
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Launch
The Ethics RM system will roll out to staff and students across the University in 2025.