Open Proposals: A Pre-Competitive Interactive Space for Research Community

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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

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Learning Objectives “Crowdsourcing” ideas and proposal development at biomedical institution Insights from 5 years of practicing Open Proposals Tool Demo Invitation to collaborate

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Harvesting Ideas in Academia Request for Proposals

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RFP Timeline

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Imagine a friendly community…

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Add “social” phase to the process

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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

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Open Proposal Process

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2009:Milestone Year for Social Media Facebook and Twitter explode into mainstream New communications channels for businesses bi-directional & personal

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2009 at CTSI: Open Forums for Strategic Planning Mini Kahlon Clay Johnston

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accelerate.ucsf.edu First Open Forum 18 ideas 41 comments

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accelerate.ucsf.edu First Open Forum: Implementation Section on existing Drupal website Simple features: Post ideas Comment Vote Anonymous participation ok

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2009 UCSF CTSI Grant Renewal RFP accelerate.ucsf.edu High stakes: ideas for $112 M grant 53 ideas 47 comments We got the grant!

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Practical Insight 1: Starting Conditions

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UCSF CTSI Pilot Awards 2012 accelerate.ucsf.edu 28 ideas 292 comments

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Participation Increased. Why?

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Behaviors Observed: Proposals improved Connections made between participants Proposals withdrawn

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Practical Insight 2: Process Matters

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First Non-CTSI Challenge 2012 UCSF IT Innovation Contest Target Audience: All Staff & Faculty Competing against other solutions

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Solutions Considered Email Salesforce Chatter Open Proposals

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UCSF Open Proposals Tool Custom Branding for Opportunity Sponsor

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UCSF Open Proposals Tool Standalone, easy to use space for discussions

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UCSF Open Proposals Tool Transparent & efficient process

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Open Proposals Provided: Transparent & efficient process Standalone space for discussions Easy to use Custom branding for sponsor

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© by Ren Kuo

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IT Contest 2012 - Results 48 proposals, 5 awarded 73 people posted 216 comments Withdrawn/merged proposals: 1 517 unique visitors in active phases

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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

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DOM Funding Patient Cohorts 2012 - Results 14 proposals, 2 awarded 30 people posted 66 comments Withdrawn proposals: 1 431 unique visitors in active phases

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Surprising Feedback Opportunity Sponsors: “We won’t 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

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Practical Insight 3: Supportive Sponsor, Engaged Community

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At UCSF, Open Proposals supported: Executive Vice Chancellor Office Finance & Administration School of Medicine School of Pharmacy

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Other types of opportunities that benefited from OP Building Community to Revamp Medical School’s curriculum Department Strategic Planning Administrative Process Improvements

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Technology is nothing. What's important is that you have a faith in people, that they're basically good and smart, and if you give them tools, they'll do wonderful things with them. Steve Jobs

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UCSF Open Proposals Tool open-proposals.ucsf.edu Standalone Drupal Website Integrated with UCSF Single Sign On Optional IP restricted access Linked with UCSF Profiles

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UCSF Open Proposals UI open-proposals.ucsf.edu

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1 3 2 5 4 6 7 8 9 10 11 UI: Forum Space Sponsor branding Opportunity title/subtitle Intro text – opp. description Opportunity timeline Proposals main feed Forum menu My Proposals shortcut Topic filter Activity feeds Footer menu Search

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1 3 2 4 UI: Proposal Page Proposal title Proposal view tabs Proposal info Proposal body

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1 3 2 4 UI: Adding Proposal Instructions / format requirements Title (required) Taxonomy fields Primary author – if proposal is submitted for someone else

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5 7 6 8 UI: Adding Proposal Proposal body Multi-file attachments Single file attachment Post (submit) button Preview button 9

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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

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Key Ingredients for Success

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Challenges How to engage community? Intrinsic vs. extrinsic motivation for community reviewers Community balance

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Benefits of Open Proposals Open, transparent process Collaborative space Efficiency Better teams Better proposals

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Less Obvious Benefits Reviewers get not only proposals but also community’s reaction that may inform them as well Every idea is captured and stays there (usually online) forever… Active participants build relationships and get noticed

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Winning proposals draw more attention

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Avg. # Comments, All Forums Winning vs. Non Winning Proposals

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UCSF Open Proposals Today 23 forums Since launch in 2012 700+ proposals 18,000+ visitors $ 4,000,000+ funding distributed Shared with 2 institutions

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Open Science & Open Proposals

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What’s Next?

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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).

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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 tool’s people friendly side To Leslie Yuan, for support and inspiration, and winning decisions

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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 Schoonerman, for help with winning hesitant new customers and for invaluable practical insight To Anirvan Chatterjee, for the most creative ideas for the tool and its introduction to the bigger world, and for huge help with this presentation

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It is literally true that you can succeed best and quickest by helping others to succeed. Napoleon Hill, one of the great writers on success

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Publication on Open Proposals http://onlinelibrary.wiley.com/doi/10.1111/cts.12147/full

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ctsi.ucsf.edu * open-proposals.ucsf.edu GitHub Project (ask us for access): https://github.com/CTSIatUCSF/dreamcatcher open.proposal@ucsf.edu oksana.gologorskaya@ucsf.edu Contact Us

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Media Credits Noel Hidalgo, Hand made "like us on Facebook" sign. , Flickr Kfergos, Abstract Lights , Flickr Sasha Gologorskaya, Friends, Everyday Photos Ren Kuo, Dreamcatcher, Flickr