My contribution
- Led design of the new eForm with targeted field validations and logic to guide proposal creation.
- Mapped form inputs to existing reporting fields to preserve downstream data consistency.
- Managed test, stage, and production promotions and coordinated UAT with stakeholders.
- Delivered training and communications to faculty and administrators.
Outcome
Deployed the new eForm in tandem with the RMS upgrade, reducing the time and effort required to initiate proposals and improving data accuracy and reporting alignment.
Overview
The initiative replaced a legacy, multi-step Proposal Development (PD) create routine with a single, streamlined eForm in InfoEd. The solution improves user experience, captures more complete data up front, and reduces rework by introducing targeted validations, branching, and branding consistent with institutional standards. Work advanced through TEST → STAGE → Production promotions with iterative review and revisions.
Delivery Highlights
- eForm design + UDF/field mappings for reporting/sync
- UI/UX alignment with institutional branding
- Advanced branching/logic and validations where feasible
- Staged promotions with sign-off checkpoints
- Client-led testing cycles and revision windows
Why it mattered
- Faster, clearer proposal creation for PIs and admins
- Better upstream data quality → cleaner downstream processes
- Reduced training friction through consistent UI
Scope
- Design and build of a new PD eForm with mapped fields/UDFs
- Configuration optimization to replace the 7-step PD create routine
- UI/UX revision to align with branding and improve readability
- Promotion path: TEST → STAGE → Production with approvals
- Revision cycles tied to prototype demonstrations and feedback
Scope and approach per the professional services proposal.
Roles Managed
- Project Manager (my role)
- Business Alignment / Functional Lead
- Business Analyst / eForm Analyst
- Application Analyst / Environment Promotion Support
- Developer (extensions, hand-patches as needed)
- Training & Documentation
- UAT Testers / Research Admin SMEs
Responsibilities spanned cross-functional planning, build reviews, test orchestration, and cutover.
Timeline
- • Design & Build on TEST with iterative reviews — Jul 8 → Aug 2, 2024
- • WashU testing cycle on TEST — Jul 22 → Aug 23, 2024
- • Joint revision cycle on TEST — Aug 5 → Sep 20, 2024
- • Final testing on TEST; approve for STAGE — Sep 20 → Oct 4, 2024
- • STAGE upgrade & configuration promotion — 2 days
- • STAGE revisions & remediation — Oct 10 → Dec 1, 2024
- • Production sign-off — Dec 5, 2024
- • Production launch — Dec 13–15, 2024
Milestones and durations per the services proposal schedule.
Validation Approach
- Prototype demonstrations with documented feedback and revisions
- Cradle-to-grave regression of existing PD workflow in non-prod
- Written verification of changes in each environment prior to promotion
Verification/sign-off requirements were formalized before each environment move.
Change Management
- Targeted communications on what changed vs. what remained the same
- Job-aids and training aligned to the new eForm UX
- Support coverage during launch window
Results
- Replaced a multi-step PD create process with a single, intuitive eForm
- Improved data completeness and accuracy at proposal inception
- Reduced user effort and clarification loops through UI and validations
- Launched successfully alongside the RMS 2024 upgrade without disruption