Streamlyne Implementation

This news page will be updated on a regular basis as the Streamlyne project stabilizes and moves into completion. 

 

For the NMSU-Streamlyne support page, please click https://research.nmsu.edu/Streamlyne

For more information on Streamlyne please see https://streamlyne.com

Please direct questions related to NMSU's implementation of Streamlyne to streamlyne@nmsu.edu

[ Project Implementation Plan | Internal ARGIS Transition Plan ]

Implementation Team

Phillip DeLeon, OVPR, Assoc. Vice President for Research

Alisha Giron, OVPR, Asst. Vice President for Research

Rita Parra, OVPR, Director, Pre-Award Administration

Pam Jeffries, ICT, Director, Enterprise Application Services

Paul Lucero, ICT, Manager, Enterprise Information Services

Technical Team

Scott Akins, ICT, Enterprise Programmer

Kevin Muir, ICT, Enterprise Programmer

Gerald Smith, ICT, Enterprise Programmer 

Award Module Advisors

Barbara Gonzales, Associate Director, Pre-Award Administration

Tina Hales, Director, Post Award Administration SPA

D’Anne Stuart, Associate Vice President, Administration and Finance

Jodie Webb, Manager, Post Award Administration

IACUC Advisors

Colleen Caldwell, NM Cooperative Fish and Wildlife Research Unit

JoAnne Dupre, Research Integrity and Compliance

Shanna Ivey, Dept. of Animal and Range Sciences

Clint LoestDept. of Animal and Range Sciences

Erin Weich, Research Integrity and Compliance

Tim WrightDept. of Biology

IRB Advisors

Rachel Boren, SOAR Evaluation & Policy Center

JoAnne Dupre, Research Integrity and Compliance

Michelle Gavin,  Research Integrity and Compliance

Merranda Marin, Dept. of Family and Consumer Sciences

Julie Steinkopf, Dept. of Sociology

Joe Tomaka, Dept. of Public Health Sciences

IBC Advisors

JoAnne Dupre, Research Integrity and Compliance

John Kemp, Dept. of Entomology, Plant Pathology, and Weed Science

Willis Fedio, Dept. of Family and Consumer Sciences

Kathryn HanleyDept. of Biology

Dave Schoep, Environmental Health Safety and Risk Management 

Rolston St. Hilaire, Dept. of Plant and Environmental Sciences

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Project Dashboard Snapshot (updated July 19, 2022)

Currently NMSU is in the final implementation and stabilization phase (all green) and 91%+ completed.

Implementation Timeline


News

2022-06-30 Streamlyne Award and Reporting Modules Launch

On Wednesday June 29 7:00pm the Award and Reporting Modules launched thereby bringing Streamlyne into a “fully-live” state with all modules live and integrated.  During the next few weeks we will be stabilizing these modules and continue working through issues as they arise with the system. A final town hall has been planned for July 14 at 10am please stay tuned for an upcoming announcement.

 

2022-05-20 Final ARGIS to Streamlyne Migration

Beginning Thursday, June 23, 2022 at 5:00 pm, we will initiate the final migration of data from ARGIS to Streamlyne.  At that time, ARGIS will no longer be available to the NMSU community.  Some proposal and award data previously accessed in ARGIS will be available in Streamlyne. Further, for any awards made beginning Thursday, June 23, 2022 at 5:00 pm, these will not be processed until the Streamlyne Award module is live anticipated for Wednesday June 29, 2022 at 7:00 pm.  For those awards that require immediate setup, we encourage the use of a waiver request process which can be initiated by the College research office.

 

2022-05-02 Student and Non-NMSU Employee Access to Streamlyne Compliance Module

Students needing access to the Streamlyne compliance module for IACUC and IRB applications, will request access via (link will be live May 16, 2022)

https://banner.nmsu.edu/BannerExtensibility/customPage/page/StuStreamlyneAccess

Once the request has been made, the student's Streamlyne role will changed by Research Administration to allow access. Non-NMSU employees, e.g. research collaborators, needing access to the Streamlyne compliance module for IACUC and IRB applications, will request access via a Streamlyne request form (after May 16, 2022) found on the sidebar menu at the NMSU Streamlyne Support Page

https://research.nmsu.edu/Streamlyne.html

Please note the instructions at the top of the form for this particular request.

 

2022-04-22 Award Module

The award module is the final module to be implemented in the Streamlyne eRA system. When an award is made, an award record is created in Streamlyne, linked to the proposal in the proposal module, and additional data entered. The award module is currently being configured by members of RAS and SPA. At this time there is some risk of delay due to issues beyond OVPR control. Nevertheless, the project team is moving forward albeit slowly on this module.  The award module integration with Banner, i.e. award setup is currently being tested.

 

2022-04-22 Update: Research Compliance Modules

Currently the award, conflict of interest (COI), institutional animal care and use committee (IACUC), institutional biosafety committee (IBC), and institutional review board (IRB) modules are being configured. COI, IACUC, IBC, and IRB modules are on track for go live on May 16, 2022.  Committees are in the final stages of testing. Note that there are several weeks of "pre-Go Live" and "stabilization" where further adjustments, debugging, training, etc. are expected to occur.

 

2022-03-29 Update on Proposal Module Stabilization

Research Administration Services (RAS) staff are continuing to make progress with the proposal stabilization phase. The routing and approval process is going well and feedback is appreciated. The first System-to-System (S2S) proposal submission took place on February 25 and another is scheduled for April 5; S2S is designed to seamlessly populate mandatory and optional proposal forms using the data collected in the Proposal Development module. This functionality eliminates duplication of effort and reduces the time spent on data entry in multiple systems and/or forms.

 

2022-03-25 Research Compliance Modules Update

Currently the award, conflict of interest (COI), institutional animal care and use committee (IACUC), institutional biosafety committee (IBC), and institutional review board (IRB) modules are being configured. COI, IACUC, IBC, and IRB modules are on track for go live on April 11, 2022.  The Streamlyne COI research module is independent of the NMSU COI certification. The Streamlyne IRB module will replace the Maestro system which is being phased out.  Beginning April 11, new IRB applications will be made in Streamlyne. Existing applications in Maestro will be stored through their expiration and archived as per NMSU retention policy.  The Research Integrity and Compliance staff will continue to have access to the Maestro system.

 

2022-03-16 Finalized Version One

The technical team has finalized version one of the legacy data move from ARGIS to Streamlyne, and hope to send that over by the end of the month.  They are still working hard on the integration between the Streamlyne process which will help eliminate some manual data entry on the NMSU side and eliminate some man-hours.  Part of the integration requires some technology that is new to ICT, which is exciting.

 

2022-02-22 Proposal Module Stabilization, Award Module Implementation, and Other Changes

During the stabilization phase for the proposal module, NMSU and Streamlyne continue to make minor corrections to configurations, data, and UI.   As an example, we recently “tuned” the routing/approvals and reformatting of notification emails.   We recently kicked off the implementation of the award module with a “deep dive” providing an overview of the workflow, how a new award record is created and linked to the proposal, and the UI.   Currently IACUC module implementation is on track for “go-live” on Mar. 16.   Finally, IRB and COI modules are under active implementation and being configured to meet the needs of NMSU researchers. Finally, in the coming weeks the Streamlyne color theme will be changed to NMSU Crimson along with an NMSU logo embedded in the header.

 

2022-01-28 Proposal Module Go Live Update

The Streamlyne proposal module went live on Jan. 26 2022 (as scheduled) and now undergoes a "stabilization period" for approximately two weeks. ARGIS data was successfully migrated into the module as described in earlier posts and our team continues to review this data. As outlined in prior communications and town hall, during this period, RAS staff can create, edit proposal records and we expect over the coming months college research staff and PIs to gain these roles.

 

2022-01-24 ARGIS Update

As described in the post 2022-01-07 "ARGIS Transition", the implementation team changed ARGIS to read-only last Thursday. Due to data migration issues that were detected during testing in the last two weeks, ARGIS data was re-migrated data on Friday and re-tested.   This latest migration appears successful and was loaded into Streamline today in anticipation for Wednesday’s Go Live on proposal module.

 

2022-01-21 Streamlyne Town Hall

Today’s Streamlyne town hall focussed on the pre-award module doing live next Wednesday.   Approximately 50 research administration staff throughout NMSU were in virtual attendance. OVPR/ICT presented an update on the transition and answered questions from attendees.
[ Town Hall Slides | Recording ]

 

2022-01-14 UPDATE: ARGIS to Streamlyne ETL

The project plan has always included migration of legacy data from ARGIS to Streamlyne.   In order to accomplish this task, UCF (developers of ARGIS) agreed to provide NMSU "extract scripts" which would be used to extract proposal (including internal proposals) information (Phase 1) and award (including internal awards)and agreement information (Phase 2). Extraction criteria are as follows:

Phase 1:

Set1: Status = {Pending, Ready for Submission, Under Review}

Set2: Status = {Funded, Closed, Prepare for Closeout, Extension Pending, Administratively Closed} AND project start date >= 7/1/2016

Set3: Status = {Funded, Closed, Prepare for Closeout, Extension Pending, Administratively Closed} AND (related to any record in Set 2) AND any start date

ProposalRecordsExtracted = Set1 U Set2 U Set3

U = Union

 

Phase 2:

Awards: {Funded, Closed, Prepare for Closeout, Extension Pending, Administratively Closed} AND {if start date >= 7/1/2016}

 

Once Extracted, the data are Transformed and Loaded into Streamlyne, a.k.a. "ETL." On Dec. 3 NMSU ran the UCF Phase 1 extract scripts and shipped data to Streamlyne, who then provided feedback necessary to further debug the script.   We anticipate a successful test ETL during the holiday break followed by the actual ETL currently scheduled for Friday January 21, 2022.   Finally, on Dec. 16, NMSU copied all attachments on proposal records, agreements, and awards and shipped disk drives to Streamlyne.   An incremental attachment copy will also be done over the Internet prior to going live on the proposal module.

 

2022-01-07 ARGIS Transition

The plan for transitioning from ARGIS to Streamlyne has been developed by the implementation team. This plan was presented to the Associate Deans of Research during the December 2021 CADRe meeting.  In order to migrate ARGIS data to the Streamlyne proposal module and maintain synchronization, on 5:00pm Thursday January 20, 2022 ARGIS users will no longer be able to create or revise records in ARGIS; OVPR staff will maintain their roles in ARGIS for necessary data changes.  All ARGIS users will be able to read records within their scope of access until ARGIS is decommissioned (TBD). OVPR will continue to enter proposals into ARGIS and in parallel, enter proposals into Streamlyne.  Once the Streamlyne award module is live (June 20, 2022), proposals will only be entered into Streamlyne.

 

2021-12-17 Streamlyne Project Dashboard Snapshot

Currently NMSU is on track (all green) and 45% completed.  The Implementation Team anticipates no major project risk.

 

 

2021-12-04 ARGIS to Streamlyne ETL

The project plan has always included migration of legacy data from ARGIS to Streamlyne.   In order to accomplish this task, UCF (developers of ARGIS) agreed to provide NMSU "extract scripts" which would be used to extract proposal and agreement information (Phase 1) and award information (Phase 2).   Once Extracted, the data are Transformed and Loaded into Streamlyne, a.k.a. "ETL." On Dec. 3 NMSU ran the UCF Phase 1 extract scripts and shipped data to Streamlyne, who then provided feedback necessary to further debug the script.   We anticipate a successful test ETL during the holiday break followed by the actual ETL currently scheduled for Friday January 21, 2022.   Finally, on Dec. 16, NMSU copied all attachments on proposal records, agreements, and awards and shipped disk drives to Streamlyne.   An incremental attachment copy will also be done over the Internet prior to going live on the proposal module.

 

2021-12-01 The On Ramp to Streamlyne

The architecture of Streamlyne is considerably different than ARGIS.   Streamlyne consists a proposal module and an award module to support the research enterprise.   At this time, NMSU anticipates going live with the proposal module on Wednesday January 26, 2022 and going live with the award module Wednesday June 29, 2022.   Because NMSU's RAS supports both proposal development and submission and aspects of the award phase, NMSU will run parallel systems, i.e. ARGIS and Streamlyne during the gap period. Starting January 26, RAS will enter proposal information into both ARGIS and Streamlyne until the award module goes live.

For the gap Saturday January 22 - Tuesday January 25, NMSU enters a pre-go live stage and will buffer proposals during the gap and enter proposals into Streamlyne once live.   This same approach will be adopted as we go live with the award module. Beginning January 22 write access to ARGIS will be limited to only RAS with additional restrictions as needed. We do not expect any missing proposal or award records in Streamlyne due to the parallel systems, timing on the ETL, and gap plan. NMSU's internal transition plan may be found here.  

Finally, we have two phases of legacy migration from ARGIS and into Streamlyne which will be described in an upcoming post on this webpage.

 

2021-11-30 Streamlyne Project Dashboard Snapshot

Currently NMSU is on track (all green) and 40% completed.  Five of the six tasks past due are related to ARGIS migration and these are being managed and the Implementation Team anticipates no major project risk.

StreamlyneProjectDashboard20211130.png

 

2021-11-30 ARGIS ETL Scripts Dev and Approval Chains

This week, the NMSU implementation team met with Univ of Central Florida and Streamlyne to respond to remaining questions regarding the Extract, Transfer, and Load (ETL) scripts under development. These scripts will pull proposal, award, and agreement data out of ARGIS, and transform (remap and format) into a file for migration into Streamlyne.   NMSU expects to take delivery of the proposal extract script this week and begin testing next month.   We anticipate migration of proposals on Jan. 21, 2022.

In addition the NMSU implementation team is finalizing proposal development approval chains for all units (648) in the NMSU system.   A typical approval chain would be department head then college research office and then RAS.   To construct each approval chain, we list NMSU username(s) for each link in this chain.   We have developed custom code to automate some of this work and manually complete the rest followed up by review.

2021-11-15 Streamlyne Project Dashboard Snapshot

Currently NMSU is on track (all green) and 35% completed.  Five of the six tasks past due are related to ARGIS migration and these are being managed and the Implementation Team anticipates no major project risk.

Streamlyne Project Dashboard

2021-11-10 Streamlyne UP! Conference

Members of the Streamlyne implementation team attended the UP! conference Nov 8-9 in San Diego where they received new training on pre-/post-award and reporting, clarified several outstanding migration issues, and previewed upcoming and planned Streamlyne features.

2021-10-20 S2S

One of the critical gaps that OVPR intends to close is system-to-system (S2S) interoperability of NMSU's electronic research administration (eRA) system with other internal and external systems.   Streamlyne offers S2S features that will improve several aspects of pre- and post-award administration and project management.   For example, when a PI or research team notifies RAS of an opportunity that they wish to develop a proposal for, a Streamlyne record is created and the opportunity number is entered.   This event triggers an exchange with grants.gov and all required forms are pulled into Streamlyne and automatically populated with preloaded NMSU data.   As a second example, when NMSU is notified of an award, a Streamlyne record is created for the award and tied to the proposal record.   This event will trigger a "push" of budget information into Banner via new APIs being developed "in-house."   As a third example, using the CITI APIs, Streamlyne can pull (co-)PI training information from CITI.   Currently these (and many more) functions are done manually and often repeatedly with existing systems that offer no S2S capabilities.   Our team is hard at work developing the software and service infrastructure necessary to support a state-of-the-art approach to managing the research enterprise. 

2021-09-30 First Project Milestone Completed

NMSU met the first project milestone on Sept. 24 by delivering data via files for one time loads or via API. Foundational data was extracted from ARGIS, Banner, and the data warehouse using custom scripts and in some instances, custom code was developed for data post-processing and formatting. The foundational data included NMSU units and hierarchy, faculty/staff information, external sponsors, external subcontractors, NMSU accounts and codes, etc. Each data component has upwards of many tens of fields and collectively many tens/hundreds of tables, hundreds of fields, and thousands of records. The Streamlyne team will next load supplied data into the system and verify before the Oct. 1 deadline. NMSU is currently extracting remaining HR data and expects to deliver this data to Streamlyne by Oct. 8. Finally, NMSU has initiated transfer of records from the Collaborative Institutional Training Initiative (CITI) Program to Streamlyne via a licensed API from CITI which will help in further integrating and synchronizing NMSU's research-related systems.

2021-09-17 Streamlyne Reporting Demonstration to CADRe

On Sept. 17, Streamlyne demonstrated system reporting capabilities to the Council on Associate Deans for Research (CADRe). For those interested in a preview of the Streamlyne system, short introductory videos and demos may be found at at the top of this page. We anticipate Streamlyne training to begin next spring.

2021-08-31 Kickoff Meetings

Over five half day meetings during Aug. 2-13, the NMSU implementation team met with the Streamlyne team in order to plan the year-long project. During this time NMSU received an overview of all of the required foundational and configuration data and the team began planning for where this data will be sourced, i.e. ARGIS, Banner, data warehouse, etc. ICT's Paul Lucero, technical lead on the project, with the support of Gerald Smith and Kevin Muir are responsible for developing data integrations and interfaces between Streamlyne and other University systems, as well as, other required technical tasks. During August 16-31 NMSU's technical team has been on working with the Streamlyne technical team on the mappings (many hundred) from NMSU data to required fields in Streamlyne. Our approach to importing data into Streamlyne will be in the form of a "one-time load" or via Application Programming Interfaces (APIs) -- the latter used for that data which needs to be refreshed regularly once Streamlyne is active. In parallel, Paul, Gerald, and Kevin have been developing custom software to extract data from the NMSU side, format data into the proper file formats for the one-time loads, and push data into Streamlyne via API. The foundational data requirements are planned to be completed in early October.

2021-07-30 Project Planning

Kickoff meetings between Streamlyne and the NMSU implementation team have been scheduled for August 2, 4, 6, 10, and 12. The kickoff begins with development and review of the overall project plan and will include both VPR Luis Cifuentes and interim CIO Chris Kielt. Considerable time will be devoted to understanding and developing the required foundational and configuration data. Research enterprise data typically includes NMSU's organizational units and hierarchy, researcher/PI information, HR information, and sponsors.   Much of the legacy data is expected to be mapped and imported into Streamlyne from ARGIS while other data will be exchanged with existing systems such as Banner, via application programming interfaces.

2021-07-07 NMSU Selects Streamlyne as the eRA

The Office of the Vice President for Research is happy to announce that Streamlyne has been selected as the next electronic Research Administration (eRA) system for the NMSU research enterprise replacing ARGIS and eventually Maestro, filling in existing gaps in our current systems, and adding new features and capabilities. We invite the NMSU research community to view the  Streamlyne Research Highlights video on YouTube.