Transforming UAlbany's Division for Research & Economic Development

About the Transformation Initiative 

As a Carnegie-classified Research-1 (R1) institution, the University at Albany is one of the top universities in the nation with very high research activity. 

To maintain and grow our research activity, UAlbany is committed to transforming the Division for Research & Economic Development, with a particular focus on: 

  • Investing in R1-level research infrastructure
  • Increasing our federal funding
  • Hiring new faculty members 

The Division is seeking feedback from the entire UAlbany community during this process. Thank you for your engagement in this important effort to transform UAlbany’s research infrastructure!
 

Submit Feedback & Ideas to the Division
Explore the Catalyst 2030 Initiative
Explore Digital Transformation Projects

 

A smiling researcher in safety googles, gloves and jacket uses a device to prepare samples for research.


 

 

Digital Transformation Projects

The Office of Strategic Initiatives (OSI) and Information Technology Services (ITS) oversee a range of Digital Transformation Projects (DTPs) designed to enhance UAlbany’s research administration.  

These initiatives aim to streamline workflows, reduce manual effort, and improve transparency and efficiency across various research and administrative processes.

If you have feedback or questions related to an OSI-managed project, please contact Business Analyst Aidai Kokonova at [email protected].
 

projects
Supporting Responsible AI Adoption: The SCALE Framework

Selected Digital Transformation Projects are guided by the SCALE Framework, a structured approach for responsible AI adoption in research administration, developed by Aidai Kokonova.

SCALE is an acronym used to describe five-stage framework:

  1. Scan: Identify needs.
  2. Collect and Curate: Organize data.
  3. Align and Architect: Plan solutions and integration.
  4. Launch and Learn: Pilot solutions and gather feedback.
  5. Evaluate and Expand: Scale adoption.

Step 1 (Scan) and Step 2 (Collect and Curate) act as the framework’s foundation. Step 3 (Align and Architect) provides the structure, while Step 4 (Launch and Learn) and Step 5 (Evaluate and Expand) create and measure impact. 
 

An infographic explaining the SCALE Framework's five components. For a detailed text alternative, please read the text directly above this image.

Ongoing Projects

Explore this embedded report to learn about our active projects, priorities and progress. Double click on a specific project to access detailed information.
 

 

Completed Projects

As part of our commitment to transparency and continuous improvement, we also maintain a growing list of completed projects that have already been implemented across the research enterprise.  

These projects highlight successful efforts to modernize administrative processes and deliver lasting operational improvements. 
 

Office of Technology Transfer projects
Mutual Confidential Disclosure Agreements (MCDAs)

This project automates the review and signing of Mutual Confidential Disclosure Agreements (MCDAs) through a digital workflow managed by the Office of Technology Transfer. It reduces administrative effort while supporting secure sharing of proprietary or confidential information with external partners. 

Launch time: October 2025
 

Uniform Biological Material Transfer Agreements (UBMTAs)

This project automates the review and signing of Uniform Biological Material Transfer Agreements (UBMTAs) through a digital workflow managed by the Office of Technology Transfer. It streamlines the process, reduces manual effort and supports secure sharing of research materials with external partners. 

Launch time: March 2025
 

Material Transfer Agreements (MTAs)

This project automates the review and signing of Material Transfer Agreements (MTAs) through a digital workflow managed by the Office of Technology Transfer. It streamlines the process, reduces manual effort and supports secure sharing of research materials with external partners. 

Launch time: October 2025

Research Foundation Human Resources (RFHR) projects
H-1B Requests

Managed by RFHR, this project automates the internal review and approval of H-1B requests for employees. The digital workflow streamlines internal steps and reduces manual effort, improving efficiency without covering United States Citizenship and Immigration Services (USCIS) or external legal review.  

Launch time: June 2025
  

Employee Appointment Requests

This RFHR project automates the onboarding process with a digital form for supervisors to initiate new hire or rehire appointments. The workflow collects required documentation and approvals, improving the experience for employees and the RFHR team.  

This is a Beta version, which is currently used by all non-sponsored account transactions within the division. A new JotForm project is underway to implement campus-wide solutions. Please refer to the ongoing “RFHR: JotForm Old Forms Update” project for more information. 

Launch time: January 2025
 

Offer Letter Requests

This RFHR project automates the creation, completion, review and signing of employee offer letters. Using standard approved language, the digital workflow streamlines communication and reduces manual effort in compiling and finalizing letters.  

This is a Beta version, which is currently used by all non-sponsored account transactions within the division. A new JotForm project is underway to implement campus-wide solutions. Please refer to the ongoing “RFHR: JotForm Old Forms Update” project for more information. 

Launch time: January 2025
  

Employee Leave Requests

This RFHR project automates submission of employee leave requests through a digital form with pre-filled fields. It replaces the manual PDF workflow, simplifying completion and submission while reducing administrative work.  

This is a Beta version, which is currently used by all non-sponsored account transactions within the division. 

Launch time: January 2025
 

Change Form Requests

This RFHR project automates one of the highest volume transactions in the office, allowing employees to submit requests for employment changes, such as full-time employee (FTE) adjustments, salary updates or status changes. The workflow simplifies review, editing and approval while reducing manual effort.

This is a Beta version, which is currently used by all non-sponsored account transactions within the division. A new JotForm project is underway to implement campus-wide solutions. Please refer to the ongoing “RFHR: JotForm Old Forms Update” project for more information. 

Launch time: January 2025
 

Search Waiver Requests (Phase 1)

The RFHR Search Waiver Request Form was created to automate the process of requesting a search waiver and subsequent approval workflow.  

The phased approach will be applied to this project, where Phase 1 focuses on building the intake form and a simple workflow, while Phase 2 enhances the workflow by adding all necessary approval scenarios.

Please refer to the ongoing “RFHR: Search Waiver Request Form (Phase 2)” project for more information. 

Launch time: December 2025
 

Search Requisition Requests

The RFHR Search Requisition Form was created to replace multiple existing forms — such as the Announcement of Vacancy, Job Description, Search Plan and others — consolidating them into one streamlined form. The workflow includes all necessary approval scenarios and does not need a phased approach. 

Launch time: December 2025
 

JotForm Accident Report Form

The RFHR Accident Report Form replaces the PDF form that was manually submitted to and managed by RFHR. The automation project includes a comprehensive intake form, eyewitness comments collection and further workflow steps required for RFHR processing.

Launch time: June 2026
 

JotForm Informal Requisition Request

The RFHR Informal Requisition Form replaces multiple existing forms — such as Announcement of Vacancy, Job Description, Search Plan, and others — consolidating them into one streamlined form. Compared to Search Requisition, this form is meant for informal searches for postdoc positions.

Launch time: June 2026 

Office of Vice President for Research & Economic Development projects
Application to Establish a New Organized Research Unit (ORU) (Phase 1)

This project, managed by the Division for Research and Economic Development under the leadership of the Vice President for Research and Economic Development, automates the processes for establishing a new Organized Research Unit (ORU) at UAlbany.

The project delivers a convenient form and streamlines steps such as reviews and approvals, improving transparency and efficiency in ORU oversight. 

Launch time: April 2025
 

Letter of Intent (LOI) to Establish an Organized Research Unit (ORU)

This project, managed by the Division for Research and Economic Development under the leadership of the Vice President for Research and Economic Development, automates the processes for submitting a Letter of Intent (LOI) to establish an Organized Research Unit (ORU) at UAlbany.  

It provides a concise form with the required notifications to simplify tracking of upcoming ORUs and increase efficiency in ORU oversight. 

Launch time: April 2025
 

Request for Provisional Approval of Organized Research Unit (ORU) (Phase 1)

This project, managed by the Division for Research and Economic Development under the leadership of the Vice President for Research and Economic Development, automates the processes for one-year provisional approval for a new Organized Research Unit (ORU) at UAlbany.  

The project delivers a convenient form and streamlines steps such as reviews and approvals, improving transparency and efficiency in ORU oversight. 

Launch time: April 2025
 

Application to Change Organized Research Unit (ORU) (Phase 1)

This project, managed by the Division for Research and Economic Development under the leadership of the Vice President for Research and Economic Development, automates the processes for changing an existing Organized Research Unit’s (ORU’s) name, status or mission at UAlbany.

The project delivers a convenient form and streamlines steps such as reviews and approvals, improving transparency and efficiency in ORU oversight. 

Launch time: April 2025

Sponsored Program Administration projects
Great Dane Mart: Research Cart

Powered by Jaggaer, Great Dane Mart: Research Cart is a streamlined platform for purchasing funded by the Research Foundation at UAlbany. It replaces the Purchase Requisition Order Form, integrates vendor catalogs, automates workflows for faster approvals, and enables real-time tracking of requisitions and orders. 

Launch time: January 2026

 

Proposal Request (Phase 1 - intake form and simple workflow)

This Sponsored Program Administration (SPA) project automates how eligible Principal Investigators (PIs) initiate research proposals. It standardizes approvals, coordinates with Research Administrators and supports consistent processing of proposals.

Implementation of the workflow is split into two phases: Phase 1 is the simple intake form with non-complex workflow, while Phase 2 includes all required workflow details and complexities.

Launch time: August 2026

Office of Regulatory & Research Compliance (ORRC) projects
Data Use Agreement DUA Initial Execution Request

This project automates the process for a Data Use Agreement (DUA) initial execution request administered by ORRC that helps access a third-party data. Replacing manual workflow with a new digital form, it streamlines submissions, reduces manual effort across the process and automates the collection of signature forms.

Launch time: September 2026

 

Request for Modification to an Active Data Use Agreement (DUA) 

This project automates the request for modifications to an Active Data Use Agreement (DUA) administered by ORRC. Mirroring the initial execution request workflow, the digital process handles any updates to the existing DUA while streamlining submissions and ensuring completeness of each unique request, as well as reducing overall manual effort. 

Launch time: September 2026

Division-wide, cross-unit projects
AI Contract Review Tool: Pincites

Pincites is an artificial intelligence (AI) contract review tool provided by the SUNY Research Foundation Central Office to support contract review and negotiation.  

The platform integrates with Microsoft Word and uses AI to analyze agreements, identify risks and suggest edits based on institutional guidelines. It also helps streamline contract review, improve consistency and accelerate the negotiation process for research and technology-related agreements.

The tool could be used by the Sponsored Program Administration (SPA), the Office of Regulatory & Research Compliance (ORRC) and the Office of Technology Transfer at UAlbany. 

Launch time: September 2025
 

P1609 – D&P RF Contract Lifecycle Management Solution  

This project focused on design and proposing improvements to how contracts and agreements are tracked and managed throughout their lifecycle at RF UAlbany. The effort covered an evaluation of key process needs and what external systems offer to meet these needs, such as automated reminders, easier documentation of agreement-related activity, stronger reporting, and role-based visibility for various stakeholders, such as faculty members. 

The goal is to support a more transparent, efficient and coordinated contract management process from initial review through negotiation, signature and completion. The continuation of this project will evaluate possible internal solutions and if an external solution is needed for the solicitation, review and awarding process (P1807 – Contract Lifecycle Management Solution timeline in the ongoing projects dashboard).

Recommendation Issued: February 2026
 

P1610 – GrantsMate Implementation  

This project focused on modernizing GrantsMate by transitioning its AI functionality and supporting infrastructure to Azure. The work included refactoring the application to use Azure AI endpoints, implementing the planned cloud architecture and developing a proof of concept to demonstrate core functionality. It also included monitoring, documentation, training and knowledge transfer to support OSI and the division in maintaining the Azure-based application going forward.

Implemented: June 2026