About The University of Sydney (USYD)
USYD is a globally recognised, leading Australian university with a strong focus on research and innovation. As a large, multi-faceted institution, USYD manages a high volume of ethics applications across various disciplines. These applications fall under distinct programs, including both Animal Ethics and Human Ethics, each with its own complex set of requirements, review processes, and compliance standards. To replace disparate, manual processes and ensure consistent, auditable governance over its research ethics portfolio, the university required a modern, centralised system.
The challenge
USYD's ethics management was hindered by a reliance on manual workflows and legacy processes. The institution lacked a single, cohesive system for managing the entire ethics lifecycle, from application to post-approval compliance. This manual approach created several critical issues:
- Operational Inefficiencies: Managing different ethics programs (Animal vs. Human) involved inconsistent procedures and a heavy administrative burden. The absence of a central hub for applications made tracking and coordination difficult.
- Assessment Bottlenecks: The review process, which involves multiple levels of assessment by committees and external reviewers, was prone to delays. Manually coordinating submissions, reviewer access, and decisions was time-consuming and increased the risk of errors.
- Post-Approval Compliance: Tracking and managing ongoing compliance activities, such as progress reports and the fulfillment of provisos, was a manual, administrative task. The lack of automated oversight increased the risk of missed deadlines and potential compliance breaches.
- Inconsistent Documentation: The manual creation of official documents, such as decision notifications and meeting minutes, introduced inconsistencies and consumed valuable staff time.
The solution
USYD selected OmniStar to implement a unified ethics management platform designed to address these challenges. The solution provides a comprehensive, end-to-end system that supports the full ethics lifecycle.
- Centralised Application Management: OmniStar offers a single platform for researchers to submit applications for both Animal Ethics and Human Ethics. It supports structured data collection, ensuring that all required information is captured consistently from the outset.
- Automated and Configurable Workflows: OmniStar automates the routing and tracking of applications, directing them to the appropriate committees and reviewers. It supports a range of decision outcomes—including “Approved pending notification” and “Approved with provisos”—with automated notifications to keep all stakeholders informed.
- Enhanced Post-Approval Oversight: Once an application is approved, OmniStar automatically creates a project record. The system is configured to manage post-approval compliance, including the submission of progress reports and the tracking of provisos.
- Streamlined Document Generation: OmniStar includes advanced document management features that automatically generate key correspondence, such as decision notification letters and meeting agendas. This is achieved by merging application data into pre-configured templates, significantly reducing manual data entry and ensuring consistency across all official documents.
- Improved Collaboration and Auditing: OmniStar provides a transparent audit trail for all actions, ensuring compliance with institutional and regulatory requirements. It also enhances collaboration by offering a secure, centralised location for all application and project data.
The Outcome
The implementation has delivered significant improvements across USYD’s ethics management operations. Standardised workflows ensure consistent processing regardless of ethics type or staff involvement, eliminating previous inconsistencies and reducing processing times.
Automated application routing and approval tracking have minimised manual coordination efforts, providing real-time visibility into application status for all stakeholders. Collaborative application features have enhanced communication between researchers and administrators, reducing the need for back-and-forth clarifications.
Comprehensive post-approval management ensures timely submission of progress reports, with automated reminders helping prevent missed deadlines for provisos. The structured data approach enables robust reporting on submission volumes, review cycles, and key performance indicators across different programs.
Integration capabilities have streamlined the transition from application approval to post-approval compliance, with automated data transfer eliminating duplicate data entry. The system’s audit trails and compliance features provide complete documentation to support institutional reporting and regulatory requirements.
Overall, the successful implementation has delivered an improved researcher experience, enhanced administrative productivity, and stronger strategic oversight of USYD’s ethics portfolio.
Why you should try OmniStar
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Complete compliance
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Improved processes
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Improved Productivity
Tedious and time consuming tasks are now automated, resulting in greater productivity from the same number of personnel, vastly improving quality of output, and increasing staff engagement.
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