InfoEd is the University of Colorado’s official research administration system used to manage the research lifecycle from start to finish. The Research Administration Provisioning and Authorization project has modernized how students and affiliates gain access to InfoEd by creating a series of processes that leverage data from multiple systems, automate validations and utilize integrations, resulting in a smart access authorization process.

Previously, the process involved a variety of steps that differed by campus to request a Person of Interest (POI) profile, followed by the review, processing and creation of a profile in InfoEd. While UIS had improved the steps involved in the process it managed over the years, creating a profile in InfoEd relied on overnight data updates. Same day access to InfoEd was not an option, which introduced research and compliance risks.

The new automation cut the turnaround time within UIS to just minutes in most cases. While this does not address all the potential processing steps that may arise across the university, such as campus setup of usernames and passwords for single-sign-on, time to access is significantly reduced. For individuals reviewing expiring access, the process is simple and quick with no waiting time.

How does it work?

Access to InfoEd is automatic for most university staff, but for those not employed, like students and affiliates, an access request is required. A simple OnBase form collects user information. The smart process checks the individual’s status using existing data and, where possible, preloads relevant information when the person has an existing relationship with the University. As a result, fewer clicks and less manual entry are needed. Once submitted, the process completes the necessary checks, creates a POI profile in PeopleSoft Human Capital Management (HCM) and creates an InfoEd profile.

The new workflow reduces the need for manual intervention from campus administrators and ensures that all involved departments — from Research Administration to HCM teams — are aligned. With built-in quality control measures, such as enhanced security for personal data and minimized duplication, the system also ensures compliance with the Family Educational Rights and Privacy Act (FERPA) and other regulations.

Campus administrators now have clearer visibility into who has requested access and can track the steps in real time. Access is only granted when requested, avoiding the creation of unnecessary POI accounts.

What’s next?

As the new process rolls out, University Information Services teams are already exploring ways to further improve the user experience and adoption. The results so far signal a significant increase in efficiency for InfoEd users.

Acknowledgments

This project required contributions from across multiple teams.

Special thanks to the eRA Delivery team:

• Carlos Mennechey, assistant director of eRA Delivery and Finance Development
• Jordan Wight, enterprise application developer lead

The eRA team:

• Jennifer Silverthorne, associate director
• Valerie Carricato, senior business systems analyst
• Kelly Kim, principal solutions manager

The IT Business Services and Operations team:

• Siegfried Appelt, principal project manager
• Sasi Sunkari, QA manager
• Tanya Scott, QA test lead

The Enterprise Content Services team:

• Kevin Perron, assistant director
• Larissa Armand, Enterprise Content Services lead

The HCM Development team:

• Srikanth Gurram, assistant director
• Laura Haller, principal enterprise application developer

The Student System Development team:

• Brad Baker, assistant director
• Stefan Garman, PeopleSoft developer

From HR IT Services:

• Janelle Fossett, Core HCM application manager
• Laura Abeyta-Martinez, senior business systems analyst