DASH Research – Huron Grants & Agreements

As part of the UT System’s adoption of the Huron Research Suite of products, UT is launching the Huron Grants & Agreements modules.  Along with other modules already in production (COI, ECC, IRB, etc.) and modules still to come, the Grants & Agreements modules are part of the DASH Research solutions.  The Grants & Agreements modules will include a number of benefits:  

• Greater visibility and transparency for all end-users into sponsored project records.  
• Some cross-module integrations will bolster compliance and increase efficiency.  
• Financial System Integration between HGA and DASH financial will streamline account creation.  
• Specialized Agreements module to house and handle research-related agreements from proposal and award records.

The transition will include many new procedures and business processes and will include a learning curve for all users, including ORSP staff.  

Access Grants & Agreements Modules – Coming Soon!

The DASH Research Grants & Agreements modules are scheduled to go-live in mid-July 2026.  After go-live, you can access the modules from the DASH landing page.    

Before – and after – go-live, a UT Stage Environment is available to all users to support exploring, learning, and testing scenarios outside of the production environment.  See the Training Resources section for information and links to the DASH Research Stage Environment

Resources & Training

Training Recordings

Recordings from the Town Halls and Webinars are available on the DASH Research HGA SharePoint Site: Grants and Agreements (HGA).

Help Guides

Help guides are posted in the Help Center section of the Grants and Agreements modules – both in the Stage environment and, after go-live, in the production environment.    

Please read the Stage Environment Guidance, available in both modules’ Help Center, for general dos and don’ts while working in Stage.

Grants

Agreements

UTC-Specific Resources

• Provisional PI/Personnel Certification (please download and sign)
• More Coming Soon!
  • UTC Approver Quick Guide
  • UTC PI Quick Guide
  • UTC Agreements Quick Guide

Stage Environments 

Stage Environments are available to all users, based on DASH role-level permissions.  These environments are available for testing and training before go-live and will continue to be available after go-live as a testing ground for complex scenarios and problem-solving outside of the production system.  Help Guides are available in the Stage environment – see details below.  

• DASH Research Stage: https://hrsputsstage2.huronclick.com/Grants 
  The sandbox environment for the Grants and Agreements modules, as well as all live Dash Research modules (COI, IRB, Export Control, and Safety).
• Oracle Dev2: https://tinyurl.com/3adubw6m
  The stage environment for the Financial System Integration between HGA and DASH/Oracle, for new award activation only.

UTC Cayuse – HGA Cutover Planning

The UT System is transitioning from the Cayuse platform to the DASH Research / Huron Grants & Agreements modules for sponsored projects.  This is a complex transition, and the cutover will be disruptive to standard business operations, but ORSP has a plan in place to make the transition as seamless as possible.  

Transition Notes

Here are some key elements of the transition:   

• Data Import:  The only data imported into the new system at go-live will be active awards that are fully-processed which will be migrated from Oracle.  A “stub” proposal will be created based on Oracle data.  Cayuse records will not be imported due to irreconcilable technical mis-matches between the systems.  Cayuse data will remain available through a data repository.  As we receive awards for pending proposals, ORSP will re-enter proposals into HGA as part of the awarding process, to create a full record within DASH Research.  
• Cutover & “Twilight” Period:  Preparing for this transition and the award import will require ORSP to pause entries in preparation for the cutover to ensure that no records are lost in the transition.  In addition, there will be a “Twilight Zone” period between the Cayuse go-dark and the DASH Research HGA go-live.  The timeline below includes a detailed plan for continuity of operations during the cutover and transition period. 
• Reporting:  As part of the transition, UT sponsored project reporting will also be changing.  The UT Division of Technology Services is constructing a data repository to meet reporting needs.  The timeline for build-out and availability of the data repository is to-be-determined, so please be patient as ORSP will have limited capability to produce reports after the cutover period.

Timeline

Fri, Nov 13	Award & Award Modification “Twilight Zone” Begins Cut-off to send new awards or award mods to SPA for processing to ensure account completion prior to active award import from DASH.
Thur, Nov 18	Cut-off to Request Approver Changes
Fri, Nov 20	Roles Export to Huron
Wed, Nov 25	DASH / Oracle PPM Data Freeze On external awards (SPNs) - No new awards, projects/SPNs, award mods, or changes to award attributes should be processed.  Charges can continue to post, and labor distributions can be adjusted during this time.
Nov. 26-27	Thanksgiving Holiday – UT Closed
Dec 1	Cut-off for submitting COI Disclosures  For any proposal due before 12/8, personnel must respond to COI triggers in advance of DASH Research go-dark on 12/2.  The COI module will be unavailable during that time for disclosures and reviews.  Proposals may not be submitted without COI disclosures.
Wed, Dec 2	DASH Research Go-Dark All DASH Research Modules go-dark for re-launch along with HGA DASH Research modules (COI, IRB, ECC, Export Control, Safety) temporarily off-line.
Thur, Dec 3	Cut-off for new entries in Cayuse  All Cayuse proposals & agreements must complete routing & be marked “approved.”  No new entries in Cayuse.
Fri, Dec 4	Cayuse Go-Dark Proposals and agreements will be submitted using alternate procedures
Dec 7-8	DASH Research HGA Go-Live! ORSP staff testing functionality and initiating entry of back-log awards, award mods, and proposals, prioritizing new awards and award mods.

Cutover Procedures

Nov 13 – Dec 4:  Procedures for ORSP “Twilight Zone” between systems
Dec 2 – Dec 8	Proposals:   ORSP will rigidly enforce internal deadline procedures.   Proposals with less than 11 days notice may not be submitted based on scope of circumstances All required documents submitted to ORSP Specialist 5 business days in advance of deadline All personnel must have completed COI disclosures in the DASH Research COI module prior to 12/1 so that ORSP staff can certify proposals.  For any disclosures not submitted by the cut-off, personnel may have to be removed or proposals may not be submitted. Proposals will be reviewed and submitted to sponsors as usual.  Required PI/Personnel certifications collected via an electronic document.   Provisional approvals from Dept Head, Dean, and other required stakeholders collected via email template.   ORSP staff will enter proposals in DASH Research after go-live and secure official approvals at that time.
Dec 3 – Dec 8	Agreements:   Agreements will be negotiated.   Required PI/Personnel concurrence will be collected via email.   Provisional approvals from Dept Head, Dean, and other required stakeholders collected via email template.   ORSP staff will enter agreements in DASH Research after go-live and secure official approvals at that time.
Nov 13 – Dec 8	Awards:   Award review and acceptance notifications (as needed) will continue likely with additional time required due to scheduled leave and manual/provisional processes. Award Checklists and Award Notes pages will be initiated and saved to shared files.   Award records will be held for processing until after go-live and account set-up will be part of the award processing via the financial system integration between the DASH Research Grants Module & DASH financial.   ORSP & Accounting Services will prioritize processing awards received during the cutover & twilight zone period.
Nov 13 – Dec 8	Award Mods: Modification requests will be reviewed for allowability and requests submitted / amendments negotiated with sponsors (as needed) with reduced staff bandwidth due to scheduled leave.   Any required approvals will be collected via email.   Modification records will be held for processing until after go-live.   ORSP & Accounting Services will prioritize award mod processing based on urgency.