Drexel University’s Office of Research & Innovation is preparing for an upcoming rollout of its new, upgraded electronic research administration system. The IRB Module in Novelution, set to go live on Aug. 17, represents an important step forward for Drexel's research administration processes.
In this Q&A, Doug Stay, assistant vice provost of research business operations and technology, provides answers from the Office of Research & Innovation to some of the most frequently asked questions and highlights what users can expect. Read on to learn more about the new Noevolution system, how it will impact users’ work and what support will be available along the way
Q: What prompted the decision to transition from COEUS to Novelution?
A: Drexel's decision to transition from COEUS to Novelution was driven by the need to support a growing and evolving research enterprise with a more modern, integrated platform. While COEUS has served the research community well for more than 15 years, research administration has changed significantly, bringing new regulatory requirements, increasingly complex processes and higher expectations for efficiency and user experience.
Novelution provides a scalable, future-ready solution that consolidates critical research administration functions into a single system, reducing reliance on multiple tools and disconnected workflows. By streamlining processes, improving transparency and reducing administrative burden, Novelution enables faculty and research staff to spend less time navigating administrative requirements and more time advancing research. At the same time, it gives Drexel the flexibility to adapt to changing regulation while evolving research needs and future opportunities across the research lifecycle, which creates a strong foundation for continued growth and innovatio
Q: What will feel most different to users when they log into Novelution, and what improvements can study teams expect?
A: We’re especially excited about the improvements users and study teams will experience through greater transparency, streamlined workflows and a more modern user experience. From the moment they log in, users will notice an intuitive interface, simplified navigation and easier access to the information they need. Role-based dashboards and clearer status tracking provide greater visibility into protocol status, including where submissions are in the review and approval process and what actions and steps are required.
Study teams will benefit from centralized submissions, more consistent review workflows and reduced manual handoffs, making it easier to navigate the process from start to finish. By bringing key activities into a single system and providing better visibility throughout the lifecycle of a submission, Novelution helps teams stay informed and keep projects moving while spending less time managing administrative processes. Ultimately, the platform is designed to guide users through their work more efficiently, allowing researchers and study teams to focus more of their time on advancing research.
Q: How will training and support be provided after go-live?
A: Supporting our users is a major priority for the team. We are planning a significant communications rollout in the upcoming month before the Aug. 17 start date, and training resources will be available through the Novelution Hub, including manuals, video guidance and recorded demonstrations. Users will continue to have access to support through office hours and the Novelution Helpdesk, in addition to dedicated support channels. We view the period leading up to go-live as the beginning of our support journey, not the end.
Q: How will the system continue to evolve after implementation?
A: Implementation is just the first step. We will gather feedback from faculty, study teams, administrators and reviewers to identify opportunities for enhancement. As users become more familiar with the system, we expect to refine processes, optimize workflows and introduce additional modules and functionality. Novelution is designed to grow alongside Drexel's research enterprise, and ongoing enhancement will remain a key focus.
Q: What message would you like to share directly with end users?
A: We recognize that transitioning to a new system requires time, patience and flexibility, and we greatly appreciate the partnership and feedback we've received throughout this process. The goal of Novelution is to create a better experience for our research community, and user input has been instrumental in shaping the system. As we move forward together, we encourage everyone to take advantage of available training resources, ask questions and share feedback. Your engagement will help us continue improving the platform and ensuring it supports the needs of Drexel's research community for years to come.
Thank you for being part of this important transition. Your engagement and feedback are helping shape a stronger research administration experience for the entire Drexel community. As go-live for the IRB module approaches, be sure to visit the Novelution Hub on SharePoint for the latest updates, training resources, job aids, important milestones and information on how to prepare for launch. Stay tuned for announcements about future modules as well! We look forward to supporting you every step of the way.
If you have questions about the upcoming launch, please reach out to novelution_info@drexel.edu.