CACTAS System and Submission Forms

Background and Challenge

The CACTAS System tracks grants and awards for UCSF’s Office of Sponsored Research (OSR). With numerous users across multiple departments—each with different workflows—it is a critical tool for timely communication with principal investigators and government entities. Upgrading the system was essential to ensure future usability, maintainability, and scalability.

SOM Tech partnered with OSR to design and iteratively develop multiple phases of the transition to the Salesforce Lightning interface. Early buy-in, engaging users, clear communication, and strong support were recognized as crucial for a successful rollout.

In a later phase, we updated a downloadable paper form used by study teams and converted it into an online submission form. This reduced manual data entry for the ICD OSR team and minimized back-and-forth communication, improving efficiency and accuracy.

Advancing Research Systems

The transition to Salesforce Lightning offered an opportunity to improve usability, search functionality, page layouts, and file management. We worked closely with stakeholders across departments to understand their daily tasks, identify pain points, and address role-specific challenges.

Phase one delivered the Lightning conversion and core functionality. Users participated in User Acceptance Testing (UAT) to validate workflows and ensure a seamless transition. The next phase integrated prioritized UAT feedback alongside additional system enhancements. Throughout agile cycles, we collaborated with stakeholders and developers—writing user stories, validating design decisions, and ensuring the system met the diverse needs of its users.

Planning for Change

We led change management workshops with key stakeholders to define rollout strategies, communication plans, and targeted training. Clear messaging, structured training, and proactive support helped address resistance, secure early adopters, and build goodwill.

Testing for Success 

We collaborated with key stakeholders to write detailed test scenarios and feedback surveys, then conducted User Acceptance Testing to ensure the system met all requirements and could handle real-world tasks. We prioritized insights from testing to guide the next phase of system enhancements.

Digitizing the MDTRF Form

In a later phase, we collaborated with the ICD OSR division to transition the Material/Data Transfer Request Form (MDTRF) from paper to a digital format. The MDTRF is UCSF’s tool for initiating and executing agreements to transfer materials or data into or out of the university. The update aimed to meet current needs while integrating the form into a system that automatically creates Salesforce records, reducing manual data entry and duplicated effort for both study teams and ICD staff.

We conducted user interviews and surveys to understand workflows and priorities, synthesized findings, and incorporated top priorities into UI wireframes for testing in Qualtrics. After testing, the UI was refined, and visual designs were created for the final integrated forms.

Change management workshops were held, and User Acceptance Testing (UAT) plans were developed to guide communication and rollout, ensuring a smooth launch and strong adoption.