Category: Technology Transfer

Technology Transfer

Early Returns Positive for JHTV’s Online Invention Disclosure Platform

Early Returns Positive for JHTV’s Online Invention Disclosure Platform

 

 
To better serve the institutions’ innovative faculty and researchers, Johns Hopkins Technology Ventures (JHTV) will fully transition to its online inventor portal on March 1. This portal will be the sole pathway for submitting invention disclosures.

About a year ago, JHTV launched the inventor portal as a new disclosure option to increase the processing efficiency of the more than 500 disclosures it receives each year and to provide inventors with a hub through which to access a historical record and the status of disclosures. Since its launch, the share of invention disclosure submissions made through the portal has climbed to 40 percent, indicating an overall preference for the new format.

“Our priority is to move invention disclosures from submission to a final outcome as quickly as possible while ensuring each receives proper attention,” says JHTV administrative manager Janice Ankeny. “We designed the portal with researchers and faculty in mind. It eliminates delays and has the added benefit of increasing transparency for faculty and researchers.”

FY 2017 invention disclosures
Barbara Slusher, M.A.S., Ph.D., professor of neurology and director of Johns Hopkins Drug Discovery, is an early adopter, having submitted five disclosures through the portal.

“What I like about the inventor portal is that when I have a question about something I filed, I can go to my inventor’s page where it has all of the information I need in one place,” Slusher says. “The system works very well. It keeps everything in check — tracking when you have uploaded information, alerting when more information is needed and showing the disclosure review status.”

The decision to concentrate disclosure activity in the portal, eliminating other options like emailed Microsoft Word and PDF documents, is based on the overwhelming advantages of the portal:
 

Time-savings:

  • Eliminates submissions of incomplete disclosures
  • Fewer fields on the invention disclosure form

 

Convenience:

  • Access to all intellectual property disclosure records in a central hub
  • Increased database accuracy through self reporting updates to contact information
  • Accepts electronic signatures and uses system prompts to finalize forms

 

Compliance:

  • Reduces follow-up times for missing grant information

 

Customer service:

  • 75 percent reduction in system entry time increases JHTV capacity
  • Increases rate by which technologies reach IP managers
  • Facilitates creation of marketing summaries for Technology Publisher

 

Questions about the online inventor portal? Email Tina Preston.

 

Technology Transfer

Down With Delays: Digital Signatures Streamline NDA, MTA Approvals

Down With Delays: Digital Signatures Streamline NDA, MTA Approvals

 

Print, sign, scan, forward, repeat. The process seems straightforward, but it caused delays and headaches for the Johns Hopkins Technology Ventures (JHTV) contracts team and the faculty with whom they worked.

Out of the office? Good luck finding a printer. Signed your Material Transfer Agreement (MTA) or Non-Disclosure Agreement (NDA)? The scans were sometimes unreadable, necessitating they be re-sent.

These inefficiencies couldn’t last in an office that completed more than 4,000 MTAs each of the past two years. Fortunately, the contracts team found a solution, DocuSign. The electronic signature and document management system enables parties to simultaneously review and digitally sign documents from their phone, tablet or computer. In essence, the software transforms document finalization from a backroad with countless stop signs into a clear highway.

After months of troubleshooting and a soft launch for “frequent flyer” faculty members run by the team’s paralegal, Amy Howard, the Contracts team fully implemented the digital signature process in May 2017.

“Introducing DocuSign to our workflow was one of the most impactful things we did in fiscal year 2017,” says Steve Kousouris, JHTV’s Senior Director of Finance and Administration. “It has increased faculty satisfaction, improved productivity and decreased the amount of time in which we received signed and finalized documents.”

The addition of DocuSign led to Kousouris setting an ambitious goal for the team: processing 500 MTAs and NDAs in the three months before the close of the fiscal year. Not only did the team meet that goal, they exceeded it by 20 percent and showed improvement in processing speed. A thermometer made by Contract Associate Susan Liew and her two children helped the team track its progress.

In the fourth quarter, the Contracts team received more than 200 MTA requests and completed 67 percent within five days and 94 percent within 30 days, the highest rate since at least the start of fiscal year 2009. Mirroring that fourth quarter performance, the team processed 56 percent of the approximately 90 NDAs it received within five days. Ninety-three percent were completed within 30 days.

“Spending less time on administrative tasks like scanning, printing and emailing multiple contacts for each agreement allows us to speed up our transaction times and enables our associates to take on more agreements,” says Nekeshia Maloney, Director of the Contracts team. “DocuSign reduces the number of emails we send to faculty and outside parties as it automatically follows up every two days. Once signed by all, it packages the signatures into a single document and routes it to the parties for their records. This is where the real time-saving efforts happen.”

Maloney points out that this revamped process allows Johns Hopkins faculty members to more quickly receive or send materials and move forward with collaborations. Ultimately, she says, this only furthers JHTV on its mission to bring life-changing technologies to the world.

The Contracts team’s success hasn’t gone unnoticed. Other parts of JHTV — including the licensing, finance and HR teams — have adopted DocuSign to streamline their processes and to provide better service to stakeholders.

The implementation of DocuSign is just the latest example of JHTV’s commitment to customer service. Over the past year, JHTV has launched a re-designed website, added functionality to its technology search and implemented the 2-2-2 initiative to streamline how it processed invention disclosures.
 

Want to learn more about JHTV? View our Annual Report!

 

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