iEdison Bulk Upload File Creation Tool

Description:

Overview of Software

The iEdison Bulk Creation Tool is a proprietary, standalone software application designed to simplify and automate the federal reporting requirements mandated by the Bayh-Dole Act. By serving as an intelligent bridge between raw data collection in Microsoft Excel and the iEdison federal reporting portal, this tool minimizes manual entry errors and drastically reduces the administrative burden associated with patent and invention reporting. The application is a portable executable file that requires no installation, making it an ideal solution for research institutions and technology transfer offices seeking a secure, local method for managing high-volume compliance data.

Background

Under the Bayh-Dole Act, recipients of federal funding are required to report inventions, patent applications, and utilization data to the government through the iEdison platform. Historically, this process has been labor intensive. Administrators often face two choices: manually entering data for every individual report, which is prone to human error, or using the native iEdison bulk upload feature, which requires highly specific text formatting that is difficult to generate and validate without specialized software.

The iEdison Bulk Creation Tool was developed at Mississippi State University to address these specific pain points. It provides a user friendly interface that guides users through the data preparation phase and handles the complex technical formatting required for successful bulk submissions.

Technology Description

The software operates through a two stage process that ensures data integrity before any information is sent to the federal government.

Stage 1: Smart Template Generation

The application generates customized Microsoft Excel templates for three primary report categories: Utilization Reports, New Invention Reports, and Patent Reports. These are not static spreadsheets. They are embedded with conditional formatting and built in logic. As a user enters data, the template dynamically identifies required fields based on previous answers. For example, if a specific patent status is selected, the template will automatically highlight related necessary cells in red. This visual feedback ensures that the user provides a complete and valid data set before proceeding.

Stage 2: Validated Bulk Conversion

Once the Excel worksheet is completed, the tool processes the file and converts the data into the specific text format required by the National Institute of Standards and Technology (NIST) for iEdison uploads.

The software includes a critical "Test vs. Production" toggle:

  • Test Mode: Generates a validation file that can be uploaded to iEdison to check for errors and receive a summary of potential report creations without actually committing the data.

  • Production Mode: Generates the final submission file used to officially create the reports on the federal platform.

The application manages all files locally in a dedicated output folder, ensuring that sensitive research data remains on the user's system until the moment of upload.

Benefits

  • Improved Data Accuracy: The use of conditional formatting in the Excel templates significantly reduces the likelihood of missing required information or submitting contradictory data.

  • Efficiency at Scale: Users can process dozens or hundreds of reports simultaneously. This eliminates the need for repetitive manual data entry in the iEdison web interface.

  • Risk Mitigation: The integrated Test Mode allows administrators to dry run their uploads, catching potential compliance flags before they become official records.

  • Portable and Secure: As a standalone executable, the tool does not require administrative privileges for installation and does not store data in the cloud, maintaining strict control over institutional intellectual property data.

  • Simplified Workflow: The software provides a clear, step by step path from data collection to successful federal submission, lowering the barrier to entry for new administrative staff.

Technology Readiness Level (TRL)

TRL 9: Actual system proven through successful mission operations.

The software is fully developed, tested, and currently utilized in a production environment for managing federal reporting compliance. It has been successfully used to generate and upload all three major types of iEdison reports (Invention, Patent, and Utilization) with high reliability and documented efficiency gains.

Opportunity

The iEdison Bulk Creation Tool is an essential utility for any organization that:

  • Manages a significant portfolio of federally funded research.

  • Experiences high administrative costs related to annual utilization reporting.

  • Seeks to reduce "Return for Correction" notifications from iEdison analysts.

  • Requires a local, non-cloud solution for managing sensitive compliance data.

For more information regarding licensing or implementation of the iEdison Bulk Creation Tool, please contact the Office of Technology Management.