OFFICE OF SPONSORED PROGRAMS

OSP Leadership TransitionMRAM – October 1, 2015

Lynette Arias – Assistant Vice ProvostResearch Administration Strategic Initiatives

Carol Rhodes – Acting Co-Director, OSP, Compliance and Policy

Amanda Snyder – Acting Co-Director, OSP, Operations

http://nationaldaycalendar.com/national-research-administrator-day/

OFFICE OF SPONSORED PROGRAMS

OFFICE OF SPONSORED PROGRAMS

• University wide • Support and advocacy in reducing research administrative burden• Faculty outreach, partnership and support• Affiliation relationship clarity/guidance• University policy development

• National• Research Administration advocacy• Council on Governmental Relations (COGR) Research & Regulatory

Reform Committee• Federal Demonstration Partnership (FDP) Expanded Clearinghouse

Workgroup Increased sponsor partnership building / Industry relations• International

• Global research administration support• Continued support of foreign subrecipient partnerships

AVP – Research Administration Strategic Initiatives

OFFICE OF SPONSORED PROGRAMS

• Compliance & Policy – Carol

• Operations – Amanda

Acting Co-Directors

OFFICE OF SPONSORED PROGRAMS

• Oversight of day-to-day operations

• Authorized Institutional Official

• Campus Outreach Lead• Process Coordination

with GCA and Procurement

• External groups/meetings including MRAM, RAPIT, other Process Improvement groups

Operations

• GIM development/maintenance• F&A waivers/F&A questions• GIM 19 waivers• Regulatory compliance process

development• Campus workgroup and

initiatives related to risk management & assessment, policy development

• FOIA requests/Public Records requests

• Master Agreement Review & Signature

• Audit Assistance (with IA, when sponsored programs)

• External groups/meetings including MRAM, RAPIT, other Process Improvement groups

Compliance & Policy

OFFICE OF SPONSORED PROGRAMS

OFFICE OF SPONSORED PROGRAMS

Thank you!

OFFICE OF SPONSORED PROGRAMS

Subawards Update

Amanda SnyderActing Co-Director, OSP

http://nationaldaycalendar.com/national-research-administrator-day/

OFFICE OF SPONSORED PROGRAMS

• As Procurement has communicated, PAS is closed for requisitions as of today, 10/1/2015

• OSP must receive new and modification requests via Ariba

• Transition of purchase orders from PAS to Ariba continues• If you need to modify a purchase order that is not

yet in Ariba, please send an email to aribasub@uw.edu

• PO will be transitioned to Ariba• You will then be able to request modifications and

“receive” invoices in Ariba

Use of Ariba now required for subawards

OFFICE OF SPONSORED PROGRAMS

• Subaward data is now available via the Enterprise Data Warehouse (EDW)https://biportal.uw.edu/Report/Details/ResearchSubawards

• On the Business Intelligence (B.I.) Portal• Works the same as award & proposal reports• Searchable report• Updated nightly, so essentially “real time” data• Need the ASTRA permission to gain access (more info at

http://

www.washington.edu/itconnect/work/data/use-data/get-access/request-access/)• Note: the “Assigned To” field is currently missing from

report, will be available 10/9

New tool for visibility

OFFICE OF SPONSORED PROGRAMS

OFFICE OF SPONSORED PROGRAMS

Business process reengineering effort is in the works for the OSP Subawards Intake process

• Actively working through details with various campus partners

• Vision: leverage the data we have in SAGE/SPAERC so that system supports both campus and OSP needs for subs

• Ideally, an intake process similar to the eGC1• Automated assignment• 2-way collaboration• Visibility to your requests in progress

Intake of Subaward Requests for OSP

OFFICE OF SPONSORED PROGRAMS

• Will enable parallel work on subaward agreement lifecycle and Ariba Contract Request process.

• Will clarify roles and responsibilities between financial and contractual• Ariba will still be required for the financial portion

of subaward actions

• We may need to pursue an interim, “lower tech” solution in the interim. Planning is underway.

Intake of Subaward Requests for OSP (Cont.)

OFFICE OF SPONSORED PROGRAMS

• The Federal Demonstration Project (FDP) forms have been updated and we plan to begin using them later this month• Updates for the Uniform Guidance • Still awaiting agency-specific T & C’s

(Attachment 2) from all federal agencies except NSF & NIH

• Update to Attachment 4, Reporting Requirements, is going to require additional info from campus

New Subaward Templates in the Works

OFFICE OF SPONSORED PROGRAMS

Advance Budget Numbers and Industry Sponsored

Clinical Trials

Carol RhodesActing Co-Director, OSP

MRAM October 2015

Issue Being AddressedInability to get an advance budget number for an anticipated industry-

sponsored clinical trial

Symptoms:• Increased salary transfer activity at the beginning of the

trial• Errors in the transfer of expenditures from dept budget

number to clinical trial budget number• Inconvenience of housing start-up costs on one or more

department budget numbers• Lack of information/awareness of roles and

responsibilities with respect to pre-final contract spending, if not running through sanctioned UW advance budget number process

New Process as of October 5th

Advance Budget Number Eligibility for Industry Sponsored Clinical Trials

Department routes eGC1 to OSP OSP reviews content of eGC1 and approves OSP creates a Funding Action (FA) while negotiating the

Clinical Trial Agreement Department may use the Advance Budget Number (BN)

Eligibility Tool to request an Advance BN This is routed directly to a Program Coordinator Team in OSP It is reviewed and if eligible, OSP removes the block on

advance budget number eligibility Department may then enter SAGE and send in the details for

budget number set-up to GCA

Advance Budget Number Review

The same as for any sponsored program, including the following:

• If no pre-award spending authority, is department willing to incur the risk and supply an alternate department budget number?

• Will human subjects research expenditures be charged to the advance budget number, and if so, is there IRB approval (WIRB approval, in this case)?

• Have Investigators disclosed their SFI and has it been reviewed?

Can I get a Research Study Account (“Triple R”) activated with an advance budget number?

No. Here is why:o Triple R account allows for billing of clinical

services.o Clinical services should not occur without a

fully-executed clinical trial agreement in place.o If you supply an advance budget number to

CRBB to activate your Triple R account, CRBB will notify you that the advance budget number is not allowed for this request and point you back to OSP policy.

Questions?

• Advance Budget Number Primer and Eligibility Tool

• Clinical Trial definition and other resources related to budgeting, IRB approval, FCOI, clinical trial lifecycle (Roles/Responsibilities)

Thank you!

CORE is a collaborative effort to provide free, high quality, cohesive training on research administration and compliance to UW researchers and research administrators.

UPCOMING COURSES IN RESEARCH ADMINISTRATION

Oct 05 GCA 202 – Direct Billing of F&A Type Costs

Oct 07 MAA 101 – Introduction to Faculty Effort Certification

Oct 08 OSP 101 – Introduction to Research Administration

Oct 14 MAA 102 – Electronic Faculty Effort Certification (eFECS) for FEC Coordinators

Oct 22 GCA 100 – Post-Award Financial Administration: Processes, Offices and Best Practices

Oct 28 MAA 100 – Introduction to Grant and Contract Certification (GCCR)

Oct 28 GCA 201 – Salary and Cost Transfers and Compliance

Nov 11 MAA 220 – Managing Faculty Effort

Nov 09 MAA 215 – Faculty Effort and Cost Share: Calculate it Right!

To see a full list of courses and to register, visit https://uwresearch.gosignmeup.com/public/course/browse

MAJOR THEMES

Requests for more advanced course work

More frequent scheduling of introductory courses

More examples/scenarios to work through in class

Access to Online Resources

CORE CAMPUS SURVEY RESULTS

We received 172 responses to the CORE survey

THANK YOU!