Research Administration Advisory Council (RAAC) Committee-at-Large

Tuesday,March20,2018,3:00–4:30pmRossSchoolofBusinessRoomB1590BlauHall

Minutes Attendees :

Steve Beach –LSA Teresa Herrick –SEAS Craig Reynolds –ORSP

Beth Brant –MedicalSchool Jennifer Huntington –Business Jake Schlag –LSA

Judy Carrillo –MedicalSchool Bob Johnson –Procurement Jane Sierra –MedicalSchool

John Cristiano –U-MDearborn Melissa Karby –Dentistry Danielle Smith –LSI

Cindy Dames –ORSP Karen Kirchner –Nursing Scott Stanfill –SocialWork

Lori Deromedi –UMOR Mindy LaRocca –SPH Yvonne Sturt –ORSP

Kathy Devereux –UMOR Charlie Mattison –ISR Ken Sylvester –U-MFlint

Chris DeVries –RAAC Jan Mitchell –Pharmacy Debbie Talley –SponsoredPrograms

Lyn Fyfe –ORSP David Mulder –ORSP/SponsoredPrograms Alex Thebaud –FordSchool

Cathy Handyside –ITS Becky O’Brien –Information Daryl Weinert –UMOR

1. Introductions of Members and Guests (Daryl Weinert ) [3:00–3:05]

Meetingstartedat3:00p.m.DarylthankedTeresaandJenniferforhostingthemeeting.CongratulationsareinordertoRossBusinessSchoolwhichmoveduptonumber7intheBestBusinessSchoolrankings(upfrom11)inUSNews.

2. ORSP Update (Craig Reynolds ) [3:05–3:20] Staf�ing: ● IntheprocessofhiringonenewProjectRepresentativetoreplacingJeffAlber.● Intheprocessofhiringtwosupportstaffpositionsthatarecurrentlyvacant.Wehavetwo

acceptedofferletters:○ MarieTurnerwhoretiredfromORSPiscomingback.○ RebekahTurner,formerlyfromU-M,andcurrentlywithAudi.

● Goingtoextendanoffertopromoteoneofoursupportstafftomanagingpositiontooverseethesupportstaff.

eVerifyCompliance:● RecentlyreceivedaletterinformingusoflackofcompliancewitheVerifyrequirementson

governmentcontracts.ThesurpriseiswegotaletterandhavebeeninformedwearenotincompliancewitheVerifyrequirementsforemploymenteligibilityveri�ication.

○ Within3businessdaysfornewhires○ Within30businessdaysforexistingemployees.

Darylaskedifwehaveanestimateofourcompliancerate.Debbierespondedthathistoricallythishasbeeninthe40-50%range,butmaybehighertoday.

ScottmentionedthatthecurrentprocessintheHRsystemisnothelpful.Itishardto�indoutifpersonhasbeeneVeri�ied.YouneedtocontactDavidDayinHRtoseeifanemployeeiseVeri�iedandscheduleanappointment.Itisverydif�icult.Itwouldbeniceifthisinformationwasinthesystem(WolverineAccess)evenifhiddenfromviewformostpeople.

NIHSalaryCap:● Thenewcapof$189,600wasannouncedbyNIH.However,thereisstillnotanapprovedfederal

budgetyet.Sowhilethenewcapmaybeusedforbudgetingpurposes,itistechnicallynotallowabletoincreasesalaries.

● Debbiereiteratedthatfromtheirstandpointsincebudgethasnotpassed,itisnot�inal.Shouldwaituntilbudgetispassedtoincreasesalaries.

● DavidaskedhowtheyshouldpresentthisinFundamentals.Debbiesaiditwasoktousethenewsalarycapforbudgeting.

DeadlinePolicy:● Nochangestodate,andthepolicyisstillindraftform.4daysforfullreview,2daysinstitutional

review,andextensionsareinJackHucourtandwillbeaddressingtheissue.

AwardManagementSystem:● CathyHandysidewillgiveanupdateduringherportionofthemeeting.

3. Presentation: RAACTrainingSubcommitteeUpdate(Judy Carrillo ) [3:20–3:50]

ThefollowingareupdatesfortheRAACTrainingsubcommittee:

● Nochangesinmembershipsincelastupdate.Everyoneinthegroupisengagedintheactivities.

NavigateTraining:Launched5newcoursesin2017:● BudgetingBasics-tookfromtheFundamentalsProposalDevelopmentmodule

○ CathySeay-OstrowskiandJudyCarrilloaretrainersforthecourse.○ PilotedinSeptember2017.○ Pilotwasoriginally2-½days,andnowscalingdownto2halfdays.○ Willincorporatevideolearning(newfeature).○ NextcourseinJune.

● LaunchedAdvancedBudgetingI○ MarlieBartowandGraceSinayaretrainersforthecourse.○ ModuleincludeshowtobudgetVAfacultyinproposaldevelopmentstage.○ Moduleincludeslaborhours;taughtbyKerriCrossandRuthHalsey.○ HopetobringbackinJulyorAugust.

● AdvancedBudgetingII○ KimMannandTrinaBaileyaretrainersforthecourse.○ BasedoncomplexDODgrant,andacomplexinternalbudgetwithcostsharingaswellas

workingwithotherunits.○ NextcourseJuly/August.

Appendix #1

● TraintheTrainer○ Offeringtoourcourseinstructors.○ Helpswithclassroomskilldevelopment.○ Offerasneeded.

● Lunch&Learn:threeprogramstodate.○ Verypopularsession,andaddedlivestreamwebcasttoaccommodateregistration

challenges.○ Wehavedevelopedaworkgroup(KristinaOberly-lead)to:

■ Identifypotentialfuturetopicsandschedule.■ Findlocationoncentralcampustohosteventthatcansimulcast.

● RAMP-in4thcohort.○ Has17matchedpairs.Largestcohortsincepilot.○ Havehad56menteesgothroughprogramsinceprogramwaslaunched.○ ProgramrunsOctober2017-June2018.

● UniformGuidanceCostPrinciples:○ JacobSchlag,NickPrieurandMiaBennarditrainersforthecourse.○ OfferedMarch13inAnnArbor(33participants),andanotherclasscominguponApril10

inDearborn(19registered).○ Offerthreetimesayear.

● Fundamentals:○ CohortstartedMarch14,2018with33participants.○ Launchedin2015.Took53designteammemberstodevelopcourse;1,143hoursofdesign

work.○ Currentlyreviewingcontent/format:EmilyHamiltonandAmyHolihanaretheworkgroup

leads.■ Reviewingoriginallearningobjectivesusedonthedesignanddevelopmentof

Fundamentals.■ Identifyintermediateandadvancedresearchadministratorlearningobjectives.■ HopetohavereviewcompletedbyendofJune.

CraigaskedaboutthepurposeinidentifyingintermediateandadvancedlearningobjectsforaFundamentalscourse.Judyrespondedthatthisispartofdevelopinganoverallroadmapofwhatweneedtoofferforcourses.Determineiftherearelearningobjectivesformoreseasonedresearchadministrators.

AudienceAnalysis:● 309traineeshavetakentheinstructorledcourses:

○ 214uniquetrainees○ 95traineeshaveattendedtwoormorecourses.○ Needtoidentifywhoisouraudience.

● Workgroupleads:PatTurnbullandDavidMulder○ Whoispotentialaudienceforresearchadministratortraining(bothfacultyandstaff)based

ondemographicdata?○ Howdowereachthem?○ Whatcoursesdoweneedtoteach?

RACompetencyRoadmap:

● Workgroupleads:SueKelchandJudyCarrillo● Helpidentifytraininggaps.● Provideresearchadministratorsandsupervisorswithtoolsthatoutlinesknowledge,skillsand

abilitiesneededtoperformjob.○ Listkeycompetenciesforresearchadministrator.○ Breakdownofcompetenciesbylevel(researchadministratorroles).○ Mappingofkeycompetenciestoavailableprofessionaldevelopmentopportunities.

● Developalistoftopicsandwheretrainingisneeded.● StartedwitheightcorecompetenciesatU-M.Theninthcompetencywillberesearch

administration.● Willbecreatingamatrixwithcoursesandcompetenciesforresearchadministration.

Beckyaskedifthecompetenciesweregoingtobebrokendownbypre-award/post-award.Istheregoingtobeawaytopickanareabywhatisneededforthem(researchadministrator)?Judyrespondedthatitwillbebrokendownintasks(e.g.,�inancialcourses).

Darylindicateditwouldbegoodtomatchapositiondescriptiontocompetencyskill.Needtotightendownonjobcodes,etc.Needto�indwhatarethegaps.● Jobclassi�icationiswhatismissingtomatchwithcompetencies.● Davidsaidtheyarereviewingaggregatedataofjobdescriptions.Consistencylevelingacrossthose

jobdescriptionsisneeded.● Wehavetopicsidenti�ied,nextistobuildthecompetenciesbytopicandwillhavereadytopresent

inJune.

FacultyResources:● LoriDeromodiandKristinaOberlyaretheleadsonthisworkgroup.● Twounderdevelopmentfor:

○ New/juniorfaculty○ Seniorfaculty.

● Juniorfaculty:Onboardtraining.● Seniorfaculty:Developmentofwebsiteresources.● Showedprototypeofnewwebsitepageforseniorfaculty.HadtheRAACFacultyAdvisoryCouncil

reviewanddevelopedthepagebasedontheirfeedback.● Surveywillbesenttothisgroupforfeedback.

Alltheworkgroupswillhelpusmoveforwardandlearnwherethegapsare.

YvonnepointedoutthatalotoftheworkgroupsarecomprisedofTrainingsubcommitteemembers.Arethereoutsidemembersinthegroups?Judyansweredthatyes,wehaveinvolvementfromalltheschoolandcolleges,includingthesmallerschools.TheRAACTrainingsubcommitteearetheleads,withothermembersfromoutsidethesubcommittee.Workgroupsarefull.

● DavidintroducedLynFyfethenewInstructionalDesignerwhowillhelpcoordinatetheseworkgroups.

KenpointedoutthattheFoundationsRelationsstaffinFlintwouldlikely�indvalueinthesecourses.Judyrespondedthatwe’vehadgoodinvolvementfromFlintandwewillworkonidentifyingsomeofthenon-traditionalresearchgroups,suchasFoundationRelations,wherethecoursescanbepromoted.

DarylmentionedanicewriteupbyKevinHegarty(CFO)whohasfundedtheNavigatetrainingprogram.Hewastoutingaboutthegreatstridesofthetrainingaccomplishments,andthebene�itstotheUniversity.WewillgetacopyoftheletterandpassalongtoRAAC.

4. ITS Update (Cathy Handyside ) [3:50–4:05]

Workingononething-AwardManagement.

Topicstodiscuss:● Projecttimeline● PAF/AwardRelationship● AwardWorkspaceineRPM.

Timeline:● ImplementationplannedforAugust2018-ontrack.● Useracceptancetesting-June2018

○ ReviewwithselectgroupsincludingProjectAdvisoryTeams,RAACgroups,etc.● Trainingforunitsandcentralof�ices-July2018.● PlanningtoconvertdatainPAFtoday.Willbeavailabletopreviewintraining.

PAFWorkspace:● WillbeineResearch/ProposalManagement.AwardManagementwillbehousedineRPM.Willbe

onesystem.● Hasmultipletabstogettoinformation.● HasPAFsummary-glanceatalltheinformationofproposal.● Linktoproposals.● Therewillbea1:1relationshipbetweenPAFandAward.● Notmuchvisibilityintoawarddetails,relatedcompliance,etc.(PAN/PACs).● StillusePAFstorouteproposals.WhenproposalisinastateofSubmittedorInNegotiation,will

createanewrecordineRPMcalledanAwardRecord.● PAFwillmovetoProcessingAward.AwardrecordwilltrackfromORSPthroughaccount

assignment,�inancialprocessing,pendingactivitiation,active.ThestateofPAFwillchangetoAwardedwhenallareasarecon�irmed.

Bethaskedif,whenanawardisclosed,willthePAFgoinanotherstate?CathyrespondedthatthePAFwillgointoanotherstate.JanfollowedbyaskingiftherewillbeanactivelinkfromthePAFtotheAwardrecord.Cathyansweredthattherewillataminimum,beareferencetotheAwardrecord,hopefully,ahyperlink.

● AllPAFswillhave“reference”tooneAwardrecord.● IfanewAwardislinkedtoexistingaward,willgowiththatinformationunderawardmodi�ication.

Themodi�icationwillgothroughitsownwork�lowandhavetracking.Oncecomplete,willgounderRelatedRecordstabonAwardWorkspace.

AwardWorkspace:

LooksalotlikePAFWorkspace.HasCurrentState(toggle),hascompliancemetertotheawardwithred(notactive),yellow,andgreen(whenapproved).

DanielleaskedifeVerifywillbeaddedtothecompliancemeter.Cathyrespondedthatwedon’ttrackthiswithaseparatecompliancecommittee,butundertheORSPTerms&Conditions.Therecouldbeanindicator.

Appendix #2

Danielleaskedaboutaccessibilityintermsofthecolorsonthecompliancemeter.Cathyansweredthattherewillbetitlesaboveeachofthecolumns.

KathyaskediftherewillbeawaytoturnoffthecompliancemeterassomegrantshavemultiplePAFsthatrolluptoonemaster.Thiswouldcausemajorproblems.CathyaskedKathytosendanexampleofPAFnumberswiththeissue.Theplanwasnottohaveasatogglebutwilllookatit.

ScottaskedaboutsituationswherethehumansubjectsportionofthestudywillbeneededinYear2butnotinYear1.WillthispreventanawardfrombeingissuedastheIRBcompliancemeterwouldpresumablybered.Cathyansweredthattheyhavethoughtofthistypeofsituationandarenotsureatthispointwhatformthatwilltake.

Alexaskedifitispossibletoincludewhentheinterim�inancialreportsaredueaswellasthe�inalreport?Cathyrespondedyes,thisinformationmaybefoundinthetabsatthebottom(fromfeedbackthesewillmoveituponthepage).Deliverabletabcancreatedeliverablesdueandsystemwillsendemailreminders.

Debbiesaid�inancialreportdeliverableswillstillbeinMPathways.SponsoredProgramswillnotgointoAwardworkspacefordata,itwillbeinMPathways.

AwardnumberismadeupofAWD+6digitsandsharedbetweeneRPMandAwardsystem.ThereisaplantoputlinktoMreports.

Youcando:

● Trackawardprocessandawarddetails.● LinktoM-Reports(AwardIDsameineRPMandFinance).● Processtorequestpost-awardchanges.● Setupdeliverables(notFinancialreports).● Storeunitdocuments.

5. Sponsored Programs Update (Debbie Talley ) [4:05–4:20]

● SingleauditisdueMarch31,2018-veryclose.● Therearetwoissues:aFinancialAid�indingandanotheronerelatingtoequipment.Thisisthe

fourthyearofhavingequipmentissues.BrentHaase(InternalControls)islookingtoaddequipmenttothegapanalysis,whichwillcovertheprocessfromacquisitionofequipmenttodisposal.

● BobJohnsonandColinAnderson(Procurement)areworkingonimplementingprocurementstandardsforUniformGuidance.TheygointoeffectJuly1,2018.

● TheauditorsuseOctober2018asactualof�icialdateof$10Klimitandtherewillbefurtherdiscussion.Willnotchangethebidlimit,butdocumentation.Bidlimitis$10,000forussonotasbadassomewhohavea$25,000bidlimit.

● SponsoredProgramsauditisstillinworks.One�indingisbackonthetableandtryingtoridofit.

Melissaraisedanissuewithstrategicsupplierswherethepurchase(e.g.,alaboratoryfreezer)doesnotgetclassi�iedasequipment,butratherassupplies.Theprocesstohavethepurchaseclassi�iedcorrectlyisveryinvolved.DebbieaskedMelissatosendanexample.

6. Closing and Future Meetings (Daryl Weinert ) [4:20–4:30]

● UpcomingmeetingApril17atSouthAtrium,NCRC.UpdatefromRAACProcesssubcommittee.WillalsoincludeProcurementupdate.

● UpcomingRAACExecutiveCommitteemeetingisApril10,2018.● TherewillbenoRAACCommittee-at-LargemeetinginMay.WillresumeinJune.● DarylthankedtheBusinessschoolforhostingmeeting.

Meetingadjournedat4:22p.m.

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RAACCommittee-At-LargeMeetingDates● Tuesday,April17,2018,3:00–4:30pm@SouthAtrium,NCRC(Heather Offhaus ,RAACProcessSubcommittee)● No May meeting● Tuesday,June19,2018,3:00–4:30pm@LurieEngineeringCenter(Becky O’Brien ,RAACCommunications

Subcommittee)

ExecutiveCommitteeMeetingsWolverineTower,ConferenceRoom1025(unlessnoted)

● Tuesday,April10,2018,3:30–5:00pm● Tuesday,May8,2018.3:30–5:00pm● Tuesday,June12,2018,3:30–5:00pm

Research Administration Advisory CouncilCommittee-at-Large

Training Subcommittee UpdateMarch 20, 2018

__________________________________________________________

Judy Carrillo Manager, Research Administration

Internal Medicine Department

Current Subcommittee Membership● Judy Carrillo, Chair, Medical School

● David Mulder, ORSP/Sponsored Programs

● Dave Nassar, ORSP; Sponsored Programs

● Chris DeVries, ORSP/Sponsored Programs

● Raquel de Paula Silvius, ORSP/SponsoredPrograms

● Kim Angelopoulos, LSA

● Lori Deromedi, UMOR

● Cathy Handyside, ITS

● Emily Hamilton, Medical School

● Tricia Haynes, ORSP

● Sue Kelch, Medical School

● Patrick Lagua, Dentistry

● Amy Holihan, ORSP

● Melinda LaRocca, Public Health

● Kristina Oberly, CoE

● Susan Powell, CoE

● Cathy Seay-Ostrowski, Biomedical Eng

● Amanda Simon, Sponsored Programs

● Pat Turnbull, U-M Dearborn

Appendix #1

RAAC Training by the NumbersFive New Courses Launched in 2017

TRAIN THE TRAINER

Satisfaction Rating: 4.73 out of 5.0

Up Next for Lunch and Learn...

Launched June 2016

Three programs to date

Challenges: location/size of

room; streaming capabilities

Work Group Formed:Lead: Kristina Oberly, Engineering

Deliverables: ● Identify potential future topics for the Lunch &

Learn● Find locations on central campus to host Lunch

& Learn events that enables simulcast● Schedule programming through FY19

Research Administration Mentoring Program (RAMP↑) Update

4th Cohort Underway

Program Overview

•35 participants / 17 matched pairs

○ Program runs September 2017 - June 2018

•Largest cohort since launched in October 2014

•Since first cohort 56 mentees have gone through program

Navigate: Uniform Guidance Cost Principles

● Continues to be a popular course

○ Next Offering - March 13th - Ann Arbor Campus; April 10th -Dearborn

○ Enrollment Numbers: 33 for AA Campus; 19 for Dearborn

○ Trainers: Mia Bennardi (Sponsored Programs), Nick Prieur (ISR)& Jacob Schlag (LSA)

Navigate: Fundamentals

● Spring 2018○ March 14 - June 7○ 33 Participants

■ All applicants were accepted

Up Next For Fundamentals….To launch

53Design Team

Members

To launch

1,143Days of Design

Work!

(163 Weeks)

Work Group Formed:Leads: Emily Hamilton, Medical School; Amy Holihan, ORSPDeliverables: ●

●

●

●

Launched Fall 2015

Audience AnalysisWork Group Formed:Leads: Pat Turnbull, Dearborn & David Mulder, ORSP/Sponsored Programs

Deliverables: Analysis of potential audience for RA training opportunities (both faculty and staff) based on demographic data

309 trainees

have taken instructor

led courses

214 unique trainees

95 trainees have attended two or

more course

Research Administrator Competency Roadmap

To help Training Committee identify training gaps and provide research administrators and supervisors with tool that outlines knowledge, skills and abilities needed to perform job.

Work Group Formed:Leads: Sue Kelch, Medical School & Judy Carrillo, Medical School

Deliverables: ● List of Key Competencies for Research Administrators, including descriptions● Breakdown of Competencies applicable to RA roles, by level (if applicable)● Mapping of Key Competencies to available professional development opportunities (both internal and

external)

What Would the Roadmap Look Like?

Faculty Resources - Development of Training Programs

Create a robust research administration trainingand information resources for faculty● Two programs under development

○ New/junior faculty■ Recommendation for onboarding training program

○ Senior faculty■ Develop website resources

● Workgroup established○ Co-Leads: Lori Deromedi, UMOR Ethics & Compliance & Kristina

Oberly, College of Engineering

Website Prototype for Senior Faculty Resource

Recap:

● Training for faculty under development

● Fundamental course undergoing review

○ Will also identify learning gaps

● Research administrator roadmap under development

○ Will result in identification of additional training programs

● Audience Analysis

○ Will help identify audience and how to reach

● Lunch and Learn workgroup established to address access/streaming

issues and plan programming

Questions?

ITS UpdateRAAC Committee-at-Large

Cathy Handyside, Assistant Director - ITS Research Administration SystemsMarch 20, 2018

Topics

Award Management

● Project Timeline● PAF/Award Relationship● Award Workspace in eRPM

Appendix #2

Project Timeline

Award Management

● Implementation planned for August 2018● User Acceptance Testing - June 2018

○ Review with select groups including Project Advisory Teams (S/C/I & Central Office), RAACgroups, etc.

● Training for Units and Central Offices - July 2018

Current PAF Workspace

PAF/Award Relationship

PAF Current State

● 1:1 relationship between PAF and Award

● Not much visibility into award details, related compliance, etc.

PAF/Award Relationship

15-PAF01078

State = Submitted to SponsorOR

State = Negotiation in Progress

PAF/Award Relationship

15-PAF01078

State = Processing Award

Award Workflow

Initial Award Processing Hold/Compliance Hold Account Assignment Financial Processing Pending Activation Active

PAF/Award Relationship

15-PAF01078

State = Awarded

PAF/Award Relationship

15-PAF01078

State = Awarded

16-PAF02335

State = Awarded

Award Workspace - Under Construction

What can I do on an Award?

Track award process and award details

Link to M-Reports (Award ID same in eRPM & FIN)

Request post-award changes

Set up deliverables

Store unit documents