TOPIC PRESENTER CONTACT MINUTES

GrantTracker Email Contact Demonstration

Gregg ReynoldsWeb Developer, Grant & Contract Accounting

Kristen BendixsenSenior Computer Specialist, Grant & Contract Accounting

206 221-6306greynold@uw.edu

206 616-9890 krisbend@uw.edu

15

Sponsored Program Activity – Types Defined

Related eGC1 Changes

Carol RhodesAssociate Director, Office of Sponsored Programs

206 543-4043carhodes@uw.eduu

15

GIM 38 Rollout – Reduced Responsibilities

Mike AnthonyExecutive Director, Management Accounting & Analysis

206 616-1379 mda1213@uw.edu

10

Sponsor System Updates Amanda SnyderAssociate Director, Team B & Subawards, Office of Sponsored Programs

206 616-8790acs229@uw.edu

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How to Check Subaward Status Amanda SnyderAssociate Director, Team B & Subawards, Office of Sponsored Programs

206 616-8790acs229@uw.edu

10

MRAM Monthly Research Administrators Meeting

JUNE 11, 2015 UW TOWER AUDITORIUM

NEXT MRAM JULY 9, 2015 UW TOWER AUDITORIUM

Notice of Expiration (NOE)

Nathaniel ClarkGrant Analyst, Grant and Contract Accounting

University of Washington MRAM - June 11, 2015

• Due to recent enhancements to Grant Tracker, RAPIT (Research Administration Process Improvement Team) recommended GCA discontinue sending paper Notice of Expiration (NOE) Letters.

• This decision was based on feedback from multiple departments indicating that the letters were no longer useful, and that they preferred to use the new Department View tool located in Grant Tracker.

No More Notice of Expiration (NOE) Letters!

To access the Department View feature, open Grant Tracker and click on “Go to Department View” at the

top of the left-side menu bar.

GCA will be eliminating “Response to NOE” as a topic for Grant Tracker messages. Going forward, please direct any questions or messages regarding an expiring budget to the “Closing” topic.

To create a report of expiring budgets, enter the Org Code as instructed and review the data under “Budgets with Final Action or End Dates In Next 90 Days.” This report features an Export Search

Results option to increase usability.

Research Finance Operations :: Systems and Data Analysis

GT – Campus Email Contacts 6/11/2015GT – Campus Email Contacts

Email Contacts in GrantTracker

Brief Background• GCA needs a better way of contacting Campus partners for post-award related

questions and actions to be taken on budgets• SDA is delivering the ability for Campus to maintain their own contact information

Goals• This contact will be used for all communication with Campus for that Budget

regardless of topic• This will replace the Department Email on the MRAM intranet

How It Works • Emails initiated by GCA will have this email(s) in the To• Emails initiated by you in GrantTracker will have this email(s) in the CC• Supports ability to assign 1 or more contacts to each budget• Supports bulk updates/edits for multiple budgets and edits/deletes by budget

Sponsored Program Activity Types-and related eGC1 changes

Presented by: OSPJune 2015 MRAM

Lead up to changes coming UW Annual Report Group (OSP, ORIS, GCA, OR)

met in 2014 to discuss solidifying better definitions for sponsored program activity.

At same time, UW reports its sponsored program activity expenditure amounts to the Higher Education Research & Development (HERD) annual survey. All activity is categorized into Primary R&D areas.

This is primary source of information on R&D expenditures at U.S. colleges/universities

Goals: Define Sponsored Program Activity Types

To categorize sponsored program funding for automated reporting (e.g. annual report, federal reporting, etc.)

To make consistent with Major Functions as defined in Federal Uniform Guidance

To update and synchronize activity definitions across eGC1 and Funding Action drop down lists

To assist campus with choosing F&A rate(s) applicable to sponsored program

Sponsored Program Activity Types -

Where will I find new terms and definitions?

F&A Rate Table (OSP home page tab) GIM 13

SAGE – New field on eGC1 details (Funding Purpose will be replaced by Sponsored Program Activity Type)

All sponsored program activity types fall into three Major Functions as defined in the Federal Uniform Guidance: Organized Research, Instruction, or Other Sponsored Activity (OSA).F&A costs are those costs incurred for a common or joint purpose benefitting more than one cost objective that cannot be readily assigned to a particular sponsored project. F&A costs are also referred to as "indirect costs." Examples include electricity, IT, depreciation on buildings, and general departmental administrative costs.

The University establishes F&A rates to be used when preparing proposal budgets for sponsored program activity. These F&A rates account for the F&A costs that will be incurred to carry out the project.

GIM 13 is the official UW policy on F&A rates.

For more information on how F&A rates are established, please visit Management, Accounting & Analysis (MAA).

How to determine the correct F&A rate to use: 1. Does a Special Case exist for your project? Skip steps 2-5.

2. Select appropriate sponsored program activity type for the project.

3. Select the location(s) where work will be performed.

4. If multiple locations, determine how to split rates.

5. Understand the Base Calculation for your project.

F&A Rates and Base by Location & Activity Type

Organized Research

OSP Website : Facts & Rates – F&A Tab

Text & Link

Updates

Links to Explanation

s

http://www.washington.edu/research/main.php?page=ospRates&entryTab=2

OSP Website : GIM 13: Types of Institutional Activity

Basic Research

Systematic study directed toward fuller knowledge or understanding of fundamental aspects of phenomena & of observable facts without specific applications towards processes or productions in mind.

Included: NIH R01, R03, R21; SBIR and STTR Phase I; K99/R00

Applied ResearchSystematic study to gain knowledge or understanding to meet a specific recognized need.

DevelopmentSystematic use of knowledge or understanding gained from research directed toward production of useful materials, devices, systems, or methods, including design & development of prototypes & processes.

Fellowship: Research Graduate/

Professional

Undergraduate and graduate fellowships focused on training in research techniques.

Examples: NIH, HRSA, AHA Individual Fellowships (F series)

Other Training: Research

Activities involving training of individuals in research techniques where training is in the same facility as other research & development.

Examples: NIH Research Training Grants (T series)

Organized Research: All research & development activities sponsored by federal or non-federal agencies & organizations.

Explanations for Activity Types that fall under the 3 main categories defined by Federal Govt. (Organized Research, Instruction, other Sponsored Activity)

http://www.washington.edu/research/osp/gim/gim13.activity-types.html

SAGE View – Activity Types

“Funding Purpose” field replaced by “Sponsored Program Activity Type” field:

SAGE View – Activity Types (cont.)

On click, will show cascading selection: Category Activity Type

Expand the category, to select the Activity Type

Activity Types by Category

2nd change in SAGE due to HERD survey: Identifying Clinical Trial

Phases

Defining phases helps categorize sponsored program funding into R&D categories.

Phases are defined by NIH & will be adopted by UW for guidance.

Phase definitions will be on UW OSP website for reference.

SAGE View – Clinical Trial Phases

If Activity Type = “Clinical Trial”, then Phase displays and is a required field

Needs identified for future work

Multiple fields for multiple SPA types under one sponsored program.

Multiple fields for multiple CT Phases under one sponsored program.

Modify GIM 13 policy to allow for split rates for split SPA sponsored programs.

SAGE/SPAERC data map one for one into future financial system SPA types, for F&A rate coding/base coding.

Project TimelineDate Who/Where What

3/2014 Annual Reporting Group

Review of Sponsored Program Activity Types

Analysis

4/2014 OSP Workgroup Review of Examples for each SPA Type

Analysis

6/2014-8/2014 OSP, GCA and MAA

Review of draft categorization and example building

Drafting

8/2014 OSP PM System Change request to ORIS

Business Requirements

2/2015 OSP PM /ORIS Discuss system options

System Analysis with ORIS

4/2015-5/2015 OSP, GCA, ORIS System Requirements – final

Phasing and ID of Future Needs

Communication TimelineDate Who/Where What

3/25, 5/27, and 6/4

Research Administration Process Improvement Team (RAPIT)

Presentation and Request for Input

3/25: SPA Type Review5/27 and 6/4: Specific Request for Web Usability Feedback

6/08 OSP Workgroup Presentation Request Web Usability Feedback

6/10 OSP Staff Meeting

Presentation Request Web Usability Feedback

6/11 MRAM Presentation Inform

7/07 OSP Web Content Published

7/07 SAGE System Updates

SAGE Announcement

7/07 MRAM Announcement

7/07 OSP Web Announcement

Update on GIM 38 – Faculty Reduced Responsibilities

June 11, 2015Michael Anthony

Management Accounting & AnalysisUniversity of Washington

Rollout moving forward for July 1, 2015

Informational sessionsJune 17, 1:30 – 3:00

June 24, 10:00 – 11:30

Both sessions will be held at the UW Tower auditorium

Webcast may be available

GIM 38 Rollout Update

University of Washington Presenter’s Office

Policy overview and background

Reduced Responsibilities (RR) status process

What tools are/will be available

Case studies

Q&A

GIM 38 Information Session Agenda

University of Washington Presenter’s Office

All college/school/departmental administrators that have faculty who either have lost external (e.g., gift, grant) funding and/or potentially may lose external funding and not have other funding (e.g., bridge funding) to cover their lost salary (currently classified as WOS).

Who Should Attend

University of Washington Presenter’s Office

Sponsor Systems Update

Amanda SnyderAssociate Director, Office of Sponsored Programsacs229@uw.edu

NIH – ASSISTNIH's online system for

preparation, submission and tracking of grant applications through Grants.gov to NIH

Multi-project proposals via ASSIST began in 2013-2014

This year, NIH is rolling out opportunity to use ASSIST for all proposals

Source: http://grants.nih.gov/grants/ElectronicReceipt/files/Timeline_for_Single-Project_ASSIST_Support.pdf

What are we doing?OSP is creating an ASSIST User

Group ◦Identify questions and challenges early◦Represent needs to the ASSIST product

managers Interested in participating?

◦Email our Associate Director of Systems and Information Management, Aron Knapp, at aronk@uw.edu with the subject line : ASSIST User Group Interest

ASSIST Training Resourceshttp://grants.nih.gov/grants/Electron

icReceipt/files/Timeline_for_Single-Project_ASSIST_Support.pdf 

http://grants.nih.gov/grants/ElectronicReceipt/files/ASSIST-Getting-Started-Single-project.pdf 

http://grants.nih.gov/grants/ElectronicReceipt/avoiding_errors.htm#10checks  

http://era.nih.gov/files/assist_user_guide.pdf 

https://grants.nih.gov/grants/ElectronicReceipt/training.htm 

NSF Fastlane Fastlane is the preferred submission method for NSF

proposals Proposals submitted to NSF via Fastlane undergo series

validation checks ◦ Ensure compliance with Proposal

& Award Policies and Procedures Guide (PAPPG) (Chapter II.C.2. of the Grants Proposal Guide (GPG)).

◦ Automatically validate proposals for compliance against proposal sections per type of funding mechanism

◦ Checks triggered when user selects “Check Proposal,” “Forward to SPO,” or “Submit Proposal” functions.

◦ Depending on the rule, a warning or error message will display if not compliant.

◦ Error message prevents submission until corrected Automated compliance checks not conducted on

proposals submitted to NSF via Grants.gov.

Checking Subaward Status

Amanda SnyderAssociate Director, Office of Sponsored Programsacs229@uw.edu

Some methods to check on status

Department is copied on email to subrecipient◦Time of issuance (for unilateral this is FE)◦Time of full execution

Fully Executed sub in SAGE on the Prime eGC1

eProcurement (Ariba) CR approved and turned into BPO. Also, check history tab.

New Subaward Request Status Report

http://www.washington.edu/research/index.php?page=subContracts

Excel spreadsheet of data pulled from SPAERC

Refreshed biweekly

Is my subaward action listed?If on the report, that means: 

◦ It has been received by OSP via eProcurement (Ariba) or PAS, 

◦ It has passed an initial review for required documents, and

◦ It has been assigned to a subaward administrator in OSP. 

If a request was submitted more than 2 weeks ago & does not appear on this report, email ospsubs@uw.edu, include the eProcurement/Ariba Contract Request #, BPO # or the PAS PO #.

Using the reportHeader rows allow sort and/or filter by any

column, including Department (or Sub-Department), UW PI Name, PO/BPO number, Subcontractor Name, & Subcontract ID.

A few notes on dates:◦ SA_Assignment date is the date the action was

assigned to a team member.◦ SA_Issue Date reflects the date that the

subaward was sent to the subrecipient.◦ Fully Executed Date is when OSP has

countersigned the agreement and provided it back to the subawardee.

Continued ImprovementThis report is a startWe need your input to continue

to improve it (and future tools)We are committed to our goal of

increasing transparency in collaboration with our partners

Still not sure where sub is…

Can’t find the email? Not in SAGE?Not on the list?

Please send email request for status to ospsubs@uw.edu◦Include PAS Req # or Ariba CR #◦Please only send one email

Another Sub-Related UpdateNew fields in eProcurement (Ariba), specific to subawards (announced in 5/7 Procurement Services Campus Newsletter)http://f2.washington.edu/fm/ps/resources/communications-and-outreach/campus-newsletter-archives

Currently in effect

Why?We need this data to process

your subawardsCapturing data as part of the

initial request should improve turn-around time at intake and assignment by providing visibility of key data elements

New FieldsPrime Sponsor Award # Prime Sponsor Name Subaward Recipient Contact

Information: Name, Email & Phone Expanded Subaward types: New, Renewal, PAS Transition, Edit,

Modification-Funding, Modification-No Funding

Assigned to (For use by OSP Only)

Expanded Subaward Types

http://www.washington.edu/research/.SITEPARTS/.documents/.osp/edit_mod_close_instructions_20150507.pdf

Questions?

Contract execution/approvals questions:  OSPsubs@uw.edu

PAS to Ariba transition questions & all Ariba for subawards questions: aribasub@uw.edu

eProcurement system questions: pcshelp@uw.edu

Questions?

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

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

UPCOMING COURSES IN RESEARCH ADMINISTRTATIONJune 23 ORIS 101–SAGE: Creating and Submitting eGC1s

How to create an eGC1 in SAGE and an introduction to the grants process at the UW.

June 24 MAA 225 – Using the Tools: Calculators, Worksheets and Reports

Tools to monitor effort and adjust FECs.

July 7 MAA 230 – Salary Limitations – K Awards

General compliance requirements of Career Development Awards, commonly referred to as K Awards.