Post on 25-Dec-2015
1
Office of Research and Sponsored Programs
(ORSP)
Finance & Administration Advisory MeetingAugust 13, 2013
Healey Library, 11B
2
AGENDA
1. Responses to small group discussions
2. ORSP Update◦ FY13 Progress Report/
Accomplishments
◦ FY14 Focus Areas
4
Small Group Discussions- ORSP items1. Presentation on what ORSP does – more information 2. Better understanding of ORSP functions 3. Gain better understanding of office’s process – pre award, post-award4. Know staff better and who to go to5. Define responsibility for ORSP vs. depts.6. Pre-award and post award difference7. Regular updates at F&A meetings8. Awareness of how grant process works (reported from 2 groups)9. More response/notification/feedback on setting up grant project IDs.(2groups)10. Policy and guidelines on research dollars are becoming more strict than
University rules --difficult to get award processed11. Provide better coverage when ORSP employee is out of the office12. Improved reporting on how much funding applied for, and amount awarded13. Post-award support14. Notifications, beyond the PI, of awards received and actions needed15. Training for PI and holding them accountable regarding rules16. Mandated PI training before submissions17. Training on international requirements18. Training/training and more training – Pre, post awards and compliance19. More education forums on ORSP business
5
Small Group Discussions – Categories
1. ORSP ◦ Organization◦ Purpose
2. Roles and Responsibilities clarification
3. Communication improvements4. Training needs
6
Small Group Discussions – Category 1
ORSP Org/Purpose. Want to know staff better - who to go to?
Introduction of management team: Shemetra Owens – compliance Pam Villafuerte – post award Becky Hanson– billing/AR
Org Chart umb.edu/research/orsp Purpose evolving with sophistication of
staffing
8
ORSP Staffing – services have drastically increased with an 8.5% decrease in
budgeted FTEs
Summer 2011 Summer 2013
PreAward 4.5 + 1.0 open 5.5
Research Compliance 1.5 + 2.0 open 3.0
PostAward 4.5 + 1.0 open 4.5+ 1.0 open
Management 1.0 1.0
Admin 2.0 1.0
Total13.5 + 4.0 =
17.515 + 1 =
16
9
Purpose of an ORSP?Pre-Award Services: Paula, Maggie, Shala, Vishal, Jeff, Michael
Assist with identifying funding opportunities
Subscriptions to: COS database; SPIN database; NIH weekly opportunities; Grants Advisor Plus. ORSP E-newsletter in development.
Proposal Development Laura Hayman (AVP for Research)workshops; support for grant writing trainings;
Budget development/ Proper fringe, indirect costs
Training offered
Award/subaward negotiation and modifications
Main communication with sponsors
10
Purpose of an ORSP?Post Award Services:Pam, Ed, Abdoulaye, Byron (PT)Becky, Shandell, OpenProject/Account set-up in PeopleSoft
Process improvementsimplemented
Institutional (PI/College/Dept) Reporting
Another major FY14 project (started in FY13) in effect
Financial reporting to sponsor
Federal – great
Project/account close-out; Record Retention
Major FY14 project (started in FY13) in effect
Billing/Collections Major remaining improvement area; hired Hanson; open position posted
11
Purpose of an ORSP?Research Compliance and Training:Shemetra, Kristen, Kim
Coordination of human and animal subject research – IRB and IACUC approval prior to conducting research
Good oversight; training and outreach in process since Jan 2012
Effort Certification (ECRT) Worst to first; New round of training
Conflict of Interest Management and Oversight; Export Controls; Cost Sharing; Subrecipient Monitoring
12
Purpose of an ORSP?Research Compliance and Training:Shemetra, Kristen, Kim
Institute Policies and Procedures
Current: IRB, COI, ECRT; overall strategic training plan being developed for Faculty and Administrators
Funding Opportunities New faculty and as needed - Evolving
Roles and Responsibilities Need to be identified with HR
Proposal Preparation Budgeting workshops; 1:1; Hayman programs
Award Financial Oversight Workshop offered
13
Small Group Discussions – Category 2
Clarification on Roles and Responsibilities - Define responsibility of ORSP vs. departments
Smaller institutions have varied structures and resources and therefore R&Rs will vary.
ORSP to have R&R discussions with college leadership and identify common expectations.
14
Small Group Discussions – Category 3
Communication Improvements◦Regular updates at F&A meetings◦Finding the correct audiences◦Will have more A&F presence ◦Greater opportunities at workshops and
trainings and college/department/unit mtgs
◦Improved reporting on funding applied for, and amount awarded – external funding metrics
15
Small Group Discussions – Category 4
Trainings –any? more? mandate!◦Grant process◦Pre, post awards and compliance◦Mandated PI training before submissions◦Training for PI and holding them
accountable regarding rulesNew Training Program started along with participating in the Controller’s Internal Controls trainings.
ORSP Upcoming TrainingsTraining Title Day Date Time Location
September Trainings
Research Compliance Animal Care & Use Tues 9/17/13 1-2pm
Quinn, ORSP Conference Room
Grant DevelopmentFinding Funding Opportunities Tues 9/16/13 10-11:30am
Quinn, ORSP Conference Room
Research Compliance Cost Sharing Basics Thurs 9/19/13 10-11:30am
Quinn, Chancellor's Conference Room
Grant DevelopmentBudgeting & Award Financial Management Thurs 9/19/13 1:30-3:30pm
Quinn, Chancellor's Conference Room
Research Compliance
Human Subject Research, Guidelines & Policies Thurs 9/19/13 1-2pm
Quinn, ORSP Conference Room
October Trainings
Research Compliance Financial Conflict of Interest Tues 10/15/13 1-2pm
Quinn, ORSP Conference Room
Grant DevelopmentBudgeting & Award Financial Management Thurs 10/17/13 10-12pm
Quinn, Chancellor's Conference Room
Research Compliance Cost Sharing Basics Tues 10/22/13 10-11:30am
Quinn, Chancellor's Conference Room
November Trainings
Research Compliance
Effort Reporting & the ECRT System Wed 11/20/13 10-11am Healey, Lower Level P1
December Trainings
Grant DevelopmentFinding Funding Opportunities Tues 12/16/13 10-11am
Quinn, ORSP Conference Room
ORSP Planned New FY14 TrainingsGRANTS/RESEARCH ADMINISTRATION Export Control Cash Management & Billing Sponsored Programs 101- staff; faculty Onboarding for New Faculty – Sponsored Programs 101
*PROPOSAL DEVELOPMENT NSF CAREER program NSF Graduate Research Fellowships NIH grants Rhodes Scholars Goldwater Scholars Marshall Scholars Fulbright Fellowships grant-writing workshops for faculty grant-writing workshops for research staff grant-writing workshops for doctoral students grant-writing workshops for post-docs information sessions on S&T and Creative Funds in the President’s Office information sessions on UMass Boston internal grant program
18
AGENDA
1. Responses to small group discussions
2. ORSP Update◦ FY13 Progress Report/
Accomplishments
◦ FY14 Focus Areas
19
FY13 Progress Report/Accomplishments
1. Staffing Reorg complete Retain/Recruit
2. ECRT – worst to FIRST3. Conflict of Interest rollout4. Internal Controls – update and contribute
to presentations5. “Cleanup to Closeout” project kickoff
20
6. Cash management solved7. Improved data input and output8. Standardize annual review of institutional
review committees (IRB, IACUC; IBC). Defined structure; mandated training for new members, and annual evaluations of all members.
9. Enhanced training program with new sessions: Budgeting and Financial Management of
Grants Funding Opportunities ORSP Internal Controls
FY13 Progress Report/Accomplishments
21
AGENDA
1. Responses to small group discussions
2. ORSP Update◦ FY13 Progress Report/
Accomplishments
◦ FY14 Focus Areas
22
2014 Focus Areas
1. Continue and complete the “Cleanup to Closeout” ProjectGoal: close 2,165 awards (~2,600 projects) by 6/30/14 A/R collections; Write Offs7/5/13 Status: 170 awards = 210 projects are CLOSED (8%)
23
Cleanup to Closeout Project
DATACount @ START
Count @ 5/16/13
Count @ 6/5/13
Count @ 7/5/13
Change from
START
“Clean” – awards ready to be closed
994 954 909
871 (123)
“Dirty”- awards with issues (billing, AR, DR)
1,171 1,171 1,136 1124 (47)
“Closed – pending” - awards evaluated for closeout and submitted to the controller 0 0 40
40 40
“Closed” awards run through all the steps of the close-out process
0 40 80 130 130
Total
2,165 2165 2165 2165
24
2014 Focus Areas2. Efficiencies Consolidate forms to supports data
collection (updated Proposal Routing form in September 2013)
3. Training Grow the ORSP training program;
identify areas of priority Policies & Procedures – review,
identify areas of priority, create/update, publish and train
25
2014 Focus Areas
4. Reviewing the creation of institute Core Facilities
Vivarium DNA Sequencing DF/HCC Center for Personalized
Cancer Therapy (CPCT) Others (centers with service function;
research marketing)?
26
2014 Focus Areas5. Communications
identify target audiences ORSP Advisory Committee; F&A meetings;
ORSP Brown Bag lunch; newsletters; funding opportunities; training program
6. Improved reporting/metrics
27
2014 Focus Areas7. Proposal Development program
Runs the internal grant program (Healey, Proposal Development, Public Service, Doctoral Dissertation)
Increase (# and quality) proposals/awards Faculty Interests database search Funding Opportunity dissemination Mentoring Grant writing – Training, workshops, reviews
28
Summary Changes made to support mission Continually review operations to explore new ways
– consistency, teamwork and communication are essential
Successes can allow for more long term/strategic planning
Partnership – success can only be achieved through effective relationships, good communication and understanding of issues