ORS Quarterly Grant Managers Meeting
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Transcript of ORS Quarterly Grant Managers Meeting
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ORS Quarterly Grant Managers Meeting
November 12, 2012
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AgendaORS Updates:
ORS Staffing UpdateDocument Management ProjectSubrecipient Monitoring and FCOI (PHS)
Office of Sponsored Programs: Nate Martinez-WaymanNew Report for Past Due Close outsLiasions
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ORS Staffing UpdateNewest Hires (Fully Staffed 12/10/12)
Brian Lowinger, Assistant Director for Contracts and Compliance
Xaiolin “Charlene” Wang, Awards and Compliance Specialist
Adam Kuehn, Assistant Director, Grants, Contracts and Compliance
_________________, Awards and Compliance Specialist
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Document Management ProjectFour processes will be taken to RACI with
recommendations for automation.CAS/RebudgetingWBSE set-upNotice of Grant AwardAward Closeout
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Document Management ProjectIncrease TransparencyStreamline the ProcessesPermanent Document
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Document Management ProjectTeam Structure
Working Group
Steering Committe
e
Dept. Advisory Group
RACI
Working Group: met once a week but now moving to every other week.
Reports to Steering Committee.
Departmental Advisory Group: Reviews and advises the Working Group.
Steering Committee: Reports to RACI.Resolves issues around process and policy.
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Document Management ProjectWorking Group Members
ATTENDEES: (X = IN ATTENDANCE)
Beth Sizemore X Paula Morrison X Diane Masters X
Laurie Henry X Sandy Hart X Laura Jenson X
Susan Lasley X Michelle Merritt X Julie Cole A
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Document Management ProjectDepartmental Advisory Group
Karen Lynch – MGMMarsha Newby – PediatricsRebecca Dupree – EngineeringTrish McMillan – ChemistryDarlene McCain – Global HealthDavid Hill – DCRIDebbi Nixon – ADG
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Document Management ProjectSteering Committee
Jim LutherTodd OrPaula MorrisonJohn MichnowiczChris TobiasKeith Hurka-Owen
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Document Management Project
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Document Management ProjectCAS/Rebudgeting: Key Features
Transparency (You can see who has the form)
Flexible Routing (Designate ad hoc reviewers)
Permanent Document (Can be revised if returned)
SAP Populates Automatically
Notifications sent to all involved.
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Subrecipient Monitoring
https://ors.duke.edu/orsmanual/subawards
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Subrecipient Monitoringhttps://ors.duke.edu/orsmanual/subawards
Required Materials for a Subaward Proposal: For each subrecipient included in a proposal, Duke must have a proposal from the subrecipient which has been through an institutional review process and authorized by the appropriate person at the recipient institution. This proposal must include the following documents:a statement of worka corresponding budget and budget justificationa cover letter signed by an authorized official of the
participating institution(s) agreeing to accept the subaward, and
if required by the sponsor, the recipient institution(s) may need to provide certifications and representations, other support documentation, biosketches, signed cover pages, etc.
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Subrecipient Monitoringhttps://ors.duke.edu/orsmanual/subawards
Required Materials for a Subaward Proposal:
PHS* Only: The subrecipient must attest to its compliance with PHS* FCOI regulations and agree to abide by its own compliance policies or follow Duke's policies.
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Subrecipient Monitoringhttps://ors.duke.edu/gcc-forms
SUBRECIPIENT FCOI DISCLOSURE FORM A.docAt the time of proposal submission.
SUBRECIPIENT FCOI DISCLOSURE FORM B.docAt the time of JIT or award.
Consultants: Use current forms. New form coming soon.
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Subrecipient MonitoringProposal: at the time of submission we need to get Form A signed by an Authorized Representative of the subcontracting institution.
Just-in-Time (NIH only): use JIT as a trigger to request Form B.
Time of Award: very short timeline. Thirty days to get Form B.
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Subrecipient Monitoring PHS Agencies:
NIH – National Institute of Health CDC – Centers for Disease Control HRSA – Health Resources & Services Administration FDA – Food & Drug Administration SAMHSA – Substance Abuse & Mental Health Services IHS – Indian Health Services ATSDR – Agency for Toxic Substances & Disease Registry AHRQ - Agency for Health Care Research and Quality Office of the Secretary
Organizations following PHS regulation: American Heart Association American Cancer Society American Lung Association American Lung Association of Michigan Arthritis Foundation Susan G. Komen Foundation Alliance for Lupus Research
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Financial Conflicts of Interest(PHS Policy Change)Definitions:
Investigator: any person who is responsible for the design, conduct, or reporting of research funded by PHS or proposed for funding.
Financial Conflict of Interest: An SFI that could directly and significantly affect the design, conduct, or reporting of NIH-funded research.
Significant Financial Interest: is said to exist when The value of any remuneration exceeds $5,000.00. The value of any equity holdings of Investigator, spouse or
children exceeds $5,000.00. Investigators receive income related to rights in their
intellectual property.
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SPS UpdatePersonnel Notebook
Duke Roster Investigator Indicator
Non-Duke Roster Investigator Indicator
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SPS Update
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SPS Update
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Office of Sponsored Programs
New Report for Past Due Close outs Francene Richardson
Liasions Nate Martinez-Wayman
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FCOI: Internal ProcessORS is reviewing all PHS awards for
compliance. Review includes subcontractors and consultants
who are identified as “investigator.”SPS Utilities: ORS can add new subcontractors
and consultants without returning the SPS entry for changes.
SPS “feeds” the FCOI Reporting tool with all named Duke employees and non-Duke subcontractors and consultants.
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New Report: Sponsored Research Tracker of Past Due Closeouts
• Accessed in SAP via Transaction Code ZF600• Uses data from the Closeout Notification
System ZG53 (CONS), ZF109 report, as well as other Master Data Fields.
• Provides closeout information to streamline and reduce late reporting to sponsors.
• Developed to assist monitoring the Financial Status of research projects.
https://finance.duke.edu/resources/training/handouts/ZF600.pdf