OSP Update MRAM - 6/12/2014 Lynette Arias Director, Office of Sponsored Programs University of...
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Transcript of OSP Update MRAM - 6/12/2014 Lynette Arias Director, Office of Sponsored Programs University of...
OSP UpdateMRAM - 6/12/2014
Lynette AriasDirector, Office of Sponsored Programs
University of Washington
Staffing updates FY14 Goals – brief review of key
accomplishments FY15 Goals – initial plans
OSP Update
New OSP Staff Administrator – Chris Jackson
• currently on Team A, will move to Team B in future Floater Administrator – Jasmine Campbell Subaward Administrator – To be announced soon! Office Assistant – Amber Smith (assistance with central email boxes)
New management position Associate Director, Systems & Operations
In recruitment Assistant Director, Team B (Rick Glover transitioning to Sr. Contracts
Specialist) Associate Director, Systems & Operations (new) Learning, Outreach & Communications Manager
OSP Staffing Updates
New Contracts team – in development Associate Director – Michael Corn will lead team Senior Contracts Specialist – Rick Glover Support structure for contracts – will not handle 100% of contracts Approach support of complex contracts in a more effective way Enhance overall support, training and resources related to contracts
Core Support team structure – in assessment Ensure even distribution of workload Develop senior administrators with programmatic leadership areas / key
points of contact in some cases for schools/colleges Provide growth opportunities for staff Evolve support of departments for most effective and timely response Support changes in sponsor requirements and increased volumes
OSP Team Organization
Proposals Develop, document & communicate proposal review guidelines & update GIM
1 Develop tracking and analysis of GIM 19 deadline waiver requests
Awards Enhanced tracking and visibility of pending Funding Actions (FA’s) OSP/GCA workgroup – returned FA’s (reduced from 46% to 19%) New Contracts team and approach – initial stages of development
Subawards Document internal standard operating procedures & template standards Tracking tool for subaward requests and pending subawards Develop subrecipient monitoring program (A133 audit finding)
Other Administrative Actions Initial stages of documenting needs for overall intake system for all other
actions and requests from departments
Overall FY14 Process Improvement Goals – Focus on the Basics
Proposals / eGC-1 Efficiency with eGC-1 processing: suppressing certain fields, auto-generated
messages changing text on Attachments page when eGC-1 is for an Industry Sponsored Clinical Trial (ISCT) or is “After-the-Fact”
Awards Defined FA fields and provided GCA edit role on subset of fields Added FA fields to support enhanced compliance & metrics (e.g. Sponsor Award
Date & OSP Received Date) Subawards
Ariba – first phases of prep work for transition of PAS PO’s to Ariba BPO’s Subaward tracking system, initial stages of transition into SPAERC
Includes some minor modifications to structure data tracking (Subaward Issue Date) General Operations Support
OSP Management Reports: Develop initial suite of internal OSP management reports in key business areas
FY14 – Systems/Reporting/Web Initiatives
Web Prepare Proposal webpage – refreshed and updated Clinical Trial page – updated Budget Extension page – updated New NIH ASSIST webpage
FY14 – System/Reporting/Web Initiatives
OSP Internal assessment and idea gathering in process Strategic Planning – more formal planning and
development of unit goals – Summer/Fall 2014 (3-5 year plan) Customer Survey results will be key part of this process Continued use of Campus Workgroups
RAPIT – with GCA and ORIS Subaward Workgroup Possible additional workgroups
New Associate Director, Systems & Operations Lead on continuing business process and systems needs
assessment
Setting FY15 Goals
OSP Organization & Structure Enhancements Key system needs
Subaward Intake and tracking & Ariba transition Intake system for all other administrative actions / “requests for action” Ongoing assessment of business needs and current system support
• Needs & gap analysis Uniform Guidance
Will drive updates & changes to policies, procedures and systems in some cases
Enhanced reporting & metrics Enhanced transparency
Subawards in SPAERC and viewable in SAGE or otherwise Continued work towards transparency of all SAGE/SPAERC data
FY15 – Initial goals