MRAM
Monthly Research Administration Meeting
JANUARY 14, 2016
UW TOWER AUDITORIUM
TOPIC
PRESENTER
CONTACT
MIN
MyResearch Project Update
Suzanne May
Senior Business Systems Analyst, ORIS
206 543-1198
mays3@uw.edu
15
Program Income Guidelines
Lupe Valencia
Director, Management Accounting & Analysis
206 543-9985
gvalenci@uw.edu
10
Capitalization Threshold Change
Michael Anthony & Lupe Valencia
Management Accounting & Analysis
gvalenci@uw.edu
mda1213@uw.edu
10
Effort Reporting Update
Michael Anthony
Exec. Director, Management Accounting & Analysis
206 616-1379
mda1213@uw.edu
10
FY15 Office of Research
Annual Report Highlights
Joe Giffels
Assoc. V. Provost for Research Administration & Integrity
206 616-0804
jgiffels@uw.edu
10
NIH Genomic Data Sharing
Policy & OSP Process
Carol Rhodes
Acting Co-Director, Office of Sponsored Programs
206 543-2139
carhodes@uw.edu
10
GrantTracker
Enhancement Launch
Kristen Bendixsen
Senior Business Analyst, Research Compliance & Ops
206 616-9890
krisbend@uw.edu
5
NEXT MRAM FEBRUARY 11, 2016
UW TOWER AUDITORIUM
January 14, 2016
MyResearch Winter Quarter Update
Product Updates for MRAM
Pre-Post Transparency Project Update
Project Objective
Principal Investigators and Research Department Administrators currently have limited access to
information and visibility of eGC1 and award status throughout the research management lifecycle.
This project delivers visibility to information on research funding status in near-real time.
We have a new Dashboard: Funding Status!
To create this MyResearch feature we have partnered with PI’s, Department Research Administrators,
ORIS, GCA, OSP and UW-IT. All parties have been working together to create a solution that will aid
UW and its researchers in reducing the workload associated with the management of research
activities and administration.
Visit www.uw.edu/research/myresearch for more info.
MyResearch Update
You can now take advantage of two key research activities within MyResearch:
● View Training Transcript: View your university-required research-related
training records and lookup records of others on your research team. Just visit
one source for all your records!
● View Funding Status: Dashboard provides visibility to outgoing eGC1’s and
incoming awards for sponsored research. Get more information than ever
about your application!
Visit MyResearch: myresearch.uw.edu
Personalized Experience
●
User Specific Login: What you see in MyResearch is customized based on your
NetID login and information displays if associated with your research profile.
●
Proactively Manage Applications: With MyResearch, use one tool to:
○
View funding application status and follow it as it becomes awarded.
○
Identify eGC1 and/or award setup process hold/blocking issues, then contact
respective administrative office.
○
Lookup training records of your personnel
Funding Status Dashboard and Cards
●
Funding Status Dashboard: A dashboard of cards which represent status of
recent outgoing eGC1s and incoming awards.
●
Funding Status Card Hyperlink: Based on an eGC1 or award status, cards
provide hyperlinks directly to SAGE and GrantTracker to take additional action,
such as view attachments, routing progress, edit, view budget information page.
Funding Status Dashboard and Cards Example
This is a
dashboard.
This is a card.
Funding Status Visual Queues
●
Real-Time Award Status: View real-time status updates:
○ Status Stages: Composing, Routing, OSP, Approved, Award Review, Budget
Set-Up and Budget Ready.
○
Status Color: Green conveys no current issues, Red conveys a blocking
issue and Gray conveys a status of permanently withdrawn, denied or
cancelled.
○
Status Icons: The “paper” icon represents the eGC1 and the “dollar” sign
represents the award.
Funding Status Details page
●
Funding Status Detail Page: Access a specific eGC1 by clicking on a card’s “View
Details & History” link to display information such as:
○ Activity History: Includes select OSP notes, including status and hold
details.
○ Contact names: Only those specific to the eGC1
○ Specific deadlines: Including OSP Due Date and Sponsor Due Date
Funding Status Detail Page
Seamless Functionality
●
Users can navigate:
○ Between Funding Status and Training Transcript.
○ Directly to the GrantTracker Budget Information Page from MyResearch for
more information regarding awarded items.
○ Directly to their application in SAGE to edit their application and view routing
progress.
GrantTracker Links to MyResearch
When searching on an eGC1 in GrantTracker and it is not found in their system, GrantTracker will
provide a link to the MyResearch Funding Status Details page.
Training Transcript Features
Aggregated Training Records: Updated nightly, this consolidated source displays:
●
Your personal university-required research-related training records.
●
Ability to link out to compliance offices.
●
Lookup records of others on your research team.
Training Transcript Features
What’s next?
●
Funding Status project view: See how a renewal, extension, and supplement
applications relate to an initial application for new funding
●
MyResearch Roadmap: Stay informed of our roadmap here:
www.uw.edu/research/myresearch
How you can help.
>
We want your feedback: Please contact us if you would like to help us improve the product.
Click the ‘Join the ORIS User Researach Community’ button here: myresearch.uw.edu
>
MyResearch Roadshow: contact Suzanne May for a special demo of MyResearch for your
department. mays3@uw.edu
Program Income Guidelines
January 14, 2016
Lupe Valencia
Management Accounting & Analysis
University of Washington
Program Income
Federal Regulations define program income as "gross
income earned by a recipient that is directly
generated by a sponsored activity or earned as a
result of the award."
Examples:




Fees earned for services performed under a project, such as lab tests
Conference fees charged when a grant funds a conference
Income from registration fees, consulting, and sales of educational materials
Funds generated from the sale of software, tapes or publications
Reference: Uniform Guidance §200.80 - Program income.
University of Washington
Management Accounting and Analysis
Program Income Guidelines
 Internal audit recommendation was to clarify
processes, roles and responsibilities as they relate to
program income budgets with significant charges to
federal awards.
 Updated program income guidelines:
http://f2.washington.edu/fm/gca/setup-maintain-budget/budget-setup-process/program-income-guidelines
 New rate setting guidelines (Appendix D).
University of Washington
Management Accounting and Analysis
Program Income Guidelines
 Similar to recharge activity – program income
budgets must charge cost-based rates (APS 59.5 and
UG).
 Program income budgets that charge greater than or
equal to $175,000 to internal UW federal grant or
contract budgets or generate greater than or equal to
$1,000,000 in total sales on an annual basis, must
submit rate proposals to their Dean’s/VP’s Office and
MAA annually.
University of Washington
Management Accounting and Analysis
Program Income Guidelines
 Program income budgets that charge less than $175,000 to
internal UW federal grant or contract budgets and
generate less than $1,000,000 in total sales on an annual
basis must submit rate proposals to their Dean’s/VP’s
Office annually.
 Required submissions to Dean’s/VP’s Office and MAA:
 Upon initial establishment
 When new services or products are added.
 Significant changes are made to the methodology used to
calculate the rate(s).
University of Washington
Management Accounting and Analysis
Program Income Guidelines
Additional guideline highlights:
 New Program Income Budget Request Form (Appendix B)
 Flowchart to assist in the establishment of a “new” program
income budget (Appendix C)
 Possible exceptions:
 conference budgets
 budgets with federally mandated rates
University of Washington
Management Accounting and Analysis
Equipment Threshold
January 13, 2016
Michael Anthony and Lupe Valencia
Management Accounting and Analysis
University of Washington
Equipment Threshold
Project Milestones:
Nov 2015:
 Equipment threshold proposal approved by campus
Dec 2015:
 Revised Disclosure Statement submitted to Cost Allocation Services
(CAS)
Jan 2016:
 University physical inventory (due date 5/31/2016)
July 2016:
 $5,000 equipment threshold (effective 7/1/2016)
August 2016:
 Federal and Agency physical inventory (due date 9/30/2016)
University of Washington
Management Accounting and Analysis
University Physical Inventory








Full physical inventory for university owned equipment
Electronic delivery via email to inventory contact and head of department
Two attachments (pdf report and excel spreadsheet (sortable asset list))
Inventory reports for each 10 digit org code (formerly first 9 digits of org
code)
Multiple reports (one for each 10 digit org code) that are smaller in size vs.
one large report for all assets within the 9 digit org code
Updates/changes/approvals on electronic PDF report and email back to EIO
Inventory reports will be emailed on Thursday, 1/14/16 and due by 5/31/16
(extra few weeks to complete)
EIO brown bag info sessions – January 27, 2016 and February 18, 2016
University of Washington
Management Accounting and Analysis
Other EIO Updates
2 new M&E tax exemption online videos posted on
EIO’s website?
 M&E object codes and the Department of Revenue
certification
 M&E tax exemption for PIs
http://f2.washington.edu/fm/eio/machinery-andequipment
University of Washington
Management Accounting and Analysis
Effort Reporting Update
January 13, 2016
Michael Anthony
Management Accounting and Analysis
University of Washington
Effort Reporting Update
 New salary cap effective January 10, 2016 - $185,100
 Pre-certification compliance review of FECs
 Insufficient funds – Shortage of non-sponsored salary to
cover cost sharing. Could indicate a non-federal grant is
cost sharing to a federal grant
 K-award effort – Is effort less than 75%
 VA faculty – Potential need for salary cap cost share
adjustments
 Comments – Are there problematic/confusing comments
University of Washington
Management Accounting and Analysis
Effort Reporting Update
 Recent enhancements
 FECs will now reflect a message at the top (in red) that
one or more budgets have a unique salary cap that will
require cost share adjustments to be made
 Budget type/class 05-46 (SIBCR) added back as sponsored
budget
 1/1-6/30/2016 were 12 faculty impacted (4 new FECs reports
generated)
 Will not require recertifications
University of Washington
Management Accounting and Analysis
Office of Research
Annual Report – FY 2015
Joe Giffels
Associate Vice Provost
for Research Administration and Integrity
Office of Research
Awards
July 1, 2014 – June 30, 2015
$1,302,011,639
4,981
Office of Research
Awards over time
Awards by source
(Federal vs non-federal)
Proposals
July 1, 2014 – June 30, 2015
$4,326,113,190
5,774
Office of Research
Expenditures (Direct and Indirect)
July 1, 2014 – June 30, 2015
$1,212,973,220
Office of Research
Direct expenditures by program type
Direct expenditures by School or College
Facilities & Administrative Costs
(Expenditures)
$241,616,274
UW’s Facilities & Administrative Costs
Some more numbers…
14,596 individuals were paid in
whole or in part for work on
sponsored programs
5,900 FTE
>$2M in Royalty Research
Funding were awarded
Questions?
Research@UW.edu
OFFICE OF SPONSORED PROGRAMS
NIH Institutional
Certification for
Genomic Data Sharing
NIH Policy
NIH Policy on Genomic Data Sharing applies to all NIH-funded research that
generates large-scale human or non-human genomic data as well as the use
of these data for subsequent research.
It requires that investigators provide a Genomic Data Sharing Plan within the
Resource Sharing Plan section of the proposal.
Process
• NIH institute requests Institutional Certification
– (Review Human Subjects Division SOP Request for Genomic Data Sharing Certification –
Investigators to learn more about when this is required. )
• Approximately six to eight weeks prior to intended start date, follow Human
Subjects Division's Genomic Data Sharing Certification procedures for
requesting Institutional Certification.
• Upon approval HSD, sends certification to the PI.
Process
The PI needs to sign the Institutional Certification and:
– If at Just-in-Time, include with JIT materials, route to SO in Commons &
notify osp@uw.edu if not already in communication with someone in OSP.
– OSP receives JIT materials in eRA Commons, reviews and submits to NIH.
– OSP's submission of this documentation via eRA Commons to NIH
signifies institutional certification.
– If after award received, send signed certification to osp@uw.edu. OSP will
sign and submit to NIH.
OSP Web Guidance
Direct link from Just-In-Time to Compliance section
Institutional Certification for Genomic Data Sharing.
http://www.washington.edu/research/index.php?page=timeOfAward#
institutionalcertificationgds