September 18, 2012al
Research
Administrators
Workgroup
Agenda
• Introductions
• Announcements / Updates
• Partners Advancing Careers through Education (“ACE”) Initiative
• NIH Updates
• New Deficit to Sundry Write-Off Policy
• Grant Administrator Refresher Training
• Updates from Research Management
• PCRO PD Implementation
2
McLean F&A Rates
DHHS Agreement date: 09/13/2012
• McLean DHHS Rate Agreement, IDC &
Fringe: PDF
• Fringe Benefit Rates:
until amended: 32.0%
• Indirect Cost Rate (i.e., 'Facilities and
Administrative' or 'overhead'):
10/01/2010 - 09/30/2014: 58.0%
10/01/2014: until amended: 58.0%
3
Account Inactivation in PeopleSoft
Effective October 1, 2012 :
Account number 959800 (Miscellaneous Outside Service
Expense)
will be replaced by
952200 (Other Outside Services)
Account 959800 will be inactivated in FY13 and should no longer be used.
A total of 18 account numbers are being inactivated in FY13 in an effort to
eliminate duplicate and underutilized accounts from the general ledger.
Only one of the 18 accounts, 959800, impacts research.
4
Account Inactivation in PeopleSoft
What does this mean?
InfoEd budgets will automatically be updated to replace 959800 with
952200. 959800 is used in InfoEd to budget Other Expenses. Department
Administrators do not need to initiate any changes to InfoEd budgets.
Materials Management is automatically converting all open purchase
orders, P card and travel expenses to the new account number. Department
administrators do not need to initiate any changes to existing purchase
orders.
Any new purchase requisitions, P card orders and travel expenses
initiated going forward, will need to use the new account number
952200.
Fund Balances will not be affected by the inactivation of the account.
Fund balances will still calculate correctly even though balances remain in
959800. Activity previously posted to 959800 in the general ledger will stay
in 959800.
5
Account Inactivation in PeopleSoft
Journal entries submitted for the October 2012 close must use 952200.
Any journal submitted to Research Finance in October 2012 that
contains account number 959800 will be changed to 952200 by Research
Finance prior to posting.
Cost transfers to move vouchers that were previously posted to 959800
must use 952200.
Cost transfers should be submitted with the original voucher number.
Research Finance will verify the original voucher.
The charge will need to be transferred by crediting 952200 instead of
959800. The cost transfer may result in a credit balance in 952200 on the
fund from which the transaction is being moved. The original charge
will stay as a debit to 959800.
Both 959800 and 952200 are reported in the Other Expenses budget
category. In total, the Other Expense budget category will be correct.
6
Account Inactivation in PeopleSoft
List of Accounts to be closed as of 10/02/12
Account
7
New account to
Number
Account Name
be used
910995
Activities Expense
TBD
940301
Purchased Inpatient Days
N/A
940302
Purchased Respite Days
N/A
940303
Purchased Nursing Home Days
N/A
940360
Purchased Services - Gen
942300
Tests/Psychological
supplies
943926
Professional Fees - Physcians
various
944000
MD Guarantees
910996
950201
951401
Practice Management Fee
Printed Brochures
N/A
930100
952210
Contract Services
952200
952211
Contract - Physicians
952400
Microfilming - Purchased Servi
955201
Recovery - Rentals or Leases
N/A
955202
Space Rental Chargebacks
N/A
955350
Equip Leases -No OH
N/A
955600
Ground Rent 149
N/A
959800
Miscellaneous O/S Service Exp
952200
TBD
952200
952200
Impacts research
PHS Online College Preparation
Program: Opening the Doors to
College by Expanding Access
and Supporting Success
MJ Ryan, PHS Workforce Development Manager
Kathryn Decelles, PHS Career Coach
September 18, 2012
Overview
 Technology as enabler of education and career
advancement
 Benefits for Partners employees
 PHS Online College Prep Program (OCPP)
 Critical Success Factors
 Participant feedback and outcomes
 Learn more…..
9
Technology as enabler of college readiness and success
Online Learning benefits working adults
 Scheduling flexibility
 Commuting reduced or eliminated
 Child care issues minimized
 Release time not required
 Job-related technology skills improved
 Confidence and competence increased
10
OCPP: Preparing PHS employees for online learning
 Simulated online learning environment
 Multi-media
 Interactive
 Current course modules: (2-3 weeks each)
 Orientation and Online Readiness Course
 Study Skills
 Time Management
 “Moving on to College” (prep for QCC Med Term course)
11
OCPP: Critical Success Factors
 4 C’s




Coaching
Cohorts
Community manager
College collaborations
 “Social learning” platform




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Social networking combined with online learning technologies
Technology familiar to many employees (“Facebook” users)
Interactive, fun (not “online textbook”)
Peer learning and support
OCPP : Home Page- V 2.0 – Original platform
13
OCPP : Home Page- V 3.0- NEW VLC Platform
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Results to date

Online Advance Modality Medical Imaging Program: Partnership with Bunker Hill CC
(BHCC)
 Curriculum/programs designed in collaboration with Bunker Hill Community College (BHCC)
 MRI, CT, Mammography certification prep for incumbent RTs
 Over 30 Partners employees graduated 2008-2011; many now certified
 Programs start annually in Sept.; enrollment in March; open to PHS and non-PHS students

Online College Preparation Program (OCPP)
 Approximately 500 employee participants (5/10-6/12)

Online College Courses: Partnership with Quinsigamond CC (QCC)
 Medical Terminology
 133 enrolled 5/10-7/12; 17 currently enrolled
 115/133 completed (87% completion rate)
 97% completers earned grade B or better

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Developmental Math
 3 levels pre-college math offered
 23 enrolled 5/11-5/12; enrollment currently open
 87% completion rate*; 75% completers earned grade B or better
Employee Feedback
OCPP:
“I enjoyed this online course. I didn't think I was cut out for online coursework, but it worked out pretty
well for me and I look forward to doing more coursework online now that I have the experience.”
“I’m glad I took this course it got me in motion and motivated to get going with my (college) application
process.”
QCC Online Medical Terminology Course:
“I'm very grateful about this opportunity of getting courses online. Being a single mom with 3 kids, this is
really great.”
“My ability to stick to deadlines has improved…I've been more productive…Thanks to this class, I am
confident I can excel in other courses, in or outside of a classroom.”
QCC Online Developmental Math:
“It has been an exciting journey and I thank God for completing the math course successful. I wouldn't
have gotten there without the able support of my professor and you.”
“…if I were asked to evaluate Prof. Potvin, I would give her EXCELLENT. She has been a wonderful
and awesome tutor with her encouragement, kind words and support which gave me so much
confidence to successfully complete this course and I am indebted to you both. Thank you very
much.”
16
PHS “ACE” : Advancing Careers through Education
 Career Coaching
 Academic advising
 Career exploration
 Financial aide assistance
 Support and cheerleading for employee students
 Onsite College Placement Tests
 College Placement Test Prep Info and Guidance
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Participant Success: Houda Nahed
"I started my educational journey in 2009. I've just
completed my 3 courses online and I'm enrolled at
BHCC in the Medical Assistants Program.
Together with the help of my coach, I was able to
overcome “life" getting in the way of my goals."
"I plan to complete additional courses online
because of my positive experience."
Houda Nahed
Enrolled in
Allied
Health
Initiative
2009
18
July, 2009
Completed
Straighterline
web-based
pre-college
program
Took
onsite CPT
exam early
2010
April, 2010
Completed
Online
Readiness
Course
August, 2010
Completed
QCC Online
Medical
Terminology
(B+)
Sept, 2010
Enrolled in
BHCC
Medical
Assistant
Program
Long Term
Goal:
Medical
Imaging
Tech or
Nurse
Questions? Next steps…
19
NIH Updates
NIH Human Subjects Research Review Guidance
• NOT-OD-12-129: Any change in research
procedures in an active award that would result in
an increased risk to human subjects requires prior
NIH approval before implementation. This
includes:
• Change in protocol that results in change in human
subject designation or clinical trial designation
• New inclusion of vulnerable population(s)
• Protocol change that increases overall risk
• New information after study underway that
indicates higher level of risk than previous
recognized
Source: http://grants.nih.gov/grants/guide/notice-files/NOT-OD-12129.html
21
NIH Human Subjects Research Review Guidance
• NOT-OD-12-130: Clarifies requirements for
awards which were submitted with the intent to
conduct human subjects research but without
definitive plans in grant application: Delayed
Onset Awards.
• Must submit detailed section to NIH Institute &
Center for approval at least 30 days prior to
beginning work
• Signed by Authorized Organization Representative
Source: http://grants.nih.gov/grants/guide/notice-files/NOT-OD-12130.html
22
NIH Special Review of $1M Investigators Policy
• NOT-OD-12-140:
• Special Council Review of research project grant
applications for investigators w/$1.0 million per
year of direct costs from active NIH awards
• Previous threshold $1.5 million/year total costs
• Not a cap on NIH funding
• Beginning September 2012
• Applies to new grant submissions
Source: http://grants.nih.gov/grants/guide/notice-files/NOT-OD-12140.html
23
JIT Notice
• NOT-OD-12-101:
• The NIH recently announced that as of April 20, applications receiving
an impact score of 40 or less will receive a standard notice and request
to submit JIT information through the NIH eCommons.
• PI’s are strongly encouraged to contact their Program Officer to
determine if the proposal’s score is in the fundable range. However,
submitting the JIT material is at the PI’s discretion.
• If there are Human Subjects or Animals Studies proposed in the
application, IRB or IACUC approval is required at JIT. If there is an
existing protocol the PI must amend the protocol to have it approved for
use with the application under consideration.
Source: http://grants.nih.gov/grants/guide/notice-files/NOT-OD-12-101.html
24
New Deficit to Sundry Write-Off Policy
Revision to Current Sundry Write-Off Policy
New Policy: Effective 10/01/12
 Departments will be granted a six month period after the project end
date to write-off deficits for direct costs only. Deficit write-offs
processed more than six months after the project end date must be
submitted for total costs.
 The six month write-off period is defined by comparing the calendar
month in which the project expired to the calendar month in which
the journal is submitted. For example, the deficit on a fund that
expired on any day in June 2012 can be written-off as a direct cost
write-off through December 2012. Deficit clearing journals
submitted after December 2012 must be submitted for total cost.
* Policy is consistent between BWH and MGH and endorsed by the SVP’s and CFO’s
26
Grant Administrator Refresher Training
GA Refresher Training
What: Two Day Training for Administrators
When: Thursday November 8 and
Thursday, November 15
Where: Pierce Hall
Who: All administrators
28
GA Refresher Training
Our current training program is as follows:
•
•
•
•
•
•
•
Introduction to Research Management
Federal Grants Policy 101
Research Management Policy Overview
Introduction to Pre-Award Concepts and Services
Introduction to Post Award Concepts and Services
Developing and Monitoring Subcontracts
Introduction to Research Finance Concepts and
Services
29
RM “Quarterly” Training Schedule 2012
October
Intro to Pre-Award Concepts & Services
10/12 (9AM-5PM)
Federal Grants Policy 101:
• Overview of Hospital Cost Principles/NIH Grant
Policy Statement
• OMB Circular A-110
10/15 (9AM-1PM)
RM Policies Overview
10/18 (9AM-1PM)
Intro to Post-Award Concepts & Services
10/19 (10AM-4PM)
Intro Research Finance Concepts & Services
10/23 (1PM-5PM)
Sub-contracts &
Sub-monitoring
10/26 (9AM-1PM)
Overview of InfoEd PD
10/29 (9AM-11:30AM)
All classes are held at 101 Huntington Avenue, Boston, 3rd floor large conference room.
Please search in PeopleSoft to request enrollment.
GA Assessments
In the effort to increase GAs skills and qualifications, a
certified Partners training program will be available for
administrators at McLean. All categories with
the exception of the Grant Coordinators will be required to take
an assessment in specific areas (Finance, Pre-Award, Post-Award,
Compliance, etc.) and meet a minimum score. Research
Administration will review with administrator areas of weaknesses.
31
Continuation - GA Assessments
•
Research Administration will meet with GA’s to
review the assessment results
•
Assessment will include ~ 100 questions
(multiple choice, mix and match)
•
Assessment date to be confirmed
32
Updates from Research Management
FY12 Pd 2 Effort Certification
•
•
•
On Oct. 1, Effort Certification Forms (ECFs) will be generated via Insight and all effort managers
will receive a system generated email notification. These forms must be completed within 30
days.
If you need a refresher on the effort reporting process please refer to the Effort Training Page
on the RM Website. Other resources include:
– Effort Reporting FAQs
– Effort Reporting Quick Guide for Administrators
– Effort Reporting Hierarchy Maintenance Quick Guide
– Effort Reporting Guide for Investigators
Suggested steps to take in order to prepare for the reporting period include:
– Make sure your Hierarchy is up to date and all investigators are listed.
– Make sure your department contacts are up to date in the “Research Contacts” table in
Insight
– Ensure your department/unit assignment is up to date in the Admin tab in Insight
– Work with your Post-Award Grant Administrator to ensure sponsor commitments are
reflected correctly in InfoEd
– Work with Post-Award to process any Employee Data Changes as necessary (must be
complete prior to published deadlines for September in order to be reflected on ECFs)
– If an investigator has left during the period or will be on an approved leave of absence,
identify a suitable delegate and contact the Effort Team for set up
phseffort@partners.org
FY12 Pd 2 Effort Certification Deadlines
INITIAL NOTIFICATION
• October 1- Primary Effort Managers (cc: Dept Admin) for investigators who had an ECF generated
EMAIL REMINDERS
• October 10– Reminder to Primary Effort Managers for investigators who had an ECF generated so that
investigators have enough time to certify
• October 17– Reminder to Primary Effort Managers and Investigators who don’t have their forms
completed
• October 25– Final reminder to Department Administrators, Primary Effort Managers, and Investigators
who don’t have their forms completed
DEADLINE
• October 31 Deadline for effort reports return (marked as completed in Insight)
ESCALATION
• November 15– Chief, Dept Admin, Institutional Research Administrator, and Entity Compliance Officer
• November 30–Entity VP Research, PHS Corporate Director RM and RF, PHS Compliance Officer, PHS
Director of Research Analytics & Reporting + everyone above
• December 14– PHS VP Finance + everyone above
CERTIFICATION PERIOD CLOSE
• March 30– Last day to electronically sign Period 2 effort reports in Insight; paper-based on April 1
Compliance Update: Late Cost Transfers
• Top financial compliance issues:
• Failure to allocate costs appropriately among grants – direct
benefit test
• Failure to allocate costs on a timely basis – wait until last year of
the award and just before final invoice
• Failure to initiate or adjust salary allocations on a timely basis
All of the above typically translates to: Late Cost Transfers!
 Significant compliance and financial risks!
• In violation of Partners and NIH policies (90-day-rule)
• Lack of controls
• Compromised LOC draw
36
• Prime challenging & possibly rejecting sub invoice
PHS Corporate Research Offices Survey
 First full, comprehensive Partners Corp. Research Offices survey
(https://www.surveymonkey.com/s/PHSCorporateResearchSurveytoPHSCustomers):
 Aimed at Department Administrators but all feedback welcome
 Feedback to help prioritize FY13 initiatives, and focus improvements
to better meet the needs of the research community
 Survey communicated via RM Message & direct email to DAs week
of 9/10; Survey closes 9/21
 15 research work areas- lengthy but can bypass areas you don’t
interact with; “save & return” functionality if cookies enabled
 Senior Leaders and directors develop action plans based on results,
submit final action plans to Markell/Dr. Klibanski by 10/26
 Complete survey = Reception for research community sharing high
level themes and I-Pad raffles 10/29, Sheraton Boston, 5-7pm
 Issues: researchfeedback@partners.org
37
PCRO PD Implementation
PCRO PD Training at McLean
Partners Clinical Research Office (PCRO) is offering a training
session for the new InfoEd PCRO Proposal Development process.
The roll out will officially occur on September 21st.
The system is used as a submission tool so if you work or anticipate
working on industry sponsored clinical research, it is important that
you attend this training.
The old process will be completely eliminated at the aforementioned
date.
Training session: Friday, September 21, 2pm – 3pm, Pierce Hall
39
PCRO PD Highlights
• Used as a submission tool for new industry sponsored clinical
research agreements and gifts
• Not used for amendments, subcontracts or CDA’s
• New proposal triage selection for PCRO or RM Pre-Award Team
leading to different set up pages
• PCRO continues to handle budget entry / fund activation for
PCRO agreements
• Electronic coversheet moved to the front of the process (required
for PCRO submission) with separate electronic chief budget
approval upon budget negotiation/review completion
• PI Questionnaire changed to E-form
• Changes in required submission documents
• PCRO will approve or deny submissions to begin contract and
budget negotiation/review based on completion of required
documents
PCRO PD
vs
Grants & Contracts PD
PCRO
• Proposal Set Up
Questions
• Attachment Upload
Interface
• Partners Electronic
Coversheet
• Electronic Routing
Process
•
•
•
•
•
•
Grants & Contracts
Proposal Set Up
Questions
Budgeting Module
Attachment Upload
Interface
Partners Electronic
Coversheet
eCOI Functionality
Electronic Routing
Process
PCRO Industry Pre-Award PD Process
PI/Dept proposal
entry and
completion of
required
documents/forms
PI/DA/Chief
Approval for
PCRO submission
Chief electronic
budget approval
PCRO Agreement
Execution and
Fund Activation
PCRO approves
Complete submission
Project Submission
PCRO Contract Negotiation / Budget Review
PCRO denies
Incomplete submission
PD Submission
PCRO Proposal Management in PT
PCRO PD Submission Approval Process
PCRO Submission Approval Process is equal to “Routing” Process for RM Pre-Award
Draft
submission
requirements
completed &
submitted
DA Approval for
PCRO
Submission
PI Approval for
PCRO
Submission
Dept Chief or
Delegate
Approval for
PCRO
Submission
PCRO Contract
Negotiation and
Budget Review
-Proposal is locked down pending PI and Chief approval
-At each stage, users have ability to approve or decline
as well as add comments that are reported to the PI
Submission Documents
*Required
• Partners Cover Sheet*
• Final Principal Investigator Questionnaire (PIQ) * – Conflict of
interest form(s) *
• Draft contract* (preferably Word version)
• Final protocol (draft acceptable for submission) or final scope of
work agreed to with the sponsor*
• Draft budget (if separate from contract and preferably Excel
version)
• Draft Partners informed consent
• Email correspondence and sponsor contact information
IDE and PMA/510k carotid stent trials additionally require:
• FDA letter for IDE or PMA/510k device (as applicable)
• Device pricing (as applicable)
Benefits
• Electronic documents & signatures - Elimination of hard
copy forms/routing and outdated document versions
– PIQ
– Coversheet
– Electronic chief budget approval - Future enhancement
• Standardized process for incoming agreements
• Reportable and more accurate incoming proposal data for
PCRO turnaround measures
• Greater efficiency in PCRO work performance management
– Chief approval required for submission
– Document requirement changes focus on project
readiness to prioritize workload
PCRO PD Implementation
• Departmental Feedback Sessions – solicit feedback for
current PCRO PD design - completed
• Process Review / Training – 1 hour walkthrough of PCRO
PD submission – in progress
• Communication and outreach - now through September 21
• Rollout – September 21
– Future Enhancement, budget approval deliverable
New InfoEd Screen – 1st screen
New InfoEd Screen – Upload Docs
PCRO Req. docs
Add PIQ form
PCRO PIQ form
New InfoEd Screen – PCRO Submission
Submit to
Routing
PCRO PD Contacts
For technical questions:
esubmissions@partners.org
For business process questions:
Megan Hunt, Partners Clinical Research Office
mhunt@partners.org 617-954-9371
DRAW Schedule for 2012-13:
De Marneffe 218
10:30 am – 12:00 pm
2012
October 16th
November 20th
December 18th
2013
January 15th
February 19th
March 19th
April 16th
May 21st
June 18th
No Meetings: July & August
September 17th
October 15th
November 19th
December 17th
QUESTIONS?
Contact: Raquel Espinosa
respinosa@partners.org
617-855-2868
52