Welcome to RAIN!
Research Administration Information Network
Presented by: the folks in RDA
with today’s emcee, David Holmgren
Date: May 15, 2014
RAIN Agenda
David Holmgren
• Introduction
• Updates & timely information:
 SVPR
 Special Guest: Purchasing
Services
 RFDS
 RGC/SPA
 RATE
 ORIO
 OCTRI
• Q&A
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TTBD
CRBO
CTO
USR
Research & Academic HR
SVPR
– Office of the Senior Vice President of
Research
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SVPR: Office of the Senior Vice President of Research
Dana Director
Growth Trend in Research
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SVPR: Office of the Senior Vice President of Research
Dana Director
Office of Proposal
&
Research
Sponsored
Grants
& Management
Projects
Award
Contracts
Administration
(OPAM)
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SVPR: Office of the Senior Vice President of Research
Dana Director
Office of Proposal & Award Management
Deb Golden-Eppelein
Senior Director, OPAM
Nancy Duncan
Charles Resare
Kellie Guentert
Director of Grants
Management
Policy & Financial
Compliance
Director of Operations
& Systems
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SVPR: Office of the Senior Vice President of Research
Dana Director
Nancy Duncan
Director of Grants Management
Vacant - Manager
Pat Cloteaux
Pre-Award
Post-Award
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SVPR: Office of the Senior Vice President of Research
Dana Director
Kellie Guentert
Director of Operations & Systems
Holly Lloyd
Financial &
Admin Ops
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Laura Smith
Special Projects
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Cari Benveniste
Process
Improvement
SVPR: Office of the Senior Vice President of Research
Dana Director
Smart Change for Future Growth
• Helps OHSU to meet Uniform Guidance
• Promotes improved processes and services
• Enables expansion of frontline staff
• Utilizes the strengths of the current leadership
• Effective July 1, 2014
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SVPR: Office of the Senior Vice President of Research
Nancy Duncan
For questions, contact:
Kellie Guentert
503-494-5438 - guentert@ohsu.edu
Nancy Duncan
503-494-3715 - duncanna@ohsu.edu
Deb Golden-Eppelein
503-494-4853 - goldenep@ohsu.edu
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Special Guest:
Facilities & Logistics
– Purchasing Services
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Logistics: Purchasing Services
Donna Johnson
Fiscal Year-End Purchasing
Please refer to FY14 year-end communication
from CFS
– Review invoices on hold report now - Instructions
– FY15 expense not allowable in FY14
– Must be received in Oracle by Friday, June 30
– Send finally closed requests as soon as possible
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Logistics: Purchasing Services
Donna Johnson
Streamline Purchasing Requests
Punch-out
– Access quotes, faster transmission, confirmation, billing
– Vendors: Bio Rad, Fisher Scientific, Grainger, Life
Technologies, Roche Diagnostics, Sigma Aldrich, VWR
Scientific
– Encumbers correct price, eliminates wrong item delays
– Exceptions: Rush orders and capital equipment
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Logistics: Purchasing Services
Donna Johnson
Streamline Purchasing Requests
Research Stores
– Recent savings with Bio Rad, New England
Biolabs, Qiagen, Sigma, Life Technologies
– Check inventory before placing rush order
– Comparable products from multiple vendors
– Medical supplies from Logistics warehouse
– Billed at landed cost, no hidden fees
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Logistics: Purchasing Services
Donna Johnson
Streamline Purchasing Requests
P-card
– One-time purchases with new vendors
– Routine charges such as water, medical gases,
custom oligos, printing services
– PO only requests for online ordering
– See allowable list of products and services
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Logistics: Purchasing Services
Donna Johnson
Streamline Purchasing Requests
Standing PO (FY15)
– Renew to match previous year, add or subtract $
based on usage
– Decrease “Bill Only” PO volume
– Itemize goods when possible
– End-user has control of ordering process
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Logistics: Purchasing Services
Donna Johnson
Streamline Purchasing Requests
Blanket PO
– Assigned to Oracle item file with product details
– Decrease order delays and pricing issues
– Faster transmission and confirmation, decreased by 1-2
days
– Existing blankets may already be created for your
products - please inquire!
– Less data entry and multiple vendors on one requisition
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Logistics: Purchasing Services
Donna Johnson
Capital orders over $100k
– Obtain 2 additional quotes plus selected quote
– OR complete exemption request form
– Orders $250k+ requires review by our Contracting
Services Group
– Notify your Buyer one week before submitting
Oracle requisition in case additional review or
negotiating is required (turnaround time up to 1-2
weeks)
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Logistics: Purchasing Services
Donna Johnson
Learn more!
Schedule a visit:
Oracle Optimization & Purchasing Roadshow
By Donna Johnson, dedicated Purchasing
enthusiast
Oracle Best Practices Class
By Brian Langford, Oracle Trainer
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Logistics: Purchasing Services
Donna Johnson
Questions?
Contact Donna Johnson:
johdonna@ohsu.edu
503-494-4917
Purchasing Services on O2
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RFDS
– Research Funding & Development
Services
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RFDS: Research Funding & Development Services
Katie Wilkes
Thank you from the OHSU Research Week Organizing
Committee to all of our RDA volunteers and attendees!
Provide feedback on Research Week:
https://www.surveymonkey.com/s/STNKPZS
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RFDS: Research Funding & Development Services
Katie Wilkes
OHSU Presidential Bridge Funding
Applications due Friday, May 30
• Bridge funding is available for established,
independent investigators threatened by an
imminent lapse in research support.
• Investigators can request up to $50,000 in funding
for one year to help bridge them while they generate
data to restore funding.
• Up to 10 awards will be made this funding cycle.
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RFDS: Research Funding & Development Services
Katie Wilkes
Bridge Funding (Continued)
Please note the following changes for FY2015:
• PI salary is no longer allowed under this mechanism
because new OHSU-wide PI bridging policies are
currently being developed. This mechanism is
meant to support programmatic costs such as
research staff, supplies, etc.
• The research plan section of the application has
been shortened to 4 pages.
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RFDS: Research Funding & Development Services
Katie Wilkes
Bridge Funding (Continued)
• Applications are due by 5 p.m. on Friday, May
30, 2014 to funding@ohsu.edu.
• View guidelines and application forms for
complete details.
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RFDS: Research Funding & Development Services
Katie Wilkes
NRSA Application Workshop, June 30
• For students & postdocs planning to apply for an
individual NRSA fellowship from the NIH.
• Covers non-research elements such as InfoEd, budget,
reference letters, and training plan.
• Lead by:
Johanna Colgrove, M.D./Ph.D., Program Coordinator
Jen Raupp, Grants & Contracts Administrator
Rachel Dresbeck, Ph.D., Director, Research
Development, Research & Academic Communications
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RFDS: Research Funding & Development Services
Katie Wilkes
NRSA Application Workshop
Monday, June 30, 2014, 2 to 4 p.m.
Biomedical Research Building room 381
Open to both researchers and administrators.
Please RSVP to funding@ohsu.edu.
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RFDS: Research Funding & Development Services
Katie Wilkes
Questions?
funding@ohsu.edu
http://www.ohsu.edu/funding
http://www.ohsu.edu/researchnews
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RGC/SPA
– Research Grants & Contracts and
Sponsored Projects Administration
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RGC/SPA: (Future Office of Proposal and Award Management)
Nancy Duncan
NIH Updates
• Updated Policy for Application Submission
(NOT-OD-14-074)
• NIH Opens the RPPR for All Type 5 Non-SNAP
Progress Reports
(NOT-OD-14-079)
• Updating Grant Closeout Policies
(NOT-OD-14-084)
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RGC/SPA: (Future Office of Proposal and Award Management)
Nancy Duncan
OGA Survey
Help us make improvements that support you!
• Sending to all OGA users
• Opens last week of May
• Responses collected through June
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RGC/SPA: (Future Office of Proposal and Award Management)
Nancy Duncan
New Pre-award Manager
Aric Dutelle
Joining us June 9th!
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RGC/SPA: (Future Office of Proposal and Award Management)
Nancy Duncan
Questions?
RGC
orserv@ohsu.edu
SPA
spaweb@ohsu.edu
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RATE
– Research Administration Training &
Education
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RATE: Research Administration Training & Education
Margaret Gardner
Learn more about these…
RATE Spring & Summer Classes
Training Grants & Fellowships
Clinical Trials 1 & 2
Federal Grants Management
Effort & Salary Cap
RDA 101: Introduction to
Research Administration
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RATE: Research Administration Training & Education
Margaret Gardner
Research Administrator
Gathering?
Join the discussion here.
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ORIO
– OHSU Research Integrity Office
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ORIO: OHSU Research Integrity Office
David Holmgren
Integrity Booster Update
• Currently at 84% of employees
– 91% of Researchers!
Login to Big Brain to take the Booster.
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ORIO IRB: Institutional Review Board
David Holmgren
eIRB Upgrade: eIRB7 Update
• We have begun the eIRB7 Design Process
– On track & on schedule
Timeline Reminder:
– Anticipated Go-live in 2015
Until then, continue to use current system.
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ORIO IRB: Institutional Review Board
David Holmgren
We still have a long way to go, but as we get
closer to finalizing the design…
– Look for IRB Communication seeking your
involvement to provide feedback and to answer
questions.
– We will also be looking to you to help test the system.
Please stay tuned for more details!
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ORIO IRB: Institutional Review Board
David Holmgren
IRB Brown Bag Sessions
Lost & Stolen Devices
Thursday May 28th
11:30 a.m. to 12:30 p.m. in UHS 8B60
Was my laptop stolen? Where did I leave my thumb drive?
Join this session for a presentation and Q&A on knowing
where your data is and best practices/requirements on how
to protect it.
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ORIO IRB: Institutional Review Board
David Holmgren
IRB Classroom Training
11:30 to12:30 p.m. in CHH 3178
Introduction to IRB Review
• June 5th
IRB Classroom sessions are
on hiatus for summer months.
Classes will resume in
September.
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ORIO: OHSU Research Integrity Office
Questions?
David Holmgren
holmgred@ohsu.edu
503-494-7887
www.ohsu.edu/researchintegrity
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OCTRI
– Oregon Clinical & Translational
Research Institute
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OCTRI: Oregon Clinical & Translational Research Institute
Darlene Kitterman
eCRIS Ongoing Studies
• Ongoing = IRB approved
• Ongoing studies that require migration to eCRIS
by July 14th:
– Involve prospectively consented subjects and
– Active subjects on study (i.e., all subjects are not
discontinued or in follow-up)
or
– All subjects are in follow-up, but potentially billable
services are included in remaining visits
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OCTRI: Oregon Clinical & Translational Research Institute
Darlene Kitterman
eCRIS Ongoing Studies
• Due to NCI reporting requirements, oncology
studies that do not meet general criteria for
mandatory use of eCRIS may still be required to
be entered into eCRIS.
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OCTRI: Oregon Clinical & Translational Research Institute
Darlene Kitterman
eCRIS Ongoing Studies
• Minimal information required to get study into
eCRIS
– Mini smartform
– Only subjects in active portion of study or that have
clinical services remaining
• Bulk upload available
– Subjects: refer to eCRIS website for template/
instructions.
– Oncology: studies and subjects being centrally
uploaded.
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OCTRI: Oregon Clinical & Translational Research Institute
Darlene Kitterman
eCRIS Ongoing Studies
• Can enter additional information if additional
functionality desired.
– Visit schedule:
• If want to enter past visit information
• If want to project future subject visits
– Visit Schedule + Budget: If industry sponsored and
want to generate invoices and/or track financial
information
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OCTRI: Oregon Clinical & Translational Research Institute
Darlene Kitterman
Questions?
Contact OCTRI at:
eCRISSupport@ohsu.edu
http://www.ohsu.edu/crms
503-494-7602
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Wrap Up
Everyone
Q&A
Next RAIN Meeting:
June 19, 2014, 9:30 – 11:00am
Send agenda item requests to: rain@ohsu.edu
Or use the RAIN Feedback Form
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