Office of Sponsored Programs
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Research Admin Buzz
Thursday, January 29, 2015
Office of Sponsored Programs
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Grants & Contracts Accounting
JENNIFER CAMP
FDP Meeting Update
Washington, DC
January 12-13, 2015
Highlights
• Agencies awaiting approval of FY15 budget;
delayed issuance of awards
– FY15 budgets approved Dec. 2014; awards to be
issued ASAP
• Federal working group meeting regularly to develop
consistent research terms and conditions that
comply with 2 CFR 200
– No commitment on completion timeline
– Some agencies are not participating
– See agency-specific requirements, which still apply
(e.g., prior approvals)
4
Participating Agencies
• NIH (co-Chair)
• NSF (co-Chair)
• Department of Agriculture
– NIFA
• Department of Commerce
– NIST/NOAA
• Department of Energy
• Department of Transportation
– FAA
• Environmental Protection Agency
• NASA
5
Highlights
• DOD is not participating in the working group; a
separate implementation of the Uniform
Requirements (UR) is planned
– Phase 1 – Interim; some pre-existing policies will
continue
– Phase 2 – Comprehensive update to DOD grant and
agreement regulations
• Keep expenditure rates “healthy”
– Sequestration in 2016; do not hold onto $
– Spend and bill timely
6
UR Implementation – NIH & NSF
• Every award letter/notice will clearly state if 2 CFR
200 applies (general statement)
• Travel – Mexico and Canada are now defined by
NIH and NSF as foreign travel; consistent with other
Federal agencies
• M&S includes computing devices
• Day 91 constitutes “overdue” reports
• NSF deviation – No FFRs (no change)
7
UR Implementation – NIH & NSF
• NSF general grant conditions (GC-1) modified to
implement 2 CFR 200 for all institutions until
research terms and conditions are finalized by
working group
• NSF program income – deductive method for
conference grants
• NIH delays; waiting on DHHS to give guidance to its
operating divisions
• NIH – Unrecovered F&A allowable as cost share
(45CFR 75; 75.306)
8
UR Implementation – DOD
• DOD directive - comply with 2 CFR 200
– Unsure whether the new regulations will be
retroactive, once finalized
– FDP feedback, whichever is less restrictive for
awardees
• DOD aware there are inconsistencies between 2
CFR 200 and current agency policies; long-term will
flush out inconsistencies
9
UR Implementation
• NSF – New PAPPG effective for new awards and
increments issued on or after December 26, 2014
• ONR – “Generally”, award issued under old rules
will continue under old rules when a new increment
is awarded
10
UR Implementation – FDP
• FDP requested that agencies only reference which
rules apply so it is clear for all stakeholders (do not
use “as applicable”)
• FDP subcontract templates – billing deadline will
remain 60 days unless otherwise agreed upon in
subcontract terms and conditions
• Separate FDP templates for fixed price vs. cost
reimbursement (includes cost share)
• Subcontract versus contractor determination form
will be posted to FDP as a tool for awardees
11
Questions
12
Office of Sponsored Programs
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Office of Sponsored Programs
CANDICE FERGUSON
Office of Sponsored Programs
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NSF Updates
New PAPPG effective December 26, 2014
for:
– Proposals submitted/due on or after the
effective date
– New awards and increments on or after the
effective date
Automatic system compliance check for
proposals will begin January 26, 2015
Office of Sponsored Programs
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FastLane Updates
A revised version of the PAPPG was issued on November 20, 2014,
which incorporates OMB’s Uniform Administrative Requirements,
Cost Principles, and Audit Requirements for Federal Awards
(Uniform Guidance), as well as other policy updates. The following
changes were made to FastLane to support the revised PAPPG:
• Budget Form Update “Residual Funds” line will be renamed “Small Business
Fee”. This line will no longer be editable for all
programs, except for SBIR/STTR
• Budget Justification Upload Budget justifications can no longer be entered as text.
They must be uploaded and included for each
organization added to the budget
Office of Sponsored Programs
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FastLane Updates
Changes made to FastLane in support of revised PAPPG (cont’d):
• Cost Sharing Notifications Requirement Cost sharing notifications must be submitted by all
awardees with awards that include cost sharing
• New Funding Mechanism FastLane proposal cover sheet will include new funding
mechanism type, Ideas Lab, which is designed to
support the development and implementation of creative
and innovative project ideas
Office of Sponsored Programs
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Automated Checks
Changes made to FastLane in support of revised PAPPG (cont’d):
• Page Count: Page count rules will be enforced on the
following proposal sections:
 Project Description: 15-page limit [exceptions: 8-page
limit for Early-Concept Grants for Exploratory Research
(EAGER), and 5-page limit for Rapid Response
Research (RAPID)]
 Budget Justification: 3-page limit for the proposing
institution and a separate, 3-page limit for each subrecipient organization
 Mentoring Plan: 1-page limit
 Data Management Plan: 2-page limit
Office of Sponsored Programs
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Automated Checks
Changes made to FastLane in support of revised PAPPG (cont’d):
• Budget: Budget-related checks will focus primarily on proposal
duration and requested amount.
 For example, the system will enforce a maximum requested
amount of $200,000 for a RAPID proposal and $300,000 for
an EAGER proposal.
• Proposal Section: Proposal sections will be enforced by their
funding mechanism for Program Announcement, Program
Description and other GPG-type funding opportunities.
 For example, an error message will appear if a Project
Description was not provided for an EAGER proposal.
Office of Sponsored Programs
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Research.gov Updates
User Enhancement updates were completed to
the Research.gov system, include:
•
•
•
•
•
Updated Branding
Improved Look & Feel
Streamline Navigation
Simplified Login
Expanded Help
Office of Sponsored Programs
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Other GPG 15-1 Changes
Results from Prior NSF Support
– Clarifies that the listing of publications from
NSF awards must provide a “complete
bibliographic citation for each publication”
In Either Results from Prior NSF Support or the
References Cited
Office of Sponsored Programs
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GPG Changes (Biosketches)
Professional Preparation
– Location of the individual’s undergraduate, graduate,
and postdoctoral institutions must be provided
Collaborators & Other Affiliations
– Total number of collaborators and co-editors, and
graduate advisors and postdoctoral sponsors, must
be identified in appropriate areas
Other Personnel Information
– Where applicable, biographical info on other
personnel should be identified and uploaded in the
biosketch section of the proposal
Office of Sponsored Programs
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GPG Changes
(Senior Personnel)
Rebudgeting for salaries (2/9 rule)
– Under normal rebudgeting authority, the awardee
can internally approve an increase in salary, even
if this exceeds the 2 month salary policy
– No prior NSF approval needed unless the
objective or scope of the project changes
If an increase in PI commitment, is there a
change in scope?
– Talk to your CO.
Office of Sponsored Programs
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AAG Changes
Includes guidance on submitting
postdoctoral mentoring plans post-award
– If requesting supplemental funding to support
a post doc and the original proposal did not
include a mentoring plan, then the
supplemental funding request must include a
mentoring plan
Office of Sponsored Programs
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AAG Changes (con’t)
Two new prior written approval
requirements
– Transfer of funds for salaries of administrative
or clerical staff
– Transfer of funds for additional categories of
participant support costs other than those
described
Office of Sponsored Programs
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NIH Updates
NRSA stipend increase (2%)
– Tuition and fees remains the same
Salary Cap increase effective January 11,
2015
– $183,300
– NIH not accepting revised budgets but will
allow rebudgeting
– No adjustments for modular grants or noncompeting grants issued in FY2015
Office of Sponsored Programs
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NIH Updates
New biosketch format required May 2015
SciENcv- DOD, DOE, EPA, NIH, NSF, USDA
– Eliminates the need to repeatedly enter biosketch information
– Provides access to a researcher-claimed data repository with
information on expertise, employment, education, and professional
accomplishments
– Any researcher may register
– Leverages data from existing systems
– Researcher controls what data are public
– Researcher edits and maintains information
– Researcher provides own data to describe research outcomes
– Researcher has ultimate control over data in biosketch
OSP to send notifications for brown bags and webinars to introduce
SciENcv
Office of Sponsored Programs
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Army- USAMRAA
USAMRMC BAA for Extramural Research
– W81XWH-BAA-15-1
Opens 10/1 each year
Closes 9/30 each year
Open and continuous for 1 year
Pre-applications are required (NEW for FY15)
– Must be submitted through eBRAP
Full application will only be accepted if the
PI is invited to submit after pre-app review
Office of Sponsored Programs
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Army- USAMRAA
Program Specific BAAs
– Pre-application Required
Program Announcements
– Letters of Intent or Pre-application Required
All Pre-applications and LOIs must be
submitted through eBRAP
– (eReceipt is being retired).
Office of Sponsored Programs
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eBRAP
https://ebrap.org/eBRAP/public/index.htm
Registration process is required
– PI must register and associate him/herself
with a BO
Lucy Yarbrough
GTRC/GTARC not Georgia Tech/GTRI
Full applications are still submitted through
Cayuse424 (Grants.gov)
– eBRAP pulls full applications from Grants.gov
Office of Sponsored Programs
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eBRAP
“Invite” and “Not invite” letters are posted
Monitor when recommendation letters
have been submitted
Regulatory documents can be uploaded
Other requested documents can be
uploaded
Summary Statements are posted
Office of Sponsored Programs
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AFOSR
Anticipated Solicitations
– BAA AFOSR 2015-0001 Research Interests
of the Air Force Office of Scientific Research
– Anticipated Posting: February 2015
– Questions:
susan.fuller@us.af.mil
katherine.walston@afosr.af.mil
Office of Sponsored Programs
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ONR Update
New Grant System went live Nov. 2014
ONR award/modification documents are
available via DoD EDA Electronic
Document Access System within the
WAWF e-Business Suite
Awards:
– N00014-15-1-2XXX: EDA
– N00014-15-1-00XX: old ONR system
Office of Sponsored Programs
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OSP Updates: RosterTech
A new system for online registration and
comprehensive data management of:
– Training Classes
– Educational Activities/Events
– Certification
Office of Sponsored Programs
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RosterTech
System Address: http://training.osp.gatech.edu
Office of Sponsored Programs
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RosterTech
User Details and System Menu Following Login:
Links to Classes
Link to Events
Links to
Certificates, Class
Evaluations, and
Transcripts
Office of Sponsored Programs
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RosterTech
Expected System Implementation:
– Early February, 2015
Office of Sponsored Programs
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New Appointments
Office of Sponsored Programs
– Ashley Williams, Manager (Subawards)
ashley.williams@osp.gatech.edu
404-385-2085
Office of Sponsored Programs
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Upcoming Classes
Cayuse424
02/03-02/04
Proposal Prep
02/10
Allowable/Unallowable 02/18
Budgets
02/24
G&C Accounting
03/04
Public Responsibility 04/01
Post Award
04/09
http://training.osp.gatech.edu/
Human Capital Management
(HCM)
9.2 Upgrade Overview
January 29, 2015
Why upgrade now?
 Complete before we are “out of support”

Remove custom modifications where possible

Activate new functionality
• TechWorks – Modern User Interface
• Employee Self Service Enhancements:
•
•
•
•
Total Rewards Statement
Paycheck Modeler
Train Stops
Accessibility
• Manager Dashboard
40
Remove custom modifications where possible:
160
154
140
132
124
120
96
100
82
80
74
84
78
81
60
45
40
20
9
7
5
5
0
Benefits
HR
HR DataMart
Manage Faculty
Events
Pre-DeMod
41
Post-DeMod
Payroll
Self Service
SPD
New & Improved TechWorks
• 11th Birthday
• And the survey says…
42
Stakeholder Input
Survey
Focus
Groups
Interviews
TechWorks page is too busy … Get rid of the boxes … Make it easier to find information …
Add/enhance search feature … Eliminate redundant links … Ensure all links are working …
Add more links (e.g., WebNow, Marketplace) … Provide role-based content… Make it
easier to access relevant training and department links … Provide consistent, user-focused
design … Reduce the need to scroll and drill down to information … Need easy access to
commonly used applications … Continue to provide personalization features … Too many
timeouts (extend session time to 60 minutes at a minimum)
43
Who did we ask?
44
How often do you access TechWorks?
9%
42%
49%
Frequent/Heavy Usage
45
Moderate Usage
Light Usage
Frequent/Heavy Usage (Daily)
• Web Grants Management
9%
• Applicant Tracking
42%
49%
• Workforce Administration
• Query
46
Moderate Usage (Several Times Per Week/Month)
• Travel & Expense
9%
• BuzzMart
42%
49%
• General Ledger
• SPD
• WebPSF
47
Light Usage (Monthly and Ad hoc)
• TimeOut
9%
• Travel & Expense
42%
49%
• BuzzMart
• eWAF
• eASR
48
Balancing Act
Monthly/Occasional User
Expectations
• Intuitive Design
• Easy to Navigate
• Relevant Information
49
Daily/Weekly User Expectations
• Easy access to frequently used
applications
• Consistent information
• Well-maintained links
• Links to more resources
49
TechWorks
50
TechWorks
51
TechWorks
52
Enhancements in HCM 9.2
• Employee Self Service Enhancements:
•Total Rewards Statement
•Paycheck Modeler
•Train Stops
•Accessibility
• Manager Dashboard
53
Enhancements in HCM 9.2
54
My Total Rewards:
55
My Total Rewards:
56
Paycheck Modeler:
57
Paycheck Modeler:
58
HCM 9.2 has a more light-weight and modern look and feel:
59
Mouse over popup pages:
60
Manager Dashboard:
61
Manager Dashboard:
62
Manager Dashboard Embedded Analytics:
63
Accessibility Feature:
64
Planning for the future – post go-live:
• Life Events
• Dashboards
• Pivot Grids
• Other PeopleSoft Modules
65
Timeline:
66
Questions
67