USA Process Improvement Committee OUTCOME DOCUMENTATION FORM

USA Process Improvement Committee
Improvement Number: 0078
Initial date:
June 15, 2015
Original Improvement:
Central office to serve as a clearinghouse of grant officers to serve the University family
as opposed to the disparate distribution of grant officers in a small number of colleges
and/or departments.
Investigation Findings:
A meeting was held June 2015 with the Assistant Vice President for Research Development and
Learning and the Director of Sponsored Programs.
The following are highlights of the meeting:
The University utilizes the joint efforts of Research and Development and Learning, in
conjunction with Sponsored Programs to serve as its grant infrastructure and grant
management. Each office works both independently and collaboratively. They are
hindered somewhat given their budget, and unable to embed individuals of varied
expertise throughout the University:
o Pre/Post Awards
o Assembly of basic grant applications
o Grant submission
o Works with single and multiple investigators
o All non-financial administrative support
SPA website that has a full roster of the USA’s grant administration support:
Internal funding opportunities webpage on the Research Development and Learning
The COM and AHP also utilizes the efforts of the Director & Assistant Director of Health
Systems Grants Administration and Development.
o Pre/Post Award
o Assembly of a plethora of grant applications (i.e. NIH, HRSA, Foundation, etc.)
o Assistance with internal routing, budget, budget justifications, and other
required attachments based on type of grant funding)
o Submission of application
o Financial reporting
o Critique grant for completeness, format, grammar, spelling, etc.
o Other duties as needed
Research Operations Council q 6 weeks
o Colleges and/or departments can identify personnel to take a lead role in grant
support and send these individuals to the council meetings. They provide
uniform guidance and discuss a myriad of subjects related to intra/extramural
funding, pre/post award management, etc.
o Many university family members are unaware of the aforementioned
resources available and thus a perceived perception of lack of adequate grants
administration services.
What’s On the Horizon?
Networking efforts between all university grant offices to bring more awareness to the
numerous grant support services available on campus, to include, location and
appropriate personnel contact information.
A Resource and Process class for the University, date/time TBD, Fall 2015
Half-day Research Overview Workshop, date/time TBD, early November 2015
Shared services such as electronic routing for necessary approvals, central office for
submission, ticket system for internal forms, budget, bio sketches, etc.
Development of Flow Chart: Organization of Grant Resources
Final Outcome:
Important to market the services mentioned above as being available to all colleges,
departments, faculty REGARDLESS of in-house grant services available.