Research Administration Information Network
Presented by: the folks in RDA with today’s emcee, Dana Director
Date: September 19, 2013

RAIN Agenda
Dana Director
• Introduction
• Updates & timely information:
 Office of the VPR
 Guest: ITG FTS
 Guest: Pre-Award
Process Improvement
Group
 TTBD
 RGC
 SPA
 RATE
 CTO/OCTRI
 ORIO
CRBO
Research HR
OHSU Foundation
• Q & A
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– Office of the Vice President for
Research
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VPR:
Office of the Vice President for Research
Dana Director
rd
October 17
3 - 5pm
Bancroft Building
• Meet RDA Staff & Friends
• Light Refreshments
• Games & Giveaways
• Dr. Dorsa speaks at 4pm
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– Field Technology Services (FTS)
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ITG: Field Technology Services
Barrett Adams
Windows 7 Migration
Windows XP reaches end of Microsoft support on April 9, 2014.
Current OHSU computers in circulation:
 10,369 running Windows XP
 6,316 running Windows 7
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ITG: Field Technology Services
Barrett Adams
Windows 7 Migration
12000
10000
8000
6000
4000
2000
0
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Windows XP
Windows 7

ITG: Field Technology Services
Barrett Adams
Windows 7 Migration
 FTS has no dedicated team to reimage all
10,369 computers by April 2014.
 Windows 7 is installed on all new computers.
 We will train & distribute tools for any ITC to reimage their department’s computers.
 With FTS management approval, we will assist research departments with newer hardware.
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ITG : Field Technology Services
Barrett Adams
Questions?
Contact Barrett Adams at: adamsba@ohsu.edu
503-494-1011
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– Award Account Set-up Process
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Award Account Set-up Process Improvement
Mindi Dunsworth, Katherine Emmett
Where we started
Lengthy set-up times – 78 days (11 weeks)
Redundant tasks for all involved
Heightened audit risk for departments & OHSU
Target Goals
70% of accounts set up by Award Start Date
Eliminate redundant work
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Award Account Set-up Process Improvement
Mindi Dunsworth, Katherine Emmett
Current Practice
Non-standard processes for completing compliance requirements at department level.
No standards for assessing performance.
Poor communication amongst department administrators, PIs, and RGC due to lack of ownership.
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Award Account Set-up Process Improvement
Mindi Dunsworth, Katherine Emmett
Desired Future Practice
• Standard processes, known by all
• Visual cues/standards for Account Set-up
• Streamlined communication in & within depts.
• Readily accessible Information
• Minimal touching/handling
• Accounts are set-up by Award Start Date
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Award Account Set-up Process Improvement
Mindi Dunsworth, Katherine Emmett
Prioritized Opportunities
• Standard triggers for starting the process
• Standard Operating Procedure (SOP) for Award
Account Set-up
• Tracking tool for Award Account Set-up
• Access to Big Brain Compliance Reports: COIR,
RCR, and Integrity Booster
Equip departments with tools to own
& drive the process.
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Award Account Set-up Process Improvement
Mindi Dunsworth, Katherine Emmett
100
75
50
25
0
Department
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13

Award Account Set-up Process Improvement
Mindi Dunsworth, Katherine Emmett
Outcomes of the Group
• Vetted Milestones for R01’s and other
“standard grants”.
• Improved Communication with RGC
• Feedback provided by team to make DAC more useful
• Researcher’s Snapshot
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Award Account Set-up Process Improvement
Mindi Dunsworth, Katherine Emmett
What you can do today…
• Use milestones to manage award set-up
Countdown to Award Set-up:
3 Months before proposed start date
 Initiate compliance
10 Business days before proposed start date
 Revise budget
5 Business days before proposed start date
 Submit materials to RGC
• Use Researcher Snapshot for Checking
Compliance
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Award Account Set-up Process Improvement
Matt Denny
Researcher Snapshot
• Access for all OHSU employees via network login
• http://cognos/ within OHSU network
• Navigation: Public Folders > Research Administration >
Reports > Pre-Award
• Shows all research-related records for a given researcher from these systems:
• BigBrain
• InfoEd
• eIRB
• eIACUC
• IBC
• Jellyfish (CTO)
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Award Account Set-up Process Improvement
Matt Denny
Questions about
Researcher Snapshot?
Matt Denny
Business Intelligence, ITG dennyma@ohsu.edu
503-494-5969
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Award Account Set-up Process Improvement
Dana Director
Special Thanks To:
Kathryn Pyle
(DMICE)
Rose Masin-Brown
(MMG)
Robin Feidelson
(Surgery)
Nikki Lind (Vollum)
Brad Noren (Casey Eye)
Jerry Robertson
(RGC)
Matt Denny
(Business Intelligence)
Deb Golden-Eppelein
(RGC)
Mindi Dunsworth (Neurology)
Katherine Emmett (Knight)
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Award Account Set-up Process Improvement
Dana Director
Next Steps
• Webify Tracking Tool
• Develop Interactive Department Award
Checklist (DAC)
Stay tuned to RAIN for updates as we make progress!
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– Research Funding & Development
Services
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RFDS:
Research Funding & Development Services
Katie Wilkes
NRSA Application Workshop
Presenters: RFDS, RGC, and others
Monday, October 28 th
11 a.m. to 1 p.m. in Vollum 4M
Open to both researchers and administrators.
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RFDS:
Research Funding & Development Services
Katie Wilkes
NRSA Application Workshop
Covers essential, non-research elements of preand post-doctoral NIH fellowship applications, including:
• Elements needed for an InfoEd proposal
• How to develop a budget
• How to manage reference letters
• Biosketches and PMCID numbers
• Elements of a great training plan
RVSP: funding@ohsu.edu
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– Technology Transfer & Business
Development
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TTBD: Technology Transfer & Business Development
Andrew Watson
TTBD Brown Bag Presentation
“How to Pitch to Industry”
October 22 nd
12 to 1p.m. in Mac Hall 2201
Live Stream to West Campus
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TTBD: Technology Transfer & Business Development
Andrew Watson
TTBD Quarterly Newsletter
2 nd Edition coming by end of September
Interested in receiving the Newsletter?
Send email to techmgmt@ohsu.edu
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TTBD: Technology Transfer & Business Development
Andrew Watson
Online Material Transfer Agreement
OHSU TTBD Homepage
We need your help in loading your labs’ materials.
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TTBD:
Technology Transfer & Business Development
Andrew Watson
Questions?
Contact TTBD at: techmgmt@ohsu.edu
503-494-8200
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– Sponsored Projects Administration
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SPA: Sponsored Projects Administration
Nancy Duncan
Single Award Draw
NOT-OD-13-112
• Begins 10/1/2013
• Applicable to all NIH awards (except some
Admin supplements) including those in noncompeting continuation.
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SPA: Sponsored Projects Administration
Nancy Duncan
Non-Competing Grants
• NIH will change award from Type ‘5’ to
Type ‘4’.
• NIH will change project period end date to the budget period end date.
• This effectively breaks award into 2 smaller competitive segments.
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SPA: Sponsored Projects Administration
Nancy Duncan
Non-Competing Grants
• All FY 2013 awards become the final year of the first competitive segment, requiring a Final Financial Report (FFR).
• There will be no change to due dates, submission, or review of progress reports for FY 2014.
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SPA: Sponsored Projects Administration
Nancy Duncan
Other Grant Implications
• All New and Competitive NIH Grants will change to single draw.
• All other DHHS agencies have been directed to comply with this change.
• No guidance has been provided by other agencies.
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SPA: Sponsored Projects Administration
Nancy Duncan
Resulting OGA Changes
• NIH Non-Competing Award
 New Award & Project must be set up in OGA.
 ‘SD’ will be added to end of new Award &
Project.
• NIH New & Competitive Awards
 No Changes.
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SPA: Sponsored Projects Administration
Nancy Duncan
OGA Changes
• Incoming Subawards
 We are hoping for no changes
• Other Federal Agencies
 Depends!
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SPA: Sponsored Projects Administration
Nancy Duncan
OGA Changes: Example
• Year 3 of an NIH RO1 ends 11/30/2013
• Award ends 11/30/2015
• Current:
– Award: AOBGY0500 Project: GOBGY0500 C
• New ( for years 4 & 5):
– Award: AOBGY500 SD Project: GOBGY500 DSD
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SPA: Sponsored Projects Administration
Nancy Duncan
Expenditure Settings
• Already in use on ARRA/Stimulus and NSF
Awards.
• Minimizes risk of reimbursement for unallowable direct cost expenses.
• Will be ‘default’ for all Federal awards (grants, contracts, subawards, etc.) at account set-up.
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SPA: Sponsored Projects Administration
Nancy Duncan
Expenditure Types
– Books, Periodicals &
Subscriptions
– Cell Phone
– Classified Wages
– Drinking Water
– Duplicating & Copying
– Hosting Guests & Groups
– Membership in
Professional Organization
– Office & Administrative
Supplies
– Postage
– Telecom
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SPA: Sponsored Projects Administration
Nancy Duncan
But Wait! These are ‘OK’ on my Grant!
• Work with your Sponsored Projects
Analyst.
• If they agree, they are able to lift the settings in OGA.
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SPA: Sponsored Projects Administration
Nancy Duncan
Other Implications
• Carryover with ‘2’ shorter grants segments
• Cash payments after 90 days
• Transparency of Funds
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SPA: Sponsored Projects Administration
Nancy Duncan
Questions?
Contact SPA at:
503-494-0355 spaweb@ohsu.edu
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RATE
– Research Administration
Training & Education
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RATE:
Research Administration Training & Education
Margaret Gardner
October Classes
10/1 – Federal Grant Management New!
10/8 –
Clinical Trials 1: Pre-Award Administration FULL!
10/10 – RDA 101: Intro to Research Administration
10/22, 10/29, 11/5 – Essentials of Grant Administration
10/23 – Oracle Grants Accounting
10/31 – Corporate & Foundation Relations 101 New!
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RATE:
Research Administration Training & Education
Margaret Gardner
November Classes
11/12 – Training Grants & Fellowships
11/14 – InfoEd for Grants.gov Submissions
11/14 – Grant Project Management with OGA New!
11/19 – Clinical Trials 2: Finances (Post-Award)
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RATE:
Research Administration Training & Education
Margaret Gardner
December Classes
12/3 – Effort Certification
12/5 – Federal & Foundation Budgets New!
12/10 – DHHS Salary Cap
More about RATE Courses
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RATE:
Research Administration Training & Education
Margaret Gardner
Questions?
Contact Margaret Gardner at: rate@ohsu.edu
503-494-8990
Research Administration Training & Education
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– OHSU Research Integrity Office
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ORIO: OHSU Research Integrity Office
Kara Drolet, Associate Director
Research Safety Team
Debra Brickey
• Research Safety Manager
• OHSU Biosafety Officer
• Responsible Official brickeyd@ohsu.edu
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ORIO: OHSU Research Integrity Office
Kara Drolet, Associate Director
Research Safety Team
Ben Smith
• Biosafety Officer, Central &
Waterfront Campus (CWC)
• Alternate Responsible Official,
CWC smithben@ohsu.edu
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ORIO: OHSU Research Integrity Office
Kara Drolet, Associate Director
Research Safety Team
Harjinder Sardar
• Biosafety Officer, West
Campus (WC)
• Alternate Responsible Official,
West Campus (WC) sardar@ohsu.edu
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ORIO: OHSU Research Integrity Office
Kara Drolet, Associate Director
IBC: What’s New?
• Policy/form input process
• IBC email listserv
• Email ibc@ohsu.edu
to be added
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ORIO: OHSU Research Integrity Office
Kathryn Schuff, IRB Chair
IRB: What’s New?
• Lay Language Protocol Summary
Project Description
• CLIA Certificates no longer required
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ORIO: OHSU Research Integrity Office
Kathryn Schuff, IRB Chair
IRB Education
• Introduction to IRB Review
• Getting Started in the eIRB
• Submitting a Study
• Maintaining Approval and Reporting
Requirements
Schedule of classes
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ORIO: OHSU Research Integrity Office
Kathryn Schuff, IRB Chair
IRB Analyst Brown Bag Sessions
Students As ResearcherS:
STARS in the IRB Sky
Lynn Marshall & Penny Hogarth
Thursday, 9/26, 12 to 1pm
UHS 8B60
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ORIO: OHSU Research Integrity Office
Questions?
Contact Ames Elliot: elliot@ohsu.edu
503-494-7842 www.ohsu.edu/researchintegrity
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– Oregon Clinical & Translational
Research Institute
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OCTRI: Oregon Clinical & Translational Research Institute
Darlene Kitterman
• Phase 1 live 7/13
• 78 users trained
• >35 studies
• Last development patch 9/18/13
• Phase 2
– Invoicing/payment tracking
– Live 11/13
– “Coffee Talk” to demo new functionality
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OCTRI: Oregon Clinical & Translational Research Institute
Darlene Kitterman
Questions?
Contact eCRIS Support: ecrissupport@ohsu.edu
www.ohsu.edu/crms
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Wrap Up
Everyone
Q & A
Next RAIN Meeting:
October 17, 2013, 9:30 – 11:00am
RDA Open House same day: Oct 17, 3 to 5pm!
Send agenda item requests to: rain@ohsu.edu
Or use the RAIN Feedback Form
60 RAIN: 9-19-2013