OFFICE OF SPONSORED PROGRAMS
OSP Leadership Transition
MRAM – October 1, 2015
Lynette Arias – Assistant Vice Provost
Research Administration Strategic Initiatives
Carol Rhodes – Acting Co-Director, OSP, Compliance and Policy
Amanda Snyder – Acting Co-Director, OSP, Operations
http://nationaldaycalendar.com/national-research-administrator-day/
OFFICE OF SPONSORED PROGRAMS
AVP – Research Administration
Strategic Initiatives
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University wide
• Support and advocacy in reducing research administrative burden
• Faculty outreach, partnership and support
• Affiliation relationship clarity/guidance
• University policy development
National
• Research Administration advocacy
• Council on Governmental Relations (COGR) Research & Regulatory Reform
Committee
• Federal Demonstration Partnership (FDP) Expanded Clearinghouse Workgroup
Increased sponsor partnership building / Industry relations
International
• Global research administration support
• Continued support of foreign subrecipient partnerships
OFFICE OF SPONSORED PROGRAMS
Acting Co-Directors
• Compliance & Policy – Carol
• Operations – Amanda
OFFICE OF SPONSORED PROGRAMS
Compliance &
Policy
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GIM development/maintenance
F&A waivers/F&A questions
GIM 19 waivers
Regulatory compliance process
development
Campus workgroup and initiatives
related to risk management &
assessment, policy development
FOIA requests/Public Records
requests
Master Agreement Review &
Signature
Audit Assistance (with IA, when
sponsored programs)
External groups/meetings including
MRAM, RAPIT, other Process
Improvement groups
OFFICE OF SPONSORED PROGRAMS
Operations
• Oversight of day-to-day
operations
• Authorized Institutional
Official
• Campus Outreach Lead
• Process Coordination with
GCA and Procurement
• External groups/meetings
including MRAM, RAPIT,
other Process
Improvement groups
OFFICE OF SPONSORED PROGRAMS
Thank you!
OFFICE OF SPONSORED PROGRAMS
OFFICE OF SPONSORED PROGRAMS
Subawards Update
Amanda Snyder
Acting Co-Director, OSP
http://nationaldaycalendar.com/national-research-administrator-day/
Use of Ariba now required for subawards
• As Procurement has communicated, PAS is closed for
requisitions as of today, 10/1/2015
• OSP must receive new and modification requests via
Ariba
• Transition of purchase orders from PAS to Ariba
continues
• If you need to modify a purchase order that is not yet in
Ariba, please send an email to aribasub@uw.edu
• PO will be transitioned to Ariba
• You will then be able to request modifications and
“receive” invoices in Ariba
OFFICE OF SPONSORED PROGRAMS
New tool for visibility
• Subaward data is now available via the Enterprise
Data Warehouse (EDW)
https://biportal.uw.edu/Report/Details/ResearchSubawards
• On the Business Intelligence (B.I.) Portal
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Works the same as award & proposal reports
Searchable report
Updated nightly, so essentially “real time” data
Need the ASTRA permission to gain access (more info at
http://www.washington.edu/itconnect/work/data/use-data/get-access/request-access/)
• Note: the “Assigned To” field is currently missing from report,
will be available 10/9
OFFICE OF SPONSORED PROGRAMS
OFFICE OF SPONSORED PROGRAMS
Intake of Subaward Requests for OSP
Business process reengineering effort is in the works
for the OSP Subawards Intake process
• Actively working through details with various campus
partners
• Vision: leverage the data we have in SAGE/SPAERC
so that system supports both campus and OSP needs
for subs
• Ideally, an intake process similar to the eGC1
• Automated assignment
• 2-way collaboration
• Visibility to your requests in progress
OFFICE OF SPONSORED PROGRAMS
Intake of Subaward Requests for OSP
(Cont.)
• Will enable parallel work on subaward
agreement lifecycle and Ariba Contract Request
process.
• Will clarify roles and responsibilities between
financial and contractual
• Ariba will still be required for the financial portion of
subaward actions
• We may need to pursue an interim, “lower tech”
solution in the interim. Planning is underway.
OFFICE OF SPONSORED PROGRAMS
New Subaward Templates in the Works
• The Federal Demonstration Project (FDP) forms
have been updated and we plan to begin using
them later this month
• Updates for the Uniform Guidance
• Still awaiting agency-specific T & C’s (Attachment 2)
from all federal agencies except NSF & NIH
• Update to Attachment 4, Reporting Requirements, is
going to require additional info from campus
OFFICE OF SPONSORED PROGRAMS
OFFICE OF SPONSORED PROGRAMS
Advance Budget Numbers and
Industry Sponsored Clinical Trials
Carol Rhodes
Acting Co-Director, OSP
MRAM October 2015
Issue Being Addressed
Inability to get an advance budget number for an anticipated industrysponsored clinical trial
Symptoms:
• Increased salary transfer activity at the beginning of the
trial
• Errors in the transfer of expenditures from dept budget
number to clinical trial budget number
• Inconvenience of housing start-up costs on one or
more department budget numbers
• Lack of information/awareness of roles and
responsibilities with respect to pre-final contract
spending, if not running through sanctioned UW
advance budget number process
New Process as of October 5th
Advance Budget Number Eligibility for Industry Sponsored
Clinical Trials
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Department routes eGC1 to OSP
OSP reviews content of eGC1 and approves
OSP creates a Funding Action (FA) while negotiating the Clinical Trial
Agreement
Department may use the Advance Budget Number (BN) Eligibility Tool
to request an Advance BN
This is routed directly to a Program Coordinator Team in OSP
It is reviewed and if eligible, OSP removes the block on advance budget
number eligibility
Department may then enter SAGE and send in the details for budget
number set-up to GCA
Advance Budget Number
Review
The same as for any sponsored program, including
the following:
• If no pre-award spending authority, is department
willing to incur the risk and supply an alternate
department budget number?
• Will human subjects research expenditures be
charged to the advance budget number, and if so, is
there IRB approval (WIRB approval, in this case)?
• Have Investigators disclosed their SFI and has it been
reviewed?
Can I get a Research Study Account (“Triple R”)
activated with an advance budget number?
No. Here is why:
o Triple R account allows for billing of clinical
services.
o Clinical services should not occur without a
fully-executed clinical trial agreement in place.
o If you supply an advance budget number to
CRBB to activate your Triple R account, CRBB
will notify you that the advance budget number
is not allowed for this request and point you
back to OSP policy.
Questions?
• Advance Budget Number Primer and Eligibility
Tool
• Clinical Trial definition and other resources
related to budgeting, IRB approval, FCOI, clinical
trial lifecycle (Roles/Responsibilities)
Thank you!
UPCOMING COURSES IN RESEARCH ADMINISTRATION
Oct 05
GCA 202 – Direct Billing of F&A Type Costs
Oct 07
MAA 101 – Introduction to Faculty Effort Certification
Oct 08
OSP 101 – Introduction to Research Administration
Oct 14
MAA 102 – Electronic Faculty Effort Certification (eFECS) for
FEC Coordinators
Oct 22
GCA 100 – Post-Award Financial Administration: Processes,
Offices and Best Practices
Oct 28
MAA 100 – Introduction to Grant and Contract Certification
(GCCR)
Oct 28
GCA 201 – Salary and Cost Transfers and Compliance
Nov 11
MAA 220 – Managing Faculty Effort
Nov 09
MAA 215 – Faculty Effort and Cost Share: Calculate it Right!
CORE is a collaborative effort to provide free, high quality,
cohesive training on research administration and compliance
to UW researchers and research administrators.
To see a full list of courses and to register, visit
https://uwresearch.gosignmeup.com/public/course/browse
CORE CAMPUS SURVEY RESULTS
We received
172 responses to
the CORE survey
MAJOR THEMES
Requests for more advanced course work
More frequent scheduling of introductory courses
More examples/scenarios to work through in class
Access to Online Resources
THANK YOU!