OSP Update
MRAM - 6/12/2014
Lynette Arias
Director, Office of Sponsored Programs
University of Washington
OSP Update
 Staffing updates
 FY14 Goals – brief review of key accomplishments
 FY15 Goals – initial plans
OSP Staffing Updates
 New OSP Staff
 Administrator – Chris Jackson
• currently on Team A, will move to Team B in future
 Floater Administrator – Jasmine Campbell
 Subaward Administrator – To be announced soon!
 Office Assistant – Amber Smith (assistance with central email boxes)
 New management position
 Associate Director, Systems & Operations
 In recruitment
 Assistant Director, Team B (Rick Glover transitioning to Sr. Contracts
Specialist)
 Associate Director, Systems & Operations (new)
 Learning, Outreach & Communications Manager
OSP Team Organization
 New Contracts team – in development
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Associate Director – Michael Corn will lead team
Senior Contracts Specialist – Rick Glover
Support structure for contracts – will not handle 100% of contracts
Approach support of complex contracts in a more effective way
Enhance overall support, training and resources related to contracts
 Core Support team structure – in assessment
 Ensure even distribution of workload
 Develop senior administrators with programmatic leadership areas / key
points of contact in some cases for schools/colleges
 Provide growth opportunities for staff
 Evolve support of departments for most effective and timely response
 Support changes in sponsor requirements and increased volumes
Overall FY14 Process Improvement
Goals – Focus on the Basics
 Proposals
 Develop, document & communicate proposal review guidelines & update GIM 1
 Develop tracking and analysis of GIM 19 deadline waiver requests
 Awards
 Enhanced tracking and visibility of pending Funding Actions (FA’s)
 OSP/GCA workgroup – returned FA’s (reduced from 46% to 19%)
 New Contracts team and approach – initial stages of development
 Subawards
 Document internal standard operating procedures & template standards
 Tracking tool for subaward requests and pending subawards
 Develop subrecipient monitoring program (A133 audit finding)
 Other Administrative Actions
 Initial stages of documenting needs for overall intake system for all other actions and
requests from departments
FY14 – Systems/Reporting/Web
Initiatives
 Proposals / eGC-1
 Efficiency with eGC-1 processing: suppressing certain fields, auto-generated messages
changing text on Attachments page when eGC-1 is for an Industry Sponsored Clinical
Trial (ISCT) or is “After-the-Fact”
 Awards
 Defined FA fields and provided GCA edit role on subset of fields
 Added FA fields to support enhanced compliance & metrics (e.g. Sponsor Award Date
& OSP Received Date)
 Subawards
 Ariba – first phases of prep work for transition of PAS PO’s to Ariba BPO’s
 Subaward tracking system, initial stages of transition into SPAERC
 Includes some minor modifications to structure data tracking (Subaward Issue Date)
 General Operations Support
 OSP Management Reports: Develop initial suite of internal OSP management reports
in key business areas
FY14 – System/Reporting/Web
Initiatives
 Web
 Prepare Proposal webpage – refreshed and updated
 Clinical Trial page – updated
 Budget Extension page – updated
 New NIH ASSIST webpage
Setting FY15 Goals
 OSP Internal assessment and idea gathering in process
 Strategic Planning – more formal planning and development of unit
goals – Summer/Fall 2014 (3-5 year plan)
 Customer Survey results will be key part of this process
 Continued use of Campus Workgroups
 RAPIT – with GCA and ORIS
 Subaward Workgroup
 Possible additional workgroups
 New Associate Director, Systems & Operations
 Lead on continuing business process and systems needs assessment
FY15 – Initial goals
 OSP Organization & Structure Enhancements
 Key system needs
 Subaward Intake and tracking & Ariba transition
 Intake system for all other administrative actions / “requests for action”
 Ongoing assessment of business needs and current system support
• Needs & gap analysis
 Uniform Guidance
 Will drive updates & changes to policies, procedures and systems in some cases
 Enhanced reporting & metrics
 Enhanced transparency
 Subawards in SPAERC and viewable in SAGE or otherwise
 Continued work towards transparency of all SAGE/SPAERC data