December 18, 2012al
Research
Administrators
Workgroup
Agenda
• Introductions
• Announcements / Updates
• Partners Smartphone Security and Other Updates (Jennings Aske,
Partners Chief Info Security Officer & Andy Laband, McL CIO)
• Materials Management Update (Karen Walsh)
• InfoEd Tips and Tricks (Chris Holley-Williams)
• Q & A – All
2
Materials Management Update
December 18, 2012
Karen Walsh
Agenda
 Client Services
 Research/Materials Management Collaboration
 Vendor Packet
 Future State
Client Services
Quicker Resolution of Research Issues
 Dedicated Research Line
 Established 10/3/2011
 Dedicated Client Services Representative
 Project Controls-quicker turnaround time
Research Line Stats
Client Services Research Line
October 1, 2011 through
September 30, 2012
MGH
BWH
PHS
DFCI
MCL
OTHER
TOTAL
Invoice Issue/Payment Inquiry
656
634
236
118
62
30
1736
Order Status
518
497
53
24
10
37
1139
Check Request/eCheck Issues
374
389
49
58
42
16
928
Ebuy Assistance
362
357
64
19
13
18
833
Expenses Module
275
317
59
23
23
11
708
Other
332
316
197
28
17
10
900
Total
2517
2510
658
270
167
122
6244
Average Calls Per Month
210
209
55
22
14
10
520
Research/MM Collaboration
 Steering Committee Established
 Senior Leadership at MGH and BWH along with Senior
Leadership in Materials Management
 Emphasis on Research
 Established to collaborate on Global issues
 Research Forum Established
 Representatives across MM, BWH,MGH & PHS Research
Management
 Working group was established to identify and resolve Research
issues within MM and to help streamline and gain efficiencies
 Information sharing
New Vendor Packet
 Streamlined
 From vendor’s standpoint, user friendly
 Clarified difficult language
 Established Insurance Matrix
 Minimum basic requirements
 Implemented internal escalation protocol to move vendor
set up process through the system more expeditiously
Coming Soon….

In February 2013, Corporate Materials Management is moving away from
the e-mail submission of contract requests and questions in favor of an
integrated Contract Management Solution (a.k.a. Ariba
 The Contract Management Solution is designed to capture your request,
offer you up to the minute status of your request, standardize contract
development, track metrics and strengthen operational, contractual and
regulatory compliance.
 HOW IT WORKS
The solution is comprised of three main components, including:
 Contract Creation - an automated process that drives the use of pre-approved
contract templates and legal clauses, streamlined contract negotiation and
collaboration, and process standardization
 Contract Repository - the centralized contract repository and search capabilities
address the fiduciary needs of Corporate Materials Management by making
regulatory compliance and reporting easier and faster
 Contract Metrics – reporting to provide Corporate Materials Management with the
data needed to manage group performance and assist with our continuous
improvement initiatives
Q&A
Announcements/Updates
Announcements / Updates
New Post-Award Administrator!!!
Please welcome Michael Healy to the Research Administration team
Michael has worked with us for three months and is already working
with departments on post award matters.
As of December, he has taken over subcontracts and is reaching out
to subcontract sites to provide his contact information.
Michael can be reached at 617-855-2906 or mdhealy@partners.org
12
NIH Update
New Public Health Service Announcement
Regarding Travel Disclosure Requirement
• On 10/18/12, NIH issued a clarification on the rules regarding reporting travel
reimbursed or sponsored by an outside company, which has significant
implications for the way investigators should report their travel.
• One key change is that investigators are only required to report reimbursed or
sponsored travel expenses that exceed $5,000 from a single entity measured on a
rolling 12 months basis.
• The NIH had previously indicated to us that there was a $0 threshold for
reporting travel expenses.
• While this significantly reduces the burden associated with reporting travel, the
NIH also clarified that investigators must report travel of their spouse and
dependent children when the company paying for the travel is related to the
investigator’s institutional responsibilities at Partners.
• OII has posted further explanation and examples on its website. See
http://pulse.partners.org/OII/NIHRegsExplanation.html#TravelExample for
examples.
14
Vision FMS
Announcing the Roll out of Vision Fund Management System (FMS)
The Research and Sundry Funds Management System (FMS) was designed and developed by
representatives from the entities. Raquel Espinosa was McL representative.
The Scope - to establish a management system for project grants and sundry funds that provides
analytical tool and reporting capabilities to serve current Vision users, as well as to users who are
currently utilizing Document Direct as their only source for information.
The objectives -
1.
Add value to current Vision users by providing a common platform for financial management
reporting for managers that manage areas that cross the continuum – Hospitals cost centers,
Hospital research and sundry funds, and PO cost centers.
2.
Automate analytic processes for Research Controller and Research Management Analytic team.
3.
Improve on timing and method of delivery for project grants and sundry funds reporting and
for research analytic data.
4.
Provide a reporting tool with drill down capabilities.
5.
Provide ad-hoc reporting and analysis capabilities (utilizing Query studio tool).
6.
Ability to consolidate research activities for Partners System.
FMS Is Not…
 A replacement tool for INSIGHT, the transactional Research system that is currently
utilized by the research community.
 A management reporting tool for Principal Investigators (PI) that utilize Insight.
 Providing daily refreshment of data – Vision FMS is published twice a month.
Users Targeted for Vision FMS
1.
Department Administrators with responsibilities over both operations
and research activities and who do not use Insight
2.
Controllers and corporate level reporting users
3.
Research analytic group
Security Access Approval Process
A user can’t request access for himself/herself – access requests need to come from a
manager for his/her staff.
Manager completes the “Access Request” form found on the Vision FMS home page.
Manager must specify whether PAYROLL access is appropriate.
For any questions, contact your entity representative (Raquel Espinosa).
Gatekeeper reviews and approves
Security template updated overnight on Vision
PCRO – McL SOP
New PCRO – McL SOP
• Since PCRO PD went live on 09/21/12, we worked with the
PCRO office to change the “Standard Operating Procedures”
• New process resulted in a clearer understanding of McL &
PCRO’s responsibilities on different sections of the proposal
• See September DRAW slides for PCRO PD implementation
• Please see the research intranet for most updated process:
Industry Sponsored Agreements / Clinical Trial Agreements
• http://research.mclean.harvard.edu/PCRO_McL_SOP.docx
20
PCRO – McL SOP Summary
• PI creates PCRO PD proposal
• PCRO sends confirmation email with InfoEd PD # & other info
• PI/Lab forwards McL RA the following referencing InfoEd PD #:
• Internal budget
• Final external budget & payment schedule in sponsor’s format
• MCA information
•
•
•
•
McL RA completes InfoEd deliverable and sends items to PCRO
PCRO sends fully executed agreement to McL RA
McL RA activates the fund
PI receives automated email from the system with Insight fund #
21
QUESTIONS?
Contact: Raquel Espinosa
respinosa@partners.org
617-855-2868
22