Research Administration
Town Hall
Parnassus Cole Hall with a live broadcast to
Mission Bay Helen Diller Family Cancer Research Building
HD-160 Bakar Auditorium
Wednesday March 11, 2015
9:00 -11:00 AM
Agenda
Topic
2
Speaker
• OSR Stakeholder Update
Brian Smith/ Marge O’Halloran/
John Radkowski
• CGA Business Process
Improvement
MC Gaisbauer
• End of Award Spending
MC Gaisbauer
• Uniform Guidance Updates
MC Gaisbauer
• Stipend Desk / xTrain
Responsibilities
Ally Jalali
• Post Award Hot Topics
Michael Grafton/ Rick Blair
• NIH NOT-OD Updates
Joyce Abe
3/11/2015 Research Administration Town Hall
Office of Universiiy Controller - CGA
OSR Stakeholder Update
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Contents
 OSR key changes
 Feedback from stakeholders
 OSR opportunities for transformation
 Transformation timeline
 Metrics
 Other updates
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Office of Universiiy Controller - CGA
OSR Key Changes
 August 2011: RMS launched
 July 2013: LEAN process analysis
 July 2013: GBC created (proposals and awards for government
contracts, PSAs, TAAs)
 August 2013: Grant award activity moved to RMS
 September 2013: Award set-up activity managed by CGA
 Fall 2013: Industry-related work transferred to ITA/ICD
 October 2014: Award activity distributed out to RMS teams
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Stakeholder Feedback
Feedback from stakeholders, mirrors that of OSR leadership:
 Strengthen communications; effectively engage stakeholders
 Develop/maintain productive relationships between RSC & PIs
 Establish service level expectations & consistency across teams
 Improve subaward services
 OSR staff development
 Training: OSR staff and PIs/research administrative staff
 Improve technology
 Use informative metrics
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3/11/2015 Research Administration Town Hall
Office of Universiiy Controller - CGA
OSR opportunities for transformation - I
 Building Partnerships
Stakeholder
Engagement
RSC & PI
Relationships
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• Cost allocation/Funding model subcommittee formed [Feb 2015]
• OSR Advisory Board to review OSR budget [Mar 2015]
• Allocation discussion with stakeholders and final allocations distributed to control points [Mar
2015]
• Research Services Satisfaction Survey [June 2015]
• Established secondary RSC assignments for departments [Dec 2014]
• Recurring meeting schedule for each department/division established and posted on OSR
website [Feb 2015]
• Invite clients to participate in the selection of new RSCs & team managers [Mar 2015]
• Meet with researcher at the start of each proposal and offer to meet after submission of each
proposal, to assess submission process [June 2015]
3/11/2015 Research Administration Town Hall
Office of Universiiy Controller - CGA
OSR opportunities for transformation - II
Best Practices & Process Improvement
Service Level
Expectations
Subaward
Process
8
• Service Partnership Agreement (SPA) workgroup to finish draft [March
2015]
• Discussions with stakeholders about draft SPA [April 2015]
• Implement SPAs [June 2015]
• LEAN workgroup to be formed [March 2015]
• LEAN process to be completed and implemented [TBD]
3/11/2015 Research Administration Town Hall
Office of Universiiy Controller - CGA
OSR opportunities for transformation - III
Training
Training
• For PIs and Fellows: Coordinate new faculty and fellows research support training with department counterparts [July
2015]
• For OSR staff: Improve new staff onboarding; Update Research Administration 101 & quarterly trainings [Mar 2015]
• Research Administration Think Tank: build pre and post award tool library, and identify common training needs [June
2015]
• Training modules being created for OSR staff to reinforce proactive & effective communication strategies. First training
for current staff [Mar 2015]
• Develop additional training modules to reinforce customer service oriented approach to interactions between RMS and
Communications researchers/departments [June 2015]
OSR Staff
Development
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• OSR staff development workgroup formed [Jan 2015]
• Staff development plan to be finished [April 2015]
• Review results of staff exit interviews with client departments to develop retention strategies for
valued employees [start June 2015]
3/11/2015 Research Administration Town Hall
Office of Universiiy Controller - CGA
OSR opportunities for transformation - IV
Technology & Metrics
Technology
Metrics
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• iMedRIS (eProposal) governance group re-convened [Oct 2014]
• iMedRIS (eProposal) enhancements implemented [dates to be determined]
• OSR Advisory Board Metrics workgroup formed [Mar 2015]
• Metrics framework established & reporting mechanism finalized [May 2015]
• Three months of Metrics reported [August 2015]
3/11/2015 Research Administration Town Hall
Office of Universiiy Controller - CGA
OSR transformation timeline
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Office of Universiiy Controller - CGA
Metrics
 Proposal volume, by school, department, & PI; and by mechanism
 Award volume, by school, department, & PI; and by mechanism
 Throughput/Turnaround times
 Volume of work by each RMS team, by each RSC
 Funding mechanisms, by type, by sponsor
 Success Rate (amounts proposed vs. amounts funded), by school,
department, PI
 Others?
• PI Dashboard will also be created
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Other Updates
 Participating in Contracts and Grants Accounting (CGA) “business
process improvement” effort
 Group discussing systems and processes of UCSF research
administration units, with goal to make them more seamless for
researchers and other stakeholders
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Contracts & Grants Accounting
Business Process Improvement
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Opportunity
 PeopleSoft Research Administration System (RAS) have been in
place for approximately 10 years
 The underlying Contracts and Grants (CGA) business processes
and organization have continuously improved during this period but
there has been no formal reassessment
 PeopleSoft Financial System will be upgraded to newest version in
this next year
Evaluate the CGA business process and organization for
opportunities to increase service levels, efficiency, effectiveness, and
transparency while leveraging the upgrade
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Objectives
 Evaluate the ABC’s of CGA processes to identify and eliminate nonvalue-added activities from the perspective of the customer –
primarily the researcher:
• Award Set-Up
• Billing & Collection
• Close-Out and Financial Reporting
 Considering how Post Award Management Monitoring is performed
throughout these core processes
 Review the interconnection with Office of Sponsored Research
(OSR) and Innovation, Technology & Alliances to ensure CGA
provides a seamless service
 Determine which opportunities and pain points to address
3/11/2015 Research Administration Town Hall
Office of Universiiy Controller - CGA
Project Plan
Activity
Workshop 1
Workshop 2
Day 1 Day 2
Day 1 Day 2
PHASE 1: EXPLORE, ANALYZE, and IMPROVE
Initiate and Kick-off project
Map processes and define metrics
Gather data
Finalize map, observations, and analysis
Identify and prioritize improvements
CGA decide on changes to pursue in Phase 2
Develop high-level implementation plan
PHASE 2: IMPLEMENT IMPROVEMENTS (TBD)
Huron will be conducting fit-gap between the existing Research Administration
System (RAS) and upgraded PeopleSoft 9.2 technology
3/11/2015 Research Administration Town Hall
Office of Universiiy Controller - CGA
Phase 1: Explore, Analyze, and identify
Improvements
 Workshop 1 Approach
 Establish a cross-functional working team including representatives
from CGA who do the process, other key process participants, and
customers for interviews
 The team will create a value stream map of high-level CGA
processes that will allow the team to:
• Use metrics to help identify the most critical processes that need
to be improved
• Consider the customer’s perspective (and other constituents
involved in the process) to prioritize improvements
• Evaluate the organization
 Deliverable: Current state process map
3/11/2015 Research Administration Town Hall
Office of Universiiy Controller - CGA
Phase 1: Explore, Analyze, and identify
Improvements
 Workshop 2 Approach
 Analyze current state PROCESS for issues
 Evaluate current state ORGANIZATION for issues
 Consider the outcome of the fit-gap between the existing Research
Administration System (RAS) and upgraded PeopleSoft 9.2
technology conducted by Huron
 Identify improvements
 Prioritize improvements for Phase 2
 Design select improvements at a very high-level and map future
state
 Deliverables: High-Level future state map, Issues list, Prioritized
improvements list & High-level implementation plan
3/11/2015 Research Administration Town Hall
Office of Universiiy Controller - CGA
Workshop #1 Briefing
 A group of 25 participants from each control point across campus
met for two full days on Feb. 11-12
 The team was challenged by John Ellis to conceptualize a new
process that could result in a “5 out of 5” customer satisfaction
rating
 The team completed in each core area
• Process simulation
• Value stream mapping
• Observations of waste
• Root cause analysis
• FECRS exercise (fix, eliminate, consolidate, rearrange, simplify)
• Individual brainstorming of improvement ideas
3/11/2015 Research Administration Town Hall
Office of Universiiy Controller - CGA
Workshop #1 Briefing
 There was broad agreement about existing pain points
 Preliminary common themes that prevailed included the following:
• Eliminate Excel trackers
• Consolidate/coordinate all systems
• Create single repository for all documents
• Automate reports/invoices
• Improve system navigation/views
• Limit invoice templates
• Eliminate redundant reviews
 Workshop #2 on March 9-10 will focus on refining improvement
ideas and creating the workshop deliverables
3/11/2015 Research Administration Town Hall
Office of Universiiy Controller - CGA
Workshop #2 Criteria
 Enhances Customer Satisfaction (Principal Investigators, Research
Administrators and other support):
• Streamlined
• Seamless
• Quality
• Timely
• Value-Added
• Service-focused
3/11/2015 Research Administration Town Hall
Office of Universiiy Controller - CGA
Workshop #2 Criteria
 Maximizes Process Performance
• Results in reliable, standard product (95% within customer
standards – quality & service level)
• Reduces TIMWOOD (transport, inventory, motion, waiting,
overproduction, over-processing, defects) waste to result in
reduced cycle time
• Benefits large number of end users (versus only the central
offices)
• Affects large number of transactions or percentage of the
sponsored research portfolio
• Has clear performance or service metrics that can be measured
for improvement
3/11/2015 Research Administration Town Hall
Office of Universiiy Controller - CGA
Workshop #2 Criteria
 Leverages Technology
• Leverage the functionality of the University’s technology
investments (e.g., RAS)
• Technology aligned with the current and future business needs of
the institution
 Reasonable Return On Investment
• Derived Benefits (enhanced revenue streams, cost savings, risk
reductions)
• outweighs
• Financial and Time Investment to make change (implementation
costs, increased risks, speed of change)
3/11/2015 Research Administration Town Hall
Office of Universiiy Controller - CGA
Phase 2: Implement Improvements
 The team’s ideas will be reviewed by School of Medicine
Department Managers Advisory Committee, Research Advisory
Board and Control Point Financial Officers before action
 After a decision is made confirming which changes to pursue, this
phase moves into development of the future state:
• Complete detailed design
• Plan and implement changes
• Manage changes and monitor results
3/11/2015 Research Administration Town Hall
Office of Universiiy Controller - CGA
End of Award Spending
Monitoring
New Procedures to Enhance Stewardship of Our Research
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First Principle of Award Spending
Allowability of Costs
Reasonableness (Including Necessity)
 The nature of the goods/services acquired reflect the action that a
prudent person would have taken under the circumstances
prevailing when the decision to incur the cost was made
• The cost is of a type generally necessary for the university's
operations or the award's performance
• Whether the recipient complied with its established policies in
incurring the cost
• Whether the individuals responsible for the expenditure acted
with due prudence in carrying out their responsibilities to the
Federal government, the public at large, and the University
3/11/2015 Research Administration Town Hall
Office of Universiiy Controller - CGA
First Principle of Award Spending
Allowability of Costs
Allocability
 The goods/services involved are chargeable/assignable to the cost
objective in accordance with the relative benefits received
• Incurred solely in order to advance work under the award
• Benefits both the award and other university work
‒ Proportions can be determined without undue effort SO costs
should be allocated on the basis of the proportional benefit
‒ Proportions cannot be determined because of the
interrelationship of the work involved SO costs may be
allocated on any reasonable basis (except budget) as long as
the costs charged are allowable, reasonable, documented and
processed through the University's control system
3/11/2015 Research Administration Town Hall
Office of Universiiy Controller - CGA
Second Principle of Award Spending
Accelerated and Delayed Expenditures
As illustrated in the NIH Grants Policy Statement Section 7.5
 Sponsors monitor grantee expenditure rates under individual grants within each budget
period and within the overall project period
 The funding was provided for each budget period based on an assessment of the effort
to be performed during that period
• Although sponsors allow certain flexibilities with respect to rebudgeting, there
remains an expectation that the rate and types of expenditures to be consistent with
the approved project and budget
• So, sponsors may question or restrict expenditures that appear inconsistent with
these expectations
 The Sponsor may review cash drawdowns expenditure patterns to determine whether
they indicate:
• A deficiency in the grantee’s financial management system or internal controls
• A grantee's inability to complete the approved project within the approved budget and
period of performance
3/11/2015 Research Administration Town Hall
Office of Universiiy Controller - CGA
CGA Award Spending Monitoring
New Procedures to Be Implemented
 Reviewing Spend Rate comparing annual spend rates and the last 90 days of
the current budget period for unusual patterns
 Increased monitoring of expenditures incurred in the last 90 days that
inherently cannot be utilized in that period of time e.g., equipment, supplies
 During the monitoring process should questions arise surrounding patterns,
CGA will ask the department for an explanation regarding the allowability of
the expenses
3/11/2015 Research Administration Town Hall
Office of Universiiy Controller - CGA
Uniform Guidance Updates
NIH Issued Final Guidance on F&A Rate
Foreign Institution and International Organization Subcontractors
 On February 5, 2015, NIH released their updated guidance at
NIH Interim Grant General Conditions
 NIH choose to not to adopt the Uniform Guidance flexibility
regarding the F&A rate provided to foreign subrecipients
 Awards to domestic organizations with a foreign or international
consortium participant may only include 8% of the modified total
direct costs (MTDC), less equipment, for the foreign or international
consortium participant
Please submit your proposals accordingly
3/11/2015 Research Administration Town Hall
Office of Universiiy Controller - CGA
NIH Issued Final Guidance on F&A Rate
 F&A for awards supporting institutional training grants and K
awards
• Will continue to be reimbursed at a rate of 8% percent of MTDC,
exclusive of tuition and fees, health insurance (when awarded as
part of tuition and fees), expenditures for equipment, and
consortiums in excess of $25,000
‒ Exceptions to this policy for state, local and Indian tribes do
not apply to state universities or hospitals
 F&A for other subrecipients
• Should be budgeted at the subrecipient’s federally negotiated
F&A rate or, if the subrecipient has never had a federally
negotiated rate, then at the de minimus F&A rate of 10% MTDC
except if the awarding federal program is subject to a reduced
F&A rate
3/11/2015 Research Administration Town Hall
Office of Universiiy Controller - CGA
Administrative and Clerical Direct Charges
Applicable CFR Section: 200.413(c)
 Generally, administrative and clerical salaries should still not be direct
charged, but the rules governing “major project or activity” exceptions
have been dropped and replaced by the following criteria, all of which
must be met:
• Administrative or clerical services are integral* to a project or activity;
• Individuals involved can be specifically identified with the project or
activity;
• Such costs are explicitly included in the budget or have the prior written
approval of the Federal awarding agency; and
• The costs are not also recovered as indirect costs.
 If all of these requirements are met, PIs/departments should add a new
justification statement to proposals to facilitate the required agency
approval
 However, NIH is waiving their right to pre-approval
3/11/2015 Research Administration Town Hall
Office of Universiiy Controller - CGA
Administrative and Clerical Direct Charges
 *UCSF has determined that integral means:
• Personnel costs must be essential, vital, or fundamental to the
performance of the award or activity as documented in the award
proposal or scope amendment
• Generally administrative and clerical support as individual annual
effort must not be less than 10% or less than $3,000 dollars
budgeted per year
• Instances where individual is on 3 or more awards and has
substantial cumulative annual effort charged to federal sources,
budgets must be evaluated for appropriateness with university
and federal guidelines
3/11/2015 Research Administration Town Hall
Office of Universiiy Controller - CGA
Participant Support Costs
Applicable CFR Sections: 200.75, 200.456
 Includes stipends or subsistence allowances, travel allowances, and
registration fees paid to or on behalf of participants or trainees (but not
employees) in connection with conferences or training projects (except
NIH Kirschstein-NRSA programs)
• Contrasted to Research subject payments, also known as patient incentives
and respondent fees, which are small payments made to individuals
participating in a research project as a "Human Subject" (tracked in GL
Account 57823)
 Not routinely allowed on research projects but can be charged if the
project includes an education or outreach component
 These costs should be explicitly listed in the proposal budget or
approved by the funding agency after the award has been made
 These costs also will not realize indirect cost recovery under the
Uniformed Guidance
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Participant Support Costs
Participant Support Costs are items in connection with
conferences, or training projects
 A new GL account 57824 has been created to track these costs
 There is no corresponding commodity code in BearBuy, so look for the closest
applicable commodity code and override the Account code
• For example: you are paying for the cab expense for a participant
• Find “travel” in the commodity, and then type 57824 in Account field
• For an illustration of this procedure, see the BearBuy Requester Quick Reference
 In future editions, we will provide guidance on how to account for participant support
costs in MyExpense
• In the interim, use a cost transfer journal to move the costs to proper Account in the
General Ledger
 The MTDC Base Code (A) was adjusted effective March 1
 Remember, BearBuy should not be used to make direct payments to participants or
research subjects
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Office of Universiiy Controller - CGA
PI Sabbaticals vs. Disengagement
Applicable CFR Section: 200.308
 Sponsor prior approval is no longer required when PIs are away
from campus for 3 months or longer, as long as their work on the
project continues at no less than 75% of the level of effort
committed
• We no longer need to seek prior approval for sabbaticals
• We do still need to seek prior approval if a PI will be
“disengaged” for 3 months or more
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Quick Reference Guide for Principal
Investigators
 The UCSF Costing Policy Group has prepared a quick reference
guide to help Principal Investigators understand the impacts of the
Uniform Guidance (2 CFR 200)
Please share the Uniform Guidance Quick Reference Guide for
Principal Investigators (available on the Office of Sponsored
Research website) throughout your area
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Stipend Desk / xTrain
Responsibilities
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3/11/2015 Research Administration Town Hall
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Stipend
Department Level Responsibility
 Submit a completed Stipend Voucher Template to Student Stipend
Desk @ studentssvcdesk@ucsf.edu
• The template is located on the Student Accounting Forms Tab on
the Controller’s office website
http://controller.ucsf.edu/students/stipend/Default.aspx
 Be sure to verify chartfields and the UC ID number
 To ensure timely payment of the stipends, please submit template
before 3PM cut off
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Stipend
Department Level Responsibility
 For Stipend overpayment:
• Check payable to: UC Regents
• Campus mail to Controller’s Office – Stipend Box 0812
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Stipend
CO-Student Accounts Stipend Desk Responsibility
 Once your file is submitted to the CO-Student Stipend Service
Desk, Student Accounts will review and upload it to the PeopleSoft
Accounts Payable system
 If any of your lines are rejected by the PeopleSoft Voucher Load
process, you will receive a notice via email describing the error
• Corrections should be sent ASAP to avoid payment delay
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Stipend
Department Level Responsibility
 Notify Controller’s Office Student Stipend Desk
(studentssvcdesk@ucsf.edu) of:
• Changes in stipend payment
• Changes in chartfield
• Changes in payment type (from paper check to direct deposit –
EFT)
‒ For EFT, need a voided check and the completed form which
can be found at
http://controller.ucsf.edu/students/files/Stipend_DirectDeposit.
pdf
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xTrain Termination Notices
Department Level Responsibility
 After the appointment has ended, a Termination Notice has to be
initiated thru the xTrain (do this before the trainees and fellows
depart UCSF)
• For Fellowship Grant
‒ Program Director/Principal Investigator (Fellow), Business
Official (BO), and Sponsor or Sponsor Delegate has to login to
eRA Commons https://commons.era.nih.gov/commons/
 Click the xTrain menu
 Locate the Fellowship award
 Submit a Termination Notice
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Office of Universiiy Controller - CGA
xTrain Termination Notices
Department Level Responsibility
 For Training Grant
• If the appointment period for the Trainee(s) is about to end, the
Program Director or Principal Investigator has to login to eRA
Commons https://commons.era.nih.gov/commons/
‒ Click the xTrain menu
‒ Locate the Trainee
‒ Either re-appoint or terminate the appointment
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xTrain Termination Notices
Department Level Responsibility
 Processing of Termination Notices (TN)
• Appointment Period (Trainees)
‒ Program Director/Principal Investigator (PD/PI) locates the
Trainee on Roster, initiates a Termination Notice, inputs
additional information and routes TN to Trainee
‒ Trainee fills out required information and routes the TN back to
PD/PI
‒ PD/PI reviews TN and routes it to Business Official
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Office of Universiiy Controller - CGA
xTrain Termination Notices
Department Level Responsibility
 Processing of Termination Notices
• Fellowship Period (Fellows)
‒ The Fellow or PD/PI locates his or her name on the
Termination Notice (TN) inputs additional information and
routes the TN to the Sponsor
‒ The Sponsor Reviews and certifies the information and routes
the TN to the Business Official
• For assistance, please contact the eRA Help Desk at
1-866-504-9552 or refer to http://grants.nih.gov/support
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xTrain Certification of Termination Notice
CO-Student Accounts Stipend Desk Responsibility
 After the Termination Notice (TN) has been initiated and completed,
it should be routed to Student Accounts Business Official (BO) for
final certification
 An auto email notification will be sent to the Student Accounts
mailbox every time a TN gets routed to the Student Accounts BO
 Student Accounts BO reviews the TN and ensure that the TN has
the complete information such as:
‒ Summary of Training Received (Box 8)
‒ Signature of Fellow or Trainee and Date (Box 12)
‒ Signature of Sponsor or Program Director, Date and Type
Name of Sponsor or Program Director (Box 13)
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xTrain Certification of Termination Notice
CO-Student Accounts Stipend Desk Responsibility
 Student Accounts BO verify the accuracy of the payment by
generating AP/Payroll reports from My Reports to capture stipend
payments made after the COA implementation or generate reports
thru Weblinks for payments made prior to COA
 If the Student Accounts BO finds any discrepancy on the total paid
in the records vs. the amounts on the TN, an email is sent to the PI
or finance analyst to resolve the discrepancy
• The variance can be resolved by correcting the appointment
period, total amount or providing the Student Accounts BO for
the cost transfer journal that was created
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Office of Universiiy Controller - CGA
Post Award Hot Topics
• Effort Reporting Reminder
• Interlocation Transfers
• Award Advance Requests
• January/February MyReports Updates
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Interlocation Transfers
Due to the Office of Budget and Resource Management no later
than Friday, April 17, 2015 for fiscal year 2014-2015
• The deadline is Monday, March 23, 2015
• Anything not received by the March date will need to post in April
2015, or miss the 2014-2015 cutoff
• Required for
‒ Multiple Campus Research Programs and Initiatives
‒ UC Center for Health Quality and Innovation
‒ UC Proof of Concept
‒ Cancer Research Coordinating Center
‒ UC Discovery Program State Match
‒ UC Laboratory Fees Research Program
‒ UC Mexus Research Program
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Office of Universiiy Controller - CGA
Interlocation Transfers
 Interlocation transfers for special state appropriations follow the
same deadlines
 Corresponding “swaps”of statutory funds must be based upon the
close balances as of February 28, 2015
• This only affects studies on lapsing funds 18076 and 18090
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Effort Reporting Reminder
Due on April 30, 2105, for the period of July 1 to December 31, 2014
 New feature, the MyCertifications list, in ERS to help facilitate the
PI’s review of effort reports
• Especially helpful for PI’s who collaborate on multiple projects
• Includes employees paid from projects linked to the searched PI
and the PI’s personal effort reports (whether or not the searched
PI is paid from their own projects)
• Excludes other Faculty in Professorial, Professional Research,
and Management Titles as well as any other employees who
must self‐certify
• If an employee works for a PI but is paid from a funding source
that is not linked to the PI, their effort reports will not show on this
list
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Office of Universiiy Controller - CGA
Award Advance Requests Updated Campus
Guidance
To reflect changes requested by the Deans of All 4 Schools
 Advances will be automatically set up for a 12-month period
 The Chair’s / Director’s signature is no longer required
• Unless advance amount is greater than $500,000 or request
extension beyond 12 months
 In lieu of the Chair’s / Director’s signature, the MSO signature is
now required
 Forms updated on 3/05/15 and effective 3/15/15
• Award Advance Request Form
• Award Activity Period Advance Request Form
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Office of Universiiy Controller - CGA
Award Advance Requests
 The MSO will not sign the request without receiving documentation
of the Sponsors’ commitment and estimated funding amount
• The expectation is that the department will request this
documentation
 In the event that the award does not arrive within this advance time
period, the Controller’s Office will seek approval from the Dean’s
office to extend the advance
 If and when the advance is closed, the department will be required
to move all expenses to their discretionary project
• Contracts and Grants Accounting (CGA) will inactivate the
advance activity period
• Without an advance, departments will need to record
expenditures on a discretionary fund until the sponsor has
funded the award / budget period
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MyReports Updates
Program Portfolio Report - New Report
 Available on the Faculty Portfolio tab
 Displays summary level General Ledger and projections data for
programs with projects from multiple PIs and/or multiple Dept IDs
 Filters provide flexibility to define the report data and date
parameters, and includes the option to display direct costs only
 See job aid http://controller.ucsf.edu/fin_reports/procs.asp
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3/11/2015 Research Administration Town Hall
Office of Universiiy Controller - CGA
MyReports Updates
Recent Enhancements
 Distribution of Payroll Expense Report
• Default date changed to Last Closed Month
• Added Home Dept ID to filter page and report
• Show Detail Columns option on filter page
• Added option to display chartfield codes/descriptions on filter
page
• Added hyperlink from Employee ID to Employee Lookup Report
 Transaction Detail Report
• Added ability to save additional fields in MyFavorites
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3/11/2015 Research Administration Town Hall
Office of Universiiy Controller - CGA
MyReports Updates
Structural Enhancements
 Account Tree Level D
• Restructured for upcoming Portfolio Projections enhancement
(coming in June 2015)
 Data Warehouse
• Added adjustment periods
 Performance Tuning
• Gift & Endowment Income Report decreased runtime by 60%
 Ad Hoc Business View Users
• Added data on restriction, use and purpose information for gifts
and endowments
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3/11/2015 Research Administration Town Hall
Office of Universiiy Controller - CGA
NIH NOT-OD Updates
• NOT-OD-15-073 – correction to application guide
• NOT-OD-15-077 – NIH implementation of the
Uniform Guidance and Q&A webinar
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3/11/2015 Research Administration Town Hall
Office of Universiiy Controller - CGA
NOT-OD-15-073
 Correction to SF424 (R&R) Application Guide for NIH (dated
November 25, 2014)
 Section 4.8 Special Instructions for Preparing Applications with
Subaward/Consortium
• eRA error will occur if required fields are left blank
• Dates for subcontract budget must be completed and aligned
with the prime budget period dates – even during years that the
sub is inactive
• See NOT-OD-15-073 for details on how to complete fields during
years that a subcontract is inactive
3/11/2015 Research Administration Town Hall
Office of Universiiy Controller - CGA
NOT-OD-15-077
 NOT-OD-15-077 provides a link to an informational YouTube video
of the NIH implementation of the Uniform Guidance
 Interactive Q&A webinar is scheduled for Thursday, March 12, from
10:30 AM – 11:30 AM Pacific
 For more information go to the NIH Webinar webpage
http://grants.nih.gov/grants/webinar_docs/webinar_20150315.htm
 As implementation guidance is received, campus guidance will be
disseminated by the appropriate control point
3/11/2015 Research Administration Town Hall
Office of Universiiy Controller - CGA
We Are Here To Serve You
 Research Management Services (RMS) for federal grants,
fellowships, cooperative agreements and all non-profit sponsors
http://osr.ucsf.edu/find-my-osr-staff
 Government and Business Contracts (GBC) for federal contracts
and all state, city, county, and foreign government/organization
sponsors http://osr.ucsf.edu/content/gbc-contact-information
 Industry Contracts Division (ICD) for all industry sponsors (industry
is the prime sponsor) http://ita.ucsf.edu/about/staff
 CGA Service Desk for post-award issues CGASvcDesk@ucsf.edu
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3/11/2015 Research Administration Town Hall
Office of Universiiy Controller - CGA