MRAM
Monthly Research Administrators Meeting
JUNE 11, 2015
UW TOWER AUDITORIUM
TOPIC
PRESENTER
CONTACT
MINUTES
GrantTracker Email
Contact Demonstration
Gregg Reynolds
Web Developer, Grant & Contract Accounting
206 221-6306
greynold@uw.edu
15
Kristen Bendixsen
Senior Computer Specialist, Grant & Contract Accounting
206 616-9890
krisbend@uw.edu
Carol Rhodes
Associate Director, Office of Sponsored Programs
206 543-4043
carhodes@uw.eduu
15
GIM 38 Rollout –
Reduced Responsibilities
Mike Anthony
Executive Director, Management Accounting & Analysis
206 616-1379
mda1213@uw.edu
10
Sponsor System Updates
Amanda Snyder
Associate Director, Team B & Subawards, Office of Sponsored Programs
206 616-8790
acs229@uw.edu
10
How to Check Subaward Status
Amanda Snyder
Associate Director, Team B & Subawards, Office of Sponsored Programs
206 616-8790
acs229@uw.edu
10
Sponsored Program Activity –
Types Defined
Related eGC1 Changes
NEXT MRAM JULY 9, 2015
UW TOWER AUDITORIUM
Notice of Expiration (NOE)
Nathaniel Clark
Grant Analyst, Grant and Contract Accounting
University of Washington
MRAM - June 11, 2015
No More Notice of Expiration
(NOE) Letters!
• Due to recent enhancements to Grant Tracker, RAPIT (Research
Administration Process Improvement Team) recommended GCA
discontinue sending paper Notice of Expiration (NOE) Letters.
• This decision was based on feedback from multiple departments
indicating that the letters were no longer useful, and that they preferred
to use the new Department View tool located in Grant Tracker.
To access the Department View feature, open Grant
Tracker and click on “Go to Department View” at the
top of the left-side menu bar.
GCA will be eliminating “Response to NOE” as a topic for Grant Tracker messages. Going forward, please direct any questions
or messages regarding an expiring budget to the “Closing” topic.
To create a report of expiring budgets, enter the Org Code as instructed
and review the data under “Budgets with Final Action or End Dates
In Next 90 Days.” This report features an Export Search Results option
to increase usability.
Research Finance Operations :: Systems and Data Analysis
Email Contacts in GrantTracker
Brief Background
• GCA needs a better way of contacting Campus partners for post-award related
questions and actions to be taken on budgets
• SDA is delivering the ability for Campus to maintain their own contact information
Goals
• This contact will be used for all communication with Campus for that Budget
regardless of topic
• This will replace the Department Email on the MRAM intranet
How It Works
• Emails initiated by GCA will have this email(s) in the To
• Emails initiated by you in GrantTracker will have this email(s) in the CC
• Supports ability to assign 1 or more contacts to each budget
• Supports bulk updates/edits for multiple budgets and edits/deletes by budget
GT – Campus Email Contacts
6/11/2015
Sponsored Program Activity Types
-and related eGC1 changes
Presented by: OSP
June 2015 MRAM
Lead up to changes coming
 UW Annual Report Group (OSP, ORIS, GCA, OR) met in 2014
to discuss solidifying better definitions for sponsored
program activity.
 At same time, UW reports its sponsored program activity
expenditure amounts to the Higher Education Research &
Development (HERD) annual survey. All activity is
categorized into Primary R&D areas.
 This is primary source of information on R&D expenditures at
U.S. colleges/universities
Goals: Define Sponsored Program
Activity Types
 To categorize sponsored program funding for
automated reporting (e.g. annual report, federal
reporting, etc.)
 To make consistent with Major Functions as defined
in Federal Uniform Guidance
 To update and synchronize activity definitions across
eGC1 and Funding Action drop down lists
 To assist campus with choosing F&A rate(s) applicable
to sponsored program
Sponsored Program Activity Types Where will I find new terms and definitions?
 F&A Rate Table (OSP home page tab)
 GIM 13
 SAGE – New field on eGC1 details (Funding Purpose will be
replaced by Sponsored Program Activity Type)
OSP Website : Facts & Rates – F&A Tab
http://www.washington.edu/research/main.php?page=ospRates&entryTab=2
All sponsored program activity types fall into three Major Functions as defined in the Federal Uniform Guidance: Organized Research, Instruction,
or Other Sponsored Activity (OSA).
F&A costs are those costs incurred for a common or joint purpose benefitting more than one cost objective that cannot be readily assigned to a
particular sponsored project. F&A costs are also referred to as "indirect costs." Examples include electricity, IT, depreciation on buildings, and
general departmental administrative costs.
The University establishes F&A rates to be used when preparing proposal budgets for sponsored program activity. These F&A rates account for the
F&A costs that will be incurred to carry out the project.
GIM 13 is the official UW policy on F&A rates.
For more information on how F&A rates are established, please visit Management, Accounting & Analysis (MAA).
1.
How to determine the correct F&A rate to use:
Does a Special Case exist for your project? Skip steps 2-5.
2.
Select appropriate sponsored program activity type for the project.
3.
Select the location(s) where work will be performed.
4.
If multiple locations, determine how to split rates.
5.
Understand the Base Calculation for your project.
F&A Rates and Base by Location & Activity Type
Organized Research
Links to
Explanations
Text &
Link
Updates
OSP Website : GIM 13: Types of Institutional Activity
http://www.washington.edu/research/osp/gim/gim13.activity-types.html
Organized Research:
All research & development activities sponsored by federal or non-federal agencies & organizations.
Basic Research
Systematic study directed toward fuller knowledge or understanding of fundamental
aspects of phenomena & of observable facts without specific applications towards
processes or productions in mind.
Included: NIH R01, R03, R21; SBIR and STTR Phase I; K99/R00
Applied Research
Development
Systematic study to gain knowledge or understanding to meet a specific recognized
need.
Systematic use of knowledge or understanding gained from research directed toward
production of useful materials, devices, systems, or methods, including design &
Explanations
for Activity Types that fall under the 3 main
development of prototypes
& processes.
categories defined by Federal Govt. (Organized Research,
Undergraduate and
graduate fellowships
focused on training
in research techniques.
Instruction,
other Sponsored
Activity)
Fellowship: Research
Graduate/
Professional
Examples: NIH, HRSA, AHA Individual Fellowships (F series)
Other Training:
Research
Activities involving training of individuals in research techniques where training is in
the same facility as other research & development.
Examples: NIH Research Training Grants (T series)
SAGE View – Activity Types
“Funding Purpose” field replaced by “Sponsored Program Activity Type” field:
SAGE View – Activity Types (cont.)
On click, will show cascading selection: Category  Activity Type
Expand the category, to select the Activity Type
Activity Types by Category
2nd change in SAGE due to HERD survey:
Identifying Clinical Trial Phases
 Defining phases helps categorize sponsored program
funding into R&D categories.
 Phases are defined by NIH & will be adopted by UW
for guidance.
 Phase definitions will be on UW OSP website for
reference.
SAGE View – Clinical Trial Phases
If Activity Type = “Clinical Trial”, then Phase displays and is a
required field
Needs identified for future work
 Multiple fields for multiple SPA types under one sponsored
program.
 Multiple fields for multiple CT Phases under one sponsored
program.
 Modify GIM 13 policy to allow for split rates for split SPA
sponsored programs.
 SAGE/SPAERC data map one for one into future financial
system SPA types, for F&A rate coding/base coding.
Project Timeline
Date
Who/Where
What
3/2014
Annual Reporting
Group
Review of
Sponsored
Program Activity
Types
Analysis
4/2014
OSP Workgroup
Review of
Examples for each
SPA Type
Analysis
6/2014-8/2014
OSP, GCA and
MAA
Review of draft
Drafting
categorization and
example building
8/2014
OSP PM
System Change
request to ORIS
Business
Requirements
2/2015
OSP PM /ORIS
Discuss system
options
System Analysis
with ORIS
4/2015-5/2015
OSP, GCA, ORIS
System
Requirements –
final
Phasing and ID of
Future Needs
Communication Timeline
Date
Who/Where
What
3/25, 5/27, and 6/4
Research
Administration
Process
Improvement
Team (RAPIT)
Presentation and
Request for Input
3/25: SPA Type
Review
5/27 and 6/4:
Specific Request
for Web Usability
Feedback
6/08
OSP Workgroup
Presentation
Request Web
Usability
Feedback
6/10
OSP Staff Meeting Presentation
Request Web
Usability
Feedback
6/11
MRAM
Presentation
Inform
7/07
OSP Web
Content Published
7/07
SAGE
System Updates
7/07
MRAM
Announcement
SAGE
Announcement
Update on GIM 38 – Faculty
Reduced Responsibilities
June 11, 2015
Michael Anthony
Management Accounting & Analysis
University of Washington
GIM 38 Rollout Update
Rollout moving forward for July 1, 2015
Informational sessions
June 17, 1:30 – 3:00
June 24, 10:00 – 11:30
Both sessions will be held at the UW Tower
auditorium
Webcast may be available
University of Washington
Presenter’s Office
GIM 38 Information Session Agenda
 Policy overview and background
 Reduced Responsibilities (RR) status process
 What tools are/will be available
 Case studies
 Q&A
University of Washington
Presenter’s Office
Who Should Attend
All college/school/departmental administrators
that have faculty who either have lost external
(e.g., gift, grant) funding and/or potentially may
lose external funding and not have other
funding (e.g., bridge funding) to cover their lost
salary (currently classified as WOS).
University of Washington
Presenter’s Office
Sponsor Systems Update
Amanda Snyder
Associate Director, Office of Sponsored Programs
acs229@uw.edu
NIH – ASSIST
NIH's online system for preparation,
submission and tracking of grant
applications through Grants.gov to NIH
 Multi-project proposals via ASSIST began
in 2013-2014
 This year, NIH is rolling out opportunity
to use ASSIST for all proposals

Source:
http://grants.nih.gov/grants/ElectronicReceipt/files/Timeline_for_SingleProject_ASSIST_Support.pdf
What are we doing?

OSP is creating an ASSIST User Group
◦ Identify questions and challenges early
◦ Represent needs to the ASSIST product
managers

Interested in participating?
◦ Email our Associate Director of Systems and
Information Management, Aron Knapp,
at aronk@uw.edu with the subject line :
ASSIST User Group Interest
ASSIST Training Resources
http://grants.nih.gov/grants/ElectronicReceipt
/files/Timeline_for_SingleProject_ASSIST_Support.pdf
 http://grants.nih.gov/grants/ElectronicReceipt
/files/ASSIST-Getting-Started-Singleproject.pdf
 http://grants.nih.gov/grants/ElectronicReceipt
/avoiding_errors.htm#10checks
 http://era.nih.gov/files/assist_user_guide.pdf
 https://grants.nih.gov/grants/ElectronicReceip
t/training.htm

NSF Fastlane
Fastlane is the preferred submission method for NSF
proposals
 Proposals submitted to NSF via Fastlane undergo series
validation checks

◦ Ensure compliance with Proposal & Award Policies and
Procedures Guide (PAPPG) (Chapter II.C.2. of the Grants
Proposal Guide (GPG)).
◦ Automatically validate proposals for compliance against proposal
sections per type of funding mechanism
◦ Checks triggered when user selects “Check Proposal,” “Forward
to SPO,” or “Submit Proposal” functions.
◦ Depending on the rule, a warning or error message will display if
not compliant.
◦ Error message prevents submission until corrected

Automated compliance checks not conducted on
proposals submitted to NSF via Grants.gov.
Checking Subaward Status
Amanda Snyder
Associate Director, Office of Sponsored Programs
acs229@uw.edu
Some methods to check on status

Department is copied on email to
subrecipient
◦ Time of issuance (for unilateral this is FE)
◦ Time of full execution

Fully Executed sub in SAGE on the Prime
eGC1

eProcurement (Ariba) CR approved and
turned into BPO. Also, check history tab.
New Subaward Request Status
Report

http://www.washington.edu/research/inde
x.php?page=subContracts
Excel spreadsheet of data pulled from
SPAERC
 Refreshed biweekly

Is my subaward action listed?

If on the report, that means:
◦ It has been received by OSP via eProcurement
(Ariba) or PAS,
◦ It has passed an initial review for required
documents, and
◦ It has been assigned to a subaward administrator
in OSP.

If a request was submitted more than 2
weeks ago & does not appear on this report,
email ospsubs@uw.edu, include the
eProcurement/Ariba Contract Request #,
BPO # or the PAS PO #.
Using the report
Header rows allow sort and/or filter by any
column, including Department (or SubDepartment), UW PI Name, PO/BPO number,
Subcontractor Name, & Subcontract ID.
 A few notes on dates:

◦ SA_Assignment date is the date the action was
assigned to a team member.
◦ SA_Issue Date reflects the date that the subaward
was sent to the subrecipient.
◦ Fully Executed Date is when OSP has countersigned
the agreement and provided it back to the
subawardee.
Continued Improvement
This report is a start
 We need your input to continue to
improve it (and future tools)
 We are committed to our goal of
increasing transparency in collaboration
with our partners

Still not sure where sub is…
Can’t find the email?
 Not in SAGE?
 Not on the list?


Please send email request for status to
ospsubs@uw.edu
◦ Include PAS Req # or Ariba CR #
◦ Please only send one email
Another Sub-Related Update
 New
fields in eProcurement (Ariba),
specific to subawards (announced in
5/7 Procurement Services Campus
Newsletter)
http://f2.washington.edu/fm/ps/resources/comm
unications-and-outreach/campus-newsletterarchives
 Currently
in effect
Why?
We need this data to process your
subawards
 Capturing data as part of the initial
request should improve turn-around time
at intake and assignment by providing
visibility of key data elements

New Fields
Prime Sponsor Award #
 Prime Sponsor Name
 Subaward Recipient Contact Information:
 Name, Email & Phone
 Expanded Subaward types:
 New, Renewal, PAS Transition, Edit,
Modification-Funding, Modification-No
Funding
 Assigned to (For use by OSP Only)

Expanded Subaward Types
http://www.washington.edu/research/.SITEPARTS/.documents/.osp/edit_mod_close_instructions_2
0150507.pdf
Questions?
Contract execution/approvals
questions: OSPsubs@uw.edu
 PAS to Ariba transition questions & all Ariba
for subawards questions: aribasub@uw.edu
 eProcurement system questions:
pcshelp@uw.edu

Questions?
UPCOMING COURSES IN RESEARCH ADMINISTRTATION
June 23
ORIS 101–SAGE: Creating and Submitting eGC1s
How to create an eGC1 in SAGE and an introduction to the
grants process at the UW.
June 24
MAA 225 – Using the Tools: Calculators, Worksheets and Reports
Tools to monitor effort and adjust FECs.
July 7
MAA 230 – Salary Limitations – K Awards
General compliance requirements of Career
Development Awards, commonly referred to as K
Awards.
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