Cross Training Pre/Post Award Shared Service Model Nancy Jenkins, Sr. Director Christine Bullard, Post Award Manager Matanat Abadzade, Post Award Research Administrator III Department of Medicine, Family & Preventive Medicine Emory University

Research Administration Shared Service Model Emory moved from department based “cradle to grave” administration of grants to a Research Administration Shared Service (RAS) model. The RAS model includes a standardized structure pre award and post award team. Standardized SOPs for each pre and post award responsibilities. Defined responsibilities and hand offs between teams. Standardized metrics for each team.

Why Cross Training? Research Administrators understand the grant process from notice-of intent to closeout for an award. Enhance a Research Administrator’s Career Development Ability for team members to assist with activities in pre and post due to increased workloads. Increase employee interaction/communication and teamwork. Develop understanding of what it takes to perform each group’s job functions.

Challenges The RAS model hires staff into pre or post team. There are set roles and responsibilities with each team. Staff without prior research administration experience have no exposure to the grant process. Staff turnover and staff career interest create opportunities for staff to work on both teams. Silos have developed between the teams. Less interaction than when cradle to grave.

Cross Training Program Program includes selecting team members from pre and post award Combines mentoring, training modules and job aids. Evaluation of program by trainees

Benefits Ability to rotate and move employees between pre and post award teams during peak workload periods. Provides more variety in employees work. Increases new learning and mentoring opportunities Pre and Post Award teams develop empathy and a better understanding of each teams roles and responsibilities Employee personal development plan Cultivate leadership skills Opportunity to advance in the field of research administration

Program Development Two leads selected from the post and pre award team. Matanat Abadzade and Vaneita Adams Identify activities to be incorporated into the training program Identify existing resources to support the learning activities Develop learning modules for pre and post award Incorporate mentoring activities. Evaluate learning modules.

Identifying Resources Located all resources for pre and post award activities. Created a central folder for all resources necessary for cross training Reviewed job aids developed by both teams and central to the university. Identified location and provided links in materials if needed. Reviewed the onboarding and training practices and identified gaps in training for the teams. Best Practices Job Aids SOPs

Development of Learning Modules Designed a structure for each module that included a course module, learning objective, schedule and mechanism to track results. The Course module details the following: The activity – including learning objective Detailed steps in the process Links and directions to resources available In person training by a mentor Practice session

Sample Training Plan

Mentoring Activities One on one training with mentor Job shadowing with team members Manager meeting with mentee

Results Materials developed and coursework completed and revised based upon input from staff. Lawrence Rapier was first staff member to participate. Activities are linked to faculty portfolios the staff already manage. Increasing discussion and collaboration between the teams.