Assessment of the Sponsored Projects Services Office at the University of California, Merced Jennifer Teixeira Sr. Research Administrator Sponsored Projects Services Office University of California, Merced

Model the Way Motivate Staff Challenging the Process Challenging status quo EnableOthers to Act to Act Enable VCR Encourage the Heart Positive about Meaningfulresults Inspiring a SharedVisionStakeholders to participate Project Vision Assessment of a Sponsored Projects Services (SPS) Office that will result in meaningful recommendations that allow SPS to fulfill it’s mission

Data Collection Time & Effort TrackingTime & Effort Tracking Proposal TrackingProposal Tracking Roles & Responsibilities MappingRoles & Responsibilities Mapping Survey Collection (Pre & Post Award)Survey Collection (Pre & Post Award) Assessment Workload AssessmentWorkload Assessment Roles & Responsibilities Gap AnalysisRoles & Responsibilities Gap Analysis Survey results Survey results Recommendations How can we improve our organizational design?How can we improve our organizational design?

Doors OpenDoors Open Sponsored Projects – 1 Director & 1 Pre-award StaffSponsored Projects – 1 Director & 1 Pre-award Staff 3 Schools3 Schools 45 Ladder Ranked Faculty45 Ladder Ranked Faculty Fall 2005 Present DayPresent Day Sponsored Projects- 2 Pre- award Staff, 2 Post-award staff, 1 ARRA Specialist, & 1 DirectorSponsored Projects- 2 Pre- award Staff, 2 Post-award staff, 1 ARRA Specialist, & 1 Director 3 Schools, 1 Org. Research Unit (ORU), & 4 Non- Academic Units3 Schools, 1 Org. Research Unit (ORU), & 4 Non- Academic Units 125 Ladder Ranked Faculty125 Ladder Ranked Faculty Fall 2010 Full DevelopmentFull Development Sponsored Projects- 15 Research AdministratorsSponsored Projects- 15 Research Administrators New School of Management, ORU’s, Non- Academic Units & School of MedicineNew School of Management, ORU’s, Non- Academic Units & School of Medicine 1,420 Ladder Ranked Faculty1,420 Ladder Ranked Faculty Looking Forward The University of California, Merced is the first new research university to be founded in the 21 st century and the first new University of California to be founded in over 30 years.

Pre-Award Proposal budget development assistance (not for School of Engineering) Proposal budget development assistance (not for School of Engineering) Review proposal and budget for compliance with sponsor and UC policy Review proposal and budget for compliance with sponsor and UC policy Submit proposal on behalf of the Regents Submit proposal on behalf of the Regents Negotiate and accept awards to comply with sponsor and UC policy Negotiate and accept awards to comply with sponsor and UC policy Sub-award/ subcontract preparation and administration Sub-award/ subcontract preparation and administration Non-financial post-award assistance Non-financial post-award assistance Award closeout Award closeout Preparation and administration of incoming Material Transfer Agreements Preparation and administration of incoming Material Transfer Agreements Preparation and administration of Nondisclosure Agreements Preparation and administration of Nondisclosure Agreements Research activity reporting Research activity reporting Faculty and Staff general inquires Faculty and Staff general inquires Liaison with compliance committees Liaison with compliance committeesPost-award Award set-up and monitoring Award set-up and monitoring Monthly expenditure statements and projections Monthly expenditure statements and projections Policy clarification and compliance Policy clarification and compliance Reconciliation Reconciliation Cost sharing collection Cost sharing collection Award re-budgeting Award re-budgeting Purchasing, travel and reimbursement approvals Purchasing, travel and reimbursement approvals Sub-award set-up and monitoring Sub-award set-up and monitoring Financial award closeout Financial award closeout Faculty and Staff general inquires Faculty and Staff general inquires Note: The School of Engineering and some off site programs are responsible for all or a portion of post award management. The Mission of the Sponsored Projects Services Office is to provide effective and timely pre- and post-award services to faculty, staff and students, for extramurally-sponsored research and educational projects at the University of California, Merced.

Fragmented Process & Inconsistent Services Fragmented Process & Inconsistent Services  Differences among the three schools and one Organizational Research Unit Efficient Organizational Design Efficient Organizational Design  Eliminate duplication of effort  Support SPS Mission WASC Accreditation WASC Accreditation  Required Annual Assessment

Time & Effort Tracking – Started January 2011 Time & Effort Tracking – Started January 2011 Proposal Tracking- Started January 2011 Proposal Tracking- Started January 2011 When are we receiving proposals? Average 3 working days prior to deadline (Internal deadline is 5 working days) What % of proposals are not submitted through SPS? 5%

Roles & Responsibilities Mapping Roles & Responsibilities Mapping Started February 2011 Started February 2011 Survey Collection Survey Collection Started March 2011 Started March 2011 Assessment of Data Assessment of Data To Begin July 2011 To Begin July 2011 Recommendations to VCR Recommendations to VCR Planned for December 2011 Planned for December 2011 Data collection & Assessment Data collection & Assessment To Continue Annually To Continue Annually External Assessment External Assessment VCR included NCURA external assessment in budget request VCR included NCURA external assessment in budget request