PRESENTATION TO ACADEMIC SENATE COMMITTEE ON RESEARCH SEPTEMBER 13, Operational Excellence Research Work Group

Work Group Charge Improve the efficiency and effectiveness of pre award research administration 2

OE Redesign Approach  Develop principles for redesign  Design ideal process flow for federal proposals taking into account role of PI, Cluster RSA, OSR and Department  Design ideal process flow for complex proposals  Identify policies that impede the process and make recommendations for changes  Drill down in specific areas  Award set up, Identify Funding Opportunities, Approvals  Design organization structure  Determine positions, job families, training, certification levels, and tools 3

Principles for Redesign 4 1. Single point of contact for PI who will be:  Proactive, Creative, Solution-oriented, and Customer-centric  Knowledgeable, Professional, Accountable, and Diligent  Efficient and Timely 2. Streamlined and Standardized Process with a foundation based on reasonable, rational and balanced approaches to research administration 3. Eliminate Duplication of Effort and Non Value Added work 4. Harmonize Process, Policy and Technology 5. Align Accountability with Responsibility, and be transparent 6. Utilize Process Automation and Workflow tools to accelerate operations and empower administrators

Work Group Recommendations To Date Train cluster staff on using COS and have them play an active role in helping PI identify new funding opportunities Delegate institutional signature authority for federal grant and fellowship proposals to the cluster staff Streamline process and reduce number of approvals by delegating Dean’s approval to Department Chair for:  Proposals  PI Status Waivers  Relinquish/Transfer Awards  Fund Advance Request Proposed approvals required in Schools/Departments to be reduced to a two level approval when only one department involved: either the Chair and PI or the Chair’s delegate and the PI, for those large departments with divisions. 5

Work Group Recommendations, cont’d Redesign the award set up process to reduce redundancies and improve timeliness; consolidate activities in one unit. Align job families/classification with required training and certification levels Developing a basic set of training requirements for all research administrators 6

Post Award Progress The OE Finance work group is looking at PI Portfolio Management and Reporting  Funds included are Sponsored Funds, Clinical Trials, PI “owned” gifts and endowments and PI “owned” discretionary funds, but not including any funds owned by the Department  Potential processes for a cluster include:  PI Portfolio Reports  Acct. Reconciliation  Prepare cost transfers, PETs and other Journals  Initiate Carry-forward request  Procurement approval  Initiate & adjust payroll  Billing/AR for clinical trials  Access Administrator  Close out process  Financial reporting including FSR’s  Billing & collection 7

Faculty Involvement Presentations:  Research Administration Board  Academic Senate Committee on Research  School of Nursing Dean’s Council Met with two liaisons from Dean’s Faculty Advisory Committee and will continue to meet with them monthly Meeting with Dept Chairs/MSOs of high volume research depts  Biochemistry, OB/Gyn, Radiology,Neurology Managers on OE Work Group are presenting at their department faculty meetings Scheduling meetings with faculty in Schools of Pharmacy and Dentistry 8

Next Steps Develop the organizational structure for the cluster Determine how to pilot cluster Identify options for how to charge for pre award services 9

OE Research Work Group 10 Abe, JoyceManager - Office of Sponsored Reseacrh (Proposals) Auyong, PatriceRAS Business Analyst - Program Management Office Berg, SharonDepartment Manager - Cellular & Molecular Pharmacology Estrada, ClariceChief Administrative Officer - Cardiovascular Research Institute Gafric, KristinResearch Administration Manager - SFGH Psychiatry Administration Goldsmith, JillProject Manager, Program Management Office Harris, DebraChief Administrative Officer - Pharmaceutical Chemistry Judd, KathyResearch Administration Manager - SFGH/Medicine Jurado, RegnierSubcontracts Team Manager - Office of Sponsored Research Kim, MichelleGrants Resource Training Analyst - Dean's Office - Nursing Kiriakis, JimManager - Office of Sponsored Research (Industry) Kure, LarisaManager - Microbiology & Immunology Lium, ErikAssistant Vice Chancellor - Office of Sponsored Research Lopez, GeorginaAdministrative & Finance Manager - Global Health Sciences Moredo, MaeSr Research Services Mgr - Diabetes Center - Immune Tolerance Network Mott, StefanieMSO- Cell Tissue Bilogy Radkowski, JohnManager - Office of Sponsored Research (Award Team) Razler, ChristineManager - Radiology & Biomedical Imaging Schilling, AlanaManager - School of Pharmacy Dean's Office Sutton, Suzanne ChuiDirector of Res. & Admin. - Medicine/Central