OFFICE OF SPONSORED PROGRAMS Sponsored Program Activity Types -and related eGC1 changes Presented by: OSP June 2015 MRAM

OFFICE OF SPONSORED PROGRAMS 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

OFFICE OF SPONSORED PROGRAMS 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

OFFICE OF SPONSORED PROGRAMS 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)

OFFICE OF SPONSORED PROGRAMS 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).sponsored program activity typesFederal Uniform Guidance 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 13GIM 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).Management, Accounting & Analysis (MAA) How to determine the correct F&A rate to use: 1.Does a Special Case exist for your project? Skip steps 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.Base Calculation F&A Rates and Base by Location & Activity Type Organized Research OSP Website : Facts & Rates – F&A Tab Text & Link Updates Links to Explanations

OFFICE OF SPONSORED PROGRAMS OSP Website : GIM 13: Types of Institutional Activity 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 Systematic study to gain knowledge or understanding to meet a specific recognized need. Development Systematic use of knowledge or understanding gained from research directed toward production of useful materials, devices, systems, or methods, including design & development of prototypes & processes. Fellowship: Research Graduate/ Professional Undergraduate and graduate fellowships focused on training in research techniques. 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) Organized Research: All research & development activities sponsored by federal or non-federal agencies & organizations. Explanations for Activity Types that fall under the 3 main categories defined by Federal Govt. (Organized Research, Instruction, other Sponsored Activity)

OFFICE OF SPONSORED PROGRAMS SAGE View – Activity Types “Funding Purpose” field replaced by “Sponsored Program Activity Type” field:

OFFICE OF SPONSORED PROGRAMS SAGE View – Activity Types (cont.) On click, will show cascading selection: Category  Activity Type Expand the category, to select the Activity Type

OFFICE OF SPONSORED PROGRAMS Activity Types by Category

OFFICE OF SPONSORED PROGRAMS 2 nd 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.

OFFICE OF SPONSORED PROGRAMS SAGE View – Clinical Trial Phases If Activity Type = “Clinical Trial”, then Phase displays and is a required field

OFFICE OF SPONSORED PROGRAMS 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.

OFFICE OF SPONSORED PROGRAMS Project Timeline DateWho/WhereWhat 3/2014Annual Reporting Group Review of Sponsored Program Activity Types Analysis 4/2014OSP WorkgroupReview of Examples for each SPA Type Analysis 6/2014-8/2014OSP, GCA and MAAReview of draft categorization and example building Drafting 8/2014OSP PMSystem Change request to ORIS Business Requirements 2/2015OSP PM /ORISDiscuss system options System Analysis with ORIS 4/2015-5/2015OSP, GCA, ORISSystem Requirements – final Phasing and ID of Future Needs

OFFICE OF SPONSORED PROGRAMS Communication Timeline DateWho/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 6/08OSP WorkgroupPresentationRequest Web Usability Feedback 6/10OSP Staff MeetingPresentationRequest Web Usability Feedback 6/11MRAMPresentationInform 7/07OSP WebContent Published 7/07SAGESystem UpdatesSAGE Announcement 7/07MRAMAnnouncement 7/07OSP WebAnnouncement

OFFICE OF SPONSORED PROGRAMS Thank you!!