TOPIC PRESENTER PRESENTER CONTACT CONTACTMINUTES GrantTracker Contact Demonstration Gregg Reynolds Web Developer, Grant & Contract Accounting Kristen Bendixsen Senior Computer Specialist, Grant & Contract Accounting Sponsored Program Activity – Types Defined Related eGC1 Changes Carol Rhodes Associate Director, Office of Sponsored Programs GIM 38 Rollout – Reduced Responsibilities Mike Anthony Executive Director, Management Accounting & Analysis Sponsor System UpdatesAmanda Snyder Associate Director, Team B & Subawards, Office of Sponsored Programs How to Check Subaward StatusAmanda Snyder Associate Director, Team B & Subawards, Office of Sponsored Programs MRAM Monthly Research Administrators Meeting JUNE 11, 2015 UW TOWER AUDITORIUM 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

Due to recent enhancements to Grant Tracker, RAPIT (Research Administration Process Improvement Team) recommended GCA discontinue sending paper Notice of Expiration (NOE) Letters.RAPIT 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. No More Notice of Expiration (NOE) Letters!

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 GT – Campus Contacts 6/11/2015GT – Campus Contacts 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 on the MRAM intranet How It Works s initiated by GCA will have this (s) in the To s initiated by you in GrantTracker will have this (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

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)

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

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)

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

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.

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 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 MAA Review 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

Communication Timeline DateWho/Where What 3/25, 5/27, and 6/4Research 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

Update on GIM 38 – Faculty Reduced Responsibilities June 11, 2015 Michael Anthony Management Accounting & Analysis University of Washington

 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 GIM 38 Rollout Update University of WashingtonPresenter’s Office

 Policy overview and background  Reduced Responsibilities (RR) status process  What tools are/will be available  Case studies  Q&A GIM 38 Information Session Agenda University of WashingtonPresenter’s Office

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). Who Should Attend University of WashingtonPresenter’s Office

Sponsor Systems Update Amanda Snyder Associate Director, Office of Sponsored Programs

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 This year, NIH is rolling out opportunity to use ASSIST for all proposals

Source: Project_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? ◦ our Associate Director of Systems and Information Management, Aron Knapp, at with the subject line : ASSIST User Group

ASSIST Training Resources /files/Timeline_for_Single- Project_ASSIST_Support.pdf /files/Timeline_for_Single- Project_ASSIST_Support.pdf /files/ASSIST-Getting-Started-Single- project.pdf /files/ASSIST-Getting-Started-Single- project.pdf /avoiding_errors.htm#10checks /avoiding_errors.htm#10checks t/training.htm 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)).Proposal & Award Policies and Procedures Guide (PAPPG) ◦ 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

Some methods to check on status Department is copied on 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 x.php?page=subContracts 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, 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 Sub- Department), 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 ? Not in SAGE? Not on the list? Please send request for status to ◦ Include PAS Req # or Ariba CR # ◦ Please only send one

Another Sub-Related Update New fields in eProcurement (Ariba), specific to subawards (announced in 5/7 Procurement Services Campus Newsletter) unications-and-outreach/campus-newsletter- archives 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, & Phone Expanded Subaward types: New, Renewal, PAS Transition, Edit, Modification-Funding, Modification-No Funding Assigned to (For use by OSP Only)

Expanded Subaward Types pdf

Questions? Contract execution/approvals questions: PAS to Ariba transition questions & all Ariba for subawards questions: eProcurement system questions:

Questions?

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 UPCOMING COURSES IN RESEARCH ADMINISTRTATION June 23ORIS 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 7MAA 230 – Salary Limitations – K Awards General compliance requirements of Career Development Awards, commonly referred to as K Awards.