OSP Update MRAM - 6/12/2014 Lynette Arias Director, Office of Sponsored Programs University of Washington

 Staffing updates  FY14 Goals – brief review of key accomplishments  FY15 Goals – initial plans OSP Update

 New OSP Staff  Administrator – Chris Jackson currently on Team A, will move to Team B in future  Floater Administrator – Jasmine Campbell  Subaward Administrator – To be announced soon!  Office Assistant – Amber Smith (assistance with central boxes)  New management position  Associate Director, Systems & Operations  In recruitment  Assistant Director, Team B (Rick Glover transitioning to Sr. Contracts Specialist)  Associate Director, Systems & Operations (new)  Learning, Outreach & Communications Manager OSP Staffing Updates

 New Contracts team – in development  Associate Director – Michael Corn will lead team  Senior Contracts Specialist – Rick Glover  Support structure for contracts – will not handle 100% of contracts  Approach support of complex contracts in a more effective way  Enhance overall support, training and resources related to contracts  Core Support team structure – in assessment  Ensure even distribution of workload  Develop senior administrators with programmatic leadership areas / key points of contact in some cases for schools/colleges  Provide growth opportunities for staff  Evolve support of departments for most effective and timely response  Support changes in sponsor requirements and increased volumes OSP Team Organization

 Proposals  Develop, document & communicate proposal review guidelines & update GIM 1  Develop tracking and analysis of GIM 19 deadline waiver requests  Awards  Enhanced tracking and visibility of pending Funding Actions (FA’s)  OSP/GCA workgroup – returned FA’s (reduced from 46% to 19%)  New Contracts team and approach – initial stages of development  Subawards  Document internal standard operating procedures & template standards  Tracking tool for subaward requests and pending subawards  Develop subrecipient monitoring program (A133 audit finding)  Other Administrative Actions  Initial stages of documenting needs for overall intake system for all other actions and requests from departments Overall FY14 Process Improvement Goals – Focus on the Basics

 Proposals / eGC-1  Efficiency with eGC-1 processing: suppressing certain fields, auto-generated messages changing text on Attachments page when eGC-1 is for an Industry Sponsored Clinical Trial (ISCT) or is “After-the-Fact”  Awards  Defined FA fields and provided GCA edit role on subset of fields  Added FA fields to support enhanced compliance & metrics (e.g. Sponsor Award Date & OSP Received Date)  Subawards  Ariba – first phases of prep work for transition of PAS PO’s to Ariba BPO’s  Subaward tracking system, initial stages of transition into SPAERC  Includes some minor modifications to structure data tracking (Subaward Issue Date)  General Operations Support  OSP Management Reports: Develop initial suite of internal OSP management reports in key business areas FY14 – Systems/Reporting/Web Initiatives

 Web  Prepare Proposal webpage – refreshed and updated  Clinical Trial page – updated  Budget Extension page – updated  New NIH ASSIST webpage FY14 – System/Reporting/Web Initiatives

 OSP Internal assessment and idea gathering in process  Strategic Planning – more formal planning and development of unit goals – Summer/Fall 2014 (3-5 year plan)  Customer Survey results will be key part of this process  Continued use of Campus Workgroups  RAPIT – with GCA and ORIS  Subaward Workgroup  Possible additional workgroups  New Associate Director, Systems & Operations  Lead on continuing business process and systems needs assessment Setting FY15 Goals

 OSP Organization & Structure Enhancements  Key system needs  Subaward Intake and tracking & Ariba transition  Intake system for all other administrative actions / “requests for action”  Ongoing assessment of business needs and current system support Needs & gap analysis  Uniform Guidance  Will drive updates & changes to policies, procedures and systems in some cases  Enhanced reporting & metrics  Enhanced transparency  Subawards in SPAERC and viewable in SAGE or otherwise  Continued work towards transparency of all SAGE/SPAERC data FY15 – Initial goals