Integrating Subcontracts (SUBKs) into eResearch Proposal Management (eRPM) November 1, 2012

:: Agenda Timeline: What we’ve done and where we’re headed… Introduced pieces of the SUBK process over a few months, mainly due to requirements of new PHS FCOI regulations. Process: How SUBKs will work in eRPM… How to create a new SUBK request Workflow of new SUBKs Access to SUBKs Approvals of SUBKs

:: Timeline August 2012 Create new SUBK when creating a new PAF. Attached to a PAF, routed with PAF for approvals. November 2012 Create new SUBK on an existing Active PAF. All New SUBK requests will be handled in eRPM. End of Year 2012 PI and Unit Approval Process for reviewing draft SUBK agreements. Additional OCA workflow steps and data points for reporting. Ability to designate another department on the PAF to “manage” a SUBK. Early Spring 2013 Amendments to existing SUBKs. Data conversion of all active SUBKs.

Pieces of the process that will be in eRPM New SUBK requests and amendments will be completed and submitted. SUBKS will be routed for approvals, as necessary. Project Team will be able to track SUBK status. Compliance with PHS FCOI regulations. :: Overview Pieces of the process that will not be in eRPM M-Pathways system will continue to be the source for all subcontractor payments. POs will be used to track all financials. Existing process for approval of subcontractor invoices (concurrence receipts) is being revised to make it more streamlined.

> In the PAF (pre-submission) :: Creating a New SUBK Request Answering “Yes” here… … displays the Subcontracts section under Budgets.

> On an Active PAF :: Creating a New SUBK Request Once the PAF is Active… … go to the Subcontracts tab to add a new SUBK.

Routing depends on two factors. All other SUBK Requests go directly to OCA for review once submitted by the Project Team. :: Submitting a SUBK Request

:: Info Collected on SUBK Requests Complete only the Introduction at time of PAF Submission. Name of SUBK organization Investigators Relevant documents The remaining sections are completed after the PAF has been awarded.

:: Info Collected on SUBK Requests Remaining sections include questions about: Period of Performance Documents (budget, statement of work, etc.) Federal Contract Information, if applicable Cost Sharing (New) Clinical Research or Phase III Clinical Trial (New) New questions designed to collect data up front and eliminate back and forth between you and OCA. Eliminates need to attach copy of PAN/PAC. OCA can now find relevant PAN/PAC from the PAF.

If you have access to the SUBK, you will be able to track the SUBK until it becomes Active. The draft agreement will be routed to PI for approval and Unit for approval similar to the paper process today. Once the SUBK request is complete, it is ready for one of the OCA Specialists (contract writers) to create the PO and draft agreement. If necessary, the SUBK request will go back to the PI/PT for changes. Once an electronic SUBK Request arrives in OCA’s inbox, an initial check is done to ensure information on request is complete. :: Streamlining the Review Process Coming end of 2012

Who can view a SUBK attached to a PAF? Who can edit a SUBK? Who can submit the SUBK request and run other activities? :: Access If you have access to view the PAF, you can see a SUBK that is attached to it. If you can edit the PAF (during creation or review) you can edit the SUBK. Once the PAF is active, the SUBK can only be edited by: > PI(s) > Primary Research Administrator > Primary Post-Award Administrator > Approvers or Reviewers in the PAF’s Administrative Home > PI(s) > Primary Research Administrator > Primary Post-Award Administrator > Approvers or Reviewers in the PAF’s Administrative Home

Principal Investigator Currently only the Contact PI listed on the PAF signs: > Reasonableness of Cost > Conflict of Interest > Approval of Draft SUBK Units (only one approval required) Routing similar to Hardship but even more flexible Any approver in the PAF Administrative Home Chain can approve the SUBK. This includes the Admin Home, the Parent of the Admin Home or the Dean’s level of the Admin Home. Who the approver is for a SUBK will be dictated by the Unit’s business process. :: Approval

For more information and details: :: Questions?

Office of Contract Administration: Pete Gerard, Kathy Austin, Khaled Eid, Derinda Ferris, Cheryl Fischer, Rose Gee, Colleena Graff, Dennis Poszywak Financial Operations: Bryan VanSickle, Thom Madden ITS- eResearch: Carolyn Pappas, Peter Tracey Many Thanks to the Working Group! Unit Groups: Carole Bach, Institute for Social Research Steve Beach, LS&A Drew Buchanan, Dearborn Linda Chadwick, College of Engineering Carrie Disney, School of Social Work Linda Forsyth, College of Engineering Emily Hamilton, Medical School Terri Maxwell, ORSP Heather Offhaus, Medical School Darleen Poisson, Institute for Social Research Patrice Somerville, School of Public Health Scott Stanfill, School of Social Work Pat Turnbull, Dearborn