Reducing Administrative Burden in Research Administration September 11, 2013

Agenda: Reducing Administrative Burden Impetus for Change Functional Areas Affected –Federal Grant Applications –Salary Management –Cost Transfers –Initial Billing –Subrecipient Monitoring –Final Reporting –Data and Reporting

In Spring of 2012, we began a comprehensive look at research administrative processes. Almost every transaction requires Paper. Department initiation and transmission to at least one central office. Entry into more than one database, file, or system. We determined to be more efficient while maintaining: Transparency. Compliance. Audit requirements. Impetus for Change

Functional Areas: Federal Grant Applications Cayuse, a system-to-system federal grant application tool, went live in June, 2012, based on overwhelmingly positive feedback from users. The average time savings per application is estimated to be more than 8 hours. –Prepopulated or auto-calculating administrative fields. –Ease of manipulation of the scientific components. Still to Come! Subawards.com Import Data into ePTF

Functional Areas: Salary Management Effort Certification (EC) Adjustments match non- exempt salary to certified effort. Effective July, 2012, no cost transfer was required for “transaction in progress” variances. Electronic salary distribution will eliminate the PAF for more than 4000 transactions per year.

Functional Areas: Salary Management Still to Come! No P-Cert Committed Effort Management Prospective Changes from Effort System EC Adjustments for Exempt Employees Auto-OnAuto-Off

Functional Areas: Cost Transfers Effective July, 2012, ORA has the authority to initiate cost transfers to: Remove unallowable costs. Remove deficits. Remove any expenses above the reported amount. Remove any expenses incurred outside the project period. ORA completed 55% of Jefferson’s closeout transactions for the FY2013 close.

Functional Areas: Billing Effective July, 2012, ORA submits initial contract bill when payment is due upon execution. Still to Come! Milestone Billing

Functional Areas: Subrecipient Monitoring Beginning July, 2012, ORA requisitions the purchase order in Ascent for a subcontract upon execution. Beginning October, 2012, PIs were able to certify on-line as to subrecipient progress Still to Come! All invoicing through ORARisk Threshold for Audit PI signature no longer required

Functional Areas: Final Reporting Effective June, 2012, ORA completes the federal final invention and final equipment reports, if required. We communicate with PIs as needed to confirm inventions reported to OTT. Still to Come! Clinical Trial Closeouts

Functional Areas: Data and Reporting Effective for the FY14 budget process, projected grant revenue and F&A cost recovery were pre- loaded into Hyperion. JeffShare access granted to PIs and departmental grants staff. Still to Come! Capture Out-Year Awards Data share between ePTF and GL Capture Milestones