Operational Excellence in Effort Reporting Conference Call: June 6, 2012 Vision Statement: Implement a compliant, streamlined, electronic effort reporting process by June 2012 that reduces administrative burden.

Agenda Topic Timeline HighlightsLiz Piga Campus Preparation for Phase 3 TestingAnne Connolly, Donna Kiley Central Office Preparation for Phase 3 TestingAnne Connolly, Mark Abbey NIH Salary CapAnne Connolly, Carol Berdar 2

Timeline Highlights 3

Campus Preparation for Phase 3 Testing 4 Cost Share Awards  Identify missing cost share awards  Run the RF Cost Sharing Monitoring Report  Corrective actions:  Create a cost share award  Link the cost share award to the prime award  Refer to Chapter 9 in “Cost Sharing: A Guide for Administrators”Cost Sharing: A Guide for Administrators

Campus Preparation for Phase 3 Testing 5 Cost Share Awards  Inconsistent cost share award names  Name of cost share award appears on effort statement  Possible that a principal investigator would have more than one cost share award each with a different naming convention  Corrective actions:  Decide on a consistent campus naming convention  Cost Share to Award XXXXX  Cost Share for Award XXXXX  Cost share should be spelled out and not abbreviated  Cost share award name should not be in all capitals  Update the cost share award name(s) in Oracle

Campus Preparation for Phase 3 Testing 6 , Department Name and Job Title Information  Verify this information:  Exists for all users  Is correct for all users  Corrective actions:  Update the individual’s Oracle People record for addresses  For SUNY employees, update the Coeus Extra Information form in Oracle  To access: Select Others from an individual’s Assignment form and then select Coeus  For updates to department name and job title  Central office will send an information package

Central Office Preparation for Phase 3 Testing 7 Instance Set Up  System administration tasks to set up ecrt environments for 30 campus locations  Effort reporting periods of performance  Assigning primary effort coordinator and effort coordinator roles  Assigning proxies  Send any effort coordinator or proxy assignments to by Friday, June 8

Central Office Preparation for Phase 3 Testing 8  Individual campus calls to discuss Phase 3 testing scenario process  Send availability for one-hour call to  June 20: afternoon  June 21: morning  June 22: any time

NIH Salary Cap 9  For the first time NIH lowered its salary cap from $199,700 to $179,700  Change effective for grant awards with an Initial Issue Date (award date) on or after December 23, 2011  More information:  NOT-OD “Notice of Salary Limitation on Grants, Cooperative Agreements, and Contracts” NOT-OD “Notice of Salary Limitation on Grants, Cooperative Agreements, and Contracts”  Frequently Asked Questions: NIH Salary Cap in FY2012 Frequently Asked Questions: NIH Salary Cap in FY2012  How does your campus treat this?  Difference between PI salary and NIH cap  Data entry in Oracle

10 NIH Salary Cap

11 NIH Salary Cap

12 Response from David Kennedy at COGR  Question: Can an over-the-NIH salary cap be captured as cost share?  Answer: I believe the key point is “should it be captured for F&A purposes?” The DCA says “yes”. There are some who believe “no”. In fact, COGR raised this in our response to the ANPG on Grants Reform. We would like OMB to rule that it should not be classified as cost sharing for F&A purposes.  Question: Would the NIH Grants Policy Statement verify the yes/no?  Answer: I do not believe the NIH GPS talks to this issue.  Question: If yes—would the Cost Share be considered mandatory, voluntary committed or voluntary uncommitted?  Answer: Our advocacy would be to classify it as VUCS (as COGR proposed in our response to the ANPG on Grants Reform).

Summary  Minutes from this meeting will be posted on the Operational Excellence in Effort Reporting Web pageOperational Excellence in Effort Reporting Web page  Direct questions to: Anne Connolly Project Manager (518)