1. RAS Overview August 2017 Presented by: Kathleen Bienkowski
Associate Vice President, RAS
August 2017

2. Sponsored Award Lifecycle at Emory (Grants)2.
Develop
Proposal
(PI, Pre-Award RAS) 1.
Develop an Idea
& Identify
Funding
(PI) 3.
Review &
Submit
Proposal
(OSP)
Pre-
Award 4.
Sponsor
Notice
of Award
(PI,OSP) 9.
Close-outs
(RAS, FGC)
Post-
Award
Award
Set-up 8.
Reporting
(RAS, PI,
FGC, FSR) 5.
Award Set up
in Compass/
Issue eNOA
(FGC)
High level view of the sponsored research lifecycle.
Lots of groups involved, however RAS is here to help you navigate the process and is your main point of contact along the entire lifecycle. 7.
Post-Award
Management
(RAS, PI, FGC, AR) 6.
Establish &
Execute
Sub-awards
(OSP)
RAS – Research Administration Services
OSP – Office of Sponsored Programs
FGC – Finance, Grants and Contracts
AR – Accounts Receivable/Cash Team

3. RAS Unit Structure* RAS Director Pre-Award Manager
Pre-Award Administrators
Post-Award Manager
Post-Award Administrators
* Some variation exists across units

4. RAS Unit Responsibilities
Scope: Sponsored Awards
Post-Award
Entering Budgets into Compass
Distributing eNOAs
Requesting sub-awards
Reconciliation and projection of award expenses
Preparing for invoicing (for cost reimbursable and scheduled pay by task only)
Preparing/submitting financial reports (i.e., FFRs)
Effort pre-certification
Facilitating award changes
Financial close out of award
PAN requests (Pre-Award Numbers)
Pre-Award
Assistance with proposal preparation
Budget development
Entering proposal into EPEX
JIT process management
PAN requests (Pre-Award Numbers)
RPPRs (Research Performance Progress Report)
Supplemental funding requests
Transition from
Pre-Award to Post-Award Administrator occurs when eNOA is distributed from FGC
Deeper dive into RAS:
Pre-Award:
PI informs the RAS they are submitting a grant or the PI completes the Intent to Submit form
The Pre-Award Manager replies to the and will ask the PI to complete the Intent to Submit form, if it has not been completed. In the reply, the manager appoints a research administrator (RA) to work with the PI. (The manager should respond to the PI within 2 working days.)
The RA s the PI after they have reviewed the Intent to Submit form and begins a starter budget or sets up a budget meeting if necessary.
Once the ITS form and the starter budget is returned, the RA will create a preliminary budget and return it to the PI for approval.
Encourage  planning meetings on pre-award
Post-Award – Key Activity – Award Reconciliations
Reviewing transactions, including salary, for accuracy
Ensuring charges are allowable
Performing and analyzing projections
Ensuring salaries can be paid through grant end date
Ensuring there is adequate funds for supplies and other expenses
Meeting with PI and reviewing balances and projections (default is every 60 days, but can be modified based on need)
Invoicing and Financial Reporting Preparation
Collaborate with FGC to ensure invoices and financial reporting is complete
Submit Award Reconciliation Tool (ART) to FGC based on reporting requirements
Closing Out Projects
Perform final budget and expense analysis
Clear deficits and/or transfer residuals if applicable
Complete closeout documents
RAS is the Primary Interface for Faculty with Office of Sponsored Programs (OSP),
Office of Technology Transfer (OTT) and Finance, Grants and Contracts (FGC)

5. RAS Website Overview/Demo
Have everyone pull the website up on their phones to find their RAS unit.
Recommend requesting an introductory meeting with RAS Director.

6. Working with Your RAS Unit: Keys to Success - Pre-Award
Inform your RAS unit as soon as you decide to submit a proposal for all externally funded research
For best service and quality, notify RAS a minimum of 20 days days prior to the sponsor due date
For larger proposals (e.g., Us, Ps, and Ts), providing notice several months prior to deadline is strongly advised
Notify RAS via online Intent to Submit Form or via phone or
Go to your RAS unit home page for process, links and contacts
Participate in a proposal kick-off meeting with the pre-award administrator assigned to your proposal
Communicate any pertinent changes throughout the proposal development process to the pre-award analyst in a timely manner
Submit required documents in a time frame that ensures timely and thorough review by the RAS and the pre-award central office (OSP – Office of Sponsored Programs)
Escalate any questions or concerns to the pre-award manager, the RAS unit Director or RAS AVP

7. Working with Your RAS Unit: Keys to Success - Post-Award
Participate in an introductory meeting with the RAS post-award administrator assigned to your award(s) and agree on frequency of future meetings
“Standard” meeting frequency is every 60 days, but can be more or less based on need
Attend and actively participate in meetings to review the financial status on your awards and project future expenses
Note: New EBI Reporting Tools in development which will provide a consolidated view of sponsored and non-sponsored funds
Alert your post-award administrator of potential awards, including continuations, so a provisional account number (PAN) can be established for funding
Inform your post-award analyst of any effort changes for you, your team, or anyone on your awards and certify prior to the deadline
Escalate any issues to your post-award manager, the RAS unit Director or RAS AVP

8. Helpful Links RAS Home Page http://ras.emory.edu
Investigator’s Guide - Home Page
Link to current policies
Glossary of terms
Effort Reporting
NIH – How to Apply Guide