1. Office of Research and Economic Development Research Administration Meeting
October 24th 2017

2. AGENDA Office of Research and Economic Development
Research Administration Meeting
AGENDA
Welcome and Introductions
Youth Event Training
Pre-Award
Office of Postdoctoral Scholar Services
Research Integrity
Budget and Cost Analysis
Laboratory Animal Research
Research Management Solutions
Research Information Systems
Closing Remarks
Slide Presenter: Joe

3. Project Organizational Chart
Office of Research and Economic Development
Vice President’s Office Update
Welcoming Remarks
Introduction of Office of Research and Economic Development Team
Introduction of New Attendees
Future Research Administrators Meeting for 2018
Tuesday, April 10th 2018
Tuesday, October 9th 2018
Slides will be posted on the Office of Research and Economic Development website after meeting
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

4. Office of Research and Economic Development
Project Organizational Chart
Office of Research and Economic Development
Youth Event Training
Requirements related to youth events
Demonstration of website
Questions & Answers
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

5. Project Organizational Chart
Office of Research and Economic Development
Pre Award Update
Pre-Award Structure Update
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

6. Office of Research and Economic Development
Project Organizational Chart
Office of Research and Economic Development
Pre Award Update
Deadline Reminders
Generally 5 business days prior to sponsor’s deadline BUT
8 business days prior to sponsor deadline if:
Center (P grants) and large research team applications
Remember - route proposal to Department, Dean, Center Director with sufficient time to obtain their approval on the electronic Proposal Routing Approval Form (ePRAF) in order to adhere to the institution’s deadline reminder.
If an award is received for a proposal not previously approved by ORED, the award will NOT be processed until all requisite approvals are in place in accordance with institutional policies and procedures; ORED may reject an award if is not in furtherance of the University’s mission or the project cannot be viably performed at FIU
Electronic submissions need to be submitted no later than Noon on the deadline date to address any e-submission errors. This applies to all deadlines, including sponsor deadlines that may fall after 5:00 PM.
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

7. Office of Research and Economic Development
Project Organizational Chart
Office of Research and Economic Development
Pre Award Update
ePRAF Updates
PI Split of Returned F&A
This is the Facilities & Administrative (F&A) percentage that will be shared among the project team members if determined by the PI. This value will default to 100% for the principal investigator. Adjust the distribution of F&A amongst team members.
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

8. Office of Research and Economic Development
Project Organizational Chart
Office of Research and Economic Development
Pre Award Update
ePRAF Updates
Faculty Fellowship Question 28
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

9. Office of Research and Economic Development
Project Organizational Chart
Office of Research and Economic Development
Pre Award Update
ePRAF Updates
Timely Workflow Approvals -- Reminder
Review your approval inbox by proposal deadline, to ensure any concerns are addressed prior to submission.
Clinical Trials Form -- Reminder
Question #29
Is this project a clinical trial? If "Yes", please attach the ePRAF Clinical Trials Form available at  Please note that the NIH requires all staff involved in the conduct, oversight and management of NIH funded clinical trials to receive Good Clinical Practice (GCP) training. Additional details on CITI based GCP training to meet this NIH requirement is available at 
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

10. Office of Research and Economic Development
Project Organizational Chart
Office of Research and Economic Development
Pre Award Update
Award Related Reminders
IRB/IACUC/IBC/IRE Approvals
Approvals are required to be in place before award can be released
Project ID or AWD should be listed under the funding section of Topaz
Partial release is an option for work that is severable from that requiring IRB/IACUC/IBC/IRE approval but budget being released should be a true reflection of work needing the approval
Partial release requires approval of Assistant Vice President for Research
PHS Financial Conflict of Interest (FCOI) Compliance
PHS and NSF Investigator Report of Financial Interests in Research Form must be on file for each new award before funds can be released
Conflict of Interest (COI) training is valid for only 4 years of receipt of CITI certificate
Reminder: Investigator - the principal investigator and any other person, regardless of title or position, who is responsible for the design, conduct, or reporting of research or of proposed research, which may include, for example, collaborators or consultants.
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

11. Project Organizational Chart
Office of Research and Economic Development
Office of Postdoctoral Scholar Services
Office of Postdoctoral Scholar Services
Introduction of office
Other remarks
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

12. Project Organizational Chart
Office of Research and Economic Development
Research Integrity Update
Dual Use Research of Concern (DURC)
Research that, based on current understanding, can be reasonably anticipated to provide knowledge, products, or technologies that could be directly misapplied by others to pose a threat to public health and safety, agricultural crops and other plants, animals, the environment, or material.
Institutional Review Entity (IRE)
A committee that provides oversight of potential DURC.
The IRE evaluates research involving specific types of agents/toxins to determine if a risk mitigation plan is needed.
PI Responsibilities
Submit an IRE Assessment Application if the proposed research will involve one or more of the agents/toxins listed on the next slide.
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

13. Categories of Experiments
Project Organizational Chart
Office of Research and Economic Development
Research Integrity Update
Agents/Toxins
Categories of Experiments
Avian influenza virus (highly pathogenic)
Bacillus anthracis
Botulinum neurotoxin (no exempt quantities)
Burkholderia mallei
Burkholderia pseudomallei
Ebola virus
Marburg virus
Reconstructed 1918 Influenza virus
Rinderpest virus
Toxin-producing strains of Clostridium botulinum
Foot-and-mouth disease virus
Francisella tularensis
Variola major virus
Variola minor virus
Yersinia pestis
Enhances the harmful consequences of the agent or toxin.
Disrupts the immunity or the effectiveness of an immunization against the agent or toxin without clinical and/or agricultural justification.
Confers to the agent or toxin resistance to clinically and/or agriculturally useful prophylactic or therapeutic interventions against that agent or toxin or facilitates their ability to evade detection methodologies.
Increases the stability, transmissibility, or the ability to disseminate the agent or toxin.
Alters the host range or tropism of the agent or toxin.
Enhances the susceptibility of a host population to the agent or toxin.
Generates or reconstitutes an eradicated or extinct agent or toxin listed above.
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

14. Project Organizational Chart
Office of Research and Economic Development
Research Integrity Update
NIH Certificate of Confidentiality (CoC) Updates
Effective October 1, 2017: CoCs will be issued automatically for any NIH-funded project using identifiable, sensitive information that was on-going on/after December 13, 2016
The CoC will be issued as a term and condition of award
There will be no physical certificate issued
The term “identifiable sensitive information” is very broad.
All CoCs issued in the past or in the future, regardless of funding sources, must comply with the requirements of the CoC policy, especially the new disclosure requirements and restrictions.
To obtain a CoC for a non-NIH funded project, the PI will still be required to apply for a CoC.
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

15. Project Organizational Chart
Office of Research and Economic Development
Research Integrity Update
NIH Single IRB Process
Effective Date: January 25, 2018
Requirement to use a single IRB for NIH funded studies in which the sites are all using the same IRB research protocol.
Exceptions: VA sites; international sites; site involving tribal nations.
IRB Reliance Requests
All requests to use an external IRB (with the exception of WIRB) must now be submitted via the new TOPAZ “IRB Reliance Request Form”.
If the request to use an external IRB is approved, FIU investigators will need to maintain their FIU study in the TOPAZ system by submitting amendments, renewals, and adverse events after they have been approved by the external IRB.
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

16. Project Organizational Chart
Office of Research and Economic Development
Budget and Cost Analysis
Introduce Personnel
Michael Dudley – University Graduate School
Maria Ortega – Recharge Centers
Michelle Zaldivar – Non-Sponsored Project IDs, Expenses
Effort Reporting update
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

17. Project Organizational Chart
Office of Research and Economic Development
Laboratory Animal Research
Florida International University MARC Pavilion  Wednesday, October 25, :00 am - 1:00 pm
Topics:
Comparing Mouse Models for Obesity and Diabetes Research,
Generating Mouse Models Using CRISPR/Cas Technology,
Modeling HIV, Ebola and Other Infectious Diseases in Humanized Mice 
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

18. Project Organizational Chart
Office of Research and Economic Development
Laboratory Animal Research
Ordering
The Office for Laboratory Animal Research mission is to facilitate the animal related research and teaching programs at FIU.
It is ACF’s responsibility for managing and administering a program of laboratory animal care that complies with the federal Animal Welfare Act, the Guide, the Public Health Service Policy on Humane Care and Use of laboratory Animals and the USDA Regulations.
The functions of the ACF are daily animal care, veterinary services, and provisions for research services, surgical assistance and monitoring the care and use of animals. The ACF serves as the purchasing and receiving agent for all animals, medical gases and drugs. Cost of purchase plus any applicable fees, charges, and/or freight are recharged to the appropriate budget entity. 
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

19. Project Organizational Chart
Office of Research and Economic Development
Research Management Solutions
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

20. Project Organizational Chart
Office of Research and Economic Development
Research Management Solutions
Individual Memberships
Three steps need to occur to justify the purchase of an individual membership versus a departmental/institutional membership:
Request an or memorandum from the organization stating that they do not have Departmental/Institutional classification of memberships and only offer individual memberships. 
Request a memorandum from the Dean, Vice President or Budget Manager of your department that describes how a membership to the specific organization is essential to the individual employee’s statutory duties and responsibilities. 
Submit both documents as back up for the purchase.
In the event that the organization does offer institutional/departmental memberships but an individual membership will be more beneficial, please include those benefits in the memorandum from the Dean, Vice President or Budget manager.  In this case, step 1 can be bypassed.
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

21. Project Organizational Chart
Office of Research and Economic Development
Research Information Systems
New Graduate School Website (gradschool.fiu.edu)
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

22. Project Organizational Chart
Office of Research and Economic Development
Research Information Systems
Recent Enhancements to FIU Research Site
Research Facilities (research.fiu.edu/facilities)
Technologies Available for Licensing (
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

23. Project Organizational Chart
Office of Research and Economic Development
Research Information Systems
Reporting Update
New Innovation Dashboards on Accountability website
Centers & Institutes Reporting Enhancements
Monthly Reporting Process
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

24. Project Organizational Chart
Office of Research and Economic Development
Research Information Systems
Technology Fee approved for Vivo Discovery FIU
Currently in the project planning phase. More announcements coming soon.
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

25. Project Organizational Chart
Office of Research and Economic Development
Closing Remarks / Adjournment
Closing Remarks
Introduction of Donna Kiley, Director of Post-Award
Hurricane Irma Damages
Questions
Adjournment
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities