1. 12/14/2019
FAS RAS Friday
October 18, 2019
Simone Alpen, HUIT Research Administration and Compliance Systems
Andrew Malone, HUIT Research Administration and Compliance Systems
Marc Todesco, OSP Research Finance

2. Research Administration and Compliance Portal Project GMAS
Agenda
Research Administration and Compliance Portal Project
GMAS
Billing Agreements
Q + A

3. Research Administration and Compliance Portal Project Overview
12/14/2019
Research Administration and Compliance Portal Project Overview
The project will take a programmatic approach and deliver a collection of projects tied together in service to the research community
Main objectives:
Improving faculty experience
Enhancing compliance
Reduction of administration burden
Three-year ITCRB investment spanning a variety of compliance areas
High impact and benefit to the research administration and compliance community
The benefit to the researcher experience will be delivered iteratively across the project’s timeline

4. University-Wide Compliance Site
Research Administration and Compliance Portal Project Proposed Future State
Researcher
University-Wide Compliance Site
Single point of access with partial unified “to do”
Huron-Click Portal
Shared Person Organization and Project Data Huron-hosted
HMS OAR-COI (HMS Interest Disclosure)
University-Wide COI (Non-HMS Interest Disclosure)
Agreements* (Data Use Agreements, Material Transfer Agreements, etc.)
IACUC (Animal Research)
Safety * (Microbiological Safety, Chemical Safety, Data Security, etc.)
ESTR-IRB (Human Subjects Research)
Huron Non-Click Portal
Huron Hosted
ECRT (Effort Certification)
Harvard Custom Harvard AWS
GMAS (Grants Management Application Suite - Pre/Post Award)
(Sponsored and Non-Sponsored funding projections)
PI Dashboard
Other Harvard
Various
Other Research Finance Applications
Harvard Training Portal (research compliance training)
Vendor Hosted
Integration Across Systems
Selected relevant project, finance, and compliance integration data (ex. via API or Harvard Data Warehouse)
*One or more components not yet in use at Harvard or by existing Research Administration and Compliance systems.

5. University-Wide Compliance Site
Research Administration and Compliance Portal Project Future State (In Progress)
Researcher
Go live:
DUA: Dec ’18
Go live: Summer ‘20
Go live: Fall ‘19
University-Wide Compliance Site
Single point of access with partial unified “to do”
Huron-Click Portal
Shared Person Organization and Project Data Huron-hosted
HMS OAR-COI (HMS Interest Disclosure)
University-Wide COI (Non-HMS Interest Disclosure)
Agreements* (Data Use Agreements, Material Transfer Agreements, etc.)
IACUC (Animal Research)
Safety * (Microbiological Safety, Chemical Safety, Data Security, etc.)
ESTR-IRB (Human Subjects Research)
Huron Non-Click Portal
Huron Hosted
ECRT (Effort Certification)
Harvard Custom Harvard AWS
GMAS (Grants Management Application Suite - Pre/Post Award)
(Sponsored and Non-Sponsored funding projections)
PI Dashboard
Other Harvard
Various
Other Research Finance Applications
Harvard Training Portal (research compliance training)
Vendor Hosted
Integration Across Systems
Selected relevant project, finance, and compliance integration data (ex. via API or Harvard Data Warehouse)
Version 1: Dec ‘18
Version 2: 2020
*One or more components not yet in use at Harvard or by existing Research Administration and Compliance systems.

6. Research Administration and Compliance Portal Project Data Safety
“Data Safety” refers to the compliance activities relating to research data management.
This track of the project will address several key areas:
System of record for existing research data security review process
Work queues for researchers, reviewers and service providers
Transparency into security reviews, data storage options, and compliance
Who’s involved?
IRBs
School Security Officers
HUIT IT Security
Research Computing
Office for the Vice Provost for Research
System go-live: November ‘19. Official go-live: February ‘20

7. Research Administration and Compliance Portal Project Conflict of Interest
Currently, there are multiple conflict of interest (COI) and outside activities in place around the University.
This project tracks seeks to design and implement a (mostly) University-wide COI + outside activities system.
Fall ‘19 activities:
Completed school interviews and analysis of COI and outside activities processes
In November, deliver University-wide COI report including:
Current state processes, pain points
Future state requirements
Considerations for the design, build, and rollout of a new COI system
January 2020: kick off working group, executive committee
Potential go-live: Summer 2020

8. Major new feature: Integration with ESTR system for IRB approvals
Release overview
The next GMAS release will be available on November 18, 2019
Major new feature: Integration with ESTR system for IRB approvals

9. IRB Approvals in GMAS
How it works today
Answering “Yes” to human subjects creates an approval record in GMAS

10. IRB approvals in GMAS
How it works today
The approval is high level and manually edited by the Central offices

11. IRB approvals in GMAS
How it will work
IRB study details will be synced from the ESTR system
link directly to ESTR study
status and expiration
high level details

12. IRB approvals in GMAS
Initial entry
By default, GMAS approval status is “No study associated”

13. IRB approvals in GMAS In ESTR, submissions are linked to GMAS projects
ESTR funding link
In ESTR, submissions are linked to GMAS projects

14. IRB approvals in GMAS
GMAS will show all ESTR statuses and high level information

15. IRB approvals in GMAS
IRB bypass
When needed, Central administrators will be able to mark approvals as “Not Harvard IRB”

16. IRB approvals in GMAS
IRB bypass

17. IRB approvals in GMAS
ESTR links with no GMAS approvals

18. Updating security to allow automated Tub-wide standing teams
Other changes
Project summary will be able to be entered on the proposal creation page
A21 code will now show in the “More details” section of the segment home
Updating security to allow automated Tub-wide standing teams
Adding committed effort to the current/pending download
Miscellaneous bug fixes

19. https://gmas.fss.harvard.edu/
More information
Full release notes, documentation and job aids will be available on our website in the next few weeks
Subscribe to our blog for occasional updates

20. COST SHARING Other initiatives What’s next for GMAS?
We have been working on huge changes to cost sharing in GMAS, including:
New pre-award cost share form
New request type for cost share changes
More detail for capturing committed cost sharing
Better tracking of cost share expenses
We are expecting to release these changes in early Stay tuned for much more information.
Other initiatives
Committed effort
Better tracking of foreign components

21. Office for Sponsored Programs
RAS Friday:
Billing agreements
in GMAS
October 18, 2019
Marc Todesco – Associate Director, Research Finance, OSP

22. “Incoming” Billing Agreements
Harvard employees or trainees working at another institution on research related to a sponsored award
$ Payment
Harvard employees working at other institutions
Affiliate hospitals, MIT, Broad
Invoicing

23. Decentralized Processes
Challenges
Decentralized Processes
Difficult to identify how many there are University-wide
Estimate 75 at SPH and a similar amount at HMS
Much fewer at SEAS and FAS
Different invoice templates
Timeliness of billing and collections
Shadow Systems
For invoicing and collection
Tub/School
Dept

24. GMAS Release: September 9th
Entry of “incoming” billing agreements in GMAS
New Project Type:
“Billing Agreement”
New Funding Instrument:
New Invoice Type:
“Invoice-Billing Agreement” (I-BA)
Benefits of New Process
Standardized Setup
Ability to Track and Monitor
Centralized “Automated” Invoicing
AR Collections by OSP

25. The “Square Peg, Round Hole” Dilemma
Initial Request entry of BA’s will differ from normal processes
New business process with details
Future enhancements: TBD
Interim solutions being developed to improve workflow
Billing Agreements
GMAS

26. Pre-Award: Roles and Responsibilities
Sends unsigned BA
Fully execute BA
Update Allocations
Affiliate
Reviews BA
Entry of initial request in GMAS
Dept
Prioritized on GMAS Request Dashboard
Review BA and GMAS
Received by ospofficerinbox
@harvard.edu
(OSP Officer)
Partially execute BA
(OSP Officer)
Award Setup
(OSP GCS/Ops)
Pre-Award

27. At Proposal
New “project type” option for Billing agreements
Selecting this project type will not generate any person approvals (OAR, COI, PA)
Enter Project Title as “Billing Agreement: (project_title)”
This will help with identifying them on the Request Dashboard

28. At Award Setup New “Funding instrument” for billing agreements
Selecting this funding instrument will cause the fund type to be NE (even if the prime sponsor is federal)

29. GMAS Setup and Closeout
All Billing Agreements will be in the NE Range ( )
Year Logic Accounts (no carryforward)
Monthly Invoices
Automated “Harvard University Invoice” template (I-BA)
Based on GL Expenditures
Collections at 90 Days
Simplified Closeout
Budget to Expenditures
No Compliance Checklist
OSP will de-obligate balances (no carryforward)

30. Billing Agreement Resources
Overview of the new GMAS functionality and process
ZOOM Webinar
October 21st at 1-2 PM
Register in the OSP Calendar
Billing Agreement Business Process
Harvard employees working at other institutions
Affiliate hospitals, MIT, Broad

31. For pre-award questions and feedback:
Contacts
For pre-award questions and feedback:
UAT:
For billing and collection questions and feedback: or

32. Q + A