1. OSP Update MRAM - 10/10/2013 Lynette Arias Office of Sponsored Programs University of Washington

2.  Federal Demonstration Partnership (FDP)  NIH eRA Commons Working Group (CWG)  OSP FY2014 Projects  Subcontracts Update Today’s Report

3. What is FDP?  FDP - Federal Demonstration Partnership  10 Federal agencies / 119 research institutions  25 years / Began as Florida Demonstration Project  3 meetings / year in Washington, DC  Source of many grant streamlining over the years  Administrative, Faculty and Technical representatives participate:  Admin rep – Jeff Cheek – will change to Lynette  Faculty rep – Was Dave Eaton – looking for replacement  Technical rep – Jim Kresl  http://sites.nationalacademies.org/pga/fdp/index.htm http://sites.nationalacademies.org/pga/fdp/index.htm Office of Sponsored ProgramsPresenter Name

4. September 2013 FDP Meeting General Session Highlights  Emphasis on Public Access Policy - Agency plans due to OSTP 8/22.  NIH Payment Mgmt System subaccounts  Closeout requirements changing – shortening timelines  Most agencies in process of updating their policy guides  Recovery and Transparency Board extended for 2 years  All awaiting Omni-circular – target Dec 2013  Presentations from Sept meeting: http://sites.nationalacademies.org/PGA/fdp/PGA_084892 http://sites.nationalacademies.org/PGA/fdp/PGA_084892

5. Work of Committees split into three areas: Administration  General administration  Compliance Faculty Technical Usual FDP Agenda

6. September 2013 FDP Meeting Examples of subcommittees  Administrative Committee  Administration  Subawards – pursuing unilateral mods, fixed price template, subcontract template  Administrative Burden – Focused on NIH subaccounts  Project Certification – ongoing pilot  Contracts – troublesome clause discussion/database  Compliance  Animal subjects – new FAQ re: wildlife  Human subjects – HIPAA Omnibus final rule and research

7. September 2013 FDP Meeting Examples of subcommittees  Faculty Committee  Office of Naval Research’s Basic and Applied Research Portfolio  Work Life Balance  Faculty admin burden  Technical Committee  STAR Metrics  SAM – System for Award Management  Using rich media for grant applications  InCommon Single Sign-on / ScIENcv Pilot Project

8. NIH Commons Working Group  The Commons Working Group (CWG) is an open meeting that allows NIH to have a conversation with members of the user community to discuss electronic business processes between NIH and our grantee community.  This group meets three times a year in January, May and September in conjunction with the Federal Demonstration Partnership meetings.Federal Demonstration Partnership  In existence since around 2000  http://era.nih.gov/commons/about_CWG.cfm http://era.nih.gov/commons/about_CWG.cfm

9. September 2013 CWG Meeting  eRA Commons updates  Updates to personal profile (required fields, etc.)  Forms C  SBIR reauthorization project  ASSIST updates – requesting feedback on our experience  RPPR – Oct 22 webinar. To be rescheduled based on shutdown

10.  Closeout – policy changes coming, so they are relooking at closeout module and opening things up for comments, changes needed, usability, etc.  Implications of Requiring Commons Users IDs (grad students, undergrads, post docs, etc)  Roles, rights and delegations (relooking at how people are using roles, making some changes, adding, deleting) September 2013 CWG Meeting

11. Focus on process improvement in four key lines of business:  Proposals  Awards  Subcontracts  Other Administrative Actions OSP Key FY2014 Projects

12.  Proposal  Clearly defining “sponsored project” and what type of agreements are the responsibility of OSP – Fall 2013/Winter 2014  Proposal review standards/guidelines– Fall 2013/Winter 2014  Award  Enhanced tracking of pending Funding Actions – in process  GCA/OSP workgroup to assist “back and forth” process – in process  Updates to FA itself – Fall 2013/Winter 2014 OSP Projects University of WashingtonPresenter’s Office

13.  Subcontracts  Process assessment and improvements - ongoing  System development to support process – next 1-2 years  Team changes & new Assistant Director  Campus workgroup – reconvening  Enhanced tracking, communication and education  Other administrative actions  Assessing options for centralized system intake OSP Projects

14.  Process updates completed  Updated version of FDP template being used  Expanded use of this to include all Fed Grants & Cooperative Agreements  Process changes around flowdown of prime terms & conditions  Moving now to standard non-FDP template for Fed contracts and all non-fed agreements  Fully executed agreement now being attached in SAGE / eGC-1  Added in subrecipient review/risk assessment at time of subaward issuance – Subrecipient Certification Form  With Subrecipient Financial Questionnaire for non A133 entities Subcontracts Process Improvements

15.  System projects  Working with ORIS on three key priorities  System solution to track information on actual subrecipient entity  Enhanced reporting on subcontracts and subrecipient entitites  Intake system – for “Request for subcontract”  As well as longer term wish list / “subcontract module”  Future activities  Enhanced tracking of all subcontract activity within OSP  Enhanced connection to Funding Action to trigger need for sub  Discussions with Accounts Payable, Procurement and GCA for further efficiencies in areas such as:  Invoice discrepancies  After award subcontracts and how to better account for these Subcontracts Updates University of WashingtonPresenter’s Office

16. Subrecipient Monitoring Subrecipient Monitoring is the process of providing oversight on subawards throughout their lifecycle.

17. Task/ResponsibilityResponsible Party Obtain the appropriate information prior to submitting the proposal (statement of intent, accurate budget, statement of work) PI/Department Review appropriateness of subreceipient entity prior to issuing sub OSP Execute an agreement consistent with A-133 requirements OSP Review entities on an annual or ongoing basisOSP Track scope of work & expenditures by the subcontractee to ensure project is on time, on budget, within scope, and costs are allowable PI/Department Roles and Responsibilities

18. Next Steps Subrecipient Monitoring Project  Future activities  Reconvene campus workgroup  Form new workgroup for departments with heavy foreign activity  Have focused conversations with individual departments with heavy foreign subcontract activity to learn more about specific needs on their ongoing relationships with subs  Modify processes for foreign subrecipients, as needed  Continue campus communication  Update subcontract webpage, resources

19.  Always submit a letter of intent by the SC-PI and countersigned by the authorizing official of his/her institution  There may be subrecipients that either we are not able to subcontract with or we will need to increase terms & conditions and tracking based on review  Look in SAGE for a full/final version of the subaward documents  New Subcontracs Assistant Director – Marcea Kato. 10/28 Wrap Up / Reminders