bslc, rm 001 924 east 57th street march 24, 2010 9:30-11:00 am research administration town hall
TRANSCRIPT
BSLC, RM 001924 EAST 57TH STREET
MARCH 24, 2010
9:30-11:00 AM
Research AdministrationTown Hall
Agenda
URA UpdatesSponsored Award Accounting UpdatesAURA UpdatesOpen Question & Answer Session
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URA Updates
Office UpdatesURA WebsiteCommunications with SponsorsPI Eligibility ChangesNew Transmittal FormsGrantsXpress Live
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URA Website Re-Design
• To make it easier to find information • Better search-ability• An architecture that facilitates the search for
information
• To increase functionality of site• Home page more interactive – quick links,
announcements and news sections, agency-specific information
• To improve site “look and feel”• More modern and university-branded design that
will improve the overall use of the website
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Web Site Timeline5
Contact Information
Vanessa Rook: [email protected] Wolter: [email protected]
If you have additional questions or ideas about the website redesign, please use the Contact Us section of the URA website to send us a message!
researchadmin.uchicago.edu/about/contact_us.shtml
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Communication with Sponsors
Agency Grant Specialist
URA
Agency Program Director
PI
Department Administrato
r
Sponsor
UChicago
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PI Eligibility Changes
Guidelines for Grant & Contract Management, Policy 201 Updated March 2010
Policy: Full time, salaried academics with the titles Professor, Associate Professor, Assistant Professor, Instructor, Senior Scientist, Senior Research Associate, Research Scientist, or Research Associate with parenthetical rank of Assistant Professor, Associate Professor, or Professor are eligible to serve as principal investigator on proposals submitted to any outside funding agency in support of research, training, or other sponsored activities. [Note: Requests for early Principal Investigator status (for current employees who are expected to be promoted to a PI-eligible position in the near future) must be accompanied by a conditional letter of offer].
http://researchadmin.uchicago.edu/guidelines/200/201.shtml
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New Transmittal Forms
New PTF Assurance in Section X. Declarations:
PI represents that neither PI nor any other Key Person listed on the proposal is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from receiving federal monies.
PTF, CTTF and MTA forms have all been updated and posted on URA Website.
http://researchadmin.uchicago.edu/about/forms.shtml
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Sponsored Award Accounting Update
A-133 AuditsAnnual Certification StatementsSummer SalariesF&A Rate UpdateVendor Lookup Website Changes
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A-133 Audits
• FY 2009• No findings
• What do Auditors examine• Compensation expense: Were effort reports (Annual Certification
Statements) completed? Did key personnel fulfill commitments?• Procurements: Were University policies followed? For equipment
acquisitions was an equipment screening performed and documented and were property tags affixed ?
• Cost transfers: Were University policies followed? Is there any indicators that transfer was done to use up available funds?
• Reporting: Were financial, technical and other reports completed?• Eligibility: Were award participants (e.g. training award trainees)
eligible to participate?• Matching: Were cost sharing requirements met?• Program income: Was program income accounted for and use in
accordance with award terms?• Subrecipient monitoring: How were subrecipients monitored?• Special provisions: Were special provisions met?
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Annual Certification Statements
FY2009 95% of ACS’s were completed on time. 98% were completed within one week of due date. 99% were completed within 1 month of due date Remaining 1% had problems that are being actively
managed.
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Summer Salaries
Policy implemented last summer remains in force. No more than 95% of any summer month payment—even if
the summer month payment reflects a reduction from the normal monthly pay rate—can be charged to sponsored awards.
Summer salary is limited to 2.5 months Exceptions must be approved by dean and Provost Office.
Faculty effort that may not be charged to sponsored award Vacation, teaching, non award administration activities,
another award’s proposal preparation, and travel unrelated to award
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F&A Rate Update
Fixed F&A rates run through FY11Next F&A Rate Proposal will be based upon FY10
Actual Costs. Will serve as basis for negotiating FY12 and later rates.
Major Impacts on FY10 rate calculation: Large increase in base due in part to ARRA funding New and renovated buildings
KCBD Searle
Space study Space study is being conducted now Research utilization is driven by:
Occupant information in BSD and PSD Research salaries in other units
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Vendor Lookup Web Site Changes
Lookup now allows search by Minority Business CodeOther search criteria:
Vendor name City State Product or service AP Vendor No.
Access at https://vendor-query.uchicago.edu/URVendorqueryUA.php
Or through Financial Services or AdminNet Web sites
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AURA Update
AURA Background and ScopeAURA-GrantsXpressAURA-Full Grants
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What is the AURA project?
Overall project AURA objectives: Streamline and automate research administration
Proposal Development System to system submission to Grants.gov (federal grant portal) On-line proposal development On-line proposal routing on campus Easier budget development
Protocol Management On-line protocol creation On-line IRB committee meeting management
Robust reporting on research administration activities Reduce the administrative burden on faculty and staff Reduce the regulatory compliance risk for the University
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AURA Functional ScopeThere will be 3 key rollouts over the 2.5 year project to implement the business improvement process for the approved scope.
Rollout Status High Level ScopeGrantsXpress Deployed January
2010 (pilot)•For Click Supported NIH SF424 Proposals: - Electronic Routing - System-To-System
Grants In Design
Estimated Go-Live March 2011
•GrantsXpress plus: - Funding Opportunities - Electronic Transmittal Form - Campus Routing - Proposal Development - Budget Development - System Reporting - Data Warehouse Reporting
IRB In Plan & Analyze
Estimated Go-Live September 2011
•IRB Protocol Management•IRB Meeting Management
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AURA-GrantsXpress
Proposal development of new, renewal and resubmissions of NIH R, K (select) and F-series applications Funding Proposal (the new PTF) SF424 Generation
Process automation – on-campus routing and approval
System-to-System Submission to Grants.govLimited transactional reporting on submission statusAURA-GrantsXpress Pilot groups began submitting
in January 2010 19 proposals submitted to date
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AURA-GrantsXpress Rollout Plan
Event Date Location/time
Group 3 Introduction MeetingApril 14 (Wednesday)
1155 E 60th – rm 314 @ 1:30pm
Group 4 Introduction Meeting April 27 (Tuesday) 1155 E 60th – rm 314 @ 9:30am
Role Assignment Worksheets Due
May 7 (Friday)Email: [email protected]
Role Assignments in AURAMay 19 (Wednesday)
AURA System
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Group 3: Psychiatry, Harris Grad. Sch. Public Policy Studies, Obstetrics and Gynecology, Organismal Biology & Anatomy, Pediatrics, Radiation Oncology, Surgery, Humanities
Group 4: BSD Centers and Institutes (CHESS, UCCRC), Argonne National Laboratory, Biochemistry/Molecular Biology, Chapin Hall, Computation Institute, Ecology & Evolution, Family Medicine, Health Studies
The role assignment worksheet is available at: http://aura.uchicago.edu/
If your department is missing from the list, please contact Lynda ([email protected]).
AURA-GrantsXpress Training Resources
Web-modules1. Grants Xpress Login
2. Workspace/Navigation/Executing Activities3. Generating SF4244. Approval Process
a) Unit (Departmental) Approvalb) URA Approval
5. PI- COI/Assurances Activities6. Final Preparation
Computer Lab Sessions Schedule on AURA Website (http://aura.uchicago.edu/)
Training Resources on AURA website Quick reference Guides Checklists
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AURA GX vs. Full Grants
Additional Full Grants Scope
GrantsXpress Scope
GX=NIH R,K, F series(new, renewal and resubmission)
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Phase
Estimated Timeline Key Activities
COMPLETEJuly – 2008September 2008
•Define Initial Scope•Define Project Organization Structure•Select Software
February 2010 •Finalize Team •Establish Key Project Processes•Develop Project Plan
March 2010 – July 2010
•Conduct Design Sessions•Conduct Fit-Gap Analysis•Develop Detailed Functional and Technical Specifications
August 2010 – December 2010
•Configure and Unit Test Software•Develop and Unit Test Customizations•Define Security, Training and Testing•Conduct String Testing
December 2010 – February 2011
•Conduct Integration, Stress and Regression Testing•Deliver Training•Define Final Cutover Plans and Complete Go/No-Go
March 2011 – April 2011
•Execute Cutover•Provide Post Production Support•Develop and Communicate Transition Plans
Discovery
Plan and Analyze
Design
Build
Test and Final Prep
Deliver and Stabilize
Full Grants Estimated Phase Timeline and Key Activities
Design Session Status
Design Session SeriesNumber of Sessions
Status of Session
Federal Proposal Development (Funding Proposal (FP) and Budget) Process
3 Complete
Non Federal, Non CT Proposal Development Process
2 Complete
Clinical Trial Proposal Development Process
1 Not Started
Pre-Award Workflow 3 Complete
Researcher Profile 1 CompleteAward Acceptance and Management
3 Not Started
Other Workflow (Continuations, Revisions)
3 Not Started
TRACS Data Conversion 4 In Progress
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Business Advisory Committee
Primary Roles and Responsibilities Serves as liaison between the project and business
Act as change agents for the project to the business
Provide specific area and process knowledge (SME)
Provide ongoing validation and clarity of process design and requirements to ensure business needs are being met
Participate in design and requirement gathering sessions, where appropriate
Advise and advocate policy change, as needed
Assist in organizational change management activities, as needed
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Business Advisory Committee
Name Title Email
Suzanne A. Fournier Asst. Dean, Adm. & Dir., Grants & Contracts, SSA [email protected]
Michael R. Grosse Assoc. Dean of Administration , Physical Sciences Division [email protected]
Robert G. Sullivan Exec. Administrator Dept. Molec. Genetics & Cell Biol. [email protected]
Adrienne Thomas Grants Specialist SSD Business Ctr. [email protected]
Lauren Zajac Dir. of Sponsored Progs. Dept. Med., [email protected]
Henry WayFinancial Director Physical Sciences Division, Local Business Center
Susan Boone Deputy Director Univ. Research Adm. (URA) [email protected]
Florence Hou Sr. Analyst, BSD Dean's Office [email protected]
Steven Camp Executive Director, Oriental Inst [email protected]
Nancy Hudson Pre/Post Award Administrator Computation Institute [email protected]
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Faculty Advisory Group
Faculty Advisory Group Serve as advisors for any relevant outstanding
design decisions Participate in relevant design sessions or appoint
other faculty member attendees Assist in communicating AURA application changes
to peer community Review change management materials as
appropriate
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Faculty Advisory Committee
Name Title Email
Andrew DavisProf. Dept. Geophysical Sci., Enrico Fermi Inst. and the College
Dario MaestripieriProf. Dept. Comparative Human Development, Cmte. Evol. Biol., Cmte. Neurobiol., Inst. Mind & Biol. and the College
Mark J. OregliaProf. Dept. Physics, Enrico Fermi Inst., and the College
Anne I. Sperling Assoc. Prof., Pulm. & Crit. Care, Dept. Med. [email protected]
Umberto Tachinardi
Asst. Dean for Academic & Research Informatics, BSD Director of Informatics, MSc, Comprehensive Cancer Ctr.
Donald G. YorkHorace B. Horton Prof. Dept. Astronomy & Astrophysics, Enrico Fermi Inst., and the College
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There will be two key Reporting rollouts for Full Grants
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AURA Full Grants Reporting Roll-Out Strategy
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AURA Next Steps
Timeframe Activity Attendees
April 2010 Attend Design Session Wrap Up Meetings
Design Session participantsBAC/FAC
May 2010 Attend Proof of Concept Design Session participantsBAC/FAC
June 2010 AURA-GrantsXpress available to campus
Everyone!!
Summer 2010 Finalize Functional Design/Build AURA Team
September 2010
Research Administration Town Hall
Everyone
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Contact Information31
Contact Name Email Phone
URA Carol Zuiches [email protected] 773-702-8604
SPA Casey Murray [email protected] 773-702-1949
AURA Lynda Wolter [email protected] 773-702-6309
AURA Erika Wingate [email protected] 773-412-4075
AURA-Training Cyndie Shannon [email protected] 773-834-2182
AURA –ReportingNolen Hendreson
[email protected] 773-702-0134