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Subcontracts. New Policies/Procedures Brown Bag March 24, 2010 Deb Fisher, Director ORS Preaward. ORS Subcontract Personnel. Flossie Perry – Subcontract Administrator Susan Pomponio – Sr. Subcontract Administrator Tina Hunt – Subcontract Admin. Assistant

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Subcontracts

New Policies/Procedures Brown Bag March 24, 2010

Deb Fisher, Director ORS Preaward


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ORS Subcontract Personnel

  • Flossie Perry – Subcontract Administrator

  • Susan Pomponio – Sr. Subcontract Administrator

  • Tina Hunt – Subcontract Admin. Assistant

  • Kim Garrison – Director, Post Award Administration

  • Tina Nemetz – Subcontract Assistant

  • TBD – Subcontract Associate Director


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Subcontracts Focus Group

  • Deborah Fisher, Research Services

  • Angela Hay, School of Medicine

  • Tina Hunt, Research Services

  • Gayle Meadows, School of Medicine

  • Tina Mellon, School of Arts and Sciences

  • Peggyanne Molli, School of Arts and Sciences

  • Linda Nace, School of Medicine

  • Flossie Perry, Research Services

  • Susan Pomponio, Research Services

  • Christine Zay, School of Arts and Sciences


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Subcontract Statistics

  • First qtr. 2010: 146 new subcontracts and 76 modifications – 36% increase from first qtr. 2009

  • 90% increase in number of BA memos in February from average over the last 12 months – shows effectiveness of new mailbox.


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Subcontract Process

  • Receipt of Subaward request form

  • Determination of package completeness

  • Subrecipient monitoring

  • Assembling subaward and sending to subrecipient

  • Receipt of executed subaward and final execution

  • Issuance of notice to dept. BA to process PO



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Receipt of Subaward request form

  • Challenge in distributing and tracking the volume of requests received

  • Establishment of dedicated email account

  • One person responsible to assign requests based on fund number

  • Subfolders allow tracking of request status from receipt until completion

  • Mandatory use of PennERA activity log as status source available to the department


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Determination of package completeness

  • More than half of the subaward request forms received are incomplete

  • What information does ORS need and why?

  • Revised form content and format for easier completion

  • Decision regarding responsibility for obtaining certain information and documentation has affects on processing time at ORS


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Subrecipient Monitoring

  • Converting from a “reactive” to a “proactive” approach

  • New procedure to request A-133 reports as well as financial reports from all current sub-recipients beginning each April.

  • Current recommendation remains that departments should request foreign subs at, or close to, the time of proposal rather than waiting until the award is received.


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Assembling subaward and sending to subrecipient

  • Template choices, sending signed or unsigned agreements, distribution process

  • Thorough review of all available templates – decision on appropriate templates for use – central location for easy access

  • New policy to send subcontracts unsigned when all documentation is not yet available

  • New policy to send all subcontracts electronically to both subrecipient sponsored programs official and dept BA when identified


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Receipt of executed subaward and final execution

  • Executed subcontracts being received different places at ORS

  • Cover letter clearly states that subcontracts should be sent electronically to [email protected]

  • Subcontracts received by ORS staff are to be forwarded to same email address

  • Subcontracts received hard-copy are scanned and sent to same email address


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Issuance of notice to dept. BA to process PO

  • Lag time in issuance of BA memos – responsibility for new vendors

  • One person responsible for issuance of BA memos.

  • BA memos issued electronically

  • Dept BA’s responsible for identifying and establishing new “suppliers” with Purchasing.


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