Research Administrator Monthly

1. Research Administrator Monthly December 20, 2018

2. Agenda • Announcements • New Team Members • Conflict of Interest • Year in Review • Feedback and Discussion: • New Subcontract PO and Invoicing Processes • New Independent Contractor/Consultant Determination Process

3. Year in Review – New Team Members Across Campus • Research Operations: • Grace Cashman, Senior Director, Research Administration • Mahara Pinheiro, Senior Grant Administrator • Justin Freeman, Business Analyst • Roberto Cabrera, Clinical Trial Financial Analyst • Yves Marcelin-Henry, Executive Assistant • Matteus Demelo, Grants Administrator • Mina Zeng, Research Financial Analyst • SimoniaBelnavis, Grant Accountant • Madeline Gallo, Accounts Receivable Analyst • Compliance: • Fanny Ennever, Research Compliance Officer • Sean Nabi, Privacy Officer • Department of Medicine: • Valine Valbrun, Grant Manager – Central Research Administration • Cheryl Brickey, Grant Manager – Endocrinology • Pediatrics • Chanda Robe, Finance and Operations Manager • Development • Brynn Detwiller, Senior Grants Officer

5. Conflict of Interest Alisia Lamborghini, JD, CHC Conflict of Interest Manager

6. Conflict of Interest: A Real-World Cautionary Tale Sept. 8 Sept. 9 Sept. 13 Sept. 14

7. Conflict of Interest: A Real-World Cautionary Tale Sept. 20 Sept. 25 Sept. 29 Oct. 1

8. Conflict of Interest: A Real-World Cautionary Tale Oct. 2 Oct. 9 Oct. 12 Dec. 6

9. Conflict of Interest: A Real-World Cautionary Tale Dec. 8

10. Conflict of Interest: BMC Process • Step 1: Compliance emails COI Smart link to those who need to report: • Clinicians • Investigators • Directors • Purchasers

11. Conflict of Interest: BMC Process

12. Conflict of Interest: BMC Process Step 2: Compliance follows up and implements management plans when needed • Your role: • Recognize potential conflicts • Remind investigators to complete COI Smart form • Refer questions to COI-Compliance@bmc.org

13. Year in Review 2018

14. Year in Review – Pre Award • Accomplishments FY 2018 • INFOEDNaming Convention • Over 95% active accounts have NOA’s - Uploaded NOA • All Subcontract awards for Active grants - Uploaded SUBIN • All Subcontract awards going forward are being uploaded SUBIN • All Subcontract going out are being uploaded SUBOUT • All Active Clinical Trials Agreements – Uploaded CONT (Total Project, million)

15. Year in Review – Research Finance Updated Processes: • Check Requisition review • Petty Cash review • Journal Entry uploads • Vendor Uploads • Subcontract Invoice • EZ Deposit scanner for check deposits with Citizens Bank Reporting and Metrics: • Transitioned to InfoEd- working towards our goal of going paperless • Developed a new AR Aging report to follow-up on Open AR • Updated all Advance/Fee budgets to match the contract amount • Submitted FY17 F&A Rate to DHHS • Began FY18 Space Survey to support annual Medicare Cost Report and F&A Rate Proposal • Closeouts more timely 2018 (315 closeouts completed)

16. Year in Review – Clinical Trial Office • VelosCTUpdates: • Calendars –PI/Study Team will have a chance to review & sign off on the calendars under “Study Set Up” in VelosCT • Checks/Invoices – PI/Study Team can find these documents under “Documents” Tab in VelosCT • Status Updates – PI/Study Team can find can check the statuses for each CTO scope of work MCA/Budget/CTA under ”Study Status” tab in VelosCT • Lawson Updates: • Budgets will be updated in Lawson based on revenues received for each CTO account • Pre & Post-Award Communication: • Inclusion of PI/Study Team on all with CTO Staff in both pre and post award • pre-award scope of work (i.e.budget negotiations) • post-award scope of work (i.e. invoices to sponsor/CRO)

17. Year in Review - Research Information Systems • Accomplishments: • Team re-build/re-organization and re-structuring and into BMC IT • Recruitment/Promotions/Cross-training • Standardization with BMC IT practice and policies • Web Re-design: • Consolidating internal and external websites into one external site: https://www.bmc.org/research-operations • Inventory management control to better synchronize doc updates • Current Process Improvements: • InfoEd Re-Implementation (in progress): • Data Cleanup • Expired user accounts deactivated/removed (839); • Sponsor names corrected/updated (68) / duplicates removed (20); spanning across (1200) proposals; • Developed internal processes to better manage data integrity for users and sponsors • Paperless Process Conversion: Post-award information to be entered into InfoEd for new accounts • Test Environment established (for training and testing) • FY19 Updates: • ‘VelosCTInfrastructure Upgrade (migration to cloud, enhance security improve performance) • Infor V11 Grants Module (Lawson re-implementation)

18. New Subcontract Purchase Order and Invoicing Processes

19. New PO Process for Subcontracts

20. New Sub Invoicing Process If you chose to deny payment, respond to the invoice email (within 10 days) and Research Finance will follow-up with you to help rectify any issues with the subrecipient No response from the PI and RA for 10 calendar days will constitute a negative assurance and Research Finance will pay the invoice

21. New Sub Invoicing Process - Transition • New Sub Agreements: • All new sub agreements and amendments will follow the new process and have the new sub invoice inbox included • Existing agreements: • We have contacted our subrecipient institutions and requested that they begin submitting invoices to BMCsubinvoice@bmc.org • Any invoices received by the Departments should be sent to BMCsubinvoice@bmc.org for processingalong with the valid PO# • Please forward any outstanding, unpaid invoices to BMCsubinvoice@bmc.org

22. Independent Contractor/Consultant vs. Subrecipient Policy Process

23. Independent Contractor/Consultant vs. Subrecipient Policy Flow Once HR, Pre-Award and Privacy Officer make their determinations the appropriate documents can be initiated. Any contested determinations will be brought to the Compliance Officer for resolution.