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SPA 101. Nancy Duncan Award Analysis Supervisor Sponsored Projects Administration. Introduction . SPA 101, Project Management Responsibilities “Who Does What”

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Spa 101

SPA 101

Nancy Duncan

Award Analysis Supervisor

Sponsored Projects Administration


  • SPA 101, Project Management Responsibilities

  • “Who Does What”

  • This course examines the post-award cycle and explores the distribution of responsibilities and oversight within the Sponsored Projects Administration (SPA) office


  • This course is intended for “department administrative staff”—including department administrators, division managers, department fiscal managers, department effort coordinators, etc.

What is spa
What is SPA?

  • SPA is Sponsored Projects Administration, the “post-award” office that advises and assists Principal Investigators (PIs) and department administrative staff in the fiscal management of sponsored project awards

Stewardship agreement
Stewardship Agreement

  • Working with constituency groups, SPA has created a Stewardship Agreement document to clarify roles and responsibilities related to the management and oversight of sponsored projects

  • Stewardship Agreement available online:

Spa as part of rda
SPA as part of RDA

  • SPA is one of eight separate units in Research Development & Administration (RDA) under the direction of the Vice President for Research

  • RDA comprises eight separate units with distinct roles and responsibilities

Spa provides oversight
SPA Provides Oversight

  • SPA acts as the institutional intermediary between the OHSU community (PI’s, depts, etc) and the external agencies (NIH, NSF, etc) that provide funding for sponsored projects

  • SPA provides oversight for PI and department level management of sponsored project expenditures

Spa protects ohsu
SPA Protects OHSU

  • SPA invoices (or draws funds from) sponsors based on expenditures

  • SPA makes sure OHSU adheres to the rules and regulations governing the use of sponsor funds

  • SPA handles financial reporting to sponsors

  • SPA coordinates the annual A-133 audit

Spa as post award
SPA as “Post-Award”

  • For SPA, as the “post-award” office, the grants life cycle starts at Award Setup

  • Three pre-award offices:

    • Technology Transfer and Business Development (TTBD)

    • Clinical Trials Office (CTO)

    • Research Grants and Contracts (RGC)

Transition from pre award
Transition from Pre-Award

  • Award Setup Process Overview

  • Flowchart:

Account setup
Account Setup

  • Award Packet received from pre-award office and routed to appropriate SPA Senior Financial Analyst (SFA)

  • Award analyzed by SFA

  • Account(s) setup in OGA by Setup Specialist

  • Accounts use POETA String

    Project-Org-Expenditure Type-Task-Award

    Award: ACDRC0100

    Project: GCDRC0100A

Transition from pre award1
Transition from Pre-award

  • Complete Award Packet includes:

    • Copies of final application with budget

    • Copy of award document (NoGA) from sponsor

    • Fully completed Proposed Project Questionnaire (PPQ)

    • Institutional Review Board (IRB) approval and/or Institutional Animal Care and Use Committee (IACUC) approval, if applicable

    • Fully completed Application Worksheet

    • Completed Account Set-up Worksheet


  • Jellyfish: Account Setup Tracking Tool available online


Setup questions
Setup Questions

After reviewing Jellyfish for status:

  • Direct any post-award account setup questions to the appropriate pre-award office representative or to the SPA-assigned Senior Financial Analyst (SFA)

  • RDA Account Distribution List:

Account setup1
Account Setup

  • Award and Project(s) set up in OGA (Oracle Grants Accounting)

  • Notice of Account Setup/Revision sent to Principal Investigator and appropriate department contacts

  • Sample documents available online:

Post award activities
Post-award Activities

  • A one-page Post-award Responsibilities Flow Chart is available on the SPA website:

Account activities
Account Activities

  • Indirect and direct charging of costs initiated by Department

    • Payroll Labor Charges

    • Purchase orders and AP invoices

    • Internal Billing System (IBS) charges from campus service centers

  • Cost transfers

Oracle grants accounting
Oracle Grants Accounting

  • Oracle Grants Accounting (OGA) is OHSU’s system of record for all awards and projects

  • Many grant management reports are available through OGA and the OGA Data Warehouse (Discoverer)

  • Grant spending should be monitored by PI’s (with dept admin help) on a monthly to quarterly basis

Oga access
OGA Access

  • Request OGA access using the online Oracle Financials Access form found on the Administrative Information Systems (AIS) website:

    • OGA Reports OHSU (*no training required)

    • OGA All Project Inquiry Non-Payroll OHSU

    • OGA All Project Inquiry Payroll OHSU

  • Attend OGA training class:

  • Account management by dept
    Account Management by Dept

    • Review accounts regularly (monthly-quarterly)

      • OGA Inquiry

      • OGA Reports

      • OGA Data Warehouse

      • HR / Payroll Data Warehouse

    • Review for unallowable expenses

    • Monitor encumbrances

    • Review for overdrafts

    • Initiate cost transfers, as needed

    Account management by dept1
    Account Management by Dept

    • Continue to track account balances after project end date

    • Maintain contact with SPA-assigned SFA

    • Review OGA and Discoverer / Data Warehouse reports to make sure Payroll transfers have been handled properly

    Pi review of expenditures
    PI Review of Expenditures

    • PI’s should work with department staff to be provided with monthly to quarterly financial reports

    • The PI is ultimately responsible to ensure the appropriateness of all project expenditures and to ensure that the project functions within total awarded amounts

    Pi responsibilities
    PI Responsibilities

    • The Principal Investigator (PI) is the individual responsible for overall programmatic and managerial conduct of a sponsored project

    • PI retains primary oversight responsibility even for delegated tasks

    • The PI and dept staff should maintain open communication about sponsored project management issues

    Account oversight by spa
    Account Oversight by SPA

    • SPA SFA’s have oversight of account management by department

    • SFA’s are an important resource for department administrators—call them with your questions

    • SPA Account Distribution List:

    Account oversight by spa1
    Account Oversight by SPA

    • Prepare annual financial status reports (FSR) and monthly cost-reimburseable Invoices for sponsors. Many FSRs are for internal purposes only!

    • Performs A-21 unallowable reviews

    • Completes budget adjustments

    • Performs close-out functions

    Cash management
    Cash Management

    • Processing of all cash receipts and applying them to appropriate OGA Award

    • Preparation of weekly draw

    • Preparation of quarterly reports

    • Holly Fox, Cash Management Senior Financial Analyst

    Effort reporting
    Effort Reporting

    • Principles of OMB Circular A-21:

      • Federal awards may not be charged more than the labor expended

      • Grantees must meet acceptable levels of documentation and accountability for effort in relation to salary and wages

      • Penalties for non-compliance are severe

    Effort reporting at ohsu
    Effort Reporting at OHSU

    • Effort Certification Statements (ECS) distributed semi-annually

    • ECS are created for all employees paid (at least in part) on federal awards and generated according to paid effort

    • Certified effort should equal actual effort

    • Department effort coordinators work with covered individuals to review and certify

    • Certified reports kept on file at SPA for audit

    Effort certification
    Effort Certification

    • Amber Roberts

    • Institutional Effort Coordinator

    • X4-6984



    • Principal Investigator Responsibilities

      • Technical reports and any deliverables

      • Patent disclosures

      • Invention statements

      • Scientific record retention

      • Oversight of all department responsibilities


    • Departmental Responsibilities

      • Tracking project end date

      • Timely filling out of reports

      • Removal of encumbrances

      • Verifying appropriateness of expenses

      • Notifying SPA that technical report is sent

      • Record retention


    • SPA Responsibilities

      • Coordination with department administrators

      • Removal of unallowable expenses

      • Preparation of final financial report (e.g. SF-269) or final invoice

      • Submission of Final Invention Statement

    Further resources
    Further Resources

    • Post-award Education Program (PEP) classes

    • Sponsored Projects Information Network (SPIN) meetings

    • SPA Website:

    Post award education
    Post-award Education

    • SPA offers a series of ten Post-award Education Program (PEP) classes to teach “department administrative staff” about post-award management topics

    • Attend PEP classes to learn more about all the post-award topics

    • For more information, contact SPA Education at

    Spin meetings
    SPIN Meetings

    • Sponsored Projects Information Network (SPIN) meetings are held the third Thursday of each month at 9:30am in UHS 8B-60

    • SPA, RGC, and other RDA units present on current sponsored projects topics

    • Archived SPIN meetings and newsletters are available online:

    Spa stewardship agreement
    SPA Stewardship Agreement

    • Similar to a “Service Level Understanding” or SLU, the SPA Stewardship Agreement documents shared roles and responsibilities in the management and oversight of sponsored projects.

    • Complete SPA Stewardship Agreement available online:

    • Summary documents for school/unit, PI, and department responsibilities

    Spa 1011

    SPA 101