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University Of Hawai‘i Office of Research Services. UH Manoa Faculty Senate Meeting December 10, 2008 ORS Overview. Agenda. Who comprises the research management team at UH? What is ORS’ role and responsibilities? What services have been enhanced at ORS in the past two years? . 2.

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University Of Hawai‘iOffice of Research Services

UH Manoa

Faculty SenateMeeting

December 10, 2008

ORS Overview

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  • Who comprises the research management team at UH?

  • What is ORS’ role and responsibilities?

  • What services have been enhanced at ORS in the past two years?


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Awards and Federal Expenditures for the UH System Last Ten Years


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Why is Research Administration Important?

Awards and Federal Expenditures for the UH System

As Federal expenditures steadily increase the importance of research administration becomes more evident.

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UH Research Administration

  • VPR and VCR

  • Unit Heads (Dean, Director, Chair)

  • Administrative Officer/Fiscal Officer

  • Office of Research Services (ORS)

  • Office of Technology Transfer and Economic Development (OTTED)

  • UH Office of Human Resources

  • UH Financial Management and Procurement

  • RCUH – Services Provider Agency

    • RCUH Human Resources

    • RCUH Procurement


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UH Research Compliance Offices

  • UH Research Compliance Offices

    • Environmental Health & Safety Office (EHSO)

    • Vice Chancellor for Research, UH Manoa (VCR - Conflict of Interest; Research Misconduct)

    • Information Technology Services (ITS - Data Security)

    • Risk Management (ORM)

    • Committee on Human Studies (CHS)

    • Institutional Animal Care & Use Committee (IACUC)


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Office of Research Services

  • Performs institutional review and submission of the proposal on behalf of the University

  • Negotiates sponsored agreements

  • Accepts awards on behalf of the University

  • Acts as institutional liaison for post-award changes requiring sponsor approval or notification

  • Performs accounting, billing and reporting functions

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Office of Research Services

  • Negotiates indirect cost (F & A) rate agreements

  • Coordinates financial compliance audits performed by external parties

  • Performs periodic financial compliance reviews

  • Provides technical advice regarding federal, state and sponsor requirements

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Administrative Operations

Information Systems Support

Grants & Contracts Administration


Grants & Contracts Kaka’ako & Maui Satellite Service Center






Fiscal Accounting

Projects Financial Services

Cost Studies and

Rate Analysis

Office of Research Services

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ORS - Challenges in the Past

Over 9,000 active accounts in the system, of which 6,000 accounts needed to be closed

3,000 of the 6,000 accounts > 3 years old

Timely Billing

Collection Efforts

Filing of Final Reporting

Timely Closeout


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ORS – Updates and Improvements

  • New Closeout APM A8.954 policy - July 2007

  • Converted Excel invoice log into new Access database system - January 2008

  • Re-engineered the reconciliation, deposit and collections business process

  • Prepared A/R aging reports from new invoice database


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ORS – Updates and Improvements

  • Automated the billing process through ITS programmed for standard invoices - July 2008

  • Enforce Closeout APM A8.954 policy deadlines

  • Created Online PI Orientation available via ORS Web site:


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Billings and Payments

From January – June 2008

  • 2,888 Invoices issued total to $ 81.8 M

  • Total payments received $ 202 M

    • Payments from invoices $ 90 M

    • Payments from LOC $ 112 M

      From July – November 2008

  • 2438 Invoices issued total to $ 68.8 M

  • Total payments received $ 150.6 M

    • Payments from invoices $ 69 M

    • Payments from LOC $ 81.6 M

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Contract Review

ORS has an average of 85 award documents under review at a given time

The award review and approval process can take a few days to several months depending on the complexity of the contracts

Within the past 3 months, the average turn-around time for new agreements has been around a month


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Common Causes for Delays in Contract Execution

Inconsistencies among documents

Requirement of Board of Regents Approval

Sponsors' slow response and/or unwillingness to compromise

Sponsor requires additional documentation

Unusual contract clauses that require additional review by UH General Counsel

Requirement of Office of Risk Management review for insurance purposes


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ORS Resources


  • ORS newsletter

  • Resource available on ORS Web site:

  • Contact the ORS Helpline:

    956-5198 or