Cradle to grave workshop Post Award

1. Cradle to grave workshop Post Award June 9, 2014 Katherine Newkirk, kbnewkirk@jhmi.edu Research Service Manager, Division of Infectious Diseases

2. The Post Award Process • The Notice of Grant Award (NGA) • Post award begins! • Distribute the Budget in SAP • Subaward Set-up (if included in award) • Adding Salaries via Eforms • Account Reconciliation • Best Practices • Progress Reports

3. The Notice of Grant Award (NGA)

4. NGA – cont.

5. NGA – cont.

6. Distributing the Budget (Handout) • Use a template to assign dollars amounts to the Sponsored Class Categories • Reduce Data Entry Errors • Save a Record of Entry • Things to Remember in GM Budget Create • Your Credit and Debit amounts must always equal • Enter in amounts in the today’s current FY, not necessarily the FY that the budget covers • Include Revenue Sponsored Class if transferring amounts to more than one IO within a grant.

7. Subawards Set-up • ORA Subcontract Office will email you and ask to complete the following to generate a Sub agreement • Subaward Info Sheet (Handout) • Statement of Work, which includes deliverables table • Significant Financial Interest (SFI) Form for Subs • IRB/IACUC Approval letters (if applicable) • ORA Subs will then send the partially executed agreement to the Subrecipient • The agreement is not executed until the Subrecipient signs & returns the agreement to ORA Subs for 96*IO creation Subaward set-up takes time, this should always be a priority after the NGA is issued!

8. Subrecipient Monitoring • Fast Facts for July 1st Changes • http://www.hopkinsfastfacts.org/PPT/FFJune04_2014.ppt • Track your Subrecipient Invoices & Remaining Balance

9. Adding Salaries - Eforms

10. Salary Distribution for FY

11. Account Reconciliation - Overview • Needs to be completed on all sponsored IOs within 60 days of month end to be considered timely • Run BW Reports to get your account detail for review • Create a Review Sheet to document any unallowable expenses for transfer • PIs must sign off Doesn’t count without documentation!

12. Account Reconciliation – PI Review

13. Sponsored Rev-Exp Summary

14. Sponsored Rev-Exp Detail

15. Summary of Gross Salary

16. Vendor Payment

17. Best Practices • Work closely with SPSS, and especially your specialist on workflow. • Constant review of funds. • Communicate with PI’s! Often small conversations and side comments will be revealing • Timely processing of any accounting items Great post-award practices will make reporting effortless!

18. Importance of Organization • Attention to Detail • Avoid Errors • Work “Smarter not Harder” • Improve Performance • Teamwork • Increases Efficiency • Raises Self-Esteem • Promotes Creativity • Creates Unity • Increases Communication

19. Shadow Systems • Excel, Excel, Excel • Adobe Forms • Chart of Accounts • Salary Distribution • Subrecipient A/P • Projection Worksheets • Reconciliation • Progress Reports

20. Progress Reports - Overview • Yearly reporting that updates the sponsor as to the status of the project • Science – PI Responsibility • Admin/Finance – RSA Responsibility • PIs/RSAs work in tandem the same way they do in preaward. • Completed electronically via eRA Commons as RPPR • commons.era.nih.gov • http://grants.nih.gov/grants/RPPR/rppr_instruction_guide.pdf

21. Progress Reports – PI Components • Accomplishments • Separate 2 pg pdf • Plans for next Reporting Period • Publications • PI must use MyNCBI • Other Support Pages for Key Personnel (Handout) • Anticipated Challenges or Delays/Significant Changes • Inclusion Enrollment Report/IRB and IACUC approvals • Carryover Balance • Must explain if over 25%

22. Progress Reports – RSA Components • Assembling PI Components into the RPPR • Assign Admin & Signing Officials • Participants • Add all personnel over 1 cal month (8% effort) • PI included regardless of effort • Budget, if applicable • Route to your Signing Official for direct submission You must also complete a Coeus PD

23. Questions • Katherine Newkirk, kbnewkirk@jhmi.edu • Research Service Manager, Divof Infectious Diseases