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Cradle to grave workshop Post Award. June 9, 2014 Katherine Newkirk, kbnewkirk@jhmi.edu Research Service Manager, Division of Infectious Diseases. The Post Award Process. The Notice of Grant Award (NGA) Post award begins! Distribute the Budget in SAP

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cradle to grave workshop post award

Cradle to grave workshop Post Award

June 9, 2014

Katherine Newkirk, kbnewkirk@jhmi.edu

Research Service Manager, Division of Infectious Diseases

the post award process
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
distributing the budget handout
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.
subawards set up
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!

subrecipient monitoring
Subrecipient Monitoring
  • Fast Facts for July 1st Changes
    • http://www.hopkinsfastfacts.org/PPT/FFJune04_2014.ppt
  • Track your Subrecipient Invoices & Remaining Balance
account reconciliation overview
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!

best practices
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!

importance of organization
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
shadow systems
Shadow Systems
  • Excel, Excel, Excel
  • Adobe Forms
  • Chart of Accounts
  • Salary Distribution
  • Subrecipient A/P
  • Projection Worksheets
  • Reconciliation
  • Progress Reports
progress reports overview
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
progress reports pi components
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%
progress reports rsa components
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

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