come together bridging the gap between the pre award office and the department n.
Download
Skip this Video
Loading SlideShow in 5 Seconds..
Come Together: Bridging the Gap Between the Pre-Award Office and the Department PowerPoint Presentation
Download Presentation
Come Together: Bridging the Gap Between the Pre-Award Office and the Department

Loading in 2 Seconds...

play fullscreen
1 / 12

Come Together: Bridging the Gap Between the Pre-Award Office and the Department - PowerPoint PPT Presentation


  • 60 Views
  • Uploaded on

Come Together: Bridging the Gap Between the Pre-Award Office and the Department. Patrick Fitzgerald. Elizabeth Foote. Denise Moody. Harvard University. Today’s Session. Problems that can occur when pre-award and departments don’t work well together Root causes of these problems

loader
I am the owner, or an agent authorized to act on behalf of the owner, of the copyrighted work described.
capcha
Download Presentation

PowerPoint Slideshow about 'Come Together: Bridging the Gap Between the Pre-Award Office and the Department' - nikita


An Image/Link below is provided (as is) to download presentation

Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author.While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.


- - - - - - - - - - - - - - - - - - - - - - - - - - E N D - - - - - - - - - - - - - - - - - - - - - - - - - -
Presentation Transcript
come together bridging the gap between the pre award office and the department

Come Together: Bridging the Gap Between the Pre-Award Office and the Department

Patrick Fitzgerald

Elizabeth Foote

Denise Moody

Harvard University

today s session
Today’s Session
  • Problems that can occur when pre-award and departments don’t work well together
  • Root causes of these problems
  • Advice and techniques for avoiding problems and fostering relationships
a sampling of the problems that can occur
A Sampling of the Problems that Can Occur
  • Poor communication
  • Ineffective or adversarial relationships
  • Ambiguity or disagreement about roles and responsibilities
  • Lack of commitment or participation
  • Mistakes, inconsistencies, costly “rework”
  • Poorly developed policies, systems, & procedures
  • Lost opportunities (e.g., not-submitted or rejected proposals)
  • Compliance, audit, reputational risks
root causes of problems
Root Causes of Problems
  • Lack of effective communication between pre-award and department administrators
  • Poor relationships which impede collaboration (“blame game”)
  • No advice or buy-in sought from departments for major changes in policies, systems, procedures
  • Inability to comply to poorly-written policies (audit risk)
  • Constant staff turnover or reorganization
root causes of problems cont
Root Causes of Problems (cont.)
  • Inadequate or ineffective training
    • Courses may not be adequate or sufficiently offered to meet the needs.
    • Individuals may be unwilling or unable to take training.
  • Lack of understanding of individual or office roles or responsibilities
  • Unwillingness to participate or contribute
what can we do to avoid problems
What Can We Do to Avoid Problems?
  • Policies and procedures development
    • Develop policies which incorporate the user’s perspective; get advice and buy-in from departments.
    • Listen to your users before implementation to avoid unintended consequences; users should provide honest feedback.
  • Effective communication
    • Email is one-dimensional and can be deadly!!
    • Telephone is better → face-to-face is best!!
sample email mis interpretation
Sample Email “Mis”Interpretation

Sample 1: Don’t “shout”

WHAT DO YOU MEAN???????

Sample 2: Don’t “react”

Of course I know the rules!!!!!!

Sample 3: Work as a team

Dept to Preaward: Can you assist us in reaching out to the PI?

Preaward: No, this is your responsibility.

Sample 4: Provide guidance, not accusation

From Preaward to Dept: Your budget justification is wrong, and you didn’t follow the policies.

what can we do to avoid problems cont
What Can We Do to Avoid Problems? (cont.)
  • Clearly defined roles and responsibilities (R&R)
    • R&R matrix (i.e., table) should clearly delineate the responsibilities and functions performed by pre-award office, department, PI, etc.
    • Responsibilities should relate to specific tasks (e.g., who is responsible for transferring expenses off a grant at closeout).
    • Development of R&R matrix should be a collaborative process with everyone affected.
    • R&R matrix should be a living document which is periodically reviewed and updated.
what can we do to avoid problems1
What Can We Do to Avoid Problems?
  • Effective working relationships
    • Get together frequently; get to know each other
    • Familiarity doesn’t have to breed contempt!
    • Relationship building should happen within your own office (i.e., central pre and post-award) and between offices (i.e., pre-award and departments).
    • Relationship building takes time, patience, and perseverance.
    • Be cautious about changing the assignments of pre-award staff ↔ department staff.
what can we do to avoid problems2
What Can We Do to Avoid Problems?
  • Effective training programs
    • Do we have the training we need?
    • Is the training offered frequently enough or accessible (e.g., web-based) to “onboard” new employees?
    • Is the training effective? How do you measure?
    • Do the staff that need the training take the training?
    • Are staff required to take training before they are given responsibilities involving grants?
what can we do to avoid problems3
What Can We Do to Avoid Problems?
  • Other things we can do:
    • We need to change the culture from “us vs. them” to “we”.
    • Responsiveness is the key to providing exceptional service; being non-responsive breeds contempt.
    • Make the point-of-contact for pre-award and department simple; ideally we will have one person to go to, which helps foster relationships.
    • Be consistent (within office staff and between offices) - e.g., pre-award office shouldn’t have different practices for different departments