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Research Administrators Forum

Research Administrators Forum. April 16, 2014 WPIC Auditorium. Agenda. HR Update Research Updates Public Access Policy Administrative/Clerical Salaries on Grants OGC Updates Financial Conflict of Interest (FCOI) Fiscal Year End process R-Series training session OGC website.

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Research Administrators Forum

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  1. Research Administrators Forum April 16, 2014 WPIC Auditorium

  2. Agenda • HR Update • Research Updates • Public Access Policy • Administrative/Clerical Salaries on Grants • OGC Updates • Financial Conflict of Interest (FCOI) • Fiscal Year End process • R-Series training session • OGC website

  3. HR Update • UPMC Performance Management

  4. Human Resources Update

  5. Effective Performance ManagementOverview It’s not about a year-end evaluation, it’s about a year- long conversation.

  6. Effective Performance Management Today’s Talking Points Enhanced Evaluation Tool Values Integration Cascading Goals Renewed Focus

  7. Enhanced Evaluation Tool • Simplified and shortened the ePerformance tool. • Fewer comment boxes / Less time-consuming • Added behaviors for various ratings; including the rating of values for both staff and managers. • Help for Managers re: calibration of ratings (Top, Good, etc.) • Replaced the first section of ePerformance competencies with a new values section. 27 4 15 5

  8. Values Integration • Integrate the new organizational values into the year-long performance management process and the ePerformance tool. “How” we work is as important as “what” we do. • Focus on values: Replace first section of ePerformance competencies section with a new values section. • Clear behavioral standards for each value • Drive UPMC’s value-based culture

  9. Cascading Goals Cascading Goals Theprocess of adopting goals at different levels within a company to ensure alignment between the organization's objectives and employees' activities and goals.

  10. Renewed Focus • Shifted focus from the administrative process of ePerformance toward an emphasis on the effectiveness and quality of year-round management of employee performance. • Aligned HR processes with performance management. Hire Evaluate Reward • Performance management should not be a year-end evaluation but a year-long conversation.

  11. Identity Theft Protection

  12. Identity Theft Protection • UPMC takes very seriously any threat to our employees’ security, including their financial security. We have engaged LifeLock to help secure peace of mind for staff. We continue to work with the appropriate government agencies to identify the breach and will share updates regularly via Infonet.upmc.com/IdentityTheft. • UPMC is offering personal identity protection services to all UPMC employees who were hired through March 13, 2014, plus any former employees who received a UPMC W-2 for 2013free of charge.

  13. Identity Theft Protection To enroll in Basic LifeLock Identity Theft Protection Plan: • Visit www.lifelock.com, or call 1-800-899-0180 or 1-877-509-5357. • You will need to supply your full name, date of birth, gender, address, telephone number, and Social Security number. • Use the promotion code: UPMC.

  14. MyVoice Survey Opening on Wednesday, March 26

  15. My Voice Survey The 2014 MyVoiceAssociate Survey launches Wednesday, March 26 • This is an important and effective way to bring associate feedback to our leadership teams so that we can progress as a system. • 38 percent of our associates shared their voices in the 2011 MyVoice Survey. We need to do better and get more perspectives.

  16. My Voice Survey To ensure that responses are confidential and anonymous, UPMC has asked DecisionWiseto administer the survey. Your individual survey responses will not be shared with or viewable by UPMC. Only collective results will be reported for departments. • Participate Via My HUB • Participate Via DecisionWiseWebsite • Request a Paper Survey

  17. Clean Air/Smoke and Tobacco-Free Campus Policy

  18. Reminder: Background • Effective July 1, 2014, UPMC’s Clean Air/Smoke and Tobacco-Free Campus policy will prohibit smoking and the use of tobacco products for the duration of the work shift • Staff, physicians, vendors, and volunteers covered • Tobacco products include cigarettes, e-cigarettes, chewable tobacco products, and snuff • “Work shift” defined as the time staff members report to work until the shift is over, including paid and unpaid breaks taken both on and off campus • This initiative also renews the focus on UPMC’s smoke and tobacco-free campus.

  19. Reminder: Your Resources Online Toolkit: • WEBSITE • FAQ’s • Cessation Resources • Text Message Support Tool • Smoking Calculator • Research Studies • Physician Videos (3) • Links: • LifeSolutions Tools • MyHealth Tools • Health Coach Information

  20. Questions?

  21. Research Updates • Public Access Policy • Admin/Clerical Salaries on Grants

  22. Public Access Policy • All publications must be in compliance with Public Access Policy when submitting progress reports • Remember to check the publications for compliance before submission of progress reports • Increase in progress reports being submitted with non-compliant publications

  23. REACT Website • REACT – Research Education and Compliance Training • https://react.hs.pitt.edu/REACT/app/home • University of Pittsburgh, Senior Vice Chancellor of Health Sciences Research Administrative Office • Log in with HS Connect user name and password

  24. Administrative Salaries on Grants • Administrative/clerical salaries are not generally allowable as direct charges to federal sponsored projects • Unless the expense is specifically identified and directly benefits the goals of the project • Budgeted and approved by the sponsor • Supported by a detailed justification of need

  25. Cost Allowability Determination • Direct Charging of admin/clerical salaries may be appropriate when a project is: • Program Project Grant or Center Grant • R01 if it involves extensive data accumulation, database management, or clinical trials • Extensive travel and meeting arrangements for a large number of participants • Project whose focus is the preparation of manuals, technical reports, and books

  26. Cost Allowability Determination • Examples of services NOT to be budgeted as a direct cost include: • Account monitoring or reconciliation • Initiating expense documents • Meeting arrangements for small groups • Typing general correspondence • Preparation of progress reports

  27. Cost Allowability Determination • Keep in mind: • Rarely all of an administrator’s time should be spent on a particular project or be charged 100% to grants • Grant preparation and/or writing cannot be charged to a federal award

  28. Budget Preparation • In order to charge admin/clerical salaries to a federally sponsored project, the cost should be specifically identified with a project objective and the cost explicitly listed in the proposed budget • Description of the responsibility • An explanation of how the responsibility relates to the activities of the project • The anticipated cost

  29. Remember • An award notice itself does not mean that every item in the budget is approved • The expense must still meet the allowability requirements within OMB Circular A-21 • Allocable • Allowable • Reasonable

  30. Example • Submitting an R01 that includes a subaward • The subawardee has included effort for an administrator in their budget. • In reviewing their justification for the effort a determination was made that administrative effort is not justified • What should you do?

  31. Example • The prime recipient is responsible for ensuring that the costs included in the proposal are in compliance with OMB Circular A-21 • The PI and/or administrator should work with the subaward institution to have the effort removed from the submission

  32. UPMC Job Descriptions • Administrative/clerical duties on federal grants must be listed on their job description • UPMC uses some generic job description that do not list research activities • When performing employee evaluations review their job description to make sure it includes research activities if they are charged to a federal grant

  33. OGC Updates • Financial Conflict of Interest (FCOI) • Fiscal Year End process • R-Series training session • OGC website • Staff Updates • PI Portal • Panther Express

  34. Financial Conflict of Interest • Conflict of Interest Superform for Pitt was due on April 15th • Any new applications and progress reports will be held up if the key personnel on your study do not have this done • If you updated the COI form sometime between January 15th and now you are all set for another year • Send printed COI forms to Trina Dillon

  35. Fiscal Year End Process • UPMC and University of Pittsburgh fiscal year end is June 30, 2014 • Accounting offices start to become overwhelmed at the start of June • If you need equipment or other items with long lead times to hit this fiscal year Levels then order them ASAP • To be charged in this fiscal year items need to be ordered, received, and paid for

  36. PI Hard Fund Expenditures • Hard Funds are Institutional funds that are subject to all the rules of UPMC and Pitt • Cannot buy items through non-UPMC sources and expect to be reimbursed for such purchases without prior approval

  37. R-Series Training Session • Training for those who are planning to submit an R application for the June/July submission cycle • Technical aspects of completing the SF424 application packet • Wednesday, April 23rd at 9:00 am in the OGC conference room • Let Sonia Wallace know if you would like to attend • Both faculty and staff are welcome

  38. PI Portal • A couple of things to keep in mind when using the PI Portal • Have to access behind the UPMC fire wall • The PI Portal will be down for about 7 business days each month when we reconcile the accounts • Let your Grant Specialist know of any new employee you plan to hire including Post Docs and GSR’s • Hard Fund questions send to Carol Beck

  39. PI Portal

  40. OGC Website • https://inet.psychiatry.upmc.com/OGC/default.htm

  41. Pitt Reimbursement Tip • Prior approval is needed from the Dean for reimbursement of food for faculty, staff, and outside consultants (business meetings) • Send letter of justification to Tom Berkhoudt at least 8 business days prior to the event

  42. UPMC Tuition Assistance • UPMC employees can receive tuition assistance for certification exams • Fill out Tuition Assistance Eligibility Verification Form • From UPMC Infonet • Submit the form to the Tuition Assistance office • Even if the certification is not listed on the eligible certification exams

  43. OGC Staff Updates • New Staff • Anna Heher, Post Award

  44. Questions? • MyVoice Survey due – April 18th • LifeLock Identity Theft Protection Plan – April 28th • WPIC Staff Recognition Day – May 19th • Research Day – June 5th • Next RAF – Fall 2014

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