October 16, 2012 al Research Administrators Workgroup . Agenda. Introductions Announcements / Updates Beyond Reason Report Out (Lisa Horvitz) Research Metrics (Peter Paskevich) Effort Reporting Update (Raquel Espinosa) NIH Revised GPS and Progress Report Forms (R. Espinosa)
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October 16, 2012al Research Administrators Workgroup
Announcements / Updates
Beyond Reason Report Out (Lisa Horvitz)
Research Metrics (Peter Paskevich)
Effort Reporting Update (Raquel Espinosa)
NIH Revised GPS and Progress Report Forms (R. Espinosa)
Eleventh Hour Cost Transfers (Raquel Espinosa)
New Award Setup – fCOIImpact (Raquel Espinosa)
FY12 Audit (Raquel Espinosa)
Fund Activations and Updates to Existing Funds
Partners Research Management assigned two individuals to work on the backlog of InfoEd records.
Funds activated in the order they were awarded starting by the oldest to the most recent.
What: Two Day Training for Administrators
When: Thursday November 8 and
Thursday, November 15
Where: Pierce Hall
Who: All administrators
Look out for an email from Renee Brathwaite to RSVP
Our current training program is as follows:
Introduction to Research Management
Federal Grants Policy 101
Research Management Policy Overview
Introduction to Pre-Award Concepts and Services
Introduction to Post Award Concepts and Services
Developing and Monitoring Subcontracts
Introduction to Research Finance Concepts and Services
All classes are held at 101 Huntington Avenue, Boston, 3rd floor large conference room.
Please search in PeopleSoft to request enrollment.
In the effort to increase GAs skills and qualifications, a
certified Partners training program will be available for
administrators at McLean.
All categories with the exception of the Grant Coordinators will be required to take an assessment in specific areas (Finance, Pre-Award, Post-Award, Compliance, etc.) and meet a minimum score.
Research Administration will meet with GA’s to review the assessment results
Assessment will include ~ 100 questions (multiple choice, mix and match)
Assessment date to be confirmed
>$44 million per year “business”
135 PIs investigating causes and mechanisms underlying mental illness
>3 acres of research space (~125,000 gsf)
Largest private specialty hospital recipient of NIH funding in the United States
Active Extramural Research Funding
# Funded Projects
Revised NIH Grants Policy Statement (10/1/2012) NOT‐OD‐12‐157: Incorporates policy changes and clarifications notices issued over the past year.
For summary of changes see:
Note 7.4 on F&A assessed on genomic arrays and 184.108.40.206 Change in Scope in regard to human subjects.
Revised NIH Progress Report 2590 Guidelines and Forms. See: http://grants.nih.gov/grants/funding/2590/2590.htm
Implementation of the RPPR
All NIH grantees will have the option to use the RPPR for Streamlined Non-competing Award Process (SNAP) and Fellowship progress reports beginning 10/19/2012.
The use of the RPPR will not be required at this time and grantees may continue to use eSNAP or paper submissions as appropriate.
A full list of activity codes for which grantees will be able to submit RPPRs as of 10/19/2012 is available at: http://grants.nih.gov/grants/rppr/
NIH expects to require use of the RPPR for these activity codes in the Spring of 2013, and to pilot the RPPR for non-SNAP awards during calendar year 2013. Any requirement to submit RPPRs will be announced in the NIH Guide.
Once a progress report has been initiated as either an RPPR or an eSNAP, the only way to change the progress report format is with the assistance of the eRA Help Desk at Commons Support (1-866-504-9552 or email@example.com). It may take eRA up to 2 business days to reset the progress report so the user can initiate a progress report in a different format.
NIH RPPR Instruction Guide (PDF - 1 MB)
NIH RPPR Instruction Guide (MS Word - 2 MB)
Screen Shots of the R01-like RPPR (PDF - 1.7 MB)
Webinar Training for Grantee Institutions October 17, 2012, 1:30 – 3:00 PM EDT
Senior Research Leadership at BWH and MGH approved the following new policy:
All salary and non‐salary cost transfers that will result in additional expenses being charged to a sponsored project, must be submitted no later than one month after the project end date
Research Administration will be implementing additional fund monitoring analyses, tools and proactive outreach to departments in advance of the project end date to support the new policy
Benefits of the policy:
Increase the automation of FSRs/ final invoices
Meet FSR / final invoice reporting deadlines
Decrease compliance risk due to late adjustments
Achieve goal of inactivating funds within 6 months of project end date
All new awards funded by the Public Health Service (PHS), and some Foundation awards, must be reviewed in accordance with the new fCOIregulations, before a PeopleSoft Fund is established
OII is working hard on the reviews, but there may be some delays in new fund setup or incoming subcontract execution
RM and OII are working closely together and have developed a list of pending and completed reviews
Please contact your Post-GA if prioritization is needed, or for a status update
Prior to issuing an outgoing subcontract agreement under a Public Health Service (PHS) award, RM must confirm the collaborator has a compliant COI policy, or is willing to adopt a model policy Note, that some foundations also apply the PHS fCOI regulations
Good news! Most of our collaborating institutions do have policies in place and we are able to move forward without delay FDP Clearinghouse and Federal Reporter allow us to easily confirm for the majority of institutions
Please be aware there may be some isolated delays in issuing subcontract agreements if confirmation from the collaborator is not in place. RM/RA will outreach to the PI to assist in facilitating a response
How lab detects invalid expenses on the grant?
Do you review your fund comparing budget to actuals? How about projections?
Does this grant include a supplement?
Has there been any rebudgeting of the grant?
What type of expenses should we anticipate seeing on your grant?
Are there travel expenses? If so, for whom?
Equipment? Was it tagged?
Effort Reporting: how do you verify effort of your staff on the project? How about subcontracts? Does the PI have effort on other projects? How is this tracked internally?
Cost Transfers: were there journal entries processed for this project? What is the cost transfer process?
Does the project include cost sharing?
Are there subrecipients on the project?
Is there program income?
How are the costs on the grant validated?
Personnel on the grant and their role on the project.
Are you suspicious or do you have knowledge of any fraud in the institution? If it were to happen, who would you contact?
Any other controls in place not discussed?
NEW! Cost transfer requests on a line item with cost $5,000 or more will require prior approval from Research Administration
Use cost transfer journal template posted on the research intranet and submit via Outlook to Research Finance
Over 90 day requests require Research Administration’s prior approval along with strong justification for the lateness of the transfer requests
Department must keep packing slips for all purchases- document that validates item was received
Contact: Raquel Espinosa