Jan 2016 MRAM final slide set

MRAM Monthly Research Administration Meeting JANUARY 14, 2016 UW TOWER AUDITORIUM NEXT MRAM FEBRUARY 11, 2016 UW TOWER AUDITORIUM TOPIC PRESENTER CONTACT MIN MyResearch Project Update S

MRAM Monthly Research Administration Meeting

JANUARY 14, 2016

UW TOWER AUDITORIUM

NEXT MRAM FEBRUARY 11, 2016

UW TOWER AUDITORIUM

TOPIC PRESENTER CONTACT MIN

MyResearch Project Update Suzanne MaySenior Business Systems Analyst, ORIS 206 543-1198mays3@uw.edu 15

Program Income Guidelines Lupe ValenciaDirector, Management Accounting & Analysis 206 543-9985gvalenci@uw.edu 10

Capitalization Threshold Change Michael Anthony & Lupe ValenciaManagement Accounting & Analysis gvalenci@uw.edumda1213@uw.edu 10

Effort Reporting Update Michael AnthonyExec Director, Management Accounting & Analysis 206 616-1379mda1213@uw.edu 10

FY15 Office of Research

Annual Report Highlights Joe GiffelsAssoc V Provost for Research Administration & Integrity 206 616-0804jgiffels@uw.edu 10

NIH Genomic Data Sharing

Policy & OSP Process Carol RhodesActing Co-Director, Office of Sponsored Programs 206 543-2139carhodes@uw.edu 10

GrantTracker

Enhancement Launch Kristen BendixsenSenior Business Analyst, Research Compliance & Ops 206 616-9890krisbend@uw.edu 5

MyResearch Winter Quarter Update

January 14, 2016

Product Updates for MRAM

Pre-Post Transparency Project Update

Project Objective

Principal Investigators and Research Department Administrators currently have limited access to

information and visibility of eGC1 and award status throughout the research

management lifecycle This project delivers visibility to information on research funding status in near-real time

We have a new Dashboard: Funding Status!

To create this MyResearch feature we have partnered with PI’s, Department Research Administrators, ORIS, GCA, OSP and UW-IT All parties have been working together to create a solution that will aid UW and its researchers in reducing the workload

associated with the management of research activities and administration

Visit www.uw.edu/research/myresearch for more info.

MyResearch Update

You can now take advantage of two key research activities within

MyResearch:

● View Training Transcript: View your university-required

research-related training records and lookup records of others on your

research team Just visit one source for all your records!

● View Funding Status: Dashboard provides visibility to outgoing

eGC1’s and incoming awards for sponsored research Get more information than ever about your application!

Visit MyResearch: myresearch.uw.edu

Personalized Experience

● User Specific Login: What you see in MyResearch is customized based

on your NetID login and information displays if associated with your

research profile

● Proactively Manage Applications: With MyResearch, use one tool to:

○ View funding application status and follow it as it becomes awarded

○ Identify eGC1 and/or award setup process hold/blocking issues, then contact respective administrative office

○ Lookup training records of your personnel

Funding Status Dashboard and Cards

● Funding Status Dashboard: A dashboard of cards which represent

status of recent outgoing eGC1s and incoming awards

● Funding Status Card Hyperlink: Based on an eGC1 or award status,

cards provide hyperlinks directly to SAGE and GrantTracker to take

additional action, such as view attachments, routing progress, edit, view budget information page

Funding Status Dashboard and Cards Example

This is a dashboard

This is a card.

Funding Status Visual Queues

● Real-Time Award Status: View real-time status updates:

○ Status Stages: Composing, Routing, OSP, Approved, Award

Review, Budget Set-Up and Budget Ready

○ Status Color: Green conveys no current issues, Red conveys a

blocking issue and Gray conveys a status of permanently

withdrawn, denied or cancelled

○ Status Icons: The “paper” icon represents the eGC1 and the

“dollar” sign represents the award

Funding Status Details page

● Funding Status Detail Page : Access a specific eGC1 by clicking on a card’s “View Details & History” link to display information such as:

○ Activity History: Includes select OSP notes, including status and

hold details

○ Contact names: Only those specific to the eGC1

○ Specific deadlines: Including OSP Due Date and Sponsor Due

Date

Funding Status Detail Page

Seamless Functionality

● Users can navigate:

○ Between Funding Status and Training Transcript

○ Directly to the GrantTracker Budget Information Page from

MyResearch for more information regarding awarded items

○ Directly to their application in SAGE to edit their application and view routing progress

GrantTracker Links to MyResearch

When searching on an eGC1 in GrantTracker and it is not found in their system, GrantTracker will provide a link to the MyResearch Funding Status Details page

Training Transcript Features

Aggregated Training Records: Updated nightly, this consolidated source

displays:

● Your personal university-required research-related training records

● Ability to link out to compliance offices

● Lookup records of others on your research team

Training Transcript Features

What’s next?

● Funding Status project view: See how a renewal, extension, and

supplement applications relate to an initial application for new funding

● MyResearch Roadmap: Stay informed of our roadmap here:

www.uw.edu/research/myresearch

How you can help.

> We want your feedback: Please contact us if you would like to help us improve

the product Click the ‘Join the ORIS User Researach Community’ button here:

myresearch.uw.edu

> MyResearch Roadshow: contact Suzanne May for a special demo of MyResearch

for your department mays3@uw.edu

Program Income

Guidelines

January 14, 2016 Lupe Valencia Management Accounting & Analysis

University of Washington

Federal Regulations define program income as "gross

income earned by a recipient that is directly generated

by a sponsored activity or earned as a result of the

award."

Examples:

 Fees earned for services performed under a project, such as lab tests

 Conference fees charged when a grant funds a conference

 Income from registration fees, consulting, and sales of educational materials

 Funds generated from the sale of software, tapes or publications

Reference: Uniform Guidance §200.80 -  Program income.

Program Income

University of Washington Management Accounting and Analysis

 Internal audit recommendation was to clarify

processes, roles and responsibilities as they relate to program income budgets with significant charges to federal awards.

 Updated program income guidelines:

http://f2.washington.edu/fm/gca/setup-maintain-budget/budget-setup-process/program-income-gu idelines

 New rate setting guidelines (Appendix D)

Program Income Guidelines

University of Washington Management Accounting and Analysis

 Similar to recharge activity – program income

budgets must charge cost-based rates (APS 59.5 and UG).

 Program income budgets that charge greater

than or equal to $175,000 to internal UW

federal grant or contract budgets or generate

greater than or equal to $1,000,000 in total

sales on an annual basis, must submit rate proposals to their Dean’s/VP’s Office and MAA annually

Program Income Guidelines

University of Washington Management Accounting and Analysis

 Program income budgets that charge less than

$175,000 to internal UW federal grant or contract

budgets and generate less than $1,000,000 in total

sales on an annual basis must submit rate proposals

to their Dean’s/VP’s Office annually.

 Required submissions to Dean’s/VP’s Office and MAA:

 Upon initial establishment

 When new services or products are added

 Significant changes are made to the methodology used

to calculate the rate(s)

Program Income Guidelines

University of Washington Management Accounting and Analysis

Additional guideline highlights:

 New Program Income Budget Request Form (Appendix B)

 Flowchart to assist in the establishment of a “new”

program income budget (Appendix C)

 Possible exceptions :

 conference budgets

 budgets with federally mandated rates

Program Income Guidelines

University of Washington Management Accounting and Analysis

Equipment Threshold

January 13, 2016 Michael Anthony and Lupe Valencia

Management Accounting and Analysis

University of Washington

Full physical inventory for university owned equipment

Electronic delivery via email to inventory contact and head of department

Two attachments (pdf report and excel spreadsheet (sortable asset list))

Inventory reports for each 10 digit org code (formerly first 9 digits of org

code)

Multiple reports (one for each 10 digit org code) that are smaller in size

vs one large report for all assets within the 9 digit org code

Updates/changes/approvals on electronic PDF report and email back to

EIO

Inventory reports will be emailed on Thursday, 1/14/16 and due by

5/31/16 (extra few weeks to complete)

EIO brown bag info sessions – January 27, 2016 and February 18, 2016

University Physical

Inventory

University of Washington Management Accounting and Analysis

2 new M&E tax exemption online videos

posted on EIO’s website? 

Other EIO Updates

University of Washington Management Accounting and Analysis

Effort Reporting Update

January 13, 2016 Michael Anthony Management Accounting and Analysis

University of Washington

 New salary cap effective January 10, 2016 - $185,100

 Pre-certification compliance review of FECs

 Insufficient funds – Shortage of non-sponsored salary to cover cost sharing Could indicate a non-federal grant is cost sharing to a federal grant

 K-award effort – Is effort less than 75%

 VA faculty – Potential need for salary cap cost share adjustments

 Comments – Are there problematic/confusing comments

Effort Reporting Update

University of Washington Management Accounting and Analysis

 Recent enhancements

 FECs will now reflect a message at the top (in red) that one or more budgets have a unique salary cap that will require cost share adjustments to be made

 Budget type/class 05-46 (SIBCR) added back as sponsored budget

 1/1-6/30/2016 were 12 faculty impacted (4 new FECs reports generated)

 Will not require recertifications

Effort Reporting Update

University of Washington Management Accounting and Analysis

Office of Research Annual Report – FY 2015

Office of Research

Joe Giffels

Associate Vice Provost

for Research Administration and Integrity

July 1, 2014 – June 30, 2015

$1,302,011,63 9

4,981

Office of Research

Awards over time

Awards by source

(Federal vs non-federal)

July 1, 2014 – June 30, 2015

$4,326,113,19 0

5,774

Office of Research

Expenditures (Direct and Indirect)

July 1, 2014 – June 30, 2015

$1,212,973,22 0

Office of Research

Direct expenditures by program type

Direct expenditures by School or College

Facilities & Administrative Costs

(Expenditures)

$241,616,274

UW’s Facilities & Administrative Costs

Some more numbers…

paid in whole or in part for

work on sponsored programs

Funding were awarded

Research@UW.edu

OFFICE OF SPONSORED PROGRAMS

NIH Institutional Certification for Genomic Data

Sharing

NIH Policy on Genomic Data Sharing  applies to all NIH-funded research that generates large-scale human

or non-human genomic data as well as the use of these data for subsequent research

It requires that investigators provide a 

Genomic Data Sharing Plan within the Resource

Sharing Plan section of the proposal.

NIH Policy

• NIH institute requests  Institutional Certification  

– (Review Human Subjects Division

SOP Request for Genomic Data Sharing Certification – Investigators

to learn more about when this is required )

• Approximately six to eight weeks prior to intended start date, follow Human Subjects Division's 

requesting  Institutional Certification

• Upon approval HSD, sends certification to the PI.

Process

The PI needs to sign the Institutional Certification and:

– If at Just-in-Time, include with JIT materials, route to

SO in Commons & notify osp@uw.edu if not already in communication with someone in OSP

– OSP receives JIT materials in eRA Commons, reviews and submits to NIH.

– OSP's submission of this documentation via eRA

Commons to NIH signifies institutional certification.

– If after award received, send signed certification to 

Process

http://www.washington.edu/research/index.php?pag e=timeOfAward#institutionalcertificationgds

OSP Web Guidance

Direct link from Just-In-Time to Compliance section

Institutional Certification for Genomic Data Shari ng

.