helen powell, ms, manager radiology grants administration (rga) [email protected] (206) 616-6931...
TRANSCRIPT
Helen Powell, MS, ManagerRadiology Grants Administration (RGA)
[email protected](206) 616-6931
University District Building (UDB)1107 NE 45th, Suite 440
https://www.rad.washington.edu/administration/grants-and-contracts
1
•Pre-Award Proposal Preparation and Submission•Project Start-Up•Post-Award Budget Management and Purchasing•Progress Reports, Extensions, and Project Close-out•Consultation
“Your success is our business.”
2
Radiology Grants AdministrationHelen Powell, ManagerMaria Bayya, SupervisorJill Griffin, LeadNancy Biehl, Post-Award Lindsey Hwang, Post-Award Posia Bourg, Post-Award and Pre-AwardHelen Llamado, Pre-AwardJacqueline Muongchanh, Clinical Resources Coord.
LuAnne Armstrong, Post-Award Fiscal Support
3
This presentation will focus on…Proposals going to external sponsors,
and specifically, the NIH.
If you are interested in internal opportunities, such as RRF, we are available to assist you.
If you are interested in sponsors other than NIH, we are available to assist you.
4
The Keys to SuccessIdentify All Key Players and OfficesEstablish Clear Roles and ResponsibilitiesThink Through the ProcessCommunicate, Communicate, CommunicateOnly a Well-Educated Community Can Follow the
RulesLeave No Avenues for Failure
5
Laye
r upon l
ayer
. . .
You
Radiology
SOM
UW
Sponsor
And your fabulous
idea!
6
Federal Grants (e.g. NIH)Basic Principles
OMB Circulars A110 and A21Administering grants – consistent and
uniform processCosting principles – consistent treatment of
expensesObtaining grants – consistent and uniform
process
7
UW Central Research SupportOffice of Research Vice Provost for Researchhttp://www.washington.edu/
research/ Office of Sponsored Programs
(OSP)Human Subjects Division (HSD)Office of Research Information
Systems (ORIS)Researcher’s GuideGrants Information
Memoranda (GIMs)
Financial Management Sr VP for Finance and Facilities
http://www.washington.edu/admin/finmgmt/
Some of the key players: Grants and Contracts
Accounting (GCA) Management Accounting
and Analysis (MAA) Equipment Inventory Purchasing, Travel,
Payroll, Faculty Effort, etc.
8
University of WashingtonGrant Information Memoranda
“GIMs”Statements of policy relating to specific grant and
contract issues.http://www.washington.edu/research/osp/gim/
Grant preparation, fiscal responsibility, benefit rates, indirect costs, significant financial interest, internal deadlines, cost sharing, effort reporting, etc.
9
School of Medicinehttp://uwmedicine.washington.edu/
Research/ResearchOverview/Eligibility to be a Principal InvestigatorSpace, equipment, renovations, etc.Significant Financial Interest (SFI)Clinical Resources (CRBB)
10
RadiologyOrganizational Code Receiving FundingCost SharingEligibility to be Principal InvestigatorSpace, Equipment, RenovationsSignificant Financial InterestUse of Radiology ResourcesInclusion of Radiology faculty and staff and/or
Radiology Resources on proposals, including proposals in other departments
11
Where to begin?
12
CommunicateCommunicateCommunicate
13
Contact RGA https://www.rad.washington.edu/administration/gran
ts-and-contracts
Submit a Pre-Submission FormIdeally – two months before due date
14
One piece of advice…“Something as important as a grant
application deserves the time and attention needed to submit it error-free and on-time.”
Advice from the Office of Policy for Extramural Research Administration, NIH, December 2010.
15
In response to your Pre-Submission Form…
Timeline and checklistBudgetPreparation of the applicationReminders and Meetings Full review by Radiology, SOM, and OSPPeace of mind
16
Budget – Direct Costs“Direct costs are those costs that can be identified specifically with a particular sponsored
project…relatively easily with a high degree of accuracy.”
Salaries and BenefitsConsultantsServices SubcontractsTravelSuppliesEquipment
17
Budget – Indirect Costs“Indirect costs are those involving resources used mutually by different individuals
and groups, making it difficult to assess precisely which users should pay what share.”
Facilities and Administrative Costs (aka Indirects)GIM 13 – F&A Cost Rates and their applicationGIM 22 – Primer on F&A
18
eGC1Electronic Grants and Contracts Routing Form
The eGC1 is the required internal routing form that PIs and departments access via SAGE, the System to Administer Grants Electronically. http://sage.washington.edu/
19
eGC1 ApprovalReview the eGC1
Compliance QuestionsBudgetSFI (Significant Financial Interest)
The eGC1 will not route to other approvers until the PI has approved it.
Click “Approve”; add optional notes; Click “Approve”; Done.
20
eGC1 Approval (cont’d)RadiologySchool of MedicineOffice of Sponsored Programs
Other departments and schoolsIACUCAd Hoc Approvers
21
Message from OSPOSP must receive the final application, in complete form and ready for submission to
the sponsor, at least three business days prior to the sponsor deadline.
Refer to GIM 19 for details.
22
eRA CommonsNIH OnlyYour eRA Commons User Name is yours for
lifePersonal ProfileView your complete proposalCheck your award statusUpdate your publication listSubmit Progress Reports
23
What happens back at UW?RGA Database – marked as Pending
Update Other Support documentJust In Time information (JIT)
Notifications go to PI and OSP, not RGAOther Support, IRB, IACUC, SFI, update
budget
24
AwardsPosted to eRA CommonsNotification to Principal Investigator (PI) and
Office of Sponsored Programs (OSP)OSP prepares a Funding Action (eFA)GCA assigns a budget number to the awardGCA sends out an email notice
Denials – Please let RGA know25
Post-Award ProcessFinal assignment of RGA Budget Fiscal Analyst (BFA)Preparation of the Preliminary Budget Report
Identification of Personnel and Percent EffortsSet-up SubcontractsMeet with PI Identify major expenditures
Monthly meetings to discuss budgetBudget Reports available on Radiology Website
and MyFinancial.DesktopEffort Certifications – Faculty and StaffProgress Reports / Final Reports
26
Only a Well-Educated Community Can Follow the Rules
Researcher’s GuideFaculty Grants Management WorkshopNew Faculty OrientationFaculty Research MeetingsNotices and emailsRGA Website:
https://www.rad.washington.edu/administration/grants-and-contracts
27
28
Where to look for detailsObject Codes (detailed budget categories):
http://www.washington.edu/admin/finacct/obcodes/Compliance Questions:http://www.washington.edu/research/oris/sagehelp/
egc1/questions.htmlSignificant Financial Interest (GIM 10):http://www.washington.edu/research/osp/gim/
gim10.html
30
Traininghttp://www.washington.edu/research/
main.php?page=ospLearningCreating Successful Research Projects: navigating the ProcessFaculty Grants ManagementGrants.gov: The BasicsHow to Prepare a Basic BudgetIntroduction to Research AdministrationOutgoing Subcontract Administraion for Sponsored ProgramsStreamline your Proposal Submission – Update on GIM 19
and What is “Ready to Submit”Subcontract Monitoring Guidelines for PIs and Departments
31
ACRONYMS BAR-Budget Activity Report BFA-Budget Fiscal Analyst BSR-Budget Summary Report CRBB-Clinical Research Budget and Billing eGC1-Electronic Grant and Contract Form eRA-Electronic Research Administration (NIH) eFA-Electronic Funding Action ePAC-Electronic Post-Award Change FEC-Faculty Effort Certification GCA-Grant and Contract Accounting GCCR-Grant and Contract Certification Report GIM-Grants Information Memoranda HSD-Human Subjects Division IACUC-Institutional Animal Care and Use
Committee IRB-Institutional Review Board JIT-Just In Time MAA-Management Accounting and Analysis MFD-MyFinancial.Desktop
NIH-National Institutes of Health OMB-Office of Management and Budget ORIS-Office of Research Information
Services OSP-Office of Sponsored Programs PA-Program Announcement PAF-Personnel Action Form PI-Principal Investigator RFA-Request For Applications RGA-Radiology Grants Administration RRF-Royalty Research Fund SAGE-System for Administering Grants
Electronically SF424 (R&R)-NIH Electronic Application SFI-Significant Financial Interest SOM-School of Medicine UDB-University District Building
32
FMM: Waiting too long to get started.Getting through the approval process and
compliance issues can take more time than anticipated. Waiting too long to get started can lead to a very stressful situation, a poor proposal, and, at worse, non-submission of the proposal.
33
FMM: Including everyone on your budgetYou feel grateful to those who have
mentored you and want to repay them for all they have done for you, so you include them on your grant. Your budget will appear to the reviewers to be too large for the work described in the proposal, so it is not awarded, or cut severely.
34
FMM: Ignoring emails and other communication from RGARGA has sent a timeline and checklist, then you do
not respond to their reminders. You get behind on submitting your documents and send them all at once at the end. RGA has a large number of proposals, many from PIs who have done the same thing. They are then unable to give all of the proposals the careful attention they need. Result: Errors may be overlooked, compliance issues may not get attention until the last minute. Proposals are not optimal.
35
36