overview of hhsc research administration welcome offord centre for child studies
TRANSCRIPT
Overview of HHSCResearch Administration
WELCOME
Offord Centre for Child Studies
OBJECTIVES
• Finance• Funding Opportunities (internal/external)• Contracts• Capital Infrastructure• New Business Development• Media Relations and Publications• Human Resources
1. Overview of Research at HHSC
2. Overview of Research Administration -- one-stop shop to support investigators and research staff through its team of specialists offering services and expertise in:
HHSC Joint Research Institutes and Centres
Geriatric Education and Research in Aging Sciences
Affiliated Research Institutes
Research Development & RelationsResearch Administration
RESEARCH ADMINISTRATION
• Research Administration (RA) manages and facilitates administrative processes for all research activity at Hamilton Health Sciences Corporation.
• RA Team is comprised of: Research Development and Relations, Research Financial Services, Research Contracts and Agreements, Research Capital and Infrastructure, Human Resources, and a Hamilton Integrated Research Ethics Board.
• RA is governed by the Executive Council of Research (ECOR). Membership includes joint representation of senior leadership from HHSC and McMaster, as well as Directors of joint research institutes/centres.
Research Development and RelationsMandate• Provide stewardship, resources and expertise to help sustain and facilitate
collaboration, development and promotion of research programs, projects and staff.
• Mentor youth and educate the public through promoting and raising awareness on research activities, offering programs and events at HHSC and within the Hamilton community.
Cross RA RelationshipsLiaise and collaborate with other office functions/areas and affiliated institutions (McMaster, SJHH) on:• research metrics/impact• pre/post award processes • funding and youth programs• new business development opportunities• communications and publications
Resources to Support Development, Collaboration and Build Research Capacity
Youth Outreach andMentorship Opportunities
Communications and Publications
Education/Training and Tools
Internal Funding Opportunities NIF, ECA, RFA, CHSIR, RBF, TA, HPI, CHPA,
SOPs Courses/Training: GCP, RCR, TDG, S&B, BioMed EthicsWebinars: Contracts, Research Misconduct, CoI
High School Bursary Awards – summer internship Discovery Day in Health Sciences
Reports: Corporate, Institute/Centre, Strategic PlanPromotional Material: website, branding, videos, news articles/media
Internal Peer-Review Funding Opportunities
New Investigator Fund (NIF) – March 31st and October 1st • Operating Grant – fosters and supports novice investigators (within their first
5 years of independent research as PI), targets HHSC staff to advance their research careers, build capacity that will lead to leveraging external funding.
Annual Investment: up to $400-450K
Research Early Career Awards (ECA) – November 15th • Salary Stipend – to support a portion of time for the applicant (PI) or research
personnel of the applicant in order to pursue and build capacity in their research specialty area.
Annual Investment: up to $400K
Funding Opportunities
Health Professional Travel Awards (TA) – April 1st and Sept 15th • Travel Award – to support eligible Clinical Health Professionals (other than physicians)
accepted to present at a national or international conference relevant to their research and practice in an effort to build research linkages and foster the development of research careers and capacity within health professional disciplines.Annual Investment: $21K (up to 6 awards)
Health Professional Grant (HPI) – October 28th • Operating Grant – provides project funding to PIs who are HHSC-employed clinical
healthcare professionals (excluding physicians) for pilot studies or research projects that have the potential to lead to expanded projects leveraging external funding.Annual Investment: up to $45K
Health Professional Personnel Award (CHPA) – May 25th • Personnel Stipend – that supports eligible non-physician health professionals who
demonstrate an aptitude for research to advance their discipline and research career.Annual Investment: $50K (one award)
Funding Opportunities
Strategic Initiatives (RFA) • Operating/Team Grant – a competitive call to fund new collaborations
between existing established groups or institutes/centres to build sustainable emerging programmes with the goal to achieve national or international stature within 5 to 10 years.
Annual Investment: up to $300K over 3 years
NIF ECA HP-Travel HPI RFA Bursary CHP0
20
40
60
80
100
120
140
160
180
80
2234
9 15
179
6
36
921
6 6
36
2
ReviewedFunded
Applications
Funding Program Statistics2012-2014
upcoming Funding Opportunities
Translating Research into ACTION (TRACTION) under development
• Intent is to create a centre/hub with capacity tapping into expertise and resources available to tackle health systems research challenges that will sustain evidence-based and efficient practices through acceleration of knowledge translation/implementation.
Research Bridge Funding (RBF) ad hoc, as identified
• Operating Grant – temporary financial assistance for eligible investigators impacted by the funding gap created by CIHR’s reform. Bridge funding is available to support infrastructure costs of existing project/programmes funded by CIHR where continuation of research is jeopardized.
One-time Investment identified/assessed on individual needs and impact
Youth Outreach and Mentorship Opportunities
Summer Internship – High School Bursary Awards• Education Award – for youth in grades 11 and 12 living in Ontario pursing
post-secondary studies related to health/life sciences. The 7-week internship connects students with PIs and research teams to assist with a research project.
Annual Awards Offered = 15
Discovery Day in Health Sciences • One-day Education Symposium – attracts youth in grades 10-12 inspiring,
influencing and impacting Ontario youth towards health sciences studies and research careers in Hamilton.
Youth Program Statistics2012-2014
679
83
108
128
Students Teachers
Mentors School
Communications and PublicationsResearch Communication and Media Specialist• Liaise with the research community to promote and provide strategic communication
expertise and support to advance research at HHS. Collaborate and consult with research program/institute leaders to develop communication strategies in profiling and developing publication material on research productivity, accomplishments and capabilities.Contact: Branka Vidovic – [email protected] , ext 74607
• RA Online Survey – launched Jan 20th
Research Reports:• Corporate Report – Windows on Research, published ever 5 years• Clinical Health Professionals Report, published every 2 years• Institute/Centre Specific Reports, published every 5 years (aligned with 5-year review)
• Newsletters (yet to begin)
Research Promotional Material:• Research Administration website: http://www.hhsresearchadmin.ca • Branding and raising profile of research groups/programs, and investigators• Video, News Articles/Media• Social Media – YouTube, Twitter, Facebook (future plan for development)
Human Resources
Human Resources• Dedicated HR support available for investigators and research staff to
assist/facilitate posting research positions and hiring. Posting of Positions: Mary Ciaramella– [email protected] , ext. 74595
HR Business Partner (job descriptions): Glenda Pangan – [email protected] , ext 74787
• Under development…. “Turn-key” Staffing Resource Pool of experienced research coordinators/assistants.
Education/Training and Tools
Lunch and Learn Presentations• Ad hoc presentations geared toward user specific groups or the research
community in general to inform, promote collaboration and/or provide new/updated information and resources on RA expertise/services, research policies and procedures, and new developments/newsworthy items
Education and Training Courses/Certification • Free on line access through membership affiliation with Networks of
Networks (N2), http://n2canada.ca
• Webinars: through CARA, RA-lead on: Contracts, CoI, Research Misconduct, Cover Letters/Interview Skills, and Cultivating Happiness
Networks of Networks (N2)
What is N2?• Not-for-profit organization working to enhance national clinical research capability
and capacity in Canada.
• Brings together trialists and clinical research professionals from across the country
• Provides a common platform for sharing best practices, resources and research-related content for the conduct of clinical research in Canada.
• Acts as a national voice and advocate on behalf of a broad range of stakeholders.
VisionTo be recognized as Canada’s alliance for excellence in clinical research.
Mission To enable and enhance clinical research capability and capacity in Canada
How Does it Benefit You?1. Access to Education/Training and Resources (eg GCP Training
and SOPs)
2. A national voice, advocating for issues affecting or influencing clinical research in Canada
3. Access to Pan-Canadian networking opportunities4. Participation in Quarterly Stakeholder Teleconferences5. Opportunity to join committees of interest
Networking, Professional Development, Sharing of Expertise and Best Practices with….75+ members, all types of organizations from provincial initiatives, health authorities, health centres, universities, research networks and pharmaceutical companies
Networks of Networks (N2)
N2 Committees
Standard Operating Procedures (SOPs)• Develops and maintains all current N2 SOPs to ensure they meet applicable
regulatory requirements and guidelines. SOP templates equipped with tools and information package for adoption within organizations.
Education and Training• Oversees the development and maintenance of the CITI-Canada online
education program that hosts:• Good Clinical Practice Guidelines (GCP)• Health Canada Division 5 • Responsible Conduct of Research (RCR)• Transportation of Dangerous Goods (TDG/IATA)• Biomedical Research Ethics• Social and Behavioural Research
Quality Assurance (QA)• Assists N2 members with development of QA program, and development of
recommended practice changes.
Clinical Trials Awareness and Education• Focuses on enhancing the recruitment of research participants to clinical trials.
Communication Committee• Assists the N2 Board of Directors with information, direction and advice
regarding the strategies, operations and management of membership/advocacy and communication.
Metrics Committee• Focuses on high-level development of performance metrics and systems
improvement measure that can be used nation-wide by healthcare organizations, research organizations, universities ad networks in the conduct of clinical trials.
N2 Committees
Thank You!
Daniela Bianco
Manager, Research Development and Relations at HHS
Questions?
Research Development Officer(RDO)
RDO
Rationale: Building alliances and partnerships will encourage industry engagement and lead to increased economic impact for research.
• New position created to align with Advancing Research initiatives
• Created to build new and enhance existing external partnerships
• Look for new funding opportunities
RDO
• Invite industry to HHS• Provide support to the research
community i.e. evolving the role of Research Admin
• Provide tools that can turn innovative ideas into products, technologies that can be sold.
Contact
Trevor Olson
Research Development Officer
Ext 74607
Research Agreements & Contracts
Fast Facts on Contracts at HHS
• In 2013, 1500 research contracts were reviewed and finalized (includes our Research Institutes and all other hospital research contracts)
• Average of 62.9 days from submission to final signatures
One of the fastest contract turn-around times in Canada
The Role of the Contracts Team
• Contracts often viewed as a hurdle
• It is vital to make this step as smooth and efficient as possible
Howdy, Partner!
• We are here to work with Researchers on their research goals
• We want to be part of a collaborative team with the Researcher, Hamilton Health Sciences and the Sponsor
Remember:
We are solution finders
and problem solvers!
Clinical Research in Canada
• Rising costs of development and pressure on R&D Budgets
• More complex research and regulatory environment
• MONEY–inadequate research support from the government, globalization of research
Principal Investigator Obligations are Evolving
• Maximize public benefits and ROI of the research they undertake
• Meet increasing expectations from funders and the public
• SHOW how investments in research are making a difference
We Can Help!
• We can partner with our researchers to help them manage these obligations
• This allows the researcher to do what she/he does well….RESEARCH
Contract received by Research
Administration
Contract entered into database and receives a
contract number and
reviewer
First review completed
Contract Specialist needs more
information?
Y N
PI/Sponsor contacted for information
Changes needed?
Y
Contract revised
Comments to Sponsor
Response from Sponsor
N
Negotiation needed?
Signed by the Director of Research
Administration
Y
N
PI Signs & Sends Contract to Sponsor
Sponsor sends signed Contract back to
Research Administration
Copy of signed contract sent to PI?
Research Administration retains signed contract
in database
Contact Sponsor to negotiate
Receive response Issues resolved?
N
Y Move to Signature
Signed by Sponsor Signed by the Director of Research Administration
and sent to PI
PI sends signed Contract back to Research Administration
Copy of signed contract sent to PI?
Research Administration retains signed contract
in database
Hamilton Health Sciences Corporation Contract Review & Approval Process
Chart
Contract Review - How Do We Negotiate?
• Sponsor supplies a template
• Specialist reviews and redlines the document
• Go back and forth with Sponsor until all points are covered
• Get to “Yes”
How Do You Get Started?
Submit To:
When you submit your agreement to this e-mail address, it allows for proper assignment of a
Contract Specialist, depending on which Institution is involved
Thank You!
Katie Porter, Director of Research Administration
at HHS
Overview of Research Financial Services Functions
Overview of Research Financial Services Functions
For all Research Studies, Residual Accounts and Board Approved Trusts:
– Account Openings and Closures– Deposits– Processing of Expenditures– Any Required Reporting
Responsible for Accounting Function of Capital Transactions
Stats for Active AccountsAt March 31, 2014:
51 Board Approved Trusts
211 Research
Administered Accounts
(Residuals)
994 Research Study
Accounts
Research Financial Services Account Opening
Required:
– Final Signed Agreement with budget attached– Original completed Account Request Form, including
signed Accountability Agreement– Final REB Approval
Once study account set up, unique study code assigned 3576.xxxxxxx
Access to view accounts online also set up
Research Financial Services Deposits
When received, study payments matched with appropriate study account (per the research agreement)
Payments received as cheques or Bank Wires
Overhead is deducted based on the research agreement and the internal Overhead policy
Standard rate: 30% on private sector clinical trials
Research Financial Services Expenditures
Processing stats for F2014:
– 8,700 invoices– 5,000 cheques– 2,400 wires and drafts– 1,000 EFTs
Research Financial Services Expenditures
Process study expenditures that adhere to Research Travel and Expense Reimbursement Policy and/or the Research Reimbursement of Alcohol Expenditures on Research Accounts Policy
Expenditures not processed if account is in deficit position unless future funding can be proven
Expense report deficiency letter issued to employees whose reimbursement is in violation of above policies
Research Financial Services Account Closures
RES – Revenue Recognition of Research Funds Policy
– When total research revenues exceed expenditures at completion of the study = study surplus
• Funds to be returned to sponsor OR• Funds to be recognized as revenue (residual funds)
Residual research funds are internally restricted by the BOD each year to support future research related endeavors
Research Financial Services Reporting
Monthly• Narrative (included in HHS Narrative Reporting)• Deficit Report
Form 300• Required for all CIHR funded studies
Cost Centre reporting for Sponsor or PI’s
Other• Stats Canada, CAHO, CFI, Infosource, etc
Research Financial Services Capital
Responsible for any accounting functions relating to Capital
• Reconciliation of Capital Reserve account• Reporting to CFI • Determination of when to capitalize various
Research purchases• Amortization of past Research Grants
CONTACT USResearch Financial Services
Name Role Extension
Anthony Scandinavo Manager of Finance 74603
Julie Johnstone Financial Controller 74608
Jeremy Young Financial Controller 74809
Jillian Wicken Revenue Analyst 44573
Val DiCarlo Senior Expense Analyst 74817
Kate Szostak Expense Analyst 74893
Sue MacGillivray Expense Analyst 46225
Jessica Huynh Finance Assistant 44671
Thank You!
Anthony Scandinavo
Manager, Research Financial Services
Questions?
Overview of Capital & Infrastructure
Capital & Infrastructure
Capital Projects role was launched in 2006
Responding to the needs identified through the development of the Research Strategic Plan for the development of research programs throughout HHS
Capital Projects Completed Size Project Cost
Proteomics Lab 1,700sf $200K
David Braley Research Institute 197,000sf $100M
PEBC Relocation 7,500sf $275K
CRCTL Expansion 9,600sf $3.1M
2 East Renovations 5,400sf $1.7M
ECRI (FP & Design) 35,000sf $188K
Infrastructure Call for Minor Renovations and Repairs
• Launched in the fall of 2010• Opportunity for HHS researches to submit
requests for assistance with their physical space
• Requests can include repairs and upgrades to offices and work areas, replacement or repair of furniture and equipment
Infrastructure Call for Minor Renovations and Repairs
• To date Research Administration has invested over $500K for projects at
• Chedoke• General• Juravinski• MUMC• St. Peter’s
Offord Centre for Child Studies
Offord Centre for Child Studies
Research Space Request
Thank You!
Dorothy Mays
Manager, Research Capital and Infrastructure
Questions?