ORS Quarterly Grants Managers Meeting

12/08/14

Welcoming Remarks ORS Updates OSP Updates

Agenda

Director, SSRI (Instrumental in creating ORS – West).

Theme Leader, Bass Connections in Education and Human Development.

Director, EcoTeach Center. Professor, teaching, advising, researching,

and “flunching.”

Professor Thomas Nechyba

The PAL is coming—Pre-Award Liaison.◦ New field in SPS Web.◦ Will default to the initiator.◦ Pilot departments

Biology Chemistry

◦ RAD—January 2015 begin work.◦ March 2015 “Go Live”

ORS Updates

Who’s your PAL and why do you need one?◦ Initiator vs. PAL

Initiator may be the same person as the PAL, so SPS Web will default the PAL to the initiator. Not always the same person.

Initiator will be able to edit the PAL field as needed. Initiator may be serving a data entry role. PAL = the person who is putting the proposal together.

PAL is gathering materials, dealing with subcontractors, building the budget, etc.

Turns the documents over to the initiator for data entry. Key Point: who does ORS/ORA call?

The PAL is the One.

ORS Updates

The Metrics: Reloaded

ORS Updates

The Metrics: Reloaded◦ Post-award complexity quotient comes to Pre-

award. The Problem:

◦ we have not been able to identify who was actually doing the proposal development work.

Now we can.◦ Gives managers a measure to help gauge

workload. One measure among many. ORS has been doing this for years to address

disparities in portfolio assignments.

ORS Updates

The Metrics: Reloaded◦ GM 1—2.36◦ GM 2—1.54◦ GM 3—3.67

Business Manager◦ One decision point among many.◦ There’s more to the story than one number.

ORS Updates

OSA vs. RSSA◦ Research Support Services Agreement

The Duke University Research Support Services Agreement (RSSA) should be utilized used to procure outside services on sponsored codes (20X, 30X-35X, 38X, 293 & 393). This agreement should be utilized used only when a determination is made that the entity is a vendor under the definition in OMB Circular A-133. RSSA Rider A: Scope of Services, Deliverables &

Payment Schedule RSSA Rider B: Foreign Contract Additional Terms and

Conditions

ORS Updates

OSA vs. RSSA◦ For payments to individuals classified as

independent contractors use G/L

622029

◦ For payments to legal entities such as corporations use G/L

691629

ORS Updates

◦ Closeout Project◦ PAMC Closeout Project Implementation Team

Manager: Michelle Rigsbee

OSP Updates

Dec 2014/Jan 2015 Dec 2015/Jan 2016July/August 2015 June 2016July/Aug 2014

Clean Close Transition (Starts Jan 1, 2015) *

Develop/Rollout Group 1

Develop/Rollout Group 2

Develop/Rollout Group 3

Awareness

Clean

Close Tech Read

y

Resolve Backlog/Subaccount Transition

Clean Close Tech: Req Definition 6-7 Mos, Dev 9 Mos, Test/Pilot

Closeout Project: Where Are We Now?

Short-Term Tech

Tools Rollout

Barrier Resolution

OSAs – Now RSSAs

• GAP 200.370 – Purchasing Goods and Services on Sponsored Projects• Research Support Services Agreement (RSSA)

• GAP 200.130 – Engaging and Paying Guest Speakers, Conference Participants and Honoraria Recipients

• Buy@Duke Flag to tag carts/POs with RSSAs

Parent-Child Relationship

• GAP 200.190 – Parent/Child Sponsored Project Management• Memorandum of Understanding (MOU) Template • MOU Guidance document

Procurement• Revised Vendor Terms and Conditions to specify invoice due within 30

days• Addressed Timeliness with historically late-invoicing vendors

Technology Tools and Enhancements

Projects Approaching End Date (Replaces ZF110 )

• Identifies projects ending in the next 3 months• Drilldown to Project Obligations Report

Project Obligations Report

• Existing & Future dated cost distributions• Outstanding purchase orders

WBSE Status and Warnings on Financial Transactions

Enhanced Approver Email for Travel

New Master Data Field (Backstop) on Project Master

Transitioning the Business Process

Closeout GAP (200.180)

• All available at: http://finance.duke.edu/raci/closeout/resources.php

Closeout Tasklist

Closeout Tasklist FAQs

Closeout GAP: Highlights and Key Policy Points

Closeout GAP’s flexibility supports departments at different phases of Clean Close adoption and business process change• Project Period End Date• OSP Due Date for closeout documentation• Sponsor Due Date for final reports

Encourages use of Projects Approaching End Date report, highlights the critical dates within the Closeout Period

Requires use of Closeout Tasklist (replaces Closeout Checklist)

Anticipated charges included on the ZF114 should decrease as barriers are resolved

Closeout TasklistProvides departments with a mechanism to document and facilitate a timely closeout, and to provide transparency into the status of the closeout process:• Replaces GM Checklist, PI Attestation, and current SOM

clinical research checklist with comprehensive working document and guide

• Final submission indicates grant is complete and ready for final reporting

• PI Attestation required with Closeout Tasklist but completed independently of Tasklist

• Provides paper/Excel transition until Duke@Work solution• Provides a pilot environment – your feedback is critical to

producing the best final technology product• FAQs will be updated (and announced) periodically