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December 18, 2012al Research
Administrators Workgroup
2
Agenda
• Introductions
• Announcements / Updates
• Partners Smartphone Security and Other Updates (Jennings Aske, Partners Chief Info Security Officer & Andy Laband, McL CIO)
• Materials Management Update (Karen Walsh)
• InfoEd Tips and Tricks (Chris Holley-Williams)
• Q & A – All
Materials Management UpdateDecember 18, 2012
Karen Walsh
Agenda
Client Services
Research/Materials Management Collaboration
Vendor Packet
Future State
Client Services
Quicker Resolution of Research Issues
Dedicated Research Line Established 10/3/2011
Dedicated Client Services Representative
Project Controls-quicker turnaround time
Research Line Stats
Client Services Research Line October 1, 2011 through September 30, 2012 MGH BWH PHS DFCI MCL OTHER TOTAL
Invoice Issue/Payment Inquiry 656 634 236 118 62 30 1736
Order Status 518 497 53 24 10 37 1139
Check Request/eCheck Issues 374 389 49 58 42 16 928
Ebuy Assistance 362 357 64 19 13 18 833
Expenses Module 275 317 59 23 23 11 708
Other 332 316 197 28 17 10 900
Total 2517 2510 658 270 167 122 6244
Average Calls Per Month 210 209 55 22 14 10 520
Research/MM Collaboration
Steering Committee Established Senior Leadership at MGH and BWH along with Senior
Leadership in Materials Management Emphasis on Research Established to collaborate on Global issues
Research Forum Established Representatives across MM, BWH,MGH & PHS Research
Management Working group was established to identify and resolve Research
issues within MM and to help streamline and gain efficiencies Information sharing
New Vendor Packet
Streamlined
From vendor’s standpoint, user friendly
Clarified difficult language
Established Insurance Matrix Minimum basic requirements
Implemented internal escalation protocol to move vendor set up process through the system more expeditiously
Coming Soon….
In February 2013, Corporate Materials Management is moving away from the e-mail submission of contract requests and questions in favor of an integrated Contract Management Solution (a.k.a. Ariba
The Contract Management Solution is designed to capture your request, offer you up to the minute status of your request, standardize contract development, track metrics and strengthen operational, contractual and regulatory compliance.
HOW IT WORKS The solution is comprised of three main components, including:
Contract Creation - an automated process that drives the use of pre-approved contract templates and legal clauses, streamlined contract negotiation and collaboration, and process standardization
Contract Repository - the centralized contract repository and search capabilities address the fiduciary needs of Corporate Materials Management by making regulatory compliance and reporting easier and faster
Contract Metrics – reporting to provide Corporate Materials Management with the data needed to manage group performance and assist with our continuous improvement initiatives
Q&A
Announcements/Updates
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Announcements / Updates
New Post-Award Administrator!!!
Please welcome Michael Healy to the Research Administration team
Michael has worked with us for three months and is already working with departments on post award matters.
As of December, he has taken over subcontracts and is reaching out to subcontract sites to provide his contact information.
Michael can be reached at 617-855-2906 or [email protected]
NIH Update
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New Public Health Service Announcement Regarding Travel Disclosure Requirement
• On 10/18/12, NIH issued a clarification on the rules regarding reporting travel reimbursed or sponsored by an outside company, which has significant implications for the way investigators should report their travel.
• One key change is that investigators are only required to report reimbursed or sponsored travel expenses that exceed $5,000 from a single entity measured on a rolling 12 months basis.
• The NIH had previously indicated to us that there was a $0 threshold for reporting travel expenses.
• While this significantly reduces the burden associated with reporting travel, the NIH also clarified that investigators must report travel of their spouse and dependent children when the company paying for the travel is related to the investigator’s institutional responsibilities at Partners.
• OII has posted further explanation and examples on its website. See http://pulse.partners.org/OII/NIHRegsExplanation.html#TravelExample for examples.
Vision FMS
Announcing the Roll out of Vision Fund Management System (FMS)
The Research and Sundry Funds Management System (FMS) was designed and developed by representatives from the entities. Raquel Espinosa was McL representative.
The Scope - to establish a management system for project grants and sundry funds that provides analytical tool and reporting capabilities to serve current Vision users, as well as to users who are currently utilizing Document Direct as their only source for information.
The objectives -
1. Add value to current Vision users by providing a common platform for financial management reporting for managers that manage areas that cross the continuum – Hospitals cost centers, Hospital research and sundry funds, and PO cost centers.
2. Automate analytic processes for Research Controller and Research Management Analytic team.
3. Improve on timing and method of delivery for project grants and sundry funds reporting and for research analytic data.
4. Provide a reporting tool with drill down capabilities.
5. Provide ad-hoc reporting and analysis capabilities (utilizing Query studio tool).
6. Ability to consolidate research activities for Partners System.
A replacement tool for INSIGHT, the transactional Research system that is currently utilized by the research community.
A management reporting tool for Principal Investigators (PI) that utilize Insight.
Providing daily refreshment of data – Vision FMS is published twice a month.
FMS Is Not…
Users Targeted for Vision FMS
1. Department Administrators with responsibilities over both operations and research activities and who do not use Insight
2. Controllers and corporate level reporting users
3. Research analytic group
Security Access Approval Process
A user can’t request access for himself/herself – access requests need to come from a manager for his/her staff.
Manager completes the “Access Request” form found on the Vision FMS home page.
Manager must specify whether PAYROLL access is appropriate.
For any questions, contact your entity representative (Raquel Espinosa).
Gatekeeper reviews and approves
Security template updated overnight on Vision
PCRO – McL SOP
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New PCRO – McL SOP
• Since PCRO PD went live on 09/21/12, we worked with the PCRO office to change the “Standard Operating Procedures”
• New process resulted in a clearer understanding of McL & PCRO’s responsibilities on different sections of the proposal
• See September DRAW slides for PCRO PD implementation• Please see the research intranet for most updated process:
Industry Sponsored Agreements / Clinical Trial Agreements
• http://research.mclean.harvard.edu/PCRO_McL_SOP.docx
21
PCRO – McL SOP Summary
• PI creates PCRO PD proposal• PCRO sends confirmation email with InfoEd PD # & other info• PI/Lab forwards McL RA the following referencing InfoEd PD #:
• Internal budget• Final external budget & payment schedule in sponsor’s format• MCA information
• McL RA completes InfoEd deliverable and sends items to PCRO• PCRO sends fully executed agreement to McL RA• McL RA activates the fund• PI receives automated email from the system with Insight fund #
