Office of Sponsored Programs All rights reserved GTRC Research Admin Buzz Thursday, January 29, 2015

Office of Sponsored Programs

All rights reserved GTRC

Research Admin Buzz

Thursday, January 29, 2015



JENNIFER CAMPGrants & Contracts Accounting

FDP Meeting UpdateWashington, DC

FDP Meeting UpdateWashington, DC

January 12-13, 2015

4

HighlightsHighlights

• Agencies awaiting approval of FY15 budget; delayed issuance of awards – FY15 budgets approved Dec. 2014; awards to be

issued ASAP• Federal working group meeting regularly to develop

consistent research terms and conditions that comply with 2 CFR 200– No commitment on completion timeline– Some agencies are not participating– See agency-specific requirements, which still apply

(e.g., prior approvals)

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Participating AgenciesParticipating Agencies

• NIH (co-Chair)• NSF (co-Chair)• Department of Agriculture

– NIFA• Department of Commerce

– NIST/NOAA• Department of Energy• Department of Transportation

– FAA• Environmental Protection Agency• NASA

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HighlightsHighlights

• DOD is not participating in the working group; a separate implementation of the Uniform Requirements (UR) is planned– Phase 1 – Interim; some pre-existing policies will

continue– Phase 2 – Comprehensive update to DOD grant and

agreement regulations

• Keep expenditure rates “healthy”– Sequestration in 2016; do not hold onto $– Spend and bill timely

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UR Implementation – NIH & NSFUR Implementation – NIH & NSF

• Every award letter/notice will clearly state if 2 CFR 200 applies (general statement)

• Travel – Mexico and Canada are now defined by NIH and NSF as foreign travel; consistent with other Federal agencies

• M&S includes computing devices• Day 91 constitutes “overdue” reports• NSF deviation – No FFRs (no change)

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UR Implementation – NIH & NSFUR Implementation – NIH & NSF

• NSF general grant conditions (GC-1) modified to implement 2 CFR 200 for all institutions until research terms and conditions are finalized by working group

• NSF program income – deductive method for conference grants

• NIH delays; waiting on DHHS to give guidance to its operating divisions

• NIH – Unrecovered F&A allowable as cost share (45CFR 75; 75.306)

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UR Implementation – DODUR Implementation – DOD

• DOD directive - comply with 2 CFR 200– Unsure whether the new regulations will be

retroactive, once finalized– FDP feedback, whichever is less restrictive for

awardees• DOD aware there are inconsistencies between 2

CFR 200 and current agency policies; long-term will flush out inconsistencies

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UR ImplementationUR Implementation

• NSF – New PAPPG effective for new awards and increments issued on or after December 26, 2014

• ONR – “Generally”, award issued under old rules will continue under old rules when a new increment is awarded

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UR Implementation – FDPUR Implementation – FDP

• FDP requested that agencies only reference which rules apply so it is clear for all stakeholders (do not use “as applicable”)

• FDP subcontract templates – billing deadline will remain 60 days unless otherwise agreed upon in subcontract terms and conditions

• Separate FDP templates for fixed price vs. cost reimbursement (includes cost share)

• Subcontract versus contractor determination form will be posted to FDP as a tool for awardees

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QuestionsQuestions



CANDICE FERGUSONOffice of Sponsored Programs



NSF Updates

New PAPPG effective December 26, 2014 for:– Proposals submitted/due on or after the

effective date– New awards and increments on or after the

effective date

Automatic system compliance check for proposals will begin January 26, 2015



FastLane Updates A revised version of the PAPPG was issued on November 20,

2014, which incorporates OMB’s Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance), as well as other policy updates. The following changes were made to FastLane to support the revised PAPPG:

• Budget Form Update- “Residual Funds” line will be renamed “Small Business

Fee”. This line will no longer be editable for all programs, except for SBIR/STTR

• Budget Justification Upload- Budget justifications can no longer be entered as text.

They must be uploaded and included for each organization added to the budget



FastLane Updates Changes made to FastLane in support of revised PAPPG (cont’d):

• Cost Sharing Notifications Requirement- Cost sharing notifications must be submitted by all

awardees with awards that include cost sharing

• New Funding Mechanism- FastLane proposal cover sheet will include new funding

mechanism type, Ideas Lab, which is designed to support the development and implementation of creative and innovative project ideas



Automated Checks Changes made to FastLane in support of revised PAPPG (cont’d):

• Page Count: Page count rules will be enforced on the following proposal sections: Project Description: 15-page limit [exceptions: 8-page

limit for Early-Concept Grants for Exploratory Research (EAGER), and 5-page limit for Rapid Response Research (RAPID)]

Budget Justification: 3-page limit for the proposing institution and a separate, 3-page limit for each sub-recipient organization

Mentoring Plan: 1-page limit Data Management Plan: 2-page limit



Automated Checks Changes made to FastLane in support of revised PAPPG (cont’d):

• Budget: Budget-related checks will focus primarily on proposal duration and requested amount. For example, the system will enforce a maximum requested

amount of $200,000 for a RAPID proposal and $300,000 for an EAGER proposal.

• Proposal Section: Proposal sections will be enforced by their funding mechanism for Program Announcement, Program Description and other GPG-type funding opportunities. For example, an error message will appear if a Project

Description was not provided for an EAGER proposal.



Research.gov Updates User Enhancement updates were completed to the Research.gov system, include:

• Updated Branding• Improved Look & Feel• Streamline Navigation• Simplified Login• Expanded Help



Other GPG 15-1 ChangesResults from Prior NSF Support– Clarifies that the listing of publications from

NSF awards must provide a “complete bibliographic citation for each publication”

In Either Results from Prior NSF Support or the References Cited



GPG Changes (Biosketches)Professional Preparation– Location of the individual’s undergraduate, graduate,

and postdoctoral institutions must be provided

Collaborators & Other Affiliations – Total number of collaborators and co-editors, and

graduate advisors and postdoctoral sponsors, must be identified in appropriate areas

Other Personnel Information– Where applicable, biographical info on other personnel

should be identified and uploaded in the biosketch section of the proposal



GPG Changes (Senior Personnel)

Rebudgeting for salaries (2/9 rule)– Under normal rebudgeting authority, the awardee

can internally approve an increase in salary, even if this exceeds the 2 month salary policy

– No prior NSF approval needed unless the objective or scope of the project changes

If an increase in PI commitment, is there a change in scope?– Talk to your CO.



AAG ChangesIncludes guidance on submitting postdoctoral mentoring plans post-award– If requesting supplemental funding to support

a post doc and the original proposal did not include a mentoring plan, then the supplemental funding request must include a mentoring plan



AAG Changes (con’t)Two new prior written approval requirements– Transfer of funds for salaries of administrative

or clerical staff– Transfer of funds for additional categories of

participant support costs other than those described



NIH Updates

NRSA stipend increase (2%)– Tuition and fees remains the same

Salary Cap increase effective January 11, 2015– $183,300– NIH not accepting revised budgets but will

allow rebudgeting – No adjustments for modular grants or non-

competing grants issued in FY2015



NIH Updates

New biosketch format required May 2015SciENcv- DOD, DOE, EPA, NIH, NSF, USDA– Eliminates the need to repeatedly enter biosketch information– Provides access to a researcher-claimed data repository with information

on expertise, employment, education, and professional accomplishments– Any researcher may register– Leverages data from existing systems– Researcher controls what data are public– Researcher edits and maintains information– Researcher provides own data to describe research outcomes– Researcher has ultimate control over data in biosketch

OSP to send notifications for brown bags and webinars to introduce SciENcv



Army- USAMRAA

USAMRMC BAA for Extramural Research– W81XWH-BAA-15-1

Opens 10/1 each year

Closes 9/30 each year

Open and continuous for 1 year

Pre-applications are required (NEW for FY15)

– Must be submitted through eBRAP

Full application will only be accepted if the PI is invited to submit after pre-app review



Army- USAMRAAProgram Specific BAAs – Pre-application Required

Program Announcements– Letters of Intent or Pre-application Required

All Pre-applications and LOIs must be submitted through eBRAP – (eReceipt is being retired).



eBRAPhttps://ebrap.org/eBRAP/public/index.htm

Registration process is required– PI must register and associate him/herself

with a BO Lucy Yarbrough

GTRC/GTARC not Georgia Tech/GTRI

Full applications are still submitted through Cayuse424 (Grants.gov)– eBRAP pulls full applications from Grants.gov

https://ebrap.org/eBRAP/public/index.htm



eBRAP“Invite” and “Not invite” letters are posted

Monitor when recommendation letters have been submitted

Regulatory documents can be uploaded

Other requested documents can be uploaded

Summary Statements are posted



AFOSRAnticipated Solicitations– BAA AFOSR 2015-0001 Research Interests of

the Air Force Office of Scientific Research – Anticipated Posting: February 2015– Questions:

[email protected]

[email protected]

mailto:[email protected]




ONR Update

New Grant System went live Nov. 2014

ONR award/modification documents are available via DoD EDA Electronic Document Access System within the WAWF e-Business Suite

Awards:– N00014-15-1-2XXX: EDA– N00014-15-1-00XX: old ONR system



OSP Updates: RosterTech

A new system for online registration and comprehensive data management of:

– Training Classes – Educational Activities/Events– Certification



RosterTech System Address: http://training.osp.gatech.edu

http://training.osp.gatech.edu/



RosterTech User Details and System Menu Following Login:

Links to Classes

Links to Certificates, Class Evaluations, and Transcripts

Link to Events



RosterTech

Expected System Implementation:

– Early February, 2015



New Appointments

Office of Sponsored Programs– Ashley Williams, Manager (Subawards)

[email protected]

404-385-2085





Upcoming Classes

Cayuse424 02/03-02/04

Proposal Prep 02/10

Allowable/Unallowable 02/18

Budgets 02/24

G&C Accounting 03/04

Public Responsibility 04/01

Post Award 04/09




Human Capital Management(HCM)

9.2 Upgrade Overview

Human Capital Management(HCM)

9.2 Upgrade Overview

January 29, 2015

40

Complete before we are “out of support” Remove custom modifications where

possible Activate new functionality

Complete before we are “out of support” Remove custom modifications where

possible Activate new functionality

• TechWorks – Modern User Interface• Employee Self Service Enhancements:

• Total Rewards Statement• Paycheck Modeler• Train Stops• Accessibility

• Manager Dashboard

Why upgrade now?

41

Remove custom modifications where possible:Remove custom modifications where possible:

Benefits HR HR DataMart Manage Faculty Events

Payroll Self Service SPD0

20

40

60

80

100

120

140

160

74

124

95

154

82 84

45

96

7 5

132

7881

Pre-DeMod Post-DeMod

42

• 11th Birthday• And the survey says…

New & Improved TechWorksNew & Improved TechWorks

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Stakeholder InputStakeholder Input

SurveyFocus

Groups Interviews

TechWorks page is too busy … Get rid of the boxes … Make it easier to find information … Add/enhance search feature … Eliminate redundant links … Ensure all links are working …

Add more links (e.g., WebNow, Marketplace) … Provide role-based content… Make it easier to access relevant training and department links … Provide consistent, user-focused design … Reduce the need to scroll and drill down to information … Need easy access to commonly used applications … Continue to provide personalization features … Too many

timeouts (extend session time to 60 minutes at a minimum)

44

Who did we ask?Who did we ask?

45

How often do you access TechWorks?How often do you access TechWorks?

9%

49%

42%

Frequent/Heavy Usage Moderate Usage Light Usage

46

Frequent/Heavy Usage (Daily)Frequent/Heavy Usage (Daily)

9%

49%

42%

• Web Grants Management

• Applicant Tracking

• Workforce Administration

• Query

47

Moderate Usage (Several Times Per Week/Month)Moderate Usage (Several Times Per Week/Month)

9%

49%

42%

• Travel & Expense

• BuzzMart

• General Ledger

• SPD

• WebPSF

48

Light Usage (Monthly and Ad hoc)Light Usage (Monthly and Ad hoc)

• TimeOut

• Travel & Expense

• BuzzMart

• eWAF

• eASR

9%

49%

42%

4949

Balancing ActBalancing Act

Monthly/Occasional User Expectations• Intuitive Design• Easy to Navigate• Relevant Information

Daily/Weekly User Expectations• Easy access to frequently used

applications• Consistent information• Well-maintained links• Links to more resources

42%58%

50

TechWorks

51

TechWorksTechWorks

52

TechWorksTechWorks

53

• Employee Self Service Enhancements:• Total Rewards Statement• Paycheck Modeler• Train Stops• Accessibility

• Manager Dashboard

Enhancements in HCM 9.2Enhancements in HCM 9.2

54

Enhancements in HCM 9.2Enhancements in HCM 9.2

Tech Works

55

My Total Rewards:My Total Rewards:

56

My Total Rewards:My Total Rewards:

57

Paycheck Modeler:Paycheck Modeler:

58

Paycheck Modeler:Paycheck Modeler:

59

HCM 9.2 has a more light-weight and modern look and feel:HCM 9.2 has a more light-weight and modern look and feel:

60

Mouse over popup pages:Mouse over popup pages:

61

Manager Dashboard:Manager Dashboard:

62

Manager Dashboard:

63

Manager Dashboard Embedded Analytics:Manager Dashboard Embedded Analytics:

64

Accessibility Feature:Accessibility Feature:

65

Planning for the future – post go-live:Planning for the future – post go-live:

• Life Events

• Dashboards

• Pivot Grids

• Other PeopleSoft Modules

66

Timeline:Timeline:

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QuestionsQuestions

Documents

Office of Sponsored Programs All rights reserved GTRC Research Admin Buzz Thursday, January 29, 2015