LSA Research Administrators Information Network (RAIN)

OVERVIEWResearch AdministrationManaging the ProcessNovember 6, 2013 Prepared by:Peggy Westrick, Senior RP Manager, College of LSA Research OfficeSteve Beach, Research Process Coordinator,College of LSA Research Office

LSA Research Administrators Information Network (RAIN)1Discuss how to play bingo.1LSA RAIN OVERVIEWManaging the ProcessThis is a 3 section course on managing the process not how to do the taskbut you may have also learned about handling tasks during LSA RAIN . Day three (TODAY) is a recap of Research Administration.Day one discussed managing the Pre-Award process.Day two provided an in-depth look at Post-Award.22LSA RAIN OVERVIEWManaging the ProcessThe LSA RAN meetings the 1 & 3 Wednesdays of the month have subjects related to LSA RAIN:November 20thOVPR Compliance (PEERRS, IRB, COI, Etc.)December 4thResearch DataDecember 18thOffice of Tech TransferJanuary 8thData Profile Tool/Data ManagementJanuary 22ndFoundation RelationsFebruary 5thResearch Faculty ProceduresFebruary 19thBusiness Engagement Center (BEC)

AND LOTS MORE!!!

33LSA RAIN OVERVIEWManaging the ProcessResearch Administration Understanding the BIG PICTURETask vs. Big Picturebeing a managerResearch administration is pre-award, post-award, knowing the rules, knowing how to use electronic systems, reporting data, etc.There are lots of courses available to learn how to do the tasksunderstand how these tasks fit into YOUR BIG PICTURE.

4How do you know what you dont know? We have meetings twice a month, ORSP-Announce, word of mouth, sponsor sites. You need to create a process for keeping up on changes that you use. You THE RESEARCH ADMINISTRATOR must take ownership of your process and develop ways to improve it.4LSA RAIN OVERVIEW Managing the ProcessWhat is Research Administrationit is you! You hold the information needed to manage Research Administration in your unit.You are an expertlet faculty know if there are problems with the proposal. Remember your name is on it too!Let your department know if there are issuesif you need help.If you dont feel like an expert in areastake classes, ask others, create a professional development plan.Everyone along the way relies on you to be the expert (Department, College, ORSP, Financial Operations, Sponsor)!

5LSA RAIN OVERVIEWManaging the ProcessDefinition of a Research Administrator:The RA is technically a middle man immovable between the frequently conflicting goals of the Principal Investigator and the research organization. The RA tries to maintain control over the allocation and use of resources of the organization. The RA is also the focal point for the scientist who is irritated about the red tape and unnecessary interference with the research.Alex Thebaud

6Submitting proposalsDepartment and PIHave a good Business Process for managing Research AdministrationStart hereManaging the awardsKeeping up with the rulesTraining staffAdvocating for my facultyBeing a good steward of fundsKeeping my career on trackBeing a good communicatorTime managementBIG PICTURE for Department Research Admin.7Each balloon is filled with tasks. Remember your big picture is not the big picture for others in your department, college, and university. You may need to step outside of your big picture to develop ways to make things work for HR, ordering, facilities, etc.7Submitting proposalsDepartment and PIHave a good Business Process for managing Research AdministrationStart hereManaging the awardsKeeping up with the rulesTraining staffAdvocating for my facultyBeing a good steward of fundsKeeping my career on trackBeing a good communicatorTime managementBIG PICTURE for Department Research Admin.Setting expectations for faculty Service plan, Renewals, Deadlines, Sponsor guidelineseRPMIRBsDeadlinesResource commitments7471sAppointmentsPurchasingAttending LSA ResAGSponsor sitesORSP-AnnounceWord of MouthSpend time needed to explain your expectationsLocate resources neededHelp make proposals best that can be submitted

Know A21 rulesCost Acctg. StandardsTake coursesKnow the RA track if you want to stay doing research administrationShepherding proposals (nagging)Talking with HR manager about appointmentsProposals, Renewals, final reports, budgets, 7471sHow many things can I juggle-be realistic8Each balloon is filled with tasks. Here are some of the tasks that make up your balloons. We will talk in greater detail at the upcoming meetings. You might say to yourself that Im only pre-award or only post-award but it is impossible to be just one or the otheryou must communicate in order to manage the process.8LSA RAIN OVERVIEWManaging the ProcessHaving a good business processLive by the 95% rulemost things should fall in your business processmore time for the 5% one-offs.Keep your department and College involved when need be and out of the process when possible.Your Key Ad, Business Manager, and Chair need to know about problems that arise with resource commitments or other problems both at time of submission and all the way through to the end of the project period.Sometimes you want to also involve our office.If not a problem you are the expert and should follow department and college business processestrust yourself.99LSA RAIN-Managing the ProcessDefinition of a Research AdministratorA Research Administrator is someone who makes it possible for research to happen! A Research Administrator is someone who might be involved in pre-award activities, or post-award accounting, or paying people on grants, or who orders things like cyclotrons or reagents or things that look like alphabet soup, but arent (TAT CAT ATA BAA CCT...). The person who handles just one of these activities is a Research Administrator, as is the person who manages them all. Our UM Research Administrators are awesome!Linda Bardeleben

10Interspersed are quotes from folks giving their definition of a research administratorwhat would you say if you were asked? It will change for you as your big picture changes. Remember when Mindy talked about her different roles and how the process she managed was different in each job.10LSA RAIN OVERVIEWManaging the ProcessSubmitting proposals and managing the awards:Creating budgets that everyone will know how to put into practice if awarded.Even though sponsor doesnt require budget we do.Review proposals with an eye for understanding how to fill out UM/LSA paperwork if awarded (effort etc.).Manage resource commitments: Effort, space, cost sharing, subaccounts, and subcontractsExpect sponsor to pay for the project.11LSA RAIN OVERVIEWManaging the ProcessSubmitting proposals and managing awards:Make sure that any changes along the proposal and award stages get handled properly and recorded in eRPM.eRPM is a great repositorywork smart.

12LSA RAIN OVERVIEWManaging the ProcessKeeping up with the Rules:Follow sponsor rules for spending and reportingYou represent the University of Michigan. This representation sometimes means saying NO to your faculty member.Remember, how would this expenditure look in the Ann Arbor News

13LSA RAIN OVERVIEWManaging the ProcessTraining staff:Make sure those that work with you get the information they need to do their jobs too.Be an enabler.

14LSA RAIN OVERVIEWManaging the ProcessAdvocating for my faculty:Help them make their proposals the best they can be.Make sure they know how much money they have to spend.Go that extra mile to find resources for them.Tell them about deadlines and why they are important.

15LSA RAIN OVERVIEWManaging the ProcessDefinition of a Research AdministratorTo me a Research Administrator is someone who takes ownership of the process and works to improve that process so that it is less stressful for all.Peggy Westrick

16LSA RAIN OVERVIEWManaging the ProcessBeing a good steward of funds:Reconcile and use reporting tools so PI is up-to-dateFaculty need to know that things are fiscally going along as planned. Does your department have a good process for making sure faculty know the current status of funds? (meeting with faculty etc in Post Award) Understanding the difference between direct and indirect costsfollow the rules!

17LSA RAIN OVERVIEWManaging the ProcessKeeping my career on track:Professional Societies and EducationNCURA http://www.ncura.edu/content/SRA http://www.srainternational.org/sra03/index.cfmCertification Program http://www.cra-cert.org/

UM Research Administration Trackhttp://careernavigator.umjobs.org/detail?mTitle=101352

18LSA RAIN OVERVIEWManaging the ProcessBeing a good communicator:Help everyone along the proposal route know the deadline. Talk to those you want to make resource commitments (dont surprise them at the last minute).Once at the award stage communicate with your HR, Student Services, Financial (if not you) person, to make sure commitments made to the sponsor get into the UM system. What has changed? Does it affect resource commitments? Does it impact the scope?You are the glue. Keep it together through communication.19LSA RAIN OVERVIEWManaging the ProcessTime Management:Spending the right amount of time.Meeting expectations.When things really have to be done, and I dont have more time what should I do?Sometimes you have to ask for help!Our Research Administrators Other DepartmentsCollegeORSP and Financial Operations

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