PROCESS IMPROVEMENTPROJECT

POST AWARD ACCOUNT SETUP

QUALITY IMPROVEMENT

MAY 2016HOUSTON, TX

UH OFFICE OF CONTRACTS & GRANTS

Gregory Anderson ~ Crystal GulifordJeevitha Jeeva

Sakshi Mathur ~ Gregory Resa Karan Shah

Company Background

-External funding-Project activities-Ensuring compliance with regulations and policies

Issues Faced by OCG:

-Tracking compliance -Manual data entry-Timeline adherence Goal: Reduce the delay in the process of grant account setup

FUNCTIONS OF OFFICE OF CONTRACTS AND GRANTS (OCG):

SuppliersPRODUCTS

CALIFORNIA,USA

E S T . 1 9 6 1

Inputs ProcessTRADING CO.

TheOutputs

THE

FRESHLY BAKED BREADS

SIPOC DIAGRAMEST. 1978

Customers

handcrafted

Notice of award from

sponsor (Grant funds)

Documentation

Data Entry in RD2K

(Research Database)

OCG Expertise

Technical Support

Principal Investigators

(PI)

Department Business

Admin (DBA)

College Research

Administrator (CRA)

Office of Contracts

and Grants (OCG)

Office of Research

Policies, Compliance

and Committees

(ORPCC)

1. Receive notification for

award

2. Send out award notification

to CRA

3. Send out emails for

compliance review

4. Review budget

5. Setup UH grant panel in

PeopleSoft

6. Send electronic copies of

records

7. Send final notification to PI

8. Award account setup

complete

CRA notice of

award

Communication to

PI

Budget for award

(PeopleSoft)

DBA

PI

Funding agency

Auditors

Flowchart of Account Setup Process

Baseline Measurement

Mean = 22.54 daysSample size = 84 awards

Standard Deviation = 19.99 daysTime period:  December 2015 – February2016

Problem StatementThe post award grant set up process for the UH Office of Contracts and Grants (OCG) has an average processingtime of 23 days in the last three months (12/2015 –2/2016), resulting in delayed distribution of grants for theresearch projects.

Mission StatementTo reduce the average processing time of post awardaccount setup in the OCG to 12 days or less in 6-9 monthsresulting in a more timely distribution of grants for theresearch projects.

Problem & Mission Statement

Pareto plot

Post Award Cause & Effect Diagram

Identifying Solutions

IDENTIFYING SOLUTIONS

NEXT STEPS

Solution implementation- Additional training to staff involved in award processing- Develop and implement training programs for new staff- Develop control plans

ThankYou

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