1 / 14

Integrating Subcontracts (SUBKs) into eResearch Proposal Management ( eRPM )

Integrating Subcontracts (SUBKs) into eResearch Proposal Management ( eRPM ). November 1, 2012. :: Agenda. Timeline: What we’ve done and where we’re headed… Introduced pieces of the SUBK process over a few months, mainly due to requirements of new PHS FCOI regulations.

aderyn
Download Presentation

Integrating Subcontracts (SUBKs) into eResearch Proposal Management ( eRPM )

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Integrating Subcontracts (SUBKs) into eResearch Proposal Management (eRPM) November 1, 2012

  2. :: Agenda • Timeline:What we’ve done and where we’re headed… • Introduced pieces of the SUBK process over a few months, mainly due to requirements of new PHS FCOI regulations. • Process:How SUBKs will work in eRPM… • How to create a new SUBK request • Workflow of new SUBKs • Access to SUBKs • Approvals of SUBKs

  3. :: Timeline August 2012 Create new SUBK when creating a new PAF. Attached to a PAF, routed with PAF for approvals. November 2012 • Create new SUBK on an existing Active PAF. • All New SUBK requests will be handled in eRPM. End of Year 2012 • PI and Unit Approval Process for reviewing draft SUBK agreements. • Additional OCA workflow steps and data points for reporting. • Ability to designate another department on the PAF to “manage” a SUBK. Early Spring 2013 • Amendments to existing SUBKs. • Data conversion of all active SUBKs.

  4. :: Overview • Pieces of the process that will be in eRPM • New SUBK requests and amendments will be completed and submitted. • SUBKS will be routed for approvals, as necessary. • Project Team will be able to track SUBK status. • Compliance with PHS FCOI regulations. • Pieces of the process that will not be in eRPM • M-Pathways system will continue to be the source for all subcontractor payments. • POs will be used to track all financials. • Existing process for approval of subcontractor invoices (concurrence receipts) is being revised to make it more streamlined.

  5. :: Creating a New SUBK Request > In the PAF (pre-submission) Answering “Yes” here… … displays the Subcontracts section under Budgets.

  6. :: Creating a New SUBK Request > On an Active PAF Once the PAF is Active… … go to the Subcontracts tab to add a new SUBK.

  7. :: Submitting a SUBK Request Routing depends on two factors. All other SUBK Requests go directly to OCA for review once submitted by the Project Team.

  8. :: Info Collected on SUBK Requests Complete only the Introduction at time of PAF Submission. • Name of SUBK organization • Investigators • Relevant documents The remaining sections are completed after the PAF has been awarded.

  9. :: Info Collected on SUBK Requests • Remaining sections include questions about: • Period of Performance • Documents (budget, statement of work, etc.) • Federal Contract Information, if applicable • Cost Sharing (New) • Clinical Research or Phase III Clinical Trial(New) New questions designed to collect data up front and eliminate back and forth between you and OCA. Eliminates need to attach copy of PAN/PAC. OCA can now find relevant PAN/PAC from the PAF.

  10. :: Streamlining the Review Process Coming end of 2012 • Once an electronic SUBK Request arrives in OCA’s inbox, an initial check is done to ensure information on request is complete. • If necessary, the SUBK request will go back to the PI/PT for changes. • Once the SUBK request is complete, it is ready for one of the OCA Specialists (contract writers) to create the PO and draft agreement. • The draft agreement will be routed to PI for approval and Unit for approval similar to the paper process today. • If you have access to the SUBK, you will be able to track the SUBK until it becomes Active.

  11. :: Access • Who can view a SUBK attached to a PAF? • Who can edit a SUBK? • Who can submit the SUBK request and run other activities? • If you have access to view the PAF, you can see a SUBK that is attached to it. • If you can edit the PAF (during creation or review) you can edit the SUBK. • Once the PAF is active, the SUBK can only be edited by: • > PI(s) • >Primary Research Administrator • >Primary Post-Award Administrator • > Approvers or Reviewers in the PAF’s Administrative Home • >PI(s) • > Primary Research Administrator • > Primary Post-Award Administrator • > Approvers or Reviewers in the PAF’s Administrative Home

  12. :: Approval • Principal Investigator • Currently only the Contact PI listed on the PAF signs: • > Reasonableness of Cost • > Conflict of Interest • > Approval of Draft SUBK • Units(only one approval required) • Routing similar to Hardship but even more flexible • Any approver in the PAF Administrative Home Chain can approve the SUBK. • This includes the Admin Home, the Parent of the Admin Home or the Dean’s level of the Admin Home. • Who the approver is for a SUBK will be dictated by the Unit’s business process.

  13. :: Questions? For more information and details: http://orsp.umich.edu/proposals/processing/phs-fcoi/faqs.html

  14. Many Thanks to the Working Group! Office of Contract Administration: Pete Gerard, Kathy Austin, KhaledEid, Derinda Ferris, Cheryl Fischer, Rose Gee, Colleena Graff, Dennis Poszywak Financial Operations: Bryan VanSickle, Thom Madden ITS- eResearch: Carolyn Pappas, Peter Tracey Unit Groups: Carole Bach, Institute for Social Research Steve Beach, LS&A Drew Buchanan, Dearborn Linda Chadwick, College of Engineering Carrie Disney, School of Social Work Linda Forsyth, College of Engineering Emily Hamilton, Medical School Terri Maxwell, ORSP Heather Offhaus, Medical School Darleen Poisson, Institute for Social Research Patrice Somerville, School of Public Health Scott Stanfill, School of Social Work Pat Turnbull, Dearborn

More Related