Radiology Grants Administration (RGA) and your successful research career

1. Radiology Grants Administration (RGA)and your successful research career Helen Powell, MS, Manager Radiology Grants Administration (RGA) hp@u.washington.edu (206) 616-6931 University District Building (UDB) 1107 NE 45th, Suite 440 https://www.rad.washington.edu/administration/grants-and-contracts

2. Radiology Grants AdministrationCentralized support for all Radiology research endeavors Pre-Award Proposal Preparation and Submission Project Start-Up Post-Award Budget Management and Purchasing Progress Reports, Extensions, and Project Close-out Consultation “Your success is our business.”

3. Radiology Grants Administration • Helen Powell, Manager • Maria Bayya, Supervisor • Jill Griffin, Lead • Nancy Biehl, Post-Award • Lindsey Hwang, Post-Award • Posia Bourg, Post-Award and Pre-Award • Helen Llamado, Pre-Award • Jacqueline Muongchanh, Clinical Resources Coord. • LuAnne Armstrong, Post-Award Fiscal Support

4. This presentation will focus on… • Proposals going to external sponsors, • and specifically, the NIH. • If you are interested in internal opportunities, such as RRF, we are available to assist you. • If you are interested in sponsors other than NIH, we are available to assist you.

5. The Keys to Success • Identify All Key Players and Offices • Establish Clear Roles and Responsibilities • Think Through the Process • Communicate, Communicate, Communicate • Only a Well-Educated Community Can Follow the Rules • Leave No Avenues for Failure

6. Layer upon layer . . . And your fabulous idea! Sponsor UW SOM Radiology You

7. Federal Grants (e.g. NIH)Basic PrinciplesOMB Circulars A110 and A21 • Administering grants – consistent and uniform process • Costing principles – consistent treatment of expenses • Obtaining grants – consistent and uniform process

8. UW Central Research Support • Office of Research • Vice Provost for Research • http://www.washington.edu/research/ • Office of Sponsored Programs (OSP) • Human Subjects Division (HSD) • Office of Research Information Systems (ORIS) • Researcher’s Guide • Grants Information Memoranda (GIMs) • Financial Management • Sr VP for Finance and Facilities • http://www.washington.edu/admin/finmgmt/ • Some of the key players: • Grants and Contracts Accounting (GCA) • Management Accounting and Analysis (MAA) • Equipment Inventory • Purchasing, Travel, Payroll, Faculty Effort, etc.

9. University of WashingtonGrant Information Memoranda“GIMs” • Statements of policy relating to specific grant and contract issues. • http://www.washington.edu/research/osp/gim/ • Grant preparation, fiscal responsibility, benefit rates, indirect costs, significant financial interest, internal deadlines, cost sharing, effort reporting, etc.

10. School of Medicine • http://uwmedicine.washington.edu/Research/ResearchOverview/ • Eligibility to be a Principal Investigator • Space, equipment, renovations, etc. • Significant Financial Interest (SFI) • Clinical Resources (CRBB)

11. Radiology • Organizational Code Receiving Funding • Cost Sharing • Eligibility to be Principal Investigator • Space, Equipment, Renovations • Significant Financial Interest • Use of Radiology Resources • Inclusion of Radiology faculty and staff and/or Radiology Resources on proposals, including proposals in other departments

12. Where to begin?

13. CommunicateCommunicateCommunicate

14. Contact RGA https://www.rad.washington.edu/administration/grants-and-contracts • Submit a Pre-Submission Form • Ideally – two months before due date

15. One piece of advice… • “Something as important as a grant application deserves the time and attention needed to submit it error-free and on-time.” Advice from the Office of Policy for Extramural Research Administration, NIH, December 2010.

16. In response to your Pre-Submission Form… • Timeline and checklist • Budget • Preparation of the application • Reminders and Meetings • Full review by Radiology, SOM, and OSP • Peace of mind

17. Budget – Direct Costs“Direct costs are those costs that can be identified specifically with a particular sponsored project…relatively easily with a high degree of accuracy.” • Salaries and Benefits • Consultants • Services • Subcontracts • Travel • Supplies • Equipment

18. Budget – Indirect Costs“Indirect costs are those involving resources used mutually by different individuals and groups, making it difficult to assess precisely which users should pay what share.” • Facilities and Administrative Costs (aka Indirects) • GIM 13 – F&A Cost Rates and their application • GIM 22 – Primer on F&A

19. eGC1Electronic Grants and Contracts Routing Form • The eGC1 is the required internal routing form that PIs and departments access via SAGE, the System to Administer Grants Electronically. http://sage.washington.edu/

20. eGC1 Approval • Review the eGC1 • Compliance Questions • Budget • SFI (Significant Financial Interest) • The eGC1 will not route to other approvers until the PI has approved it. • Click “Approve”; add optional notes; Click “Approve”; Done.

21. eGC1 Approval (cont’d) • Radiology • School of Medicine • Office of Sponsored Programs • Other departments and schools • IACUC • Ad Hoc Approvers

22. Message from OSP • OSP must receive the final application, in complete form and ready for submission to the sponsor, at least three business days prior to the sponsor deadline. • Refer to GIM 19 for details.

23. eRA Commons • NIH Only • Your eRA Commons User Name is yours for life • Personal Profile • View your complete proposal • Check your award status • Update your publication list • Submit Progress Reports

24. What happens back at UW? • RGA Database – marked as Pending • Update Other Support document • Just In Time information (JIT) • Notifications go to PI and OSP, not RGA • Other Support, IRB, IACUC, SFI, update budget

25. Awards • Posted to eRA Commons • Notification to Principal Investigator (PI) and Office of Sponsored Programs (OSP) • OSP prepares a Funding Action (eFA) • GCA assigns a budget number to the award • GCA sends out an email notice • Denials – Please let RGA know

26. Post-Award Process • Final assignment of RGA Budget Fiscal Analyst (BFA) • Preparation of the Preliminary Budget Report • Identification of Personnel and Percent Efforts • Set-up Subcontracts • Meet with PI • Identify major expenditures • Monthly meetings to discuss budget • Budget Reports available on Radiology Website and MyFinancial.Desktop • Effort Certifications – Faculty and Staff • Progress Reports / Final Reports

27. Only a Well-Educated Community Can Follow the Rules • Researcher’s Guide • Faculty Grants Management Workshop • New Faculty Orientation • Faculty Research Meetings • Notices and emails • RGA Website: https://www.rad.washington.edu/administration/grants-and-contracts

28. Be preparedto succeed!

29. Questions? Helen Powell Manager of Radiology Grants Administration (206) 616-6931 hp@u.washington.edu

30. Where to look for details • Object Codes (detailed budget categories): http://www.washington.edu/admin/finacct/obcodes/ • Compliance Questions: • http://www.washington.edu/research/oris/sagehelp/egc1/questions.html • Significant Financial Interest (GIM 10): • http://www.washington.edu/research/osp/gim/gim10.html

31. Training http://www.washington.edu/research/main.php?page=ospLearning • Creating Successful Research Projects: navigating the Process • Faculty Grants Management • Grants.gov: The Basics • How to Prepare a Basic Budget • Introduction to Research Administration • Outgoing Subcontract Administraion for Sponsored Programs • Streamline your Proposal Submission – Update on GIM 19 and What is “Ready to Submit” • Subcontract Monitoring Guidelines for PIs and Departments

32. ACRONYMS • BAR-Budget Activity Report • BFA-Budget Fiscal Analyst • BSR-Budget Summary Report • CRBB-Clinical Research Budget and Billing • eGC1-Electronic Grant and Contract Form • eRA-Electronic Research Administration (NIH) • eFA-Electronic Funding Action • ePAC-Electronic Post-Award Change • FEC-Faculty Effort Certification • GCA-Grant and Contract Accounting • GCCR-Grant and Contract Certification Report • GIM-Grants Information Memoranda • HSD-Human Subjects Division • IACUC-Institutional Animal Care and Use Committee • IRB-Institutional Review Board • JIT-Just In Time • MAA-Management Accounting and Analysis • MFD-MyFinancial.Desktop • NIH-National Institutes of Health • OMB-Office of Management and Budget • ORIS-Office of Research Information Services • OSP-Office of Sponsored Programs • PA-Program Announcement • PAF-Personnel Action Form • PI-Principal Investigator • RFA-Request For Applications • RGA-Radiology Grants Administration • RRF-Royalty Research Fund • SAGE-System for Administering Grants Electronically • SF424 (R&R)-NIH Electronic Application • SFI-Significant Financial Interest • SOM-School of Medicine • UDB-University District Building

33. FMM: Waiting too long to get started. • Getting through the approval process and compliance issues can take more time than anticipated. Waiting too long to get started can lead to a very stressful situation, a poor proposal, and, at worse, non-submission of the proposal.

34. FMM: Including everyone on your budget • You feel grateful to those who have mentored you and want to repay them for all they have done for you, so you include them on your grant. Your budget will appear to the reviewers to be too large for the work described in the proposal, so it is not awarded, or cut severely.

35. FMM: Ignoring emails and other communication from RGA • RGA has sent a timeline and checklist, then you do not respond to their reminders. You get behind on submitting your documents and send them all at once at the end. RGA has a large number of proposals, many from PIs who have done the same thing. They are then unable to give all of the proposals the careful attention they need. Result: Errors may be overlooked, compliance issues may not get attention until the last minute. Proposals are not optimal.