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OSP Update

OSP Update. MRAM - 10/10/2013 Lynette Arias Office of Sponsored Programs University of Washington. Today’s Report. Federal Demonstration Partnership (FDP) NIH eRA Commons Working Group (CWG) OSP FY2014 Projects Subcontracts Update. What is FDP?.

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OSP Update

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  1. OSP Update MRAM - 10/10/2013 Lynette Arias Office of Sponsored Programs University of Washington

  2. Today’s Report Federal Demonstration Partnership (FDP) NIH eRA Commons Working Group (CWG) OSP FY2014 Projects Subcontracts Update

  3. What is FDP? • FDP - Federal Demonstration Partnership • 10 Federal agencies / 119 research institutions • 25 years / Began as Florida Demonstration Project • 3 meetings / year in Washington, DC • Source of many grant streamlining over the years • Administrative, Faculty and Technical representatives participate: • Admin rep – Jeff Cheek – will change to Lynette • Faculty rep – Was Dave Eaton – looking for replacement • Technical rep – Jim Kresl • http://sites.nationalacademies.org/pga/fdp/index.htm Office of Sponsored Programs Presenter Name

  4. September 2013 FDP MeetingGeneral Session Highlights Emphasis on Public Access Policy - Agency plans due to OSTP 8/22. NIH Payment Mgmt System subaccounts Closeout requirements changing – shortening timelines Most agencies in process of updating their policy guides Recovery and Transparency Board extended for 2 years All awaiting Omni-circular – target Dec 2013 Presentations from Sept meeting: http://sites.nationalacademies.org/PGA/fdp/PGA_084892

  5. Usual FDP Agenda Work of Committees split into three areas: Administration • General administration • Compliance Faculty Technical

  6. September 2013 FDP MeetingExamples of subcommittees • Administrative Committee • Administration • Subawards – pursuing unilateral mods, fixed price template, subcontract template • Administrative Burden – Focused on NIH subaccounts • Project Certification – ongoing pilot • Contracts – troublesome clause discussion/database • Compliance • Animal subjects – new FAQ re: wildlife • Human subjects – HIPAA Omnibus final rule and research

  7. September 2013 FDP MeetingExamples of subcommittees • Faculty Committee • Office of Naval Research’s Basic and Applied Research Portfolio • Work Life Balance • Faculty admin burden • Technical Committee • STAR Metrics • SAM – System for Award Management • Using rich media for grant applications • InCommon Single Sign-on / ScIENcv Pilot Project

  8. NIH Commons Working Group The Commons Working Group (CWG) is an open meeting that allows NIH to have a conversation with members of the user community to discuss electronic business processes between NIH and our grantee community. This group meets three times a year in January, May and September in conjunction with the Federal Demonstration Partnership meetings. In existence since around 2000 http://era.nih.gov/commons/about_CWG.cfm

  9. September 2013 CWG Meeting • eRA Commons updates • Updates to personal profile (required fields, etc.) • Forms C • SBIR reauthorization project • ASSIST updates – requesting feedback on our experience • RPPR – Oct 22 webinar. To be rescheduled based on shutdown

  10. September 2013 CWG Meeting Closeout – policy changes coming, so they are relooking at closeout module and opening things up for comments, changes needed, usability, etc. Implications of Requiring Commons Users IDs (grad students, undergrads, post docs, etc) Roles, rights and delegations (relooking at how people are using roles, making some changes, adding, deleting)

  11. OSP Key FY2014 Projects Focus on process improvement in four key lines of business: Proposals Awards Subcontracts Other Administrative Actions

  12. OSP Projects • Proposal • Clearly defining “sponsored project” and what type of agreements are the responsibility of OSP – Fall 2013/Winter 2014 • Proposal review standards/guidelines– Fall 2013/Winter 2014 • Award • Enhanced tracking of pending Funding Actions – in process • GCA/OSP workgroup to assist “back and forth” process – in process • Updates to FA itself – Fall 2013/Winter 2014 University ofWashington Presenter’s Office

  13. OSP Projects • Subcontracts • Process assessment and improvements - ongoing • System development to support process – next 1-2 years • Team changes & new Assistant Director • Campus workgroup – reconvening • Enhanced tracking, communication and education • Other administrative actions • Assessing options for centralized system intake

  14. Subcontracts Process Improvements • Process updates completed • Updated version of FDP template being used • Expanded use of this to include all Fed Grants & Cooperative Agreements • Process changes around flowdown of prime terms & conditions • Moving now to standard non-FDP template for Fed contracts and all non-fed agreements • Fully executed agreement now being attached in SAGE / eGC-1 • Added in subrecipient review/risk assessment at time of subaward issuance – Subrecipient Certification Form • With Subrecipient Financial Questionnaire for non A133 entities

  15. Subcontracts Updates • System projects • Working with ORIS on three key priorities • System solution to track information on actual subrecipient entity • Enhanced reporting on subcontracts and subrecipiententitites • Intake system – for “Request for subcontract” • As well as longer term wish list / “subcontract module” • Future activities • Enhanced tracking of all subcontract activity within OSP • Enhanced connection to Funding Action to trigger need for sub • Discussions with Accounts Payable, Procurement and GCA for further efficiencies in areas such as: • Invoice discrepancies • After award subcontracts and how to better account for these University ofWashington Presenter’s Office

  16. Subrecipient Monitoring Subrecipient Monitoring is the process of providing oversight on subawards throughout their lifecycle.

  17. Roles and Responsibilities

  18. Next StepsSubrecipient Monitoring Project • Future activities • Reconvene campus workgroup • Form new workgroup for departments with heavy foreign activity • Have focused conversations with individual departments with heavy foreign subcontract activity to learn more about specific needs on their ongoing relationships with subs • Modify processes for foreign subrecipients, as needed • Continue campus communication • Update subcontract webpage, resources

  19. Wrap Up / Reminders • Always submit a letter of intent by the SC-PI and countersigned by the authorizing official of his/her institution • There may be subrecipients that either we are not able to subcontract with or we will need to increase terms & conditions and tracking based on review • Look in SAGE for a full/final version of the subaward documents • New Subcontracs Assistant Director – Marcea Kato. 10/28

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