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Welcome to RAIN!

Welcome to RAIN!. Research Administration Information Network. Presented by: the folks in RDA with today’s emcee , David Holmgren. Date: May 15, 2014. RAIN Agenda. David Holmgren. Introduction Updates & timely information:. SVPR Special Guest: Purchasing Services RFDS RGC/SPA RATE

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Welcome to RAIN!

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  1. Welcome to RAIN! Research Administration Information Network Presented by: the folks in RDA with today’s emcee, David Holmgren Date: May 15, 2014

  2. RAIN Agenda David Holmgren • Introduction • Updates & timely information: • SVPR • Special Guest: Purchasing Services • RFDS • RGC/SPA • RATE • ORIO • OCTRI • TTBD • CRBO • CTO • USR • Research & Academic HR • Q & A RAIN: 5-15-2014

  3. SVPR • Office of the Senior Vice President of Research RAIN: 5-15-14

  4. SVPR: Office of the Senior Vice President of Research Dana Director Growth Trend in Research RAIN: 5-15-2014

  5. SVPR: Office of the Senior Vice President of Research Dana Director Office of Proposal & Award Management (OPAM) Research Grants & Contracts Sponsored Projects Administration RAIN: 5-15-2014

  6. SVPR: Office of the Senior Vice President of Research Dana Director Office of Proposal & Award Management Deb Golden-Eppelein Senior Director, OPAM Nancy Duncan Director of Grants Management Charles Resare Policy & Financial Compliance Kellie Guentert Director of Operations & Systems RAIN: 5-15-2014

  7. SVPR: Office of the Senior Vice President of Research Dana Director Nancy Duncan Director of Grants Management Vacant - Manager Pre-Award Pat Cloteaux Post-Award RAIN: 5-15-2014

  8. SVPR: Office of the Senior Vice President of Research Dana Director Kellie Guentert Director of Operations & Systems Holly Lloyd Financial & Admin Ops Laura Smith Special Projects Cari Benveniste Process Improvement RAIN: 5-15-2014

  9. SVPR: Office of the Senior Vice President of Research Dana Director Smart Change for Future Growth • Helps OHSU to meet Uniform Guidance • Promotes improved processes and services • Enables expansion of frontline staff • Utilizes the strengths of the current leadership • Effective July 1, 2014 RAIN: 5-15-2014

  10. SVPR: Office of the Senior Vice President of Research Nancy Duncan For questions, contact: Kellie Guentert 503-494-5438 - guentert@ohsu.edu Nancy Duncan 503-494-3715 - duncanna@ohsu.edu Deb Golden-Eppelein 503-494-4853 - goldenep@ohsu.edu RAIN: 5-15-2014

  11. Special Guest: Facilities & Logistics • Purchasing Services RAIN: 5-15-14

  12. Logistics: Purchasing Services Donna Johnson Fiscal Year-End Purchasing Please refer to FY14 year-end communication from CFS • Review invoices on hold report now - Instructions • FY15 expense not allowable in FY14 • Must be received in Oracle by Friday, June 30 • Send finally closed requests as soon as possible RAIN: 5-15-14

  13. Logistics: Purchasing Services Donna Johnson Streamline Purchasing Requests Punch-out • Access quotes, faster transmission, confirmation, billing • Vendors: Bio Rad, Fisher Scientific, Grainger, Life Technologies, Roche Diagnostics, Sigma Aldrich, VWR Scientific • Encumbers correct price, eliminates wrong item delays • Exceptions: Rush orders and capital equipment RAIN: 5-15-14

  14. Logistics: Purchasing Services Donna Johnson Streamline Purchasing Requests Research Stores • Recent savings with Bio Rad, New England Biolabs, Qiagen, Sigma, Life Technologies • Check inventory before placing rush order • Comparable products from multiple vendors • Medical supplies from Logistics warehouse • Billed at landed cost, no hidden fees RAIN: 5-15-14

  15. Logistics: Purchasing Services Donna Johnson Streamline Purchasing Requests P-card • One-time purchases with new vendors • Routine charges such as water, medical gases, custom oligos, printing services • PO only requests for online ordering • See allowable list of products and services RAIN: 5-15-14

  16. Logistics: Purchasing Services Donna Johnson Streamline Purchasing Requests Standing PO (FY15) • Renew to match previous year, add or subtract $ based on usage • Decrease “Bill Only” PO volume • Itemize goods when possible • End-user has control of ordering process RAIN: 5-15-14

  17. Logistics: Purchasing Services Donna Johnson Streamline Purchasing Requests Blanket PO • Assigned to Oracle item file with product details • Decrease order delays and pricing issues • Faster transmission and confirmation, decreased by 1-2 days • Existing blankets may already be created for your products - please inquire! • Less data entry and multiple vendors on one requisition RAIN: 5-15-14

  18. Logistics: Purchasing Services Donna Johnson Capital orders over $100k • Obtain 2 additional quotes plus selected quote • OR complete exemption request form • Orders $250k+ requires review by our Contracting Services Group • Notify your Buyer one week before submitting Oracle requisition in case additional review or negotiating is required (turnaround time up to 1-2 weeks) RAIN: 5-15-14

  19. Logistics: Purchasing Services Donna Johnson Learn more! Schedule a visit: Oracle Optimization & Purchasing Roadshow By Donna Johnson, dedicated Purchasing enthusiast Oracle Best Practices Class By Brian Langford, Oracle Trainer RAIN: 5-15-14

  20. Logistics: Purchasing Services Donna Johnson Questions? Contact Donna Johnson: johdonna@ohsu.edu 503-494-4917 Purchasing Services on O2 RAIN: 5-15-14

  21. RFDS • Research Funding & Development Services RAIN: 5-15-14

  22. RFDS: Research Funding & Development Services Katie Wilkes Thank you from the OHSU Research Week Organizing Committee to all of our RDA volunteers and attendees! Provide feedback on Research Week: https://www.surveymonkey.com/s/STNKPZS RAIN: 5-15-14

  23. RFDS: Research Funding & Development Services Katie Wilkes OHSU Presidential Bridge Funding Applications due Friday, May 30 Bridge funding is available for established, independent investigators threatened by an imminent lapse in research support. Investigators can request up to $50,000 in funding for one year to help bridge them while they generate data to restore funding. Up to 10 awards will be made this funding cycle. RAIN: 5-15-14

  24. RFDS: Research Funding & Development Services Katie Wilkes Bridge Funding (Continued) Please note the following changes for FY2015: PI salary is no longer allowed under this mechanism because new OHSU-wide PI bridging policies are currently being developed. This mechanism is meant to support programmatic costs such as research staff, supplies, etc. The research plan section of the application has been shortened to 4 pages. RAIN: 5-15-14

  25. RFDS: Research Funding & Development Services Katie Wilkes Bridge Funding (Continued) Applications are due by 5 p.m. onFriday, May 30, 2014 to funding@ohsu.edu.  Viewguidelines and application forms for complete details. RAIN: 5-15-14

  26. RFDS: Research Funding & Development Services Katie Wilkes NRSA Application Workshop, June 30 For students & postdocs planning to apply for an individual NRSA fellowship from the NIH. Covers non-research elements such as InfoEd, budget, reference letters, and training plan. Lead by: Johanna Colgrove, M.D./Ph.D., Program Coordinator Jen Raupp, Grants & Contracts Administrator Rachel Dresbeck, Ph.D., Director, Research Development, Research & Academic Communications RAIN: 5-15-14

  27. RFDS: Research Funding & Development Services Katie Wilkes NRSA Application Workshop Monday, June 30, 2014, 2 to 4 p.m. Biomedical Research Building room 381 Open to both researchers and administrators. Please RSVP to funding@ohsu.edu. RAIN: 5-15-14

  28. RFDS: Research Funding & Development Services Katie Wilkes Questions? funding@ohsu.edu http://www.ohsu.edu/funding http://www.ohsu.edu/researchnews RAIN: 5-15-14

  29. RGC/SPA • Research Grants & Contracts and Sponsored Projects Administration RAIN: 5-15-2014

  30. RGC/SPA: (Future Office of Proposal and Award Management) Nancy Duncan NIH Updates Updated Policy for Application Submission (NOT-OD-14-074) NIH Opens the RPPR for All Type 5 Non-SNAP Progress Reports (NOT-OD-14-079) Updating Grant Closeout Policies (NOT-OD-14-084) RAIN: 5-15-2014

  31. RGC/SPA: (Future Office of Proposal and Award Management) Nancy Duncan OGASurvey Help us make improvements that support you! Sending to all OGA users Opens last week of May Responses collected through June RAIN: 5-15-2014

  32. RGC/SPA: (Future Office of Proposal and Award Management) Nancy Duncan New Pre-award Manager Aric Dutelle Joining us June 9th! RAIN: 5-15-2014

  33. RGC/SPA: (Future Office of Proposal and Award Management) Nancy Duncan Questions? RGC orserv@ohsu.edu SPA spaweb@ohsu.edu RAIN: 5-15-2014

  34. RATE • Research Administration Training & Education RAIN: 5-15-2014

  35. RATE: Research Administration Training & Education Margaret Gardner Learn more about these… RATE Spring & Summer Classes Training Grants & Fellowships Clinical Trials 1 & 2 Federal Grants Management Effort & Salary Cap RDA 101: Introduction to Research Administration RAIN: 5-15-2014

  36. RATE: Research Administration Training & Education Margaret Gardner Research Administrator Gathering? Join the discussion here. RAIN: 5-15-2014

  37. ORIO • OHSU Research Integrity Office RAIN: 5-15-2014

  38. ORIO: OHSU Research Integrity Office David Holmgren Integrity Booster Update Currently at 84% of employees • 91% of Researchers! Login to Big Brain to take the Booster. RAIN: 5-15-2014

  39. ORIO IRB: Institutional Review Board David Holmgren eIRB Upgrade: eIRB7 Update We have begun the eIRB7 Design Process • On track & on schedule Timeline Reminder: • Anticipated Go-live in 2015 Until then, continue to use current system. RAIN: 5-15-2014

  40. ORIO IRB: Institutional Review Board David Holmgren We still have a long way to go, but as we get closer to finalizing the design… • Look for IRB Communication seeking your involvement to provide feedback and to answer questions. • We will also be looking to you to help test the system. Please stay tuned for more details! RAIN: 5-15-2014

  41. ORIO IRB: Institutional Review Board David Holmgren IRB Brown Bag Sessions Lost & Stolen Devices Thursday May 28th 11:30 a.m. to 12:30 p.m. in UHS 8B60 Was my laptop stolen? Where did I leave my thumb drive? Join this session for a presentation and Q&A on knowing where your data is and best practices/requirements on how to protect it. RAIN 5-15-2014

  42. ORIO IRB: Institutional Review Board David Holmgren IRB Classroom Training 11:30 to12:30 p.m. in CHH 3178 Introduction to IRB Review • June 5th IRB Classroom sessions are on hiatus for summermonths. Classes will resume in September. RAIN 5-15-2014

  43. ORIO: OHSU Research Integrity Office Questions? David Holmgren holmgred@ohsu.edu 503-494-7887 www.ohsu.edu/researchintegrity RAIN 5-15-2014

  44. OCTRI • Oregon Clinical & Translational Research Institute RAIN: 5-15-14

  45. OCTRI: Oregon Clinical & Translational Research Institute Darlene Kitterman eCRIS Ongoing Studies • Ongoing = IRB approved • Ongoing studies that require migration to eCRIS by July 14th: • Involve prospectively consented subjects and • Active subjects on study (i.e., all subjects are not discontinued or in follow-up) or • All subjects are in follow-up, but potentially billable services are included in remaining visits RAIN: 5-15-14

  46. OCTRI: Oregon Clinical & Translational Research Institute Darlene Kitterman eCRIS Ongoing Studies • Due to NCI reporting requirements, oncology studies that do not meet general criteria for mandatory use of eCRIS may still be required to be entered into eCRIS. 46 RAIN: 5-15-14

  47. OCTRI: Oregon Clinical & Translational Research Institute Darlene Kitterman eCRIS Ongoing Studies • Minimal information required to get study into eCRIS • Mini smartform • Only subjects in active portion of study or that have clinical services remaining • Bulk upload available • Subjects: refer to eCRIS website for template/ instructions. • Oncology: studies and subjects being centrally uploaded. 47 RAIN: 5-15-14

  48. OCTRI: Oregon Clinical & Translational Research Institute Darlene Kitterman eCRIS Ongoing Studies • Can enter additional information if additional functionality desired. • Visit schedule: • If want to enter past visit information • If want to project future subject visits • Visit Schedule + Budget: If industry sponsored and want to generate invoices and/or track financial information 48 RAIN: 5-15-14

  49. OCTRI: Oregon Clinical & Translational Research Institute Darlene Kitterman Questions? Contact OCTRI at: eCRISSupport@ohsu.edu http://www.ohsu.edu/crms 503-494-7602 49 RAIN: 5-15-14

  50. Wrap Up Everyone Q & A Next RAIN Meeting: June 19, 2014, 9:30 – 11:00am Send agenda item requests to: rain@ohsu.edu Or use the RAIN Feedback Form 50 RAIN: 5-15-14

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