Reducing Administrative Burden in Research Administration

1. Reducing Administrative Burdenin Research Administration September 11, 2013

2. Agenda:Reducing Administrative Burden • Impetus for Change • Functional Areas Affected • Federal Grant Applications • Salary Management • Cost Transfers • Initial Billing • Subrecipient Monitoring • Final Reporting • Data and Reporting

3. Impetus for Change • In Spring of 2012, we began a comprehensive look at research administrative processes. • Almost every transaction requires • Paper. • Department initiation and transmission to at least one central office. • Entry into more than one database, file, or system. • We determined to be more efficient while maintaining: • Transparency. • Compliance. • Audit requirements.

4. Functional Areas:Federal Grant Applications • Cayuse, a system-to-system federal grant application tool, went live in June, 2012, based on overwhelmingly positive feedback from users. • The average time savings per application is estimated to be more than 8 hours. • Prepopulated or auto-calculating administrative fields. • Ease of manipulation of the scientific components. Still to Come! Subawards.com Import Data into ePTF

5. Functional Areas:Salary Management • Effort Certification (EC) Adjustments match non-exempt salary to certified effort. Effective July, 2012, no cost transfer was required for “transaction in progress” variances. • Electronic salary distribution will eliminate the PAF for more than 4000 transactions per year.

6. Functional Areas:Salary Management Still to Come! No P-Cert Committed Effort Management Prospective Changes from Effort System EC Adjustments for Exempt Employees Auto-On Auto-Off

7. Functional Areas: Cost Transfers • Effective July, 2012, ORA has the authority to initiate cost transfers to: • Remove unallowable costs. • Remove deficits. • Remove any expenses above the reported amount. • Remove any expenses incurred outside the project period. • ORA completed 55% of Jefferson’s closeout transactions for the FY2013 close.

8. Functional Areas:Billing • Effective July, 2012, ORA submits initial contract bill when payment is due upon execution. Still to Come! Milestone Billing

9. Functional Areas:Subrecipient Monitoring • Beginning July, 2012, ORA requisitions the purchase order in Ascent for a subcontract upon execution. • Beginning October, 2012, PIs were able to certify on-line as to subrecipient progress Still to Come! All invoicing through ORA Risk Threshold for Audit PI signature no longer required

10. Functional Areas:Final Reporting • Effective June, 2012, ORA completes the federal final invention and final equipment reports, if required. • We communicate with PIs as needed to confirm inventions reported to OTT. Still to Come! Clinical Trial Closeouts

11. Functional Areas:Data and Reporting • Effective for the FY14 budget process, projected grant revenue and F&A cost recovery were pre-loaded into Hyperion. • JeffShare access granted to PIs and departmental grants staff. Still to Come! Capture Out-Year Awards Data share between ePTF and GL Capture Milestones