1 / 33

What is the Role of a DRA… Department R esearch A dministrator Understanding Your Role Pre Award

What is the Role of a DRA… Department R esearch A dministrator Understanding Your Role Pre Award Best Practices Post Award Management The Day-to-Day of your Grant P ortfolio Getting to know your Post Award Central Office Best Practices Compliance When to flip your Compliance Hat

liluye
Download Presentation

What is the Role of a DRA… Department R esearch A dministrator Understanding Your Role Pre Award

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. NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

  2. What is the Role of a DRA…Department Research Administrator • Understanding Your Role • Pre Award • Best Practices • Post Award Management • The Day-to-Day of your Grant Portfolio • Getting to know your Post Award Central Office • Best Practices • Compliance • When to flip your Compliance Hat • Allowable vs. Unallowable • Best Practices NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

  3. What is the Role of a DRA? NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

  4. What is the Role of a DRA? • The DRA is one of the most important players in Research Administration Operations NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

  5. Understanding Your Role • Successful DRA’s: • Understand their valueto the organization • Understand their limitations • Determine their strengths • Identify their weaknesses NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

  6. Pre-Award • The Departmental Research Administrator (DRA) assists and advises the PI (Principal Investigator) in Pre-awardactivities in accordance with: • Sponsor’s terms and conditions • Applicable regulations • Institutional policies NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

  7. Pre-Award • DRAs are the primary interface with the scientific staff members that are responsible for sponsored project conduct.  • On-the-Ground ~ an important understanding of issues a central administratormay not or cannot know.  • Their importance doesn’t eliminatethechallenges & hurdlesassociated with successfully completing task, especiallywhen there is a one person office. NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

  8. NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

  9. Best Practices • Department Research Administrators • Group meetings are essential to the future growth of any organization. • Your institution’s first line of defensefor compliance. • Assets to cultivate, develop and maintain NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

  10. Best PracticesAward Monitoring • Review of expenditures in a timely fashion • Cost Transfers • Allowable, allocable and reasonable • Cost Share Commitments • Overspending/Under-spending • Increasing/Decreasing Effortof Key Personnel • Equipment Purchases • Training, training, training! NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

  11. Best PracticesSub-Recipient Monitoring • Overseeing all work with sub-recipient • Regular follow-up meetings with PI and sub PI to review project timeline • Terms of the sub-award including termination for non-performance and audit • Allowable and allocable to the subcontract • Payment/invoicing terms of the subcontract • Carry-forward • Foreign sub-recipients & negotiated F&A rates NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

  12. Best PracticesTime & Effort Reporting • Systems in use for verifying effort • Direct working knowledge of the work being done on the research projects • Certification should be done in a timely manner • Changes must reflect the actual work being done NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

  13. Post Award Management NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

  14. Intimate Knowledge of your Grant Portfolio • Who are my sponsors • Federal, State, City, Foundations and other. • Familiarity with governing circulars • OMB Circular A-21 • OMB Circular A-110 • OMB Circular A-133 • Federal • NIH, NIHMI, DHHS • NSF • USDEduc NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

  15. Do you have a Back-up system? • Create a tracking system • Validation • Forecasting • Keep separate copies • Effort Reports • Invoices • Account Reconciliations NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

  16. Be Proactive • Due Dates • Back-up • Front end Salary Reallocations • Understanding Your Financial Systems • Utilization of offered training • Utilization of offered system reports • Technology is your friend, Embraceit! NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

  17. Getting to Know your Post Award Central Office • Who is your Liaison? • Get to know THEIR duties • Know what THEY need from YOU • Respect DUE DATES • Building Relationships • Reach out • Request Meetings/Trainings • Invite them to your “house!” NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

  18. Getting to Know your Post Award Central Office • Ask and you Shall Receive • Award Documents • Manual or System generated invoicing • Reporting • Payments • Go-To-Person • Reliable back-up • Turn-around-time • Uninterrupted productivity NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

  19. NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

  20. Best PracticesAfter-the-Fact Effort Reporting • Effort Reallocations - - processed prior to reports issuance • 1st Hand knowledge of the work being done on the research projects • Certification should be done in a timely manner • Changes must reflect the actual work performed NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

  21. Best Practices • Respect Deadlines • Be Proactive • Cost Center Reconciliations • Networking • Take advantage of Training Opportunities • Education is paramount • Self • Formal NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

  22. Compliance NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

  23. When to Flip your Compliance Hat • Identifying Red Flags • Major Purchases towards the end of the project • Equipment • Computer • Irregularity in Budget Variations • Comp vs. Non comp • The 25% rule • Cost transfer beyond.....the 90 day Period • Understanding your polices and regulation • Getting it right, the 1st time NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

  24. When to Flip your Compliance Hat • Identifying Red Flags • Effort Reporting Changes • Who is certifying effort • Significant reallocations of effort • Key Personnel salary/effort variations • The 25% rule • Administrative Duties • Travel • Domestic vs. Foreign • Per diem vs. Actual receipts NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

  25. Allowable vs. Un-Allowable Administrative Salaries Case#1: Working on multiple Grants/Projects withDepartmental duties Answer: Allowable vs. Un-Allowable Case#2: Working on one Grant only with no Departmental duties Answer: Allowablevs. Un-Allowable NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

  26. Allowable vs. Un-Allowable Office Supplies Case#1: Purchasing Office Supplies under a single project of the lab Answer:Allowable vs. Un-Allowable Case#2: Purchasing Office Supplies to one specific grant/project where multiple sponsored and non sponsored projects run simultaneously Answer: Allowable vs. Un-Allowable NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

  27. Allowable vs. Un-Allowable Travel Case#1: Budgeted Conference, standard room, no view of the city Answer: Allowablevs. Un-Allowable Case#2: Budgeted Conference, Presidential Suite, free mini bar, hot tub and amazing view of the city Answer: Allowable vs. Un-Allowable NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

  28. Allowable vs. Un-Allowable Computer Equipment Case#1: Budgeted computer equipment of $2,500, four small purchases for iPads Answer: Allowable vs. Un-Allowable Case#2: One budgeted laptop, cost $2,500 Answer: Allowable vs. Un-Allowable NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

  29. NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

  30. Best Practices • Review Sub-Recipients • Audits • Effort Reporting • Invoices • Request Back-up • Audit Trails • Friend or Foe? • Conflict of Interest NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

  31. Best Practices • Budget, Budget, Budget • Trust but Verify • Review your NOA • Stay up-to-date • New & Old Compliance Regulations • Check with your Post Award Liaison • Is it worth it? • How do you want your Name in a Headline? NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

  32. NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

  33. NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC

More Related