URA/AURA Campus Town Hall

1. URA/AURACampus Town Hall May 11, 2011 BSLC 109 2:00pm

2. Agenda • Announcements • AURA-Grants Implementation • URA Review Guidelines • AURA-IRB Update

3. AURA-Grants Implementation

4. AURA Project Status AURA- Full Grants (Go-Live June 24, 2011) Phase Gate Review Phase Gate Review Discovery Plan & Analyze Design Build Test & Final Prep Deliver & Stabilize Discovery Plan & Analyze Design Build Test & Final Prep Deliver & Stabilize Feb 2010 Mar – Aug 2010 Aug – Dec 2010 Dec – June 2011 July- Ongoing Summer 2008 AURA- IRB (Expected Go-Live Early 2012) Summer 2008 Feb- July 2010 Aug – Apr 2011 May – Oct 2011 Sept– Feb 2012 Jan- Mar 2012

5. AURA-Grants Entire sponsored project life cycle ALL external funding requests will be developed, routed and approved in AURA. Federal Grant Submissions Non-Federal Grant Submissions Progress Reports and non-competing continuations. Clinical Trial Contracting & MTA routing Revisions, Resubmissions or Renewals created from existing AURA proposals Go Live: June 24, 2011

6. AURA-Grants Conversion Scope • Data converted from TRACS • Ongoing process of cleaning TRACS data • Will need to further clean data post-Go Live due to TRACS structure different than AURA • Will maintain any historical data in AURA-GrantsXpress • Pending Projects: • TRACS record not closed • At least one budget period in PENDING status • Entry date as of January 1, 2010 (~1.5 years of back data) • Awarded Projects: • At least one budget period in AWARD status with an end date after July 1, 2010 • Shell Funding Proposal/Budget Grids created for any record in scope • Data elements not converted • Future Budget Periods – do not exist in TRACS, will be added manually by URA • Detailed budget line items – to be added by Unit; at continuation processed/unit determines level of detail • Annual Report Data – rolling 10 years o data (with DW rollout 2)

7. AURA-Grants Transition

8. AURA-Grants Process Changes Budget Requirements • Institutional Requirements: • All PI/Key Personnel Effort recorded in Budget Personnel Grid • Required for Current/Pending Support • Unit-specific requirements • Salary Recovery Requirements • Cost Sharing Requirements and internal review/approvals • Budget Development Options: • Proposal budget line-item detail requirements • Budget Grids map to Grants.gov budget forms – Detailed R&R and Modular • Are full details required at submission for non-Grants.gov? • Award budget line-item detail requirements • Ability to develop FAS Subaccount mapping – how much detail needed? • What level of detail is needed for projection/forecasting?

9. AURA-Grants Process Changes Award Management • All Awards managed in AURA-Grants • Award process in 2 steps: • Update Award Amounts – sets Awarded Direct and F&A • Award Totals updated by URA staff • Distribute Award – Institution acceptance of award terms/conditions • Both new processes have system emails to PI, PC, PA, SAA Award Reconciliation • NEW: Required Step after URA has distributed Award- update budget grid details to meet awarded totals

10. AURA-Grants Process Changes Electronic routing changes • All URA Submission forms replaced by AURA-Grants • PTF, CTTF, ETF, MTA, Concurrence Forms no longer accepted as of June 30, 2011 • All sponsored submissions routed in AURA-Grants • Need for internal requirements documented for: • Cost Sharing • Additional space/technology needs, special needs • Course buy-outs • Designation for back up for Unit Approvers • Approving Options: • 1 Unit Approver required • Up to 3 Unit Approvers per Funding Proposal • Unit Approvers may be from across campus for collaborative proposals/cross department approval • PI electronic endorsements • Funding Proposal – COI Certification, NIH Assurance, Final Ready to Submit • Continuations – COI Certification, NIH Assurance • Concurrence Requests – PI approval

11. AURA-Grants Process Changes Reporting Credit Unit • Ability to assign credit to multiple units by percentage of total project • Allows for credit to non-academic departments • Credit maybe determined by percent of overall project dollars • Endorsement of plan prior to routing to URA • Review at award stage

12. AURA-Grants Process Changes PI and Fellow roles created from job codes in IRF/HR feed to AURA-Grants. PI Status requires prior approval before assigning PI role in AURA Fellow role added per Help desk ticket for non-employee Fellows

13. Overview of AURA Reporting Target date: July 2011 • Proposal and Award Activity • Current and Pending Support • For Individual • For Unit • Proposal and Award History • Detail • Summary (By PI/Agency/ Unit/Award Type/Administrator) • Awards Active for Date Range • Indirect Cost Analysis (by PI/ Agency/Unit) • Proposal Success Rate • Proposal and Award Management • Project/PI Profile, including: • Summary information • Key Personnel list with effort • Proposed v. Awarded Budget • Reports Due • Cost Sharing on Awards • Expiring Awards • Pending Proposals by Proposed Start Date • Reports Due for Date Range 2

14. Overview of AURA Reporting • 9 pre-built reporting packages with 70+ report tabs • Reports can be customized and/or exported to Excel

15. Overview of AURA Reporting 2

16. AURA Reporting • Built-in Report Navigation allows drilling • from Summary Reports… • to List Reports… • to Award Detail

17. Role/Security Assignments • Unit Approver role would require Dean‘s Office endorsement • Reporter role required for access to Data Warehouse • Re-certify all current AURA-GrantsXpress users • Planned coordination with primary department/unit contacts • Camus meetings: • GrantsXpress users: May 19, 2011 @ 11am, TBD • Campus users: May 18, 2011 @ 10:30am, 1155 E 60th, room 314 • Worksheets will be available by May 13, 2011 • Due May 31, 2011

18. AURA-Grants Training Curriculum AURA Training Courses: https://training.uchicago.edu/courses.cfm?category_id=34 Department Administrators/Staff 1.       AURA Fundamentals 2.       AURA Pre-Submission 101 3.       AURA Post-Submission 101 Position- specific responsibilities: 4.    AURA Reporting Interactive User Training 102 5.    AURA Clinical Trials & MTAs 6.    AURA Power Users Principal Investigators/Faculty 1.       AURA Fundamentals 2.       AURA PI Informational • May 27, 2011 @ 12 Noon • June 30, 2011 @ 1pm If possible, we recommend attending classes in the order listed above to see workflow occur in chronological order. All Courses held in Computer Training Lab-BSLC 018 Registration through the HR Training Site (UC and UCH employees eligible) Dedicated Trainers: • Manager: Aaron House, ahouse@uchicago.edu; 4-1622 • Trainer: Steve Strang, sstrang@uchicago.edu; 4-2182 AURA Reporting Trainers: • Kim Griffin, kgriffin@uchicago.edu; 4-2653 • David Weiland, dweiland@uchicago.edu; 2-8931

19. AURA Help If you need assistance on any AURA proposal, please contact: AURA-HELP@UCHICAGO.EDU

20. URA Review Guidelines

26. AURA-IRB

27. Overall Scope: 1. All IRB submissions on campus will be routed in AURA. • Research with human subjects: • Initial review • Amendments • Continuing Reviews • Unanticipated problems • Serious or continuing noncompliance • Suspension or termination of research • Exemptions • Non-Human Subject Research • Emergency use requests • Privacy Board/IRB reviews 2. IRB Meeting Management 3. IRB documentation management 4. Establish link to AURA Grants. AURA IRB Update Beginning to Build designed system Testing during Build Full Conversion of relevant data Recreate legacy history log in AURA activity & convert current info to SmartForms Additional clean-up may be required Training in New System Winter Quarter Operational in early 2012

28. AURA Contact Information