Departmental Research Administrators Workgroup (DRAW)

Departmental Research Administrators Workgroup (DRAW)

May 3, 2012

deMarneffe 218

Agenda

Introductions

Announcements/Updates

Annual Partners Disclosure Process (Raquel Espinosa)

Beyond Reason: Using Emotions as You Negotiate (Lisa Horvitz & Catharyn Gildesgame)

New NIH Regulations & Mandatory Training (Peter Paskevich)

Q & A - All

Announcements

Research Finance Coordinator Position Filled!

After a long search process, we have hired Jeffrey Stephens as the new Research Finance Coordinator!!

Jeffrey will start this month as soon as CORI clears. He will be meeting individually with the grant administrators and PI’s.

Announcements

Partners Research Computing Survey

Help shape the future research support services offered by Partners Research ComputingWe would highly appreciate if you can participate in this survey. Please follow the link below and answer each question thoughtfully and where applicable, add in your valued comments.

https://limesurvey.partners.org/limesurvey/index.php?sid=31636&newtest=Y&lang=en

The survey will close on May 6, 2012.

PeopleSoft Upgrade

As a result of the system upgrade there will be a downtime:– Will be taken down on 05/17/12– Will be available again on 05/21/12

Both the HR & Payroll system and the Financials system (ePro/eBuy, eCheck and Expenses) will be down from 3:00 PM, Thursday, May 17 through 6:00 AM, Monday, May 21.

Continuation - PeopleSoft Upgrade

Given the complexity of some of the earnings distribution changes and other data changes submitted, please be sure to provide enough time to have transactions fully approved in order to avoid resubmitting these following the upgrade.


All MSS transactions submitted prior to the system going offline will need to be fully approved before 3pm on Thursday, May 17th. Those changes that are not approved will need to be re-entered once the system is back online Monday, May 21st.


Starting Monday, May 21st you will see that there is a slightly different look and feel to the system, but all functionality will still be there. Further details will be sent closer to Monday, May 21st.

Industry Sponsored Clinical Trial Budgets

Clinical trials sponsored by industry will be set-up as “TDC” funds and not as “MTDC” as they have been up until now

Of note: we do not plan to make amendments to old funds

TDC: Total Direct CostsMTDC: Modified Total Direct Costs

* Revised Clinical Trial Budget Template posted on the research intranet

Sub-recipients

Partners is taking a more conservative approach before working with new sub-recipients.

At the time of pre-award, if grant proposal includes sub-recipients McL Hospital has not worked with in the past, McL RA will contact Partners Contracts to see level of risk if other Partners entities have worked with them.

Effort Reports – due 04/30/12

INITIAL NOTIFICATION• April 2- Primary Effort Managers (cc: Dept Admin) for investigators who had an ECF generated

EMAIL REMINDERS• April 11– Reminder to Primary Effort Managers for investigators who had an ECF generated so that investigators have enough time to certify

• April 18– Reminder to Primary Effort Managers and Investigators who don’t have their forms completed

• April 25– Final reminder to Department Administrators, Primary Effort Managers, and Investigators who don’t have their forms completed

DEADLINE• April 30 Deadline for effort reports return (marked as completed in Insight)

ESCALATION• May 15– Chief, Dept Admin, Institutional Research Administrator, and Entity Compliance Officer

• May 30–Entity VP Research, PHS Corporate Director RM and RF, PHS Compliance Officer, PHS Director of Research Analytics & Reporting + everyone above

• June 18– PHS VP Finance + everyone above

CERTIFICATION PERIOD CLOSE• September 30– Last day to electronically sign Period 2 effort reports in Insight; paper-based on Oct. 1

FY12 Pd 1 Effort Certification Follow-up Plan

Effort Report Performance Summary as of 05/01/12

Effort Reporting Process

Generation Pre-Review Certification Post-Review Complete

Effort Mgr Post-Review

Recorded as Complete

Bypass Post-Review if No Changes or Errors

Changes or Errors Detected

Email NotificationEffort ReportIs Ready

InvestigatorCertification

Effort MgrPre-Review

Override and Initiate Update

Accept

Certification:

REVIEW EFFORT CERTIFICATION FORMS:

· Pre-review - Select an investigator's name; the hyperlink will open their Effort Certification Form; from there you can page through to the next investigator on your list by selecting "Previous ECF" or "Next ECF" hyper links at the top right of the page. If ECF appears correct: select the [Accept and Send to Investigator] button. If ECF appears incorrect: make edits and select the [Save] button. When you are ready to send the form to your investigator select the [Accept and Send to Investigator] button. Notifications to Investigators: Selection of the [Accept and Send to Investigator] button will automatically send an email to your investigator on your behalf (i.e. PHS Time and Effort on Behalf of <your name>) letting him/her know their form is ready to certify.

· Post-Review - If a form returns to you for post-review, open the ECF. If ECF appears correct: select the [complete] button. If ECF appears incorrect: select the [override & request changes] button, enter a justification in the Notes section in the Comments field, edit the incorrect values, and then select the [accept & send to investigator] button to send the form back to your investigator. Comments are required for an override. FLAGS & FORM VALIDATION:· Red Flags – Indicates potential disproportionate salary compared to certified effort by 5% or more; clarify in the Notes section if due to required cost sharing component or salary over the cap adjustment; initiate any necessary changes in PeopleSoft for salary redistributions· Blue Flags - Indicates potential significant changes in effort on an NIH award by a decrease of 25% or more compared to sponsor commitment · Yellow Flags – Indicates potential sponsor over-commitment where the sum of all active awards as recognized in InfoEd totals to greater than 100%· Exclamation Point – Indicates Total Effort does not = 100%; an ECF may move from pre-review to certification with this error but it must be resolved at certification to electronically sign and certify. OFFLINE ACTION ITEMS:· Train Investigators - Assist your investigators with understanding their effort reporting responsibilities and help them navigate through the effort reporting module· Sponsor Commitments - Work with the Partners Research Management Post-Award team to update effort commitments in InfoEd and with the sponsor.· Payroll - Work with your Payroll Manager to effectuate any necessary salary redistributions in PeopleSoft with an Employee Data Change (EDC) request · Significant Changes in Effort - Work with the Partners Research Management Post-Award team if any significant changes in effort (25% or greater) is anticipated; your Post-Award GA will work with you to send a formal prior approval request to the sponsor from Research Management. If a significant change in effort is detected based on an investigator's effort certification, an email will be sent to the corresponding Research Management Post-Award Grants Administrator to determine next steps.

Effort Reporting Process

HELP:• Effort Reporting Training - Visit the Effort Reporting training website• Effort Reporting Questions - Contact [email protected]• Insight Technical Questions – Contact [email protected]

QUICK LINKS:• Top Ten Questions• Effort Reporting Website

Effort Reporting Help

Continuation – Effort Reports

Please remind your investigators to review and submit Effort Reports

on time!

Thank you!!

IRB Fees – Industry Sponsored Studies

Departments no longer need to invoice for IRB fees

When McL Research Administration edits the record for activation of the industry sponsored clinical trial, it will be coded for Partners Billing to invoice.

Annual Partners Disclosure Process

The electronic Annual PDS now incorporates the annually required Research Conflict of Interest (COI) Certification.

This certification information will be used instead of individual COI disclosure forms for al progress reports or annual renewals.

Continuation – Annual PDS

What does this mean to you????No more COI’s Needed:

– Annual Progress Reports– No Cost Extensions– Subcontract in Amendments

212121

McLean Hospital

Beyond Reason: Using Emotions as You Negotiate

DRAW Professional Development OpportunityMay 3, 2012

22

You cannot avoid emotions in your organization…

….nor do you want to.

Emotions can be a major source of organizational value

- if you have a systematic method to put them to good use.

- Daniel L. Shapiro, PhD

McLean Hospital / Harvard Medical School (Psychology)

Director, Harvard International Negotiation Program

23

• “Don’t get emotional”

– Trying to suppress emotions can sometimes make things worse

• Dealing with emotions is critical to every organization’s success

• Understanding the drivers of emotions can help:

– Prevent conflict

– Resolve disagreements

– Turn potential adversaries into collaborators

– Create powerful working relationships

– Reach highest levels of performance and achievement

• Individually; organizationally

24

• Professional development opportunity for DRAW members

• Background / Context– Daniel L. Shapiro, PhD

• Faculty of McLean Hospital / Harvard Medical School (Psychology)• Director, Harvard International Negotiation Program

– Negotiation and Conflict Resolution: Practical Frameworks to Enhance Negotiation Success

• Workshop series offered to McLean Management Forum (spring 2011)• Very positive feedback that included suggestion to offer more broadly across

McLean

– Beyond Reason Method: a Systematic Approach to Cultivate Positive Relations, Bolster Collaborative Problem Solving and Transform Your Organizational Culture

• Developed by Dr. Shapiro • Pilot underway at McLean with >120 staff (9 groups)

25

• Today: Invitation to members of DRAW to participate

• Workshop Series (spring 2012)– Very participatory, interactive and engaging– 12 weekly sessions

• Workshop 1: 45 minutes• Workshops 2-12: 30 minutes each

– At time to be determined based on schedules of participants and facilitator

• Workshop Facilitator – Lisa Horvitz, Director of Operations/Process Improvement

• Resource Materials for each participant– Beyond Reason: Using Emotions as You Negotiate by Roger Fisher & Dan Shapiro– Participant Workbook– Pocket Guide

26

Interested in participating?

Contact Catharyn Gildesgame

[email protected]; 617-855-4235

New NIH Regulations &

Mandatory Trainings

28Office for Interactions with Industry | 617-643-7752 | [email protected] 28

New PHS Regulations

Framework of regulation is unchanged from 1995 Regs focus on Investigator’s Financial Conflicts of Interest

(FCOIs) “Investigators:” all those responsible for design, conduct, or

reporting of PHS research (Researchers) Institution’s policy must comply with the regulations Researchers must comply with institution’s policy, including

disclosing Significant Financial Interests (SFIs) Institution must evaluate disclosures and determine whether an

FCOI exists If institution finds an FCOI, institution must manage it, which could

mean eliminating it Institution must report FCOIs to PHS awarding component

28


Definition of SFI Has Changed

29


Definition of SFI Has Changed, cont’d

30


3. Frequency of Disclosure Has Changed

Researcher must disclose all SFIs at the time of application for a granto Annually thereaftero At progress reporto Within 30 days of acquisition of new SFI

Within 60 days thereafter, institution must determine relatedness; if so, whether the disclosed SFI is an FCOI; if so, institution must manage and report it to PHS awarding component

31


Changes in Regs for Researchers

32


Changes in Regs for Institution

33


Proposed Implementation: SFIs

The revised ARC (Partners Annual Research COI) includes questions to capture new elements in the definition of SFI.

A special form for capturing reimbursed or sponsored travel is being developed that will go live in July

34


Proposed Implementation: Updates

Communications with Researchers

Over the summer, OII will send a communication to researchers explaining the update requirement and what triggers it. In addition, the explanation will appear in FAQs on the OII website and will be imbedded in the update form. The form will go live at the same time. After August 24, 2012, researchers will get periodic reminders to update their forms.

35


4. Investigator Training is Required

The institution has to provide training on the institution’s policy, the investigator’s disclosure obligations, and the PHS regulations as follows:o Before an investigator engages in any PHS-funded

research; researcher cannot begin until he/she is trained

o Every 4 years thereaftero Immediately if

The institution’s policy changes An investigator is new to the institution An investigator is out of compliance

36


Proposed Implementation: Training

Formal Training Program Content: under development- potential use of some content

developed by AAMC with CITI; target June 1, 2012 Platform: CITI has been selected (same as IRB and RCR) Population: All ARC population (everyone on a government-funded or

foundation-funded grant) Tracking System: will link CITI data re completion of training to

Insight and InfoEd; target June 1, 2012 Notice system: automate through InfoEd notification to untrained

Investigators and PI at time of:o Proposal Submission, JIT, Advance Fund Request, NOGA or equivalent, Renewal

Submission o New investigator added through Electronic Data Change – check for training to be

integrated into RM’s EDC process o Target June 1, 2012

Launch: notice to all ARC investigators of training requirement, with link to training program- target mid June 2012

37


Summary: Proposed Implementation Timeline – New Regs

Category Timeline 2012

Training & Education Launch June 1 – July 1

Update for new SFIs August 1

Travel Reimbursements July 1

Relatedness Analysis July 1

Management Plans & Reporting New/renewing grants on and after August 24

Audits of Management Plans New/renewing grants on and after August 24

Retrospective Review/Mitigation Plans

New/renewing grants on and after August 24

Public Accessibility New/renewing grants on and after August 24

38

Questions?

Contact

Raquel Espinosa

Phone: 617-855-2868

[email protected]

[email protected]

Departmental Research Administrators Workgroup (DRAW)

Documents

Transcript of Departmental Research Administrators Workgroup (DRAW)