OSP Update

MRAM - 10/10/2013Lynette Arias

Office of Sponsored ProgramsUniversity of Washington

Federal Demonstration Partnership (FDP) NIH eRA Commons Working Group (CWG) OSP FY2014 Projects Subcontracts Update

Today’s Report

What is FDP?

FDP - Federal Demonstration Partnership 10 Federal agencies / 119 research institutions 25 years / Began as Florida Demonstration Project 3 meetings / year in Washington, DC Source of many grant streamlining over the years Administrative, Faculty and Technical

representatives participate: Admin rep – Jeff Cheek – will change to Lynette Faculty rep – Was Dave Eaton – looking for

replacement Technical rep – Jim Kresl

http://sites.nationalacademies.org/pga/fdp/index.htmOffice of Sponsored Programs Presenter Name

September 2013 FDP MeetingGeneral Session Highlights

Emphasis on Public Access Policy - Agency plans due to OSTP 8/22.

NIH Payment Mgmt System subaccounts Closeout requirements changing – shortening timelines Most agencies in process of updating their policy

guides Recovery and Transparency Board extended for 2

years All awaiting Omni-circular – target Dec 2013 Presentations from Sept meeting: http://

sites.nationalacademies.org/PGA/fdp/PGA_084892

Work of Committees split into three areas:

Administration General administration Compliance

FacultyTechnical

Usual FDP Agenda

September 2013 FDP MeetingExamples of subcommittees

Administrative Committee Administration

Subawards – pursuing unilateral mods, fixed price template, subcontract template

Administrative Burden – Focused on NIH subaccounts Project Certification – ongoing pilot Contracts – troublesome clause discussion/database

Compliance Animal subjects – new FAQ re: wildlife Human subjects – HIPAA Omnibus final rule and research

September 2013 FDP MeetingExamples of subcommittees

Faculty Committee Office of Naval Research’s Basic and Applied

Research Portfolio Work Life Balance Faculty admin burden

Technical Committee STAR Metrics SAM – System for Award Management Using rich media for grant applications InCommon Single Sign-on / ScIENcv Pilot Project

NIH Commons Working Group

The Commons Working Group (CWG) is an open meeting that allows NIH to have a conversation with members of the user community to discuss electronic business processes between NIH and our grantee community.

This group meets three times a year in January, May and September in conjunction with the Federal Demonstration Partnership meetings.

In existence since around 2000 http://era.nih.gov/commons/about_CWG.cfm

September 2013 CWG Meeting

eRA Commons updates Updates to personal profile (required fields,

etc.) Forms C SBIR reauthorization project

ASSIST updates – requesting feedback on our experience

RPPR – Oct 22 webinar. To be rescheduled based on shutdown

Closeout – policy changes coming, so they are relooking at closeout module and opening things up for comments, changes needed, usability, etc.

Implications of Requiring Commons Users IDs (grad students, undergrads, post docs, etc)

Roles, rights and delegations (relooking at how people are using roles, making some changes, adding, deleting)

September 2013 CWG Meeting

Focus on process improvement in four key lines of business: Proposals Awards Subcontracts Other Administrative Actions

OSP Key FY2014 Projects

ProposalClearly defining “sponsored project” and what

type of agreements are the responsibility of OSP – Fall 2013/Winter 2014

Proposal review standards/guidelines– Fall 2013/Winter 2014

AwardEnhanced tracking of pending Funding Actions –

in processGCA/OSP workgroup to assist “back and forth”

process – in processUpdates to FA itself – Fall 2013/Winter 2014

OSP Projects

University of Washington Presenter’s Office

SubcontractsProcess assessment and improvements - ongoingSystem development to support process – next 1-

2 yearsTeam changes & new Assistant DirectorCampus workgroup – reconveningEnhanced tracking, communication and education

Other administrative actionsAssessing options for centralized system intake

OSP Projects

Process updates completed Updated version of FDP template being used Expanded use of this to include all Fed Grants & Cooperative

Agreements Process changes around flowdown of prime terms & conditions Moving now to standard non-FDP template for Fed contracts

and all non-fed agreements Fully executed agreement now being attached in SAGE / eGC-1 Added in subrecipient review/risk assessment at time of

subaward issuance – Subrecipient Certification Form With Subrecipient Financial Questionnaire for non A133 entities

Subcontracts Process Improvements

System projects Working with ORIS on three key priorities

System solution to track information on actual subrecipient entity Enhanced reporting on subcontracts and subrecipient entitites Intake system – for “Request for subcontract”

As well as longer term wish list / “subcontract module”Future activities

Enhanced tracking of all subcontract activity within OSP Enhanced connection to Funding Action to trigger need for

sub Discussions with Accounts Payable, Procurement and GCA for

further efficiencies in areas such as: Invoice discrepancies After award subcontracts and how to better account for these

Subcontracts Updates

University of Washington Presenter’s Office

Subrecipient Monitoring

Subrecipient Monitoring is the process of providing oversight on

subawards throughout their lifecycle.

Task/Responsibility Responsible Party

Obtain the appropriate information prior to submitting the proposal (statement of intent, accurate budget, statement of work)

PI/Department

Review appropriateness of subreceipient entity prior to issuing sub

OSP

Execute an agreement consistent with A-133 requirements

OSP

Review entities on an annual or ongoing basis

OSP

Track scope of work & expenditures by the subcontractee to ensure project is on time, on budget, within scope, and costs are allowable

PI/Department

Roles and Responsibilities

Next StepsSubrecipient Monitoring Project

Future activities Reconvene campus workgroup Form new workgroup for departments with heavy

foreign activity Have focused conversations with individual

departments with heavy foreign subcontract activity to learn more about specific needs on their ongoing relationships with subs

Modify processes for foreign subrecipients, as needed Continue campus communication Update subcontract webpage, resources

Always submit a letter of intent by the SC-PI and countersigned by the authorizing official of his/her institution

There may be subrecipients that either we are not able to subcontract with or we will need to increase terms & conditions and tracking based on review

Look in SAGE for a full/final version of the subaward documents

New Subcontracs Assistant Director – Marcea Kato. 10/28

Wrap Up / Reminders