Thomas Jefferson University

Research Administration Center of Excellence Updated: 5/12/2015

Research Administration Update

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Sam DiIanni, MS RACE Director Jefferson Alumni Hall (M-41) 215-503-6124 Samuel.diianni@jefferson.edu Brian N. Squilla, MBA Vice President of Administration Chief of Staff Office of the Provost Interim Director, ORA 1020 Walnut St., Suite 612 215-503-0418 Brian.Squilla@jefferson.edu

Agenda

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• RACE Teams and Current Staffing • Dashboard Update • Actions Taken to Date

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RACE Overview RACE Teams and Current Staffing

Team Team Lead Current Staffing Volume to Date (3/31/15) Bluemle (Implemented 8/01)

Vacant (offer has been accepted; start date June 8th)

• 5 Grants Administrators • 1 Grants Coordinator • 1 Team Lead (Vacant)

• 192 proposals/progress reports • $22.1 M in projected FY15

expenditures

JAH (Implemented 8/01) Carol Prem • 5 Grants Administrators • 1 Grants Coordinator • 1 Team Lead

• 198 proposals/progress reports • $18.7 M in projected FY15

expenditures

JHN (Implemented 10/01)

Mike Jones • 3 Grants Administrators • 1 Grants Coordinator • 1 Team Lead

• 100 proposals/progress reports • $13.2 M in projected FY15

expenditures

Medical College (Implemented 10/01)

Denise White • 2 Grants Administrators • 1 Grants Coordinator • 1 Team Lead

• 74 proposals/progress reports • $9.6 M in projected FY15

expenditures

Purchasing Team (Implemented 8/01)

Mike Jones • 2 Purchasing Coordinators • 1,506 POs processed • 153 P Card Purchases

Clinical Team (Implemented 8/01)

Jennifer Lott • 3 Grants Administrators • 1 Team Lead

• $24.4 M in projected FY15 expenditures

Scientific Writer (Implemented 10/01)

Michael Kane • 1 Scientific Writer • 29 R Series Proposals • 1 Program Project Proposal • 5 Other (Career, DOD,

Fellowships)

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RACE Overview Implementation Status

Identified Challenge

Implemented Strategies

Increase in Volume • Increased staff of RACE teams to ensure long term need is met. (completed) • Proposal submissions are forecasted to be 30% higher in FY15 than the

prior fiscal year

Training • Utilized experienced research administration consultants to temporarily relieve Team Lead portfolios and allow for additional time to train and on-board new RACE employees.

• Created library of online training courses in partnership with ORA located in Blackboard (completed)

• 38 online training courses related to research administration

Service Levels • Rebalanced original portfolios across RACE teams • i.e., complex portfolios are assigned to senior RACE team members

(completed) • Created Team Lead position for RACE Clinical Trials to ensure proper staffing

model (completed; Team Lead started April-15)

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Senior leadership and the project team continue to measure the progress of RACE. The metrics below represent the current status of RACE and progress toward stated goals.

RACE Overview Implementation Dashboard

Measurement of Success Current Month Actual

Goal Current Status

Proposals submitted to sponsor on time

100% 100% on time

Assist researchers in identifying funding opportunities

56% 100% of researchers with profiles in PIVOT and receiving customized notifications

100% anticipated by 12/31

Quarterly detailed projections delivered to PIs with meeting invitation

100% 100% each quarter

Quarterly project meetings held with PIs

100% 100% each quarter

Timely purchase orders created for those departments utilizing Purchasing Team services

100% of POs created in 5 business days or less

5 business days to creation of PO

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Senior leadership and the project team continue to measure the progress of RACE. The metrics below represent the current status of RACE and progress toward stated goals.

RACE Overview Implementation Dashboard

Measurement of Success Current Month/Actual

Goal Current Status

Submit timely invoices and financial reports

100% on time submission

100% on time submission

Certify effort reports on a timely basis 100% on time certification

90% on time certification

Establish new awards in a timely basis 1 business day for set up of new account

2 business days for set up of new account

Provide active award and pending proposal data to departments for the annual budgeting process

100% of departments received data from RACE

100% of departments receive data from RACE

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RACE continues to be focused on improving lines of communication with the departments and PIs they are serving and ensuring service level agreement roles and responsibilities are met.

RACE Overview Ongoing Steps

Ongoing Step Description Anticipated Completion Date

Status

Continue to conduct RACE Team Update Meetings

Each RACE Team held open houses for their department administrators and PIs the week of March 9th.

Completed Completed and will continue to be held quarterly

Hire and train additional RACE staff

Recruiting, hiring and training for the remaining RACE positions is a priority.

6/30/15 *FAC and faculty support was instrumental in receiving additional GAs*

In Process (Recent hires are being trained and on boarded; there is 1 Team Lead vacancy in which an offer has been accepted; start date June 8th)

Monitor RACE Dashboard

Senior leadership continues to monitor the RACE Dashboard closely to ensure service levels are on track.

Ongoing Ongoing

Actions Taken To Date

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• Based on feedback from: • Faculty Advisory Committee • Department Administrators

A. Strengthening relationship between ORA & RACE 1. Creation of WRAP (Working Research Administration

Partnership) • RACE, ORA & Sponsored Accounting

2. ORA/RACE monthly management meetings 3. Brown Bag training sessions

Actions Taken To Date

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B. TJU hosted two NCURA workshops on campus 1) training opportunity and professional development for RACE; ORA & Sponsored Accounting 2) invitation offered to all local institutions; great networking opportunity C. Creation of Training Online Library for current and new research administrators 1) 38 online training courses related to research administration located in Blackboard

Actions Taken To Date

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E. Creation of pre award matrix and pre award FAQs 1) Pre award FAQs is an outcome of engaging faculty through the FAC F. Creation of ORA Service Level Agreement 1) mission same as RACE

G. TJU representation at COGR (Council of Government Relations & FDP (Federal Demonstration Partnership)