OSP OSP Brown Brown Bag Bag March 29, 2016 Office of Sponsored Projects 1 OSP OVPR Brown Update Bag Carleen A. Brunelli
Associate Vice President for Research Office of Sponsored Projects 2 Research OSP Development Brown Bag Update Amy Carroll Director of Research Development Office of Sponsored Projects 3
OSP OSP Brown Brown Bag Bag Office of Research Integrity (ORI) News and Updates Office of Sponsored Projects 4 OSP COIBrown Updates Bag
Annual COI Assurance cycle (March 4 29, 2016) All regular faculty Investigators on research grants Calendar year reporting (vs. past 12 months) Deadline: TODAY! March 29, 2016 Current completion rate: 80% New website www.brown.edu/research FAQs, information on special reporting requirements for PHS* investigators *includes certain foundations Office of Sponsored Projects 5 OSP COIBrown Updates
Bag InfoEd COI Module Anticipated launch: May 2016 Data from legacy system will be migrated Annual reporting (Feb/March of each year) Transactional reporting (throughout the year) Coeus Certification Page Question 1 (COI certification) slight modification Office of Sponsored Projects 6 Export OSP Control Brown Bag Updates
Screen new items/products that are being purchased (alerts from Purchasing) Controlled under the ITAR: has severe restrictions (Brown policy no ITAR on campus, unless a legacy purchase) Controlled under the EAR: may have some restrictions regarding export, deemed export Existing items Inventory Research trips abroad, taking equipment Office of Sponsored Projects 7 Export OSP Control Brown Bag
Updates Screening visiting scientists, researchers Restricted party screening Travel to certain destinations Cuba, Iran, Syria, North Korea, Sudan Reviewing contracts/agreements Export control clause Publication restriction clause Classified research Participation restrictions Office of Sponsored Projects 8 Human OSP Research Protection
Brown Bag Program (HRPP) Updates Continued efforts to improve customer service & streamline / reduce administrative burden: CITI training requirement non-Brown training Undergraduate studies involving human subjects New checklist to guide student researchers/mentors New Undergrad/mentor protocol form New Letter of Intro for Undergrad Work involving Human Subjects Office of Sponsored Projects 9
Animal Research Protection OSP Brown Bag Program (ARPP) Update Streamlining Coeus / data cleaning efforts New Animal Use Form USDA and non-USDA species protocol split moving forward Recent Policy updates Policy for Use of Avian Embryos Guidelines for Counting Animals Used in Research & Justification for Animal Numbers Office of Sponsored Projects 10
Pre-Award OSP BrownUpdate Bag Michael Kostyshak Assistant Director Office of Sponsored Projects Office of Sponsored Projects 11 Federal OSP Brown Budget Bag
FY16 NIH - 6.6% increase over FY15 largest gain since 2003. Salary cap and Stipend levels adjusted upward NASA - 6.6% increase Department of Energy - 5.5% increase NSF - 1.6% USDA and NOAA also had increases DARPA - decrease of 1% NEH & NEA flat funded Summary available at Science 01 Jan 2016 Office of Sponsored Projects 12 NIH Proposal
OSP Brown Preparation Bag Scientific Rigor and Reproducibility Authentication of Key Biologic/Chemical Resources statement not required if not applicable Complete all budget periods in the R&R Budget form for your subaward budgets, aligning the budget period numbers, start dates and end dates with the budget periods of the prime grant details NOT-OD-15-073 Applicants may use et al in lieu of listing all authors in a citation (note this differs from NSF which requires all author names in References Cited Section) Office of Sponsored Projects 13
NIHOSP Proposal BrownSubmission Bag Warning at Proposal Submission You are using a FORMS-C application package. If you are submitting to a due date on or before May 24, 2016 you are using the correct forms and no action is needed (NOT-OD-16-004). If you are submitting to a later due date, you are using incorrect forms and MUST move to FORMS-D for submission by the due date. Office of Sponsored Projects 14 NIH
OSP& Brown AHRQ xTRACT Bag Extramural Trainee Reporting and Career Tracking (xTRACT) is a module within eRA Commons used to create research training tables for inclusion in progress reports and institutional training grant applications. Announced in NOT-OD-16-007 User Guide and basic information at https://era.nih.gov/erahelp/xtract/ and YouTube BioMed Representatives have been participating in Pilot New Discussion Group forming for Administrators of T32 Training grants Office of Sponsored Projects 15
A New NIH Grants & Funding OSP Brown Bag Website Office of Sponsored Projects 16 NIH eRA OSP Improvements - Coming Soon Brown Bag PIs will be able to seek prior approval via eRA Commons
for submitting applications with direct costs of over $500K PIs will also be able to initiate requests electronically to withdraw their applications. The hope is to add this functionality to eRA Commons by late spring. Available now Mobile Friendly eRA Commons Status Screen for PIs URL https://m.era.nih.gov/cmb Office of Sponsored Projects 17 NSFBrown Reminders OSP Bag
Results from Prior NSF Support section of Project Description Start date within last five (5) years The Project Description section cannot contain any URLs Grantee Notifications to NSF and Requests for NSF Approval must be electronically signed and submitted by the AOR at OSP or BMRA
Office of Sponsored Projects 18 NSFBrown Reminders OSP Bag I need a budget justification for the $5,500 requested for G.6. Other Costs in the budget detail. Please provide this information as soon as possible so I can complete my review.
Office of Sponsored Projects 19 Adobe OSPReader Brown(DC) BagIssues Grants.gov - Adobe Reader DC Compatibility Issue The latest major version of Adobe Reader (Adobe Reader DC) has been deemed incompatible with Grants.gov. The applicant may experience issues when viewing forms and performing some of the form actions, such as attaching files and saving forms. This issue is specific to all Adobe Reader DC versions.
http://www.grants.gov/web/grants/applicants/ado be-software-compatibility.html Office of Sponsored Projects 20 Process Change at Award OSP Brown Bag Stage Patent and Invention Agreement under External Gr ants and Contracts For BioMed Departments, return form to BioMed Research Administration Office Box G-R1
For all other Departments, return form to TVO, attn: Ned Whalen, Box 1949 or [email protected] Office of Sponsored Projects 21 Subrecipient Monitoring OSP Brown Bag News FDP Questionnaire Pilot Office of Sponsored Projects
22 Expanded Clearinghouse Pilot February 2016 June 2017 Selected as one of 40 institutions nationally to be included in the pilot! 23 Goal of Pilot Reduce administrative burden associated with verifying standard information required for subrecipient issuance and monitoring Eliminate swapping of subrecipient commitment forms completed on a transaction-by-transaction basis in favor of
accessing an on-line, up-to-date standardized, streamlined subrecipient data repository (an entity profile) Determine whether such a repository effectively reduces the data collection and review burden for Brown and subrecipients alike 24 At Time of Proposal Still acceptable & expected to collect from the Subrecipient at time of proposal: Statement of Work Budget Any other forms needed for the proposal Small business plans, biosketches or other support, certifications required at time of proposal, etc. Subrecipients proposal endorsement
Signature of the Subrecipients SPA office and/or indication they are willing to enter into a subaward if proposal is funded BUT 25 Process Changes to Plan For When We are the Pass-through Entity: DO NOT COLLECT a Subrecipient Commitment Form from another participating pilot institution When We are the Subrecipient: DO NOT COMPLETE a Subrecipient Commitment Form for a pass-through entity participating in the pilot Instead, please remind the other institution that we are a pilot Expanded Clearinghouse institution. Please be kind - remembering that many pilot institutions are
large and decentralized so it may take awhile for this updated process to filter down to all parts of the organization. 26 Participating Institutions Brandeis University Brown University California Institute of Technology Cedars-Sinai Health System Dana-Farber Cancer Institute Duke University & Duke University Medical Center Florida State University Georgia Institute of Technology Georgia Regents University Harvard University (including Harvard Medical School) Icahn School of Medicine at Mount Sinai Institute for Systems Biology (ERI)
Johns Hopkins University Michigan Technological University New York University, Washington Square Campus Northern Illinois University (ERI) Northwestern University Oregon Health & Science University Partners Healthcare (includes Brigham and Women's Hospital, Massachusetts General Hospital and McLean Hospital) Purdue University Syracuse University Tufts University University of Alabama University of Alabama, Huntsville University of Arkansas for Medical Sciences University of Cincinnati University of Florida
University of Kansas University of Miami (includes University of Miami Medical School) University of Minnesota University of North Carolina Chapel Hill University of South Alabama (ERI) University of Tennessee Health Science Center University of Tennessee, Knoxville University of Texas Medical Branch at Galveston University of Texas, Austin University of Washington University of Wisconsin-Madison Vanderbilt University Washington University Wayne State University 27
Subrecipient Monitoring OSP Brown Bag News Subawards Training on March 31- Office of Sponsored Projects 28 Post-Award OSP BrownUpdate Bag Comfort Brownell Accounting Manager
Office of Sponsored Projects 29 OSP Staffing Brown Update Bag Heather Dominey- Senior Grant/Contract Accountant Shelly Hull- Grant/Contract Accountant
Office of Sponsored Projects Inactivating OSP BrownGrants Bag Workday Grant Inactivation Process Process fully implemented Process Goal Inactivate grants upon submission of final financial report/final invoice Have grants inactivated within 3-4 months of award expiration date Office of Sponsored Projects
Financial Reports/Final Invoices to OSP Brown Bag Sponsors Transactions after award end date Pending Expenditures Reflect in adjustments column on rough draft financial report
Complete and submit transaction in Workday Transactions not executed in Workday will not be reported to sponsor and will be the responsibility of the department Expenditures to be removed from the award Complete and submit transaction in Workday OSP will move to your CC if not done in a timely manner Office of Sponsored Projects Closeout of AwardBag Process OSP Brown Removal of Overexpenditures
Creates additional manual work for department and OSP when this is not done Office of Sponsored Projects Will be handled centrally = OSP will move to your cost center Costing OSP Allocation Brown Bag Deadlines Impact on OSP approval
Please be mindful that the Payroll cut-off deadlines include time needed by OSP for review and approval. Each entry must be reviewed to confirm end dates and allow time for possible questions back to dept. There are many costing allocations received for each pay group and time is needed for accurate review and approval. Office of Sponsored Projects Fiscal Year OSPEnd Brown Closing
BagSchedule Preliminary Close Date: July 14th Procurement, Expenses, Customer Accounts and Payroll July 19th Manual Accounting Entries July 25th
FD130 Entries Office of Sponsored Projects Fiscal Year OSPEnd Brown Closing BagSchedule Looking ahead OSP will follow the Controllers Office closing schedule for all business processes including: Payroll accounting adjustments (PAAs) Cost transfer journals Exceptions: Delayed receipt of an award Removal of costs to non-sponsored funding source
Best Practice: Begin reviewing sponsored awards now Office of Sponsored Projects FY16 A133-Preliminary OSP Brown Bag Audits Preliminary process begins April 2016 Office of Sponsored Projects OSPField Brown Visits Bag
Quarterly/bi-monthly field visits Training Sessions Office of Sponsored Projects OSP RAIS Brown Update Bag Marisa J. Schasel Director Research Administration
Systems & Reporting Office of Sponsored Projects 39 OSP RAIS Brown UPDATE Bag InfoEd Project Workday Grants & Effort Reporting Coeus Effort Reporting Office of Sponsored Projects
40 InfoEd OSP Project Brown Bag Update COI Module Form Development Workflow and Routing Conversion User Acceptance Testing Office of Sponsored Projects 41
InfoEd OSP Project Brown Bag Update Lab Animals/IACUC Onsite Business Process Design Sessions Form Development Underway Planning Informational Sessions Office of Sponsored Projects 42 InfoEd OSP Project Brown Bag Update
Demo COI Annual Assurance Form Office of Sponsored Projects 43 InfoEd OSP Project Brown Bag Update Project Website https://www.brown.edu/research/projects/infoedimplementation/ Join InfoEd Mailing List https://listserv.brown.edu/archives/cgi-bin/wa?SU BED1=INFOED_PROJECT&A=1 Office of Sponsored Projects 44
Workday OSP Brown GrantsBag Update Sponsored Award Budget to Actual Report Employee Worktag Investigator Access Creating Filters Informational Session PI Dashboard Presenting to a group of faculty and department administration Office of Sponsored Projects 45
Workday OSP Brown Grants Bag Update Demo PI Dashboard Office of Sponsored Projects 46 Reporting OSP Brown Update Bag Tableau
Visualization of Data Dashboard created for proposal, award, and expenditures Senior Management Department Chairs/Center Directors Office of Sponsored Projects 47 Research OSP Brown Services BagUpdate Jennifer Quinn Research Services Manager
Office of Sponsored Projects 48 Coeus OSP Grants.gov Brown Bag FORMS -D New / Updated NIH Forms (FORMS-D) Coming Soon As part of NIHs plan to implement their recent policy changes Rigor and Transparency in Research, Vertebrate Anim als, Inclusion Reporting, Data Safety Monitoring, and Research Training - many of the PHS Grants.gov forms have been updated to align with these policy changes.
This new form set is known as FORMS-D. Office of Sponsored Projects 49 Coeus OSP Grants.gov Brown Bag FORMS -D FORMS-D Resources: High-level list of FORMS-D pre-ward form Chan ges Form Update 2016 Frequently Asked Questions *NEW* - SF424 (R&R) Application Guide Office of Sponsored Projects
50 FORMS-D OSP Brown Summary Bag List of NEW Grants.gov Forms in FORMS-D Packages PHS Assignment Request V1.0 Optional Form, used to provide structured information to NIH referral staff regarding: Funding Component Assignment Preference Study Section Preference Individuals who Should not review your application due to Conflicts
Scientific areas of Expertise needed to review your application. Office of Sponsored Projects 51 FORMS-D OSP Brown Summary Bag List of NEW Grants.gov Forms in FORMS-D Packages PHS 398 Inclusion Enrollment Report V1.0 Combines the Planned
Enrollment Report and the Cumulative Inclusion Enrollment Report forms into a single form. New questions added to form to identify the type of report. Coeus Update: None - This form is not populated from fields in Coeus. You must download the form from the Grants.gov Forms Webpage and upload into Coeus using the User Attached S2S Forms tool. Office of Sponsored Projects 52 FORMS-D OSP Brown Summary Bag
List of UPDATED Grants.gov Forms in FORMS-D Packages PHS 398 Career Development Award Supplemental Form V.30 New Candidate Information and Goals for Career Development attachment Combines individual attachments required on old version of form. New Data Safety Monitoring Plan attachment
New Authentication of Key Biological and/or Chemical Resources attachment Updated Citizenship selections Coeus Update: New Narrative / Attachment Types Office of Sponsored Projects 53 FORMS-D OSP Brown Summary Bag List of UPDATED Grants.gov Forms in FORMS-D Packages PHS 398 Cover Page Supplement V3.0
New Vertebrate Animals Section Added Additional questions about Euthanasia PHS 398 Research Plan V3.0 New Data Safety Monitoring Plan attachment New Authentication of Key Biological and/or Chemical Resources attachment Coeus Update: New Questions on the Questionnaire Questions for Grants.gov S2S forms. Office of Sponsored Projects
54 FORMS-D OSP Brown Summary Bag List of UPDATED Grants.gov Forms in FORMS-D Packages PHS 398 Research Training Program Plan V3.0 Updated Requirements for Program Plan Attachment New Plan for the Instruction in Methods for Enhancing Reproducibility attachment
New Data safety Monitoring Plan attachment Coeus Update: New Narrative / Attachment Types Office of Sponsored Projects 55 FORMS-D OSP Brown Summary Bag List of UPDATED Grants.gov Forms in FORMS-D Packages PHS Fellowship Supplemental Form V3.0
Office of Sponsored Projects New Applicants Background and Goals for Fellowship Training attachment Combines individual attachments required on old version of form. New Letters of Support from Collaborators, Contributors, and Consultants attachment New Description of Institutional Environment and Commitment to Training attachment New Vertebrate Animals questions added
56 FORMS-D OSP Brown Summary Bag List of Minor Label Changes Grants.gov Forms in FORMS-D Packages PHS Additional Indirect Cost V1.0 PHS 398 Modular Budget V1.2 PHS Training Budget V1.0 PHS Training Subaward Budget V2.0 Office of Sponsored Projects 57
Coeus OSP FORMS Brown Bag D Timing FORMS-D > Are Effective for application due dates ON or AFTER MAY 25, 2016. NIH has begun posting application packages with FORMS-D this month for proposals with initial due dates on/after May 25th. The RAIS team has started testing the new forms and hopes to have them available within the next few weeks. Office of Sponsored Projects 58 Coeus
OSP FORMS Brown Bag D Timing Selecting and Connecting to the Appropriate Grants.gov Package During Transition Phase When connecting to an FOA in Coeus, the Select an Opportunity Window will open where you may be presented with more than one Opportunity Forms Package option to select from. Office of Sponsored Projects 59 Coeus OSP Grants.gov
Brown Bag /FORMS -D The window includes the Competition ID field that will display the information on the Forms Package. Please keep in mind, that currently Coeus does not yet support FORMS-D packages, so for the time being you will need to select the package with the FORMS-C to begin your proposal. Office of Sponsored Projects 60 Coeus Grants.gov /NSF OSP Brown
BagSubmissions NEW NSF R&R Senior/Key Person Profile (Expanded) Form Same as R&R Senior/Key Person Form but includes an additional field to attach the required Collaborators & Other Affiliations Attachment. Office of Sponsored Projects 61 Coeus Grants.gov /NSF OSP Brown BagSubmissions Coeus > Grants.gov > NSF Submission Update
NSF Fastlane had an upgrade last week that is requiring the Closing Date be included in the data that we send to them. Our Coeus Vendor is working on Programming this. Office of Sponsored Projects 62 Coeus Grants.gov /NSF OSP Brown BagSubmissions Coeus > Grants.gov > NSF Submission Update During the transition, NSF will pull through our submissions. When we submit and
acquire the Grants.gov status of Agency Received that means the submissions passed NSF Validations (No Errors, but possible warnings) and NSF will get notification to upload the file into Fastlane. Office of Sponsored Projects 63 Coeus OSP Replacement Brown Bag Files Occasional Bug when Replacing Proposal Attachments When replacing Proposal Attachments we have
come across scenarios where the updated attachment does not properly get attached to the Grants.gov file sent to the agency because it has the SAME file name as the previously uploaded attachment. Office of Sponsored Projects 64 Coeus OSP Replacement Brown Bag Files *ISSUE* - The Narrative section will have the correct updated attachment, BUT the Grants.gov package will reference the prior attachment.
This is sometimes hard to pick-up in review. Office of Sponsored Projects 65 Coeus OSP Replacement Brown Bag Files The best practice is to save the updated attachment with a new file name, i.e V2 or V3. Office of Sponsored Projects 66
CoeusOSP New Brown Questionnaire Bag New NIH / AHRQ Questionnaire for Authentication of Key Biological and/or Chemical Resources A new questionnaire was created in Coeus for proposal submissions to NIH or AHRQ Key Biological and/or Chemical Resources. The questionnaire is to determine if the PI is planning on using Key Biological and/or Chemical Resources in their research as part of NIHs policy update to enhance reproducibility through rigor and transparency. Office of Sponsored Projects
67 CoeusOSP New Brown Questionnaire Bag The Question: Does the project involve key biological and/or chemical resources? If you select Yes to this Questionnaire AND the submission is a Grants.gov submission, you will be prompted to upload an additional attachment ~ describing methods to ensure the identity and validity of key biological and/or chemical resources used in the proposed Studies.
Office of Sponsored Projects 68 CoeusOSP New Brown Questionnaire Bag For Forms-C, this should be uploaded to the R&R Other Project Information form as an Other Narrative / Attachment Type In the Narrative / Attachment Description enter Authentication_of_Key_Resources_Plan Office of Sponsored Projects
69 CoeusOSP New Brown Questionnaire Bag For Forms-D, this attachment will be uploaded to the PHS 398 Research Plan. For More information about Key Biological and/or Chemical Resources, see the NIH Rigor and Reproducibility Webpage. Office of Sponsored Projects 70
OSP Coeus Brown - Support Bag Who to Contact for Coeus Support Please email [email protected] with any Coeus questions. Office of Sponsored Projects 71 Research OSP Brown Services
BagUpdate Effort Reporting Update Maria Mento Research Services Analyst Office of Sponsored Projects 72 Effort Reporting OSP Brown Bag Upcoming - Due Date
Upcoming Due Date Non Exempt Workers and Undergraduate Students Pay Period February 7 March 5, 2016: Due April 8, 2016 Outstanding (In Process): 55 reports (18%) Office of Sponsored Projects 73 Effort Reporting OSP
Brown Bag Upcoming Reporting Cycle Upcoming Reporting Cycle Weekly and Bi-weekly Effort Reports Non Exempt and Undergraduate Students Pay Period 03/06/16 to 04/02/16 Generate reports week of April 4th Office of Sponsored Projects 74 Effort
Reporting OSP Brown Bag Past Due Effort Reports Past Due Reports To date 40 Past Due effort reports Certification on time rate has declined Root Cause?? Office of Sponsored Projects 75
Effort Reporting OSP Brown Bag Past Due Effort Reports Past Due Reports ECP Best Practices: Monitor WD inbox to ensure effort reports are submitted to certifier in a timely manner Run the Effort Certification Summary Report Seven days before effort reports are due Contact certifier to ensure timely
completion Office of Sponsored Projects 76 Effort Reporting OSP Brown Bag Past Due Effort Reports Past Due Reports Request For Extension:
Submit to Director, Office of Sponsored Projects and copy Effort Certification Manager Timely Include effort report(s) requesting extension Clearly explain reason for extension Date when expect the effort reports to be in a certified state Office of Sponsored Projects 77 Effort Reporting OSP Brown
Bag ECP Reminder Notification New: ECP Reminder Notification Automated Notification to ECP: Workday and Gmail notification Effort report(s) in process on day 23 of the reporting cycle (Reminder) Effort report in process on day 31 (Past Due) Rollout date TBD Configuration and testing Office of Sponsored Projects
78 Effort Reporting OSP Brown Bag Adding Lines to Effort Reports New Procedure: To add a line to an effort report: Select the '+' button related to the line on the effort report that is impacted by the change. The system will automatically copy the
costing details of this line into a newly created line. On the newly created line, modify the costing worktags, as needed, that correspond to the change being made. Office of Sponsored Projects 79 Effort Reporting OSP Brown Bag Adding Lines to Effort Reports
Office of Sponsored Projects 80 Effort Reporting OSP Brown Bag Adding Lines to Effort Reports Office of Sponsored Projects 81
Brown Bag Listserv OSP Brown Bag To be added to OSPs Brown Bag Listserv, please email: [email protected] Office of Sponsored Projects 82
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