quarterly grant managers meeting 06/17/15. agenda introduce call in guests karl leif bates - new...

Quarterly Grant Managers Meeting06/17/15

Agenda• Introduce Call in Guests

• Karl Leif Bates - New Research Website

• Michelle Rigsbee - Update on Closeout Procedures

• Julie Cole – RCC Update

• Keith Hurka-Owen – ORS Updates

Karl Leif Bates• Director of Research Communications• @dukeresearch• Phone: 919-681-8054• FAX: 919-684-5760• Karl Leif Bates• Director of Research Communications• @dukeresearch• karl.bates@duke.edu• News Coverage:• Writes, edits and coordinates coverage of university research news from all units,

including Arts & Sciences, the Nicholas School of the Environment, the Pratt School of Engineering and Duke Medicine. He also edits Duke Research a monthly online magazine.

• Background & Experience:• Joined Duke in 2007 from the University of Michigan, where he was director of life

sciences communications. A 15-year newsroom veteran and member of the National Association of Science Writers, Karl is a former winner of the AAAS science writing award.

Michelle Rigsbee – Update on Close out Procedures

Julie Cole – RCC Update

Keith Hurka-Owen – ORS Updates• Open Assistant Director Position (Posted today…finally)• Social Science focused portfolio

• ORS West• Provide convenient face-to-face service for all aspects of the grant

administrative process.• A regional outpost of the Office of Research Support, • Provide training support to include assistance with proposal

submission, award management and closeout, issue resolution, ad hoc training for new employees, and customized small group workshops.

• Help build the capacity of campus based units with direct and intensive interactions to increase Duke University’s ability to compete for grant funding in an ever increasingly competitive environment.

• Continue to develop dialogue to learn from grant managers and faculty about what is hindering them from getting their jobs done and brainstorming ideas for improving the research administration.

ORS West• ORS* West

223 Gross HallSee map: http://maps.duke.edu/map/?id=21#!s/key=Gross%20Hall?m/6866

• ORS* Assistant Directors at ORS* West• Monday 1-5 Adam Kuehn• Tuesday 9-12 Michele Grow• Wednesday 9-12 Keith Hurka-Owen• Thursday 1-5 Shonta Holloway • Thursday IRB* hours 9 – 12• Make an appointment: http://sites.duke.edu/orswest/

ORS – Internal Process Updates• Treasury Billing Services Transmittal Form• Streamlined Form.• Consistent between pre-award offices.• Helps ORA/S understand what TBS needs.• Defining certain aspects of the process

• Type of award?• Third digit?• PMAC Programmatic Element?

• Working on developing a specific list of what other documents are required.

• Impact in the department: • fewer data entry corrections. • Efficient set up of SAP WBSE data.

ORS – Internal Process Updates• Subrecipient Risk Assessment

• New internal process for new and continuing subawards.• Created to keep burden to a minimum in ORA/S.• Form generated from OSP data.• Form produces a risk factor of high, medium or low.• ORA/S have discretion over the response to the risk factor.

• Add more reporting requirements.• Issue FDP Template to a new small NGO and reassess next year.

• Pilot testing began a couple of months ago.• Go live for all subs on 7/1.

ORA/S – Work Stream Update• No-Cost Extensions.• Getting to them sooner to stop the “churn.”• Developing programmatic, administrative and financial checklist.• Drafting best practices document.• Scoping out SPS solution:

• Automate the request.• Consistent across ORA/S.• Track requests and sponsor responses.• Automate update in SAP from SPS (Sept?)

ORA/S – Work Stream Update• Peer Invoicing.• Communication .

• To chairs.• To faculty.• To grant managers and business managers.• To our peers.

• Policy• GAP on Late Invoices.• Automated alerts and workflow in SAP.

• Going to RACI 06/30/15

ORS – Short FTEs• Communication.• Hyper-vigilance in ORS – running the queue.• Set expectations – turnaround times might suffer.• Ability to respond to last minute requests has eroded somewhat.

Q&A