OSP UpdateMRAM - 6/12/2014

Lynette AriasDirector, Office of Sponsored Programs

University of Washington

Staffing updates FY14 Goals – brief review of key

accomplishments FY15 Goals – initial plans

OSP Update

New OSP Staff Administrator – Chris Jackson

• currently on Team A, will move to Team B in future Floater Administrator – Jasmine Campbell Subaward Administrator – To be announced soon! Office Assistant – Amber Smith (assistance with central email boxes)

New management position Associate Director, Systems & Operations

In recruitment Assistant Director, Team B (Rick Glover transitioning to Sr. Contracts

Specialist) Associate Director, Systems & Operations (new) Learning, Outreach & Communications Manager

OSP Staffing Updates

New Contracts team – in development Associate Director – Michael Corn will lead team Senior Contracts Specialist – Rick Glover Support structure for contracts – will not handle 100% of contracts Approach support of complex contracts in a more effective way Enhance overall support, training and resources related to contracts

Core Support team structure – in assessment Ensure even distribution of workload Develop senior administrators with programmatic leadership areas / key

points of contact in some cases for schools/colleges Provide growth opportunities for staff Evolve support of departments for most effective and timely response Support changes in sponsor requirements and increased volumes

OSP Team Organization

Proposals Develop, document & communicate proposal review guidelines & update GIM

1 Develop tracking and analysis of GIM 19 deadline waiver requests

Awards Enhanced tracking and visibility of pending Funding Actions (FA’s) OSP/GCA workgroup – returned FA’s (reduced from 46% to 19%) New Contracts team and approach – initial stages of development

Subawards Document internal standard operating procedures & template standards Tracking tool for subaward requests and pending subawards Develop subrecipient monitoring program (A133 audit finding)

Other Administrative Actions Initial stages of documenting needs for overall intake system for all other

actions and requests from departments

Overall FY14 Process Improvement Goals – Focus on the Basics

Proposals / eGC-1 Efficiency with eGC-1 processing: suppressing certain fields, auto-generated

messages changing text on Attachments page when eGC-1 is for an Industry Sponsored Clinical Trial (ISCT) or is “After-the-Fact”

Awards Defined FA fields and provided GCA edit role on subset of fields Added FA fields to support enhanced compliance & metrics (e.g. Sponsor Award

Date & OSP Received Date) Subawards

Ariba – first phases of prep work for transition of PAS PO’s to Ariba BPO’s Subaward tracking system, initial stages of transition into SPAERC

Includes some minor modifications to structure data tracking (Subaward Issue Date) General Operations Support

OSP Management Reports: Develop initial suite of internal OSP management reports in key business areas

FY14 – Systems/Reporting/Web Initiatives

Web Prepare Proposal webpage – refreshed and updated Clinical Trial page – updated Budget Extension page – updated New NIH ASSIST webpage

FY14 – System/Reporting/Web Initiatives

OSP Internal assessment and idea gathering in process Strategic Planning – more formal planning and

development of unit goals – Summer/Fall 2014 (3-5 year plan) Customer Survey results will be key part of this process Continued use of Campus Workgroups

RAPIT – with GCA and ORIS Subaward Workgroup Possible additional workgroups

New Associate Director, Systems & Operations Lead on continuing business process and systems needs

assessment

Setting FY15 Goals

OSP Organization & Structure Enhancements Key system needs

Subaward Intake and tracking & Ariba transition Intake system for all other administrative actions / “requests for action” Ongoing assessment of business needs and current system support

• Needs & gap analysis Uniform Guidance

Will drive updates & changes to policies, procedures and systems in some cases

Enhanced reporting & metrics Enhanced transparency

Subawards in SPAERC and viewable in SAGE or otherwise Continued work towards transparency of all SAGE/SPAERC data

FY15 – Initial goals