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Research AdministrationForum
January 2020
© UAB. All Rights Reserved.
• Keynote Address– “Operationalizing Excellence”
• Matt Ronning, AVP for Responsible Research Practices
• “A Deep Dive into the IRB Pool”
• Adam McClintock, Director, Office of the IRB
• “The KUTe way to Engage with HIIE”
• Karthik Gopalakrishnan, PhD – Director of Technology Transfer, HIIE
• Research Development - Chelsea Crawford, PhD
• Procurement Updates - Ron Collins
• Panel Discussion: Where Should I Submit my Agreement - OSP vs. University Contracts?
• Melinda Cotten, Ron Collins, and Renee Clements
Agenda
Office of Sponsored Programs
Operationalizing Excellence
Matt RonningAssistant Vice President, Responsible Research Practices
CONTEXT
RI >
• Who am I
• Responsible research practices
• Research misconduct
• Responsible research administration
• Operationalizing organizational excellence
Representational, VectorStock Image
RESEARCH INTEGRITY
A successful researcher must possess
some basic core values:
• Honesty – conveying information
truthfully and honoring commitments
• Accuracy – reporting findings precisely
and taking care to avoid errors
• Efficiency – using resources wisely and
avoiding waste
• Objectivity – letting the facts speak for
themselves and avoiding improper bias
FFP >
WHEN THINGS GO WRONG
F Falsification
“..manipulating research materials,
equipment, or processes, or changing or
omitting data or results such that the
research is not accurately represented in the
research record”
F Fabrication“..making up data or results and recording or
reporting them “
P Plagiarism“..appropriation of another person’s ideas,
processes, results, or words without giving
appropriate credit”
“Research misconduct means fabrication,
falsification, or plagiarism in proposing, performing,
or reviewing research, or in reporting research
results.”
Causes >
CAUSES
• Poor documentation
• Lack of communication
• Pressures to finish
• Missing leadership
• Frustration
• Forgetfulness
• Incompetence
Stressful
Paying attention >
PAYING ATTENTION TO YOU
• Record – Keep it clean and be religious about it
• Review – Remind yourself what you did the last few days.
• Instruct – Document instructions given and received. Share.
• Counsel – Let your subordinates and others know how to behave.
• Think – Stop for a moment and think
• Study – Lit search is not a one-stop shopping spree
• Heal – Shore up adversarial relationships
Slow down
OP EX >
OPERATIONALIZING EXCELLENCE
• Responsible Research Administration
• Improving policies and processes
• Standardization, readability,
simplification
• Deploying smarter e-tools
• eRA, eLN, PM
• Empowering and institutionalizing a matrix
of support
• Professional development, commitment
RCM >
Learn and Share
Questions?
A Deep Dive into the IRB Pool
Adam McClintockDirector, Office of the IRB
The Institutional Review Board Dive Pool
Elec
tro
nic
Res
ourc
esSi
ngle
IRB
R
eso
urc
esR
eorg
aniz
atio
nIR
B St
aff
Cro
ss T
rain
ing
Co
mm
un
icat
ion
St
rate
gy
Platform
WHAT’S HAPPENING IN THE IRB DIVE POOL?
Optimize use of electronic resources for more efficient and effective
processes and to improve timeliness of reviews
Develop resources to facilitate a more transparent and seamless review
process for cooperative research projects
Restructure OIRB teams to align with current distribution of the UAB
research portfolio and balance workloads
Engage in cross training to accommodate restructured teams and
facilitate ongoing staff development
Design and implement a multi-modal communication strategy to provide
regular updates from the OIRB
The Institutional Review Board Dive Pool
Ele
ctro
nic
R
eso
urc
esSi
ngle
IRB
R
eso
urc
esR
eorg
aniz
atio
nIR
B St
aff
Cro
ss T
rain
ing
Co
mm
un
icat
ion
St
rate
gy
Platform
USE OF ELECTRONIC RESOURCES FOR EFFICIENCY
Optimize use of electronic resources for more efficient and effective
processes and to improve timeliness of reviews
USE OF ELECTRONIC RESOURCES FOR EFFICIENCY
• July 2019
• Personnel eForm implemented
• March 2020
• Implement administrative tools to streamline
processing times after IRB meetings
• OIRB-CIRB process coordination
• June 2020
• IRB application eForm (to replace HSP)
• Continuing review eForm (to replace IPR)
• Amendment eForm (to replace PRAF)
The Institutional Review Board Dive Pool
Elec
tro
nic
Res
ourc
esSi
ngl
e I
RB
R
eso
urc
es
Reo
rgan
izat
ion
IRB
Staf
f C
ross
Tra
inin
gC
om
mu
nic
atio
n
Stra
tegy
Platform
PROCEDURAL EVOLUTIONS IN THE SINGLE IRB ERA
Develop resources to facilitate a more transparent and seamless review
process for cooperative research projects
PROCEDURAL EVOLUTIONS IN THE SINGLE IRB ERA
• January 2020
• Updated UAB single IRB online resources:
https://go.uab.edu/sirb
• Common Rule single IRB mandate
• Pre-IRB submission consultations
• June 2020
• Develop researcher toolkit for cooperative
projects when UAB is acting as relying site
• Develop a researcher toolkit for cooperative
projects when UAB is the reviewing IRB
The Institutional Review Board Dive Pool
Elec
tro
nic
Res
ourc
esSi
ngle
IRB
R
eso
urc
esR
eorg
aniz
atio
nIR
B St
aff
Cro
ss T
rain
ing
Co
mm
un
icat
ion
St
rate
gy
Platform
CUSTOMER SERVICE STANDARDS POST-COMMON RULE
Restructure OIRB teams to align with current distribution of the UAB
research portfolio and balance workloads
CUSTOMER SERVICE STANDARDS POST COMMON RULE
• March 2020
• Strategically reorganize OIRB teams
• Create teams with diversity of experience
• September 2020
• Redistribute submissions to better match OIRB
personnel resources to actual workload
• Communicate changes to research community
The Institutional Review Board Dive Pool
Elec
tro
nic
Res
ourc
esSi
ngle
IRB
R
eso
urc
esR
eorg
aniz
atio
nIR
B S
taff
Cr
oss
Tra
inin
gC
om
mu
nic
atio
n
Stra
tegy
Platform
IRB STAFF TRAINING NEEDS POST COMMON RULE
Engage in cross training to accommodate restructured teams and
facilitate ongoing staff development
IRB STAFF TRAINING NEEDS POST COMMON RULE
• August 2019
• Comprehensive training and development pilot
program implemented with mid-level OIRB staff
• February 2020
• Adjust based on results and expand pilot
• Target training to facilitate staff reorganization
• March 2020
• Begin ongoing training and development
• Regular assessment points with supervisor
WHAT’S HAPPENING IN THE IRB DIVE POOL?
Design and implement a multi-modal communication strategy to provide
regular updates from the OIRB
The Institutional Review Board Dive Pool
Elec
tro
nic
Res
ourc
esSi
ngle
IRB
R
eso
urc
esR
eorg
aniz
atio
nIR
B St
aff
Cro
ss T
rain
ing
Co
mm
un
icat
ion
St
rate
gy
Platform
WHAT’S HAPPENING IN THE IRB DIVE POOL?
• November 2019
• Onboarded Education & Outreach Specialist
• Began identifying avenues for communication
• January 2020
• Began cataloguing stakeholder outreach needs
• Regular IRB Updates via Research Matters
• March 2020
• Develop comprehensive communication plan
• Implement redesigned IRB website with a
focus on providing regular updates
Questions?
The KUTe way to Engage with HIIE
Karthik Gopalakrishnan, Ph.D.
Director of Licensing & New VenturesThe Bill L. Harbert Institute for Innovation and Entrepreneurship (HIIE)/IIE/UABRF
© UAB. All Rights Reserved.
WIIFM
25
The Bill L. Harbert Institute for Innovation and Entrepreneurship
© UAB. All Rights Reserved.
Who We Are; What We Do – Big Picture
26The Bill L. Harbert Institute for Innovation and Entrepreneurship
$6.43M
REVENUE
$700,000
SBIR/ STTR
275 Inventors
Engaged
37 Licenses
Executed
900 Jobs created/
maintained
$1.5B raised
by startups
130+ partners
from community
So….WIIFM?
© UAB. All Rights Reserved.
Your Inventions:• Drive licenses, found startups,
create jobs
• Engage the community; helps forge partnerships
• Improve patient care with new devices and drugs
• Educate students and the world at large
The Bill L. Harbert Institute for Innovation and Entrepreneurship
Education
Research, Innovation & Economic Development
Community Engagement
Patient Care
SUPPORT THE MISSION PILLARS OF UAB
Relevance of those numbers
© UAB. All Rights Reserved.
If that’s not WIIFM enough!
28The Bill L. Harbert Institute for Innovation and Entrepreneurship
Gross Revenue Income 100%
UABRF 15% plus 100% Legal Expenses
Net Revenue Distribution
Cumulative
Revenue
Income
InventorsAffiliated
Departments
Affiliated
SchoolsUABRF
Up to $20,000 75% 6.25% 3.125% 15.625%
>$20,000
<$100,00050% 12.50% 6.25% 31.25%
>$100,000
<$2mil30% 17.50% 8.75% 43.75%
>2 mil 30% 24.50% 12.25% 33.25%
Cycle of innovation
Research
Invention Disclosure
Assessment
Licensing
Commerciali-zation
Royalties
© UAB. All Rights Reserved.
Educated guesses at Predicting the Future
What we DO with Your Inventions
29The Bill L. Harbert Institute for Innovation and Entrepreneurship
How we educate ourselves
• Conferences
• Newsletters
• Market Trend Analysis
• Peer Networking
Constantly re-evaluating patent decisions (the “bets” we placed)
Engaging with HIIE; Knowledge
30
Pre-InventionDisclosing the
InventionOur Assessment
Patenting
Decision
MarketingNewco/ License
OUR PROCESS
© UAB. All Rights Reserved.
Seeding Inventions with Understanding 3
1
The Bill L. Harbert Institute for Innovation and Entrepreneurship
Understand the commercial potential of your
Invention
Understand the Market Trends related to
your Invention
Initiate the Engagement process with us
Understanding
Pre-InventionDisclosing the
InventionDoes my research have commercial potential? HIIE helps you:
Intellectual Property Disclosure (IPD)
Please speak with us about a potential invention
before you publish/ present it to the world.
© UAB. All Rights Reserved.
Building Trust with Transparency3
2
The Bill L. Harbert Institute for Innovation and Entrepreneurship
SWOT analysis
Commercialization potential of research/ IPD
Metrics/ Timelines
Faculty, our partner in Go/ No-Go decisions
OBJECTIVE: We may disagree, but, we still want your next IPD!
Our AssessmentPatenting
Decision
Transparency
Soon after we get your IPD, HIIE performs:
© UAB. All Rights Reserved.
Forging a Partnership
33The Bill L. Harbert Institute for Innovation and Entrepreneurship
Help us Help MarketingNewco/ License
Partnership
We need your connections:
• Presentations
• Seminars
• Publications
• Conferences Our Commercialization Efforts:
• Social Media
• Web Presence
• Conferences
• Flintbox
• Industry
• VC world
• “C” suite experienced entrepreneurs
© UAB. All Rights Reserved.
WEWE YOU
US
“OUR” Process
34The Bill L. Harbert Institute for Innovation and Entrepreneurship
Pre-InventionDisclosing the
InventionOur Assessment
Patenting
Decision
MarketingNewco/ License
© UAB. All Rights Reserved.
Who we are; What we do
Scott Swindle, PhD
Licensing Associate
[email protected](205) 996-7578
35
Sat Balachander, PhD
Licensing Associate
[email protected](205) 975-6851
Amanda Dove
Patent Manager
[email protected](205) 996-4740
The Bill L. Harbert Institute for Innovation and Entrepreneurship
THE LICENSING TEAM
Karthik Gopalakrishnan, PhD
Director, Licensing and New Ventures
[email protected](205) 975-9443
Questions?
Research Development at UAB
Chelsea Crawford, PhDDirector, Research Development
WHAT IS RESEARCH DEVELOPMENT (RD)?
• A set of proactive, catalytic, and capacity-building tools designed to
support the efforts of individual faculty members, teams of
researchers, and central research administration offices in attracting
extramural research funding.
• We strive to create productive relationships and to develop and
implement strategies that increase faculty success.
• We try to reduce the number of times UAB investigators encounter
the terms: “NOT DISCUSSED” or “UNSCORED”
WHO ARE WE?
Kent T. Keyser, PhD
Associate Vice President, Research
Development and Internal Programs
• Former Graduate Program director and
UWIRC director
• Experience writing R01s, P30s, T32s,
T35s, U01s, NSF applications, and
writing and applying for internal pilot
grants
• Extensive experience with both
successful and unsuccessful
submissions
Chelsea Crawford, PhD
Director of Research Development
• Former UWIRC administrator and
grants manager
• Experience writing and coordinating
teams for small- and large-scale NIH,
DoD, NSF, VA, and foundation grant
applications
• Lover of writing, details, and rules
UAB RESEARCH DEVELOPMENT RESOURCES
No, we can’t write grants for you, but we do provide:
• Weekly or biweekly distribution of new funding opportunities:
go.uab.edu/research-funding
• Team building and support for large-scale proposals
• Referral to internal and external RD resources:
Schools | Centers
UAB RESEARCH DEVELOPMENT RESOURCES
• iThenticate—a way to screen the written products of your lab for plagiarism
UAB RESEARCH DEVELOPMENT RESOURCES
• LabArchives—an electronic lab notebook
URL:
mynotebook.labarchives.com/
sitesignup?stay=here
UAB RESEARCH DEVELOPMENT RESOURCES
1
In cases where the sponsor limits the number of submissions, we pull together ad hoc advisory groups to choose who can submit.
This facilitates transparency and fairness.
Limited Submissions
1
Our office supports the University-Wide Interdisciplinary Research Centers.
The UWIRCs sponsor programs and events (retreats, workshops) that facilitate collaboration, and provide financial support for core facilities.
UWIRCs
1
In collaboration with the SOM and Centers, our office supports core facilities through the Institutional Research Core Program.
If UAB doesn’t have resources that faculty need for research, we try to find those resources at a neighboring institution and arrange for UAB faculty to have access.
IRCP
Questions?
Procurement
Ron CollinsExecutive Director, Procurement
AGENDA
• Purchasing vs Procurement
• FY19 By The Numbers
• P-Cards & BuyUAB
• Airline Requisitions & RezDesk
• Multi-Function Printers
PURCHASING VS PROCUREMENT
• Purchasing – focuses on how products and services are
acquired and ordered, including processing purchase orders
and arranging payment
PURCHASING VS PROCUREMENT
• Purchasing – focuses on how products and services are
acquired and ordered, including processing purchase orders
and arranging payment
• Procurement – concentrates on the strategic process of
product or service sourcing, including for example researching,
negotiation and planning
FY19 - BY THE NUMBERS
Accounts Payable
• Invoices – 165,323
• Lines – 663,001
• Dollars – $227,668,850
• Checks Issued – 154,367
FY19 - BY THE NUMBERS
Accounts Payable
• Invoices – 165,323
• Lines – 663,001
• Dollars – $ 227,668,850
• Checks Issued – 154,367
University Purchasing
• Requisition Lines – 189,379
• Purchase Orders – 71,193
• Vendors Created – 31,699
• Contracts Administered – 5,000+
FY19 - BY THE NUMBERS
Accounts Payable
• Invoices – 165,323
• Lines – 663,001
• Dollars – $227,668,850
• Checks Issued – 154,367
University Purchasing
• Requisition Lines – 189,379
• Purchase Orders – 71,193
• Vendors Created – 31,699
• Contracts Administered – 5,000+
Total Expenditures - $2,733,074,756
P-CARDS
1. P-Card Program – designed to be a flexible form of payment that
permits UAB employees to place orders for allowable purchases.
2. Policies and Procedures – policies and procedures govern the UAB P-
Card program. They are designed to protect both the P-Card user as well
as UAB. Participation in the program is considered a privilege.
3. Capital Purchases – are not permitted
4. Compliance
• State of Alabama Bid Law
• UAB Expenditure Guidelines
• UAB vendor agreements
P-CARDS – WHO’S USING THEM? (DEC SNAPSHOT)
ORGANIZATION TOTAL ORGANIZATION TOTAL ORGANIZATION TOTAL
FACILITES 455,372$ SENIOR VICE PROVOST 31,175$ GRADUATE SCHOOL 11,767$
INSTITUTIONAL 388,285$ RESEARCH 25,780$ UNIV RELATIONS 9,931$
SVPFAA 281,290$ HEALTH PROFESSIONS 25,631$ CHRO 8,187$
MEDICINE 249,377$ PROVOST 24,829$ HONORS COLLEGE 8,005$
UAB ATHLETICS 152,324$ INFO TECHNOLOGY 21,349$ UAB ARTS 6,579$
FIN AFFAIRS 106,621$ NURSING 21,088$ OEDI 5,979$
CAS 102,431$ UAB LIBRARIES 20,905$ DENTISTRY 5,843$
ENGINEERING 62,954$ EDUCATION 17,497$ UNIV COMPLIANCE 3,980$
STUDENT AFFAIRS 48,127$ PUBLIC HEALTH 16,880$ PRESIDENTS OFFICE 3,244$
DEVELOPMENT & ALUMNI 33,909$ OPTOMETRY 15,232$ BUSINESS 2,380$
HOSPITAL 31,235$ HLTH SYSTEM 12,861$
Dec 2019 Total Spend - $2,211,049
P-CARDS - WHERE ARE THEY BEING USED?
Miscellaneous Stores
25%
Business Services
17%
Transportation17%
Wholesale Distributors and Manufacturers
11%
Professional Services
8%
Airlines7%
Miscellaneous Stores
Business Services
Transportation
Wholesale Distributors and Manufacturers
Professional Services and Membership
Organizations
Airlines
P-CARDS – TYPES AND WHO CAN GET ONE?
• Organization – cards are issued in the organization’s name and a
responsible cardholder assigned. Eligible employment categories include:
01 Full Time Regular
12 Three Twelve Hour Shif Employees
• Individual – cards are issued in the employee’s name and may only be
used by the employee. Personal credit history is not affected nor used to
determine eligibility. Additional eligible employment categories include:
• 03 Part Time Regular
• 07 Interns and/or Residents
• 20 Postdoctoral Scholar Trainee
• 21 Postdoctoral Scholar Employee
• 01 Full Time Regular
• 12 Three Twelve Hour Shift
• 59 Affiliated Employees
www.uab.edu/pcard
BUYUAB MARKETPLACE
• Transforms the way goods and services are purchased at UAB
• Provides an electronic procurement system that is easy to navigate and
intuitive to use, utilizing a UAB P-Card for payment
• Delivers cost savings and a faster procurement process
• Access granted by Organization’s Fiscal/Business Officer
• (vs Employment Category)
• Contracted Vendors offering punchout catalogs
• 18 Active Vendors
• 2 Pilot Vendors (Airgas & Connection (IT))
www.uab.edu/buyuab
BUYUAB MARKETPLACE - 18 VENDORS
AIRLINE REQUISITIONS
• Purchase requisitions disabled December 1st, 2019
• UAB travelers / travel arrangers encouraged to use RezDesk
• To use RezDesk
• Select on the Admin Systems Page
• Select UAB Travel button
under Resources to
access RezDesk
• Upon initial login, UAB travelers and travel arrangers must update their
profile before using the portal to arrange travel
• RezDesk Training How-To videos are posted under Resources
AIRLINE REQUISITIONS
• Purchase requisitions disabled December 1st, 2019
• UAB travelers / travel arrangers encouraged to use RezDesk
• To use RezDesk
• Select on the Admin Systems Page
• Select UAB Travel button
under Resources to
access RezDesk
• Upon initial login, UAB travelers and travel arrangers must update their
profile before using the portal to arrange travel
• RezDesk Training How-To videos are posted under Resources
REZDESK BENEFITS
• Duty of Care Compliance – provides tools to locate UAB travelers at any given time
• Policy Management and Compliance – ensures that every trip complies with UAB Travel guidelines and procedures
• 24/7/365 Support – UAB travelers have access to dedicated team of agents
• Reporting and Single Source of Management Information – having all travel in one managed program allows UAB to develop reports that are relevant and meaningful in terms of both headline and granular detail
• Preferred Rates & Fees – gives travelers access to preferred rates and ticket terms & conditions not always available to general public
• Booking Fees• Online Booking - $7.75/transaction – Air & Rail (Dom & Intl) – Car/Hotel Included
• Agent Assisted - $25.00/transaction – Domestic – Car/Hotel Included
• Agent Assisted - $35.00/transaction – International (plus Car & Hotel)
• Agent Assisted - $10.00/transaction – International Car/Hotel
MULTI-FUNCTION PRINTERS / MFPs (i.e., COPIERS)
• Cost-Per-Click (CPC) Program
• Cost is all-inclusive of equipment, maintenance, toner
• February 2020 deployment
• Standardized equipment – Canon Solutions America
• Consolidated billing – no more invoices for leases or maintenance
• Fleet Management – eliminates manual monthly print count reporting
• Sustainability & Security win – job only prints upon OneCard scan
• Eliminates double printed / misplaced print jobs
• Eliminates unattended sensitive print jobs laying on the copier waiting to be retrieved
• Follow-me printing - permits the user to print to the generic printer address
(Uniflow) and retrieve the print job from any CPC machine – even in another
building
STANDARDIZED SELECTION – 5 BLACK & WHITE / 3 COLOR
Black & White Color
Questions?
Where Should I Submit my Agreement OSP vs. University Contracts?
Melinda Cotten, Ron Collins & Renee Clements
Decision Tree for
Contract Submissions
Final Questions?
Networking Time