Please be aware that this session is being recorded.

Please wait for the microphone to be passed to you

before asking your question.

Today’s Agenda

1. Introductions & New OSP Staff

2. Proposal Submission Data: Amy Ellis

3. YSM Session: Coming Soon: Proposal

Development for Clinical Trials (Only for

YSM session): Jeff Allen

4. FSR Demo: Kenechia Clarke

5. Update on Workday Continuous

Improvement: Chris Farmer

6. OSP Electronic Resources: Where to find

Important Information: Tracy Coston

– Navigation through functional areas

– Resources and Frequently Needed Yale Facts

– OSP News & Updates – How to subscribe

– Contact Us

– Training & Education: Kathi Goodfriend

7. FDP Matrix: Prior Approvals: Cynthia Kane

8. Open Forum

OSP Staffing Updates

▪ Financial Management Team –Accounting Team

– Rohan Patel

▪ Roles

▪ Hierarchies and Models

▪ March 30, 2017

Deadline Statistics: As of February 5th

Same Day 2 Days 3 Days 4 Days 5 Days

Submission Volume 30 21 13 3 5

% to Total 38% 27% 17% 8% 4%

30

21

13

35

38%

27%

17%

8% 4%

0%

5%

10%

15%

20%

25%

30%

35%

40%

45%

0

5

10

15

20

25

30

35

Su

bm

issi

on

Vo

lum

e

# Days for OSP Review

Days To DeadlineFebruary 5th Submission Deadline

Most Frequent Mistakes

▪ EIN is not in the correct format

– 1060646973A1 for NIH submissions

▪ Full budget is submitted instead of modular budget

▪ Regulatory forms are missing information

▪ Competing Continuations/Renewals are missing the Federal Identifier

– i.e.: DK000123

▪ Character file names in PD exceed 50 characters

▪ Appendix

– When in doubt – don’t!

▪ Mentors must be included in PD route

▪ Biosketch inconsistencies

▪ Roles

▪ Hierarchies and Models

▪ March 30, 2017

PD Submission for Clinical Trials

▪ OSP is finalizing guidance materials

▪ Clinical Trials in PD will be very similar to submission of Contracts in PD

▪ OSP and YSM will run a short pilot involving high volume departments to

identify areas of concern and evaluate progress

▪ Pilot is anticipated to start soon

▪ Expected to roll out to all departments by April/May 2018

▪ Roles

▪ Hierarchies and Models

▪ March 30, 2017

FSR Demo - Workday

FSR Demo:

Log into Workday environment

▪ Roles

▪ Hierarchies and Models

▪ March 30, 2017

Executive Sponsors:Kathy Byington, Assistant Vice President, Business OperationsPam Caudill, Senior Associate Provost, Research AdministrationCynthia Walker, Deputy Dean for Finance and Administration

Leads:Chris Farmer, Business Operations Project ManagerLisa Mosley, Executive Director OSP

The purpose of the continuous improvement team is to identify and implement changes related to stabilization of the WD grants management and prioritize enhancements for ORA and Business Operations.

Workday Continuous Improvement (CI) Grants Team

Sub-award invoicing and supplier contracts – Two months

– Issues with syncing of invoice payments and supplier contracts

• Identified potential causes and solutions

• Develop Managing Subaward Invoices in Workday guidance

– Review payment process to ensure efficiency for timely payment

Cost Transfers – Two months

– Review validations

– Ensure proper routing

• ISP’s

• Clinical trials

Cost Sharing – Three months

– Document and standardize process and best practices

• Reporting on cost sharing, including grant to grant cost share

• “Funding” of cost sharing

Areas of Focus - Stabilization

Award Closeout – Six months

– Document standardized process and reports for financial closeout of awards

– Recommend solution and best practice for residual fund transfers

– Enable OSP Accountant role to initiate small balance and F&A adjustments

Billing – Ongoing

– Ensure that process for billing to sponsors is defined and complete

– Ensure reports effectively support the billing process

Areas of Focus - Stabilization

Award Setup

– Review business process to ensure efficiency for timely set-up

– Increase transparency throughout process

Evaluation of reports (in partnership with CI Reporting Team)

– Index existing reports and document best practices for report usage in managing sponsored awards

– Make recommendations for reporting enhancements to facilitate management of sponsored awards

Effort Reporting

– Evaluate process, develop additional training, education and communication

– Partner with Workday to enhance functionality

Workday 30 (and future releases)

– Evaluate new feature release and communicate changes

– Workday 30 – March 9th

Areas of Focus – Future Continuous Improvement

▪ Roles

▪ Hierarchies and Models

▪ March 30, 2017

OSP Website Navigation Menu

Office of Sponsored Projects (OSP)

FUNDING PROPOSALS AWARDS CONTRACTS CLINICAL TRIALS

FINANCIAL MGMT

RESOURCESOSP

TRAINING & EDUCATION

OSP NEWS &

UPDATES

CONTACT US

OSP Organizational Chart EXPORT CONTROLS

https://your.yale.edu

▪ Roles

▪ Hierarchies and Models

▪ March 30, 2017

FDP Prior Approval Matrix

▪ Developed to provide standard guidance from Federal agencies adopting and incorporating the

Research Terms and Conditions (RTC) Overlay of OMB 2 CFR Part 200 (A81)- April 2017, into

the terms of their award.

– OSP Research Terms and Conditions:

https://your.yale.edu/research-support/office-sponsored-projects/awards/research-terms-and-conditions

▪ The FDP Matrix includes the following: (appendix A on the webpage above)

– Column 1: Lists from A81 - all areas where prior approval may be required

– Column 2: References A81 article

– Column 3: RTC overlay - States if Prior approval is “Required” or “Waived”

– Column for Federal Agencies: Indicate if the Agency adopted the RTC or implemented a different requirement.

– Footnotes may apply and are listed at the end of the Matrix

• For example: Changes in the approved cost-sharing or matching provided by the non-federal entity:

− Column 3 (RTC overlay) – A81 Requires prior approval

− Column for Federal agencies: NASA and USDA/NIFA “Waived” and all other Agencies “require” prior approval

Note: Pay attention to the footnotes

FDP Matrix: Prior Approvals

▪ Roles

▪ Hierarchies and Models

▪ March 30, 2017

Questions?