OVERVIEWResearch Administration Managing the Process August 5, 2015 Prepared by: Peggy Westrick, Senior RP Manager, College of LSA Research Office LSA Research Administrators Information Network (RAIN) 1 LSA RAIN OVERVIEW Managing the Process This is a ten section course on managing the process of Research Administration in LSA. We will discuss Pre-Award and the Post-Award including HR, Finance, birth to grave of projects. 2 LSA RAIN OVERVIEW Managing the Process The LSA RAN meetings this year will have training the first Wednesday of the month: August 5 th TODAY Overview September 9 th Proposals October 7 th Proposals November 4 th Proposals December 2 nd Awards January 6 th Awards (continued) February 3 rd Closeouts March 2 nd -- Electronic systems eGIF April 6 th -- Fellowships May 4 th -- Recap 3 LSA RAIN OVERVIEW Managing the Process The LSA RAN third Wednesday of the month meeting will cover subjects related to LSA RAIN: August 19 th -- Compliance Lori Deromedi September 16 th -- Research Appointments Peggy/Deb/Tom October 21 st ORSP Panel November eRPM -- Steve Beach December 16 th No meeting January 20 th -- LSA Finance (K. Farmers group) February 17 th Sponsored Programs March 16 th Research Data Peggy Westrick April 20 th Foundation Relations (Maureen Martin) May 18 th No meeting 4 LSA RAIN OVERVIEW Managing the Process Research Administration Understanding the BIG PICTURE Research administration is pre- award, post-award, knowing the rules, knowing how to use electronic systems, reporting data, etc. 5 LSA RAIN OVERVIEW Managing the Process What is Research Administrationit is you! You have the information (or will have) needed to manage Research Administration in your unit. You are an expertlet faculty know if there are problems with the proposal. Remember your name is on it too! Let your department know if there are issuesif you need help. If you dont feel like an expert in areastake classes, ask others, create a professional development plan. Everyone along the way relies on you to be the expert (Department, College, ORSP, Sponsored Programs, Sponsor)! 6 LSA RAIN OVERVIEW Managing the Process Definition of a Research Administrator: The RA is technically a middle man immovable between the frequently conflicting goals of the Principal Investigator and the research organization. The RA tries to maintain control over the allocation and use of resources of the organization. The RA is also the focal point for the scientist who is irritated about the red tape and unnecessary interference with the research. Alex Thebaud 7 Submitting proposals Department and PI Have a good Business Process for managing Research Administration Start here Managing the awards Keeping up with the rules Training staff Advocating for my faculty Being a good steward of funds Keeping my career on track Being a good communicator Time management BIG PICTURE for Research Administration in LSA 8 Submitting proposals Department and PI Have a good Business Process for managing Research Administration Start here Managing the awards Keeping up with the rules Training staff Advocating for my faculty Being a good steward of funds Keeping my career on track Being a good communicator Time management BIG PICTURE for Research Administration in LSA Setting expectations for faculty Service plan, Renewals, Deadlines, Sponsor guidelines eRPM IRBs Deadlines Resource commitments Budget Reallocation Form Appointments Purchasing Attending LSA ResAG Sponsor sites ORSP-Announce Word of mouth Spend time needed to explain your expectations Locate resources needed Help make proposals best that can be submitted Know A21 rules Uniform Guidance Cost Acctg. Standards Take courses Know the RA track if you want to stay doing research administration Shepherding proposals ( nagging) Talking with HR manager about appointments Proposals, Renewals, final reports, budgets, 7471s How many things can I juggle-be realistic 9 LSA RAIN OVERVIEW Managing the Process Having a good business process Live by the 95% rulemost things should fall in your business processmore time for the 5% one-offs. Keep your department and College involved when need be and out of the process when possible. Your Key Ad and Chair need to know about problems that arise with resource commitments or other problems both at time of submission and all the way through to the end of the project period. Sometimes you want to also involve our office. If not a problem then you are the expert and should follow department and college business processes trust yourself. 10 LSA RAIN-Managing the Process Definition of a Research Administrator A Research Administrator is someone who makes it possible for research to happen! A Research Administrator is someone who might be involved in pre- award activities, or post-award accounting, or paying people on grants, or who orders things like cyclotrons or reagents or things that look like alphabet soup, but arent (TAT CAT ATA BAA CCT...). The person who handles just one of these activities is a Research Administrator, as is the person who manages them all. Our UM Research Administrators are awesome! Linda Bardeleben 11 LSA RAIN OVERVIEW Managing the Process Submitting proposals and managing the awards: Creating budgets that everyone will know how to put into practice if awarded. Even though sponsor doesnt require budget we doknow what funds youll need for project. Review proposals with an eye for understanding how to fill out UM/LSA paperwork if awarded (effort etc.). Manage resource commitments: Effort, space, cost sharing, subaccounts, and subcontracts Expect sponsor to pay for the project. 12 LSA RAIN OVERVIEW Managing the Process Submitting proposals and managing awards: Make sure that any changes along the proposal and award stages get handled properly and recorded in eRPM. eRPM is a great repositorywork smart. 13 LSA RAIN OVERVIEW Managing the Process Keeping up with the Rules: Follow sponsor rules for spending and reporting You represent the University of Michigan. This representation sometimes means saying NO to your faculty member. Remember, how would this expenditure look in the Ann Arbor News 14 LSA RAIN OVERVIEW Managing the Process Training staff/Team: Make sure those who work with you get the information they need to do their jobs too be an enabler. Attend College lead sponsor specific workshops Go to training at University level. 15 LSA RAIN OVERVIEW Managing the Process Advocating for your faculty: Help them make their proposals the best they can be. Make sure they know how much money they have to spend. Go that extra mile to find resources for them. Tell them about deadlines and why they are important. 16 LSA RAIN OVERVIEW Managing the Process Definition of a Research Administrator To me a Research Administrator is someone who takes ownership of the process and works to improve that process so that it is less stressful for all. Peggy Westrick 17 LSA RAIN OVERVIEW Managing the Process Being a good steward of funds: Reconcile and use reporting tools so PI is up-to-date Faculty need to know that things are fiscally going along as planned. Does your department have a good process for making sure faculty know the current status of funds? (meeting with faculty etc in Post Award) Understanding the difference between direct and indirect costsfollow the rules! 18 LSA RAIN OVERVIEW Managing the Process Keeping my career on track: Professional Societies and Education NCURASRA Certification Program UM Research Administration Track19 LSA RAIN OVERVIEW Managing the Process Being a good communicator: Help everyone along the proposal route know the deadline. Talk to those who you want to make resource commitments (dont surprise them at the last minute). Once at the award stage communicate with your HR, Student Services, Financial (if not you) person, to make sure commitments made to the sponsor get into the UM system. What has changed? Does it affect resource commitments? Does it impact the scope? You are the glue. Keep it together through communication. 20 LSA RAIN OVERVIEW Managing the Process Time Management: Spending the right amount of time. Meeting expectations. When things really have to be done, and I dont have more time what should I do? Sometimes you have to ask for help! Our Research Administrators (each other) College ORSP and Sponsored Programs 21 22 What is the first balloon in the Big Picture of Research Administration wheel? Develop a good business process How to submit proposals Time management Who needs to be told about problems with the resource commitment(s)? Key Administrator Chair of Department Key Ad and Chair What is the best kind of budget for a proposal? One that everyone can understand and implement if awarded Very generic All faculty salaries What is eRPM besides being a great tool for routing proposals? A paper solution A repository for all information related to this project An award system What does it mean to be a good steward of UM research funds? Occasionally looking online to make sure everything is going as awarded Knowing the rules (Sponsor and UM) and following them Always saying yes to the faculty member even if the sponsor or University says no. 23 What is the first balloon in the Big Picture of Research Administration wheel? a) Develop a good business process b) How to submit proposals c) Time management 24 Who needs to be told about problems with the resource commitment(s)? a) Key Administrator b) Chair of Department c) Key Ad and Chair 25 What is the best kind of budget for a proposal? a) One that everyone can understand and implement if awarded b) Very generic c) All faculty salaries 26 What is eRPM besides being a great tool for routing proposals? a) A paper solution b) A repository for all information related to this project c) An award system 27 What does it mean to be a good steward of UM research funds? a) Occasionally looking online to make sure everything is going as awarded b) Knowing the rules (Sponsor and UM) and following them c) Always saying yes to the faculty member even if the sponsor or University says no.