September 18, 2012al Research Administrators Workgroup.

September 18, 2012al Research Administrators

Workgroup

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Agenda

• Introductions

• Announcements / Updates

• Partners Advancing Careers through Education (“ACE”) Initiative

• NIH Updates

• New Deficit to Sundry Write-Off Policy

• Grant Administrator Refresher Training

• Updates from Research Management

• PCRO PD Implementation

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McLean F&A Rates

DHHS Agreement date: 09/13/2012

• McLean DHHS Rate Agreement, IDC & Fringe: PDF

• Fringe Benefit Rates:until amended: 32.0%

• Indirect Cost Rate (i.e., 'Facilities and Administrative' or 'overhead'):10/01/2010 - 09/30/2014: 58.0%10/01/2014: until amended: 58.0%

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Account Inactivation in PeopleSoft

Effective October 1, 2012 :

Account number 959800 (Miscellaneous Outside Service Expense)

will be replaced by

952200 (Other Outside Services)

Account 959800 will be inactivated in FY13 and should no longer be used.

A total of 18 account numbers are being inactivated in FY13 in an effort to eliminate duplicate and underutilized accounts from the general ledger. Only one of the 18 accounts, 959800, impacts research.

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What does this mean?

InfoEd budgets will automatically be updated to replace 959800 with 952200. 959800 is used in InfoEd to budget Other Expenses. Department Administrators do not need to initiate any changes to InfoEd budgets.

Materials Management is automatically converting all open purchase orders, P card and travel expenses to the new account number. Department administrators do not need to initiate any changes to existing purchase orders.

Any new purchase requisitions, P card orders and travel expenses initiated going forward, will need to use the new account number 952200.

Fund Balances will not be affected by the inactivation of the account. Fund balances will still calculate correctly even though balances remain in 959800. Activity previously posted to 959800 in the general ledger will stay in 959800.

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Journal entries submitted for the October 2012 close must use 952200.

Any journal submitted to Research Finance in October 2012 that contains account number 959800 will be changed to 952200 by Research Finance prior to posting.

Cost transfers to move vouchers that were previously posted to 959800 must use 952200.

Cost transfers should be submitted with the original voucher number. Research Finance will verify the original voucher.The charge will need to be transferred by crediting 952200 instead of 959800. The cost transfer may result in a credit balance in 952200 on the fund from which the transaction is being moved. The original charge will stay as a debit to 959800.Both 959800 and 952200 are reported in the Other Expenses budget category. In total, the Other Expense budget category will be correct.


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List of Accounts to be closed as of 10/02/12

Account

Number Account Name

New account to

be used

910995 Activities Expense TBD

940301 Purchased Inpatient Days N/ A

940302 Purchased Respite Days N/ A

940303 Purchased Nursing Home Days N/ A

940360 Purchased Services - Gen 952200

942300 Tests/ Psychological supplies

943926 Professional Fees - Physcians various

944000 MD Guarantees 910996

950201 Practice Management Fee N/ A951401 Printed Brochures 930100

952210 Contract Services 952200

952211 Contract - Physicians TBD

952400 Microfilming - Purchased Servi 952200

955201 Recovery - Rentals or Leases N/ A

955202 Space Rental Chargebacks N/ A

955350 Equip Leases -No OH N/ A

955600 Ground Rent 149 N/ A959800 Miscellaneous O/S Service Exp 952200 Impacts research

PHS Online College Preparation Program: Opening the Doors to College by Expanding Access and Supporting Success

MJ Ryan, PHS Workforce Development ManagerKathryn Decelles, PHS Career CoachSeptember 18, 2012

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Overview

Technology as enabler of education and career advancement

Benefits for Partners employees PHS Online College Prep Program (OCPP) Critical Success Factors Participant feedback and outcomes Learn more…..

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Technology as enabler of college readiness and success

Online Learning benefits working adults Scheduling flexibility Commuting reduced or eliminated Child care issues minimized Release time not required Job-related technology skills improved Confidence and competence increased

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OCPP: Preparing PHS employees for online learning

Simulated online learning environment Multi-media Interactive

Current course modules: (2-3 weeks each) Orientation and Online Readiness Course Study Skills Time Management “Moving on to College” (prep for QCC Med Term course)

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OCPP: Critical Success Factors

4 C’s Coaching Cohorts Community manager College collaborations

“Social learning” platform Social networking combined with online learning technologies Technology familiar to many employees (“Facebook” users) Interactive, fun (not “online textbook”) Peer learning and support

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OCPP : Home Page- V 2.0 – Original platform

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OCPP : Home Page- V 3.0- NEW VLC Platform

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Results to date

Online Advance Modality Medical Imaging Program: Partnership with Bunker Hill CC (BHCC) Curriculum/programs designed in collaboration with Bunker Hill Community College (BHCC) MRI, CT, Mammography certification prep for incumbent RTs Over 30 Partners employees graduated 2008-2011; many now certified Programs start annually in Sept.; enrollment in March; open to PHS and non-PHS students

Online College Preparation Program (OCPP) Approximately 500 employee participants (5/10-6/12)

Online College Courses: Partnership with Quinsigamond CC (QCC) Medical Terminology

133 enrolled 5/10-7/12; 17 currently enrolled 115/133 completed (87% completion rate) 97% completers earned grade B or better

Developmental Math 3 levels pre-college math offered 23 enrolled 5/11-5/12; enrollment currently open

87% completion rate*; 75% completers earned grade B or better

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Employee Feedback

OCPP:“I enjoyed this online course. I didn't think I was cut out for online coursework, but it worked out pretty

well for me and I look forward to doing more coursework online now that I have the experience.”

“I’m glad I took this course it got me in motion and motivated to get going with my (college) application process.”

QCC Online Medical Terminology Course: “I'm very grateful about this opportunity of getting courses online. Being a single mom with 3 kids, this

is really great.”

“My ability to stick to deadlines has improved…I've been more productive…Thanks to this class, I am confident I can excel in other courses, in or outside of a classroom.”

QCC Online Developmental Math:“It has been an exciting journey and I thank God for completing the math course successful. I wouldn't

have gotten there without the able support of my professor and you.”

“…if I were asked to evaluate Prof. Potvin, I would give her EXCELLENT. She has been a wonderful and awesome tutor with her encouragement, kind words and support which gave me so much confidence to successfully complete this course and I am indebted to you both. Thank you very much.”

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PHS “ACE” : Advancing Careers through Education

Career Coaching Academic advising Career exploration Financial aide assistance Support and cheerleading for employee students

Onsite College Placement Tests

College Placement Test Prep Info and Guidance

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Participant Success: Houda Nahed

July, 2009 Completed

Straighterline web-based pre-college program

Took onsite CPT exam early

2010

Enrolled in Allied Health

Initiative 2009

April, 2010Completed

Online Readiness

Course

August, 2010Completed QCC Online

Medical Terminology

(B+)

Sept, 2010 Enrolled in

BHCC Medical

Assistant Program

Long Term Goal:

Medical Imaging Tech or Nurse

"I started my educational journey in 2009. I've just completed my 3 courses online and I'm enrolled at BHCC in the Medical Assistants Program. Together with the help of my coach, I was able to overcome “life" getting in the way of my goals."

"I plan to complete additional courses online because of my positive experience."

Houda Nahed

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Questions? Next steps…

NIH Updates

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NIH Human Subjects Research Review Guidance

• NOT-OD-12-129: Any change in research procedures in an active award that would result in an increased risk to human subjects requires prior NIH approval before implementation. This includes:• Change in protocol that results in change in human subject designation or clinical trial designation

• New inclusion of vulnerable population(s)• Protocol change that increases overall risk

• New information after study underway that indicates higher level of risk than previous recognized

Source: http://grants.nih.gov/grants/guide/notice-files/NOT-OD-12-129.html

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NIH Human Subjects Research Review Guidance

• NOT-OD-12-130: Clarifies requirements for awards which were submitted with the intent to conduct human subjects research but without definitive plans in grant application: Delayed Onset Awards.• Must submit detailed section to NIH Institute & Center for approval at least 30 days prior to beginning work

• Signed by Authorized Organization Representative


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NIH Special Review of $1M Investigators Policy

• NOT-OD-12-140: • Special Council Review of research project grant applications for investigators w/$1.0 million per year of direct costs from active NIH awards

• Previous threshold $1.5 million/year total costs

• Not a cap on NIH funding• Beginning September 2012• Applies to new grant submissions


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JIT Notice

• NOT-OD-12-101: • The NIH recently announced that as of April 20, applications receiving an impact score of 40 or less will receive a standard notice and request to submit JIT information through the NIH eCommons.

• PI’s are strongly encouraged to contact their Program Officer to determine if the proposal’s score is in the fundable range. However, submitting the JIT material is at the PI’s discretion.

• If there are Human Subjects or Animals Studies proposed in the application, IRB or IACUC approval is required at JIT. If there is an existing protocol the PI must amend the protocol to have it approved for use with the application under consideration.


New Deficit to Sundry Write-Off Policy

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Revision to Current Sundry Write-Off Policy

New Policy: Effective 10/01/12

Departments will be granted a six month period after the project end date to write-off deficits for direct costs only. Deficit write-offs processed more than six months after the project end date must be submitted for total costs.

The six month write-off period is defined by comparing the calendar month in which the project expired to the calendar month in which the journal is submitted. For example, the deficit on a fund that expired on any day in June 2012 can be written-off as a direct cost write-off through December 2012. Deficit clearing journals submitted after December 2012 must be submitted for total cost.

* Policy is consistent between BWH and MGH and endorsed by the SVP’s and CFO’s

Grant Administrator Refresher Training

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GA Refresher Training

What: Two Day Training for Administrators

When: Thursday November 8 and Thursday, November 15

Where: Pierce Hall

Who: All administrators

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GA Refresher Training

Our current training program is as follows:

•Introduction to Research Management•Federal Grants Policy 101•Research Management Policy Overview•Introduction to Pre-Award Concepts and Services•Introduction to Post Award Concepts and Services•Developing and Monitoring Subcontracts•Introduction to Research Finance Concepts and Services

RM “Quarterly” Training Schedule 2012October

Intro to Pre-Award Concepts & Services 10/12 (9AM-5PM)

Federal Grants Policy 101:• Overview of Hospital Cost Principles/NIH Grant

Policy Statement• OMB Circular A-110

10/15 (9AM-1PM)

RM Policies Overview 10/18 (9AM-1PM)

Intro to Post-Award Concepts & Services 10/19 (10AM-4PM)

Intro Research Finance Concepts & Services 10/23 (1PM-5PM)

Sub-contracts &

Sub-monitoring10/26 (9AM-1PM)

Overview of InfoEd PD 10/29 (9AM-11:30AM)

All classes are held at 101 Huntington Avenue, Boston, 3rd floor large conference room.

Please search in PeopleSoft to request enrollment.

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GA Assessments

In the effort to increase GAs skills and qualifications, a

certified Partners training program will be available for

administrators at McLean. All categories withthe exception of the Grant Coordinators will be required to take

an assessment in specific areas (Finance, Pre-Award, Post-Award,

Compliance, etc.) and meet a minimum score. Research

Administration will review with administrator areas of weaknesses.

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Continuation - GA Assessments

• Research Administration will meet with GA’s to review the assessment results

• Assessment will include ~ 100 questions (multiple choice, mix and match)

• Assessment date to be confirmed

Updates from Research Management

• On Oct. 1, Effort Certification Forms (ECFs) will be generated via Insight and all effort managers will receive a system generated email notification. These forms must be completed within 30 days.

• If you need a refresher on the effort reporting process please refer to the Effort Training Page on the RM Website. Other resources include:

– Effort Reporting FAQs– Effort Reporting Quick Guide for Administrators– Effort Reporting Hierarchy Maintenance Quick Guide– Effort Reporting Guide for Investigators

• Suggested steps to take in order to prepare for the reporting period include:– Make sure your Hierarchy is up to date and all investigators are listed. – Make sure your department contacts are up to date in the “Research Contacts” table in

Insight – Ensure your department/unit assignment is up to date in the Admin tab in Insight– Work with your Post-Award Grant Administrator to ensure sponsor commitments are

reflected correctly in InfoEd– Work with Post-Award to process any Employee Data Changes as necessary (must be

complete prior to published deadlines for September in order to be reflected on ECFs)– If an investigator has left during the period or will be on an approved leave of absence,

identify a suitable delegate and contact the Effort Team for set up

FY12 Pd 2 Effort CertificationFY12 Pd 2 Effort Certification

INITIAL NOTIFICATION• October 1- Primary Effort Managers (cc: Dept Admin) for investigators who had an ECF generated

EMAIL REMINDERS• October 10– Reminder to Primary Effort Managers for investigators who had an ECF generated so that investigators have enough time to certify

• October 17– Reminder to Primary Effort Managers and Investigators who don’t have their forms completed

• October 25– Final reminder to Department Administrators, Primary Effort Managers, and Investigators who don’t have their forms completed

DEADLINE• October 31 Deadline for effort reports return (marked as completed in Insight)

ESCALATION• November 15– Chief, Dept Admin, Institutional Research Administrator, and Entity Compliance Officer

• November 30–Entity VP Research, PHS Corporate Director RM and RF, PHS Compliance Officer, PHS Director of Research Analytics & Reporting + everyone above

• December 14– PHS VP Finance + everyone above

CERTIFICATION PERIOD CLOSE• March 30– Last day to electronically sign Period 2 effort reports in Insight; paper-based on April 1

FY12 Pd 2 Effort Certification DeadlinesFY12 Pd 2 Effort Certification Deadlines

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Compliance Update: Late Cost Transfers

• Top financial compliance issues:• Failure to allocate costs appropriately among grants – direct benefit test

• Failure to allocate costs on a timely basis – wait until last year of the award and just before final invoice

• Failure to initiate or adjust salary allocations on a timely basis

All of the above typically translates to: Late Cost Transfers!

Significant compliance and financial risks!• In violation of Partners and NIH policies (90-day-rule)

• Lack of controls• Compromised LOC draw• Prime challenging & possibly rejecting sub invoice

First full, comprehensive Partners Corp. Research Offices survey (https://www.surveymonkey.com/s/PHSCorporateResearchSurveytoPHSCustomers):

Aimed at Department Administrators but all feedback welcome Feedback to help prioritize FY13 initiatives, and focus improvements

to better meet the needs of the research community Survey communicated via RM Message & direct email to DAs week

of 9/10; Survey closes 9/21 15 research work areas- lengthy but can bypass areas you don’t

interact with; “save & return” functionality if cookies enabled Senior Leaders and directors develop action plans based on results,

submit final action plans to Markell/Dr. Klibanski by 10/26 Complete survey = Reception for research community sharing high

level themes and I-Pad raffles 10/29, Sheraton Boston, 5-7pm Issues: [email protected]

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PHS Corporate Research Offices Survey

PCRO PD Implementation

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PCRO PD Training at McLean

Partners Clinical Research Office (PCRO) is offering a training

session for the new InfoEd PCRO Proposal Development process.

The roll out will officially occur on September 21st.

The system is used as a submission tool so if you work or anticipate

working on industry sponsored clinical research, it is important that

you attend this training. The old process will be completely eliminated at the aforementioned

date.

Training session: Friday, September 21, 2pm – 3pm, Pierce Hall

PCRO PD Highlights

• Used as a submission tool for new industry sponsored clinical research agreements and gifts

• Not used for amendments, subcontracts or CDA’s• New proposal triage selection for PCRO or RM Pre-Award Team

leading to different set up pages• PCRO continues to handle budget entry / fund activation for

PCRO agreements• Electronic coversheet moved to the front of the process (required

for PCRO submission) with separate electronic chief budget approval upon budget negotiation/review completion

• PI Questionnaire changed to E-form• Changes in required submission documents• PCRO will approve or deny submissions to begin contract and

budget negotiation/review based on completion of required documents

PCRO PDvs

Grants & Contracts PD

Grants & Contracts• Proposal Set Up

Questions• Budgeting Module• Attachment Upload

Interface• Partners Electronic

Coversheet• eCOI Functionality• Electronic Routing

Process

PCRO• Proposal Set Up

Questions

• Attachment Upload Interface

• Partners Electronic Coversheet

• Electronic Routing Process

Project Submission

PCRO Agreement Execution and Fund Activation

Chief electronic budget approval

PCRO Contract Negotiation / Budget Review

PCRO denies

Incomplete submission

PCRO approves

Complete submission

PCRO Industry Pre-Award PD Process

PD Submission PCRO Proposal Management in PT

PI/Dept proposal entry and completion of required documents/forms

PI/DA/Chief Approval for PCRO submission

PCRO PD Submission Approval Process

PCRO Submission Approval Process is equal to “Routing” Process for RM Pre-Award

-Proposal is locked down pending PI and Chief approval

-At each stage, users have ability to approve or decline as well as add comments that are reported to the PI

Submission Documents

*Required

• Partners Cover Sheet* • Final Principal Investigator Questionnaire (PIQ) * – Conflict of

interest form(s) *• Draft contract* (preferably Word version)• Final protocol (draft acceptable for submission) or final scope of work

agreed to with the sponsor*• Draft budget (if separate from contract and preferably Excel version)• Draft Partners informed consent• Email correspondence and sponsor contact information

IDE and PMA/510k carotid stent trials additionally require:• FDA letter for IDE or PMA/510k device (as applicable)• Device pricing (as applicable)

Benefits

• Electronic documents & signatures - Elimination of hard copy forms/routing and outdated document versions – PIQ– Coversheet– Electronic chief budget approval - Future enhancement

• Standardized process for incoming agreements• Reportable and more accurate incoming proposal data for

PCRO turnaround measures• Greater efficiency in PCRO work performance management

– Chief approval required for submission– Document requirement changes focus on project

readiness to prioritize workload

PCRO PD Implementation

• Departmental Feedback Sessions – solicit feedback for current PCRO PD design - completed

• Process Review / Training – 1 hour walkthrough of PCRO PD submission – in progress

• Communication and outreach - now through September 21

• Rollout – September 21– Future Enhancement, budget approval deliverable

New InfoEd Screen – 1st screen

New InfoEd Screen – Upload Docs

PCRO Req. docs

PCRO PIQ form

Add PIQ form

New InfoEd Screen – PCRO Submission

Submit to Routing

PCRO PD Contacts

For technical questions:

[email protected]

For business process questions:

Megan Hunt, Partners Clinical Research Office [email protected] 617-954-9371

DRAW Schedule for 2012-13:DRAW Schedule for 2012-13:De Marneffe 218De Marneffe 218

10:30 am – 12:00 pm10:30 am – 12:00 pm

2012October 16th

November 20th

December 18th 2013January 15th

February 19th

March 19th

April 16th

May 21st

June 18th

No Meetings: July & AugustSeptember 17th

October 15th

November 19th

December 17th

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QUESTIONS?

Contact: Raquel Espinosa

[email protected]

September 18, 2012al Research Administrators Workgroup.

Documents

Transcript of September 18, 2012al Research Administrators Workgroup.