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September 21, 2010

deM 132

McLean HospitalDRAW Meeting

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1. Introduction of Guests

2. General Announcements

3. Division of Basic Neuroscience

4. Portfolio Management

5. Grant Administration Competencies

6. Roundtable Discussion

7. Q&A / Open Forum

McLean Research: DRAW Agenda

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1. Effort Reporting – Raquel Espinosa

2. Two Day Correction Window – John Cavanaugh

3. InSight - New Fund Balance Statements – Pete Paskevich

4. McLean Research Intranet Added Feature:• “Feedback / How Can We Help?” – Pete Paskevich

McLean Research: General Announcements

Effort Reporting Questions 617-643-9330; phseffort@partners.org

October 30

Return deadline

October 1

FY10 Pd 2 effort reports to be distributed

FY10 Period 2 Effort Certification Forms (Covering 4/1/10-9/30/10)

Distribution: October 1

Deadline: October 30

Escalation: Chiefs (Nov 14), Compliance (Nov 29), Sr. VP of Research & PHS VP of Finance (Dec 14)

Training: Mandatory effort reporting training for investigators and effort managers who haven’t already completed training requirement (e.g. new investigators and new effort managers)

NIH SF424 Error Correction Window Closes on 1/25/11

– Proposals submitted after 5PM on the due date will be subject to NIH’s late policy and may not be accepted for review.

2-business day application viewing window remains open as long as errors are corrected by 5PM on the due date.

– NIH will accommodate system-wide and issues as needed

– See details on notice NOT-OD-10-123

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Division of Basic Neuroscience

Chief: Joseph T. Coyle, MD

(Effective October 1, 2010)

New Division

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Research Portfolio Management

McLean Research

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McLean Research: Portfolio Management

In order to enhance research portfolio management and to reduce research fund deficits:

Enhance financial reports, tools and oversight processes for improved fund management and more accurate and timely identification of fund in deficit and at imminent risk of deficit

Update, communicate and ensure compliance with policies and procedures

Improve communication between Research Administration and McLean research community

Expand support of researchers

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McLean Research: Portfolio Management

Enhance financial reports, tools and oversight processes for improved portfolio and fund management and more accurate and timely identification of fund in deficit and at imminent risk of deficit

1. Reports for McLean PIs, Research Administration and Finance

a) Insight financial reports

b) InfoEd – Proposal Tracking; Proposal Development

2. Re-mapping of Chief of Service codes

3. Processes

a) Resource projections annually by lab

b) Regularly recurring tracking of fund balances and burn rates by Research Administration and Finance Early warning to PIs as needed

Research Fund Management Initiative

Update, communicate and ensure compliance with policies and procedures

1. Review, clarify and update policies and proceduresa) Simplify when possible

2. Develop manual that includes:a) Detailed responsibilities of PI, lab-based research administrators

and Research Administrationb) Checklists for PIs and grant managersc) Procedure flow chartsd) Organizational chart

3. Provide contacts who can offer support and guidance

4. Make information more easily accessiblea) Research Intranet (research.mclean.harvard.edu)

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Research Fund Management Initiative

Improve communication between Research Administration and McLean research community

Optimize use of modes of communication

1. Research Intranet

2. Email

3. Departmental Research Administrators Workgroup (DRAW)

4. Research Committee

5. Mailman Research Center Steering Committee

6. Research Town Meeting

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Research Fund Management Initiative

Expand support of researchers

1. Continue Research Admin open door policy for PIs and administrators in addition to regular office hours for: Pre-award Time and effort reporting Post-award Research Finance Portfolio management

2. Enhance training

a) New PIs

b) Lab-based research administrators

c) General research community

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Grant Oversight

Grant Administration Competencies

McLean Research

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McLean Research

Goal: Ensure that all PI’s and research grant administrators at McLean Hospital have requisite knowledge and skills to manage their grants.

Advisory Committees: DA’s (DA’s and PI’s) PI’s (PI’s)

Training Assessment and feedback

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McLean Research

Changing Research Landscape:

Increasing complexity of federal regulations Public demand for research accountability / transparency Significant audits / settlements

Greater scrutiny Effort reporting Cost Allocation Cost transfers Unallowable costs Subrecipient monitoring Delinquent reporting to sponsor

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McLean Research

Department Administrators:

Roles and Responsibilities Pre-Award, Progress Report Documents Subcontracts Allowable Costs Income & Expense Effort Reporting

http://phsresearchintranet.partners.org/PHS_ResearchMgmt/PHSResearchCompliance-DAQuickGuide.asp

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McLean Research

Principal Investigators:

Roles and Responsibilities Scientific Integrity Effort and Salary Financial Oversight Conflict of Interest

http://phsresearchintranet.partners.org/PHS_ResearchMgmt/PHSResearchCompliance-PIQuickGuide.asp

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McLean Research

ROUNDTABLE DISCUSSION• What do you think should be the focus of the monthly

DRAW meetings?• What do you think the Departmental Administrators

Advisory Committee should discuss as topics?

Q&A / OPEN FORUM