September 21, 2010 deM 132

1. McLean Hospital DRAW Meeting September 21, 2010 deM 132

2. McLean Research: DRAW Agenda • Introduction of Guests • General Announcements • Division of Basic Neuroscience 4. Portfolio Management 5. Grant Administration Competencies 6. Roundtable Discussion 7. Q&A / Open Forum

3. McLean Research: General Announcements • Effort Reporting – Raquel Espinosa • Two Day Correction Window – John Cavanaugh • InSight - New Fund Balance Statements – Pete Paskevich • McLean Research Intranet Added Feature: • “Feedback / How Can We Help?” – Pete Paskevich

4. October 1 October 30 FY10 Pd 2 effort reports to be distributed Return deadline Effort Reporting Questions 617-643-9330; phseffort@partners.org 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)

5. 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

6. New Division Division of Basic Neuroscience Chief: Joseph T. Coyle, MD (Effective October 1, 2010)

7. McLean Research Research Portfolio Management

8. 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

9. 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 • Reports for McLean PIs, Research Administration and Finance • Insight financial reports • InfoEd – Proposal Tracking; Proposal Development • Re-mapping of Chief of Service codes • Processes • Resource projections annually by lab • Regularly recurring tracking of fund balances and burn rates by Research Administration and Finance • Early warning to PIs as needed

10. Research Fund Management Initiative • Update, communicate and ensure compliance with policies and procedures • Review, clarify and update policies and procedures • Simplify when possible • Develop manual that includes: • Detailed responsibilities of PI, lab-based research administrators and Research Administration • Checklists for PIs and grant managers • Procedure flow charts • Organizational chart • Provide contacts who can offer support and guidance • Make information more easily accessible • Research Intranet (research.mclean.harvard.edu)

11. Research Fund Management Initiative • Improve communication between Research Administration and McLean research community Optimize use of modes of communication • Research Intranet • Email • Departmental Research Administrators Workgroup (DRAW) • Research Committee • Mailman Research Center Steering Committee • Research Town Meeting

12. Research Fund Management Initiative • Expand support of researchers • 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 • Enhance training • New PIs • Lab-based research administrators • General research community

13. McLean Research Grant Oversight Grant Administration Competencies

14. 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

15. 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

16. 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

17. 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

18. 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