LSA Research Administrators Information Network ( RAIN )

1. LSA Research Administrators Information Network (RAIN) OVERVIEW—Research Administration Managing the Process November 6, 2013 Prepared by: Peggy Westrick, Senior RP Manager, College of LSA Research Office Steve Beach, Research Process Coordinator, College of LSA Research Office

2. LSA RAIN OVERVIEWManaging the Process This is a 3 section course on managing the process not how to do the task—but you may have also learned about handling tasks during LSA RAIN . • Day three (TODAY) is a recap of Research Administration. • Day one discussed managing the Pre-Award process. • Day two provided an in-depth look at Post-Award.

3. LSA RAIN OVERVIEWManaging the Process The LSA RAN meetings the 1 & 3 Wednesdays of the month have subjects related to LSA RAIN: • November 20th—OVPR Compliance (PEERRS, IRB, COI, Etc.) • December 4th—Research Data • December 18th—Office of Tech Transfer • January 8th—Data Profile Tool/Data Management • January 22nd—Foundation Relations • February 5th—Research Faculty Procedures • February 19th—Business Engagement Center (BEC) AND LOTS MORE!!!

4. LSA RAIN OVERVIEWManaging the Process Research Administration– Understanding the BIG PICTURE • Task vs. Big Picture—being a manager • Research administration is pre-award, post-award, knowing the rules, knowing how to use electronic systems, reporting data, etc. • There are lots of courses available to learn how to do the tasks—understand how these tasks fit into YOUR BIG PICTURE.

5. LSA RAIN OVERVIEW Managing the Process What is Research Administration—it is you! • You hold the information needed to manage Research Administration in your unit. • You are an expert—let faculty know if there are problems with the proposal. Remember your name is on it too! • Let your department know if there are issues—if you need help. • If you don’t feel like an expert in areas—take classes, ask others, create a professional development plan. • Everyone along the way relies on you to be the expert (Department, College, ORSP, Financial Operations, Sponsor)!

6. LSA RAIN OVERVIEWManaging 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. Being a good steward of funds Advocating for my faculty Keeping my career on track Training staff Being a good communicator BIG PICTURE for Department Research Admin. Department and PI Keeping up with the rules Time management Have a good Business Process for managing Research Administration Managing the awards Start here Submitting proposals

8. Know A21 rules Cost Acctg. Standards Being a good steward of funds Locate resources needed Help make proposals best that can be submitted Take courses Know the RA track if you want to stay doing research administration Advocating for my faculty Keeping my career on track Training staff Being a good communicator BIG PICTURE for Department Research Admin. Shepherding proposals (nagging) Talking with HR manager about appointments Spend time needed to explain your expectations Department and PI Keeping up with the rules Time management Proposals, Renewals, final reports, budgets, 7471s How many things can I juggle-be realistic Attending LSA ResAG Sponsor sites ORSP-Announce Word of Mouth Have a good Business Process for managing Research Administration Managing the awards Start here Submitting proposals Setting expectations for faculty Service plan, Renewals, Deadlines, Resource commitments 7471s Appointments Purchasing Sponsor guidelines eRPM IRBs Deadlines

9. LSA RAIN OVERVIEWManaging the Process Having a good business process • Live by the 95% rule—most things should fall in your business process—more 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, Business Manager, andChairneed 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 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 aren’t (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 OVERVIEWManaging the Process Submitting proposals and managing the awards: • Creating budgets that everyone will know how to put into practice if awarded. • Even though sponsor doesn’t require budget we do. • 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 OVERVIEWManaging the Process Submitting proposals and managing awards: Make sure that any changes along the proposaland award stages get handled properly and recorded in eRPM. • eRPM is a great repository—work smart.

13. LSA RAIN OVERVIEWManaging 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 OVERVIEWManaging the Process Training staff: • Make sure those that work with you get the information they need to do their jobs too. • Be an enabler.

15. LSA RAIN OVERVIEWManaging the Process Advocating for my 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 OVERVIEWManaging 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 OVERVIEWManaging 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 costs—follow the rules!

18. LSA RAIN OVERVIEWManaging the Process Keeping my career on track: Professional Societies and Education • NCURA http://www.ncura.edu/content/ • SRA http://www.srainternational.org/sra03/index.cfm • Certification Program http://www.cra-cert.org/ UM Research Administration Track http://careernavigator.umjobs.org/detail?mTitle=101352

19. LSA RAIN OVERVIEWManaging the Process Being a good communicator: • Help everyone along the proposal route know the deadline. • Talk to those you want to make resource commitments (don’t 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 OVERVIEWManaging the Process Time Management: • Spending the right amount of time. • Meeting expectations. • When things really have to be done, and I don’t have more time what should I do? • Sometimes you have to ask for help! • Our Research Administrators • Other Departments • College • ORSP and Financial Operations