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OSP Update

OSP Update. MRAM - 6/12/2014 Lynette Arias Director, Office of Sponsored Programs University of Washington . OSP Update. Staffing updates FY14 Goals – brief review of key accomplishments FY15 Goals – initial plans. OSP Staffing Updates. New OSP Staff Administrator – Chris Jackson

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OSP Update

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  1. OSP Update MRAM - 6/12/2014 Lynette Arias Director, Office of Sponsored Programs University of Washington

  2. OSP Update Staffing updates FY14 Goals – brief review of key accomplishments FY15 Goals – initial plans

  3. OSP Staffing Updates • New OSP Staff • Administrator – Chris Jackson • currently on Team A, will move to Team B in future • Floater Administrator – Jasmine Campbell • Subaward Administrator – To be announced soon! • Office Assistant – Amber Smith (assistance with central email boxes) • New management position • Associate Director, Systems & Operations • In recruitment • Assistant Director, Team B (Rick Glover transitioning to Sr. Contracts Specialist) • Associate Director, Systems & Operations (new) • Learning, Outreach & Communications Manager

  4. OSP Team Organization • New Contracts team – in development • Associate Director – Michael Corn will lead team • Senior Contracts Specialist – Rick Glover • Support structure for contracts – will not handle 100% of contracts • Approach support of complex contracts in a more effective way • Enhance overall support, training and resources related to contracts • Core Support team structure – in assessment • Ensure even distribution of workload • Develop senior administrators with programmatic leadership areas / key points of contact in some cases for schools/colleges • Provide growth opportunities for staff • Evolve support of departments for most effective and timely response • Support changes in sponsor requirements and increased volumes

  5. Overall FY14 Process Improvement Goals – Focus on the Basics • Proposals • Develop, document & communicate proposal review guidelines & update GIM 1 • Develop tracking and analysis of GIM 19 deadline waiver requests • Awards • Enhanced tracking and visibility of pending Funding Actions (FA’s) • OSP/GCA workgroup – returned FA’s (reduced from 46% to 19%) • New Contracts team and approach – initial stages of development • Subawards • Document internal standard operating procedures & template standards • Tracking tool for subaward requests and pending subawards • Develop subrecipient monitoring program (A133 audit finding) • Other Administrative Actions • Initial stages of documenting needs for overall intake system for all other actions and requests from departments

  6. FY14 – Systems/Reporting/Web Initiatives • Proposals / eGC-1 • Efficiency with eGC-1 processing: suppressing certain fields, auto-generated messages changing text on Attachments page when eGC-1 is for an Industry Sponsored Clinical Trial (ISCT) or is “After-the-Fact” • Awards • Defined FA fields and provided GCA edit role on subset of fields • Added FA fields to support enhanced compliance & metrics (e.g. Sponsor Award Date & OSP Received Date) • Subawards • Ariba – first phases of prep work for transition of PAS PO’s to Ariba BPO’s • Subaward tracking system, initial stages of transition into SPAERC • Includes some minor modifications to structure data tracking (Subaward Issue Date) • General Operations Support • OSP Management Reports: Develop initial suite of internal OSP management reports in key business areas

  7. FY14 – System/Reporting/Web Initiatives • Web • Prepare Proposal webpage – refreshed and updated • Clinical Trial page – updated • Budget Extension page – updated • New NIH ASSIST webpage

  8. Setting FY15 Goals • OSP Internal assessment and idea gathering in process • Strategic Planning – more formal planning and development of unit goals – Summer/Fall 2014 (3-5 year plan) • Customer Survey results will be key part of this process • Continued use of Campus Workgroups • RAPIT – with GCA and ORIS • Subaward Workgroup • Possible additional workgroups • New Associate Director, Systems & Operations • Lead on continuing business process and systems needs assessment

  9. FY15 – Initial goals • OSP Organization & Structure Enhancements • Key system needs • Subaward Intake and tracking & Ariba transition • Intake system for all other administrative actions / “requests for action” • Ongoing assessment of business needs and current system support • Needs & gap analysis • Uniform Guidance • Will drive updates & changes to policies, procedures and systems in some cases • Enhanced reporting & metrics • Enhanced transparency • Subawards in SPAERC and viewable in SAGE or otherwise • Continued work towards transparency of all SAGE/SPAERC data

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