1. Welcome to RAIN! Presented by: the folks in RDA with today’s emcee, David Holmgren Date: May 15, 2014 Research Administration Information Network

2. RAIN Agenda Introduction Updates & timely information: SVPR Special Guest: Purchasing Services RFDS RGC/SPA RATE ORIO OCTRI TTBD CRBO CTO USR Research & Academic HR Q & A RAIN: 5-15-2014 2 David Holmgren

3. SVPR – Office of the Senior Vice President of Research 3 RAIN: 5-15-14

4. SVPR: Office of the Senior Vice President of Research Dana Director 4 RAIN: 5-15-2014 Growth Trend in Research

5. SVPR: Office of the Senior Vice President of Research Dana Director 5 RAIN: 5-15-2014 Research Grants & Contracts Sponsored Projects Administration Office of Proposal & Award Management (OPAM) Office of Proposal & Award Management (OPAM)

6. SVPR: Office of the Senior Vice President of Research Dana Director 6 RAIN: 5-15-2014 Office of Proposal & Award Management Deb Golden-Eppelein Senior Director, OPAM Deb Golden-Eppelein Senior Director, OPAM Nancy Duncan Director of Grants Management Nancy Duncan Director of Grants Management Kellie Guentert Director of Operations & Systems Kellie Guentert Director of Operations & Systems Charles Resare Policy & Financial Compliance Charles Resare Policy & Financial Compliance

7. SVPR: Office of the Senior Vice President of Research Dana Director 7 RAIN: 5-15-2014 Nancy Duncan Director of Grants Management Nancy Duncan Director of Grants Management Vacant - Manager Pre-Award Vacant - Manager Pre-Award Pat Cloteaux Post-Award Pat Cloteaux Post-Award

8. SVPR: Office of the Senior Vice President of Research Dana Director 8 RAIN: 5-15-2014 Kellie Guentert Director of Operations & Systems Kellie Guentert Director of Operations & Systems Holly Lloyd Financial & Admin Ops Holly Lloyd Financial & Admin Ops Cari Benveniste Process Improvement Cari Benveniste Process Improvement Laura Smith Special Projects Laura Smith Special Projects

9. SVPR: Office of the Senior Vice President of Research Dana Director 9 RAIN: 5-15-2014 Smart Change for Future Growth Helps OHSU to meet Uniform Guidance Promotes improved processes and services Enables expansion of frontline staff Utilizes the strengths of the current leadership Effective July 1, 2014

10. SVPR: Office of the Senior Vice President of Research Nancy Duncan 10 RAIN: 5-15-2014 For questions, contact: Kellie Guentert 503-494-5438 - guentert@ohsu.edu Nancy Duncan 503-494-3715 - duncanna@ohsu.edu Deb Golden-Eppelein 503-494-4853 - goldenep@ohsu.edu

11. Special Guest: Facilities & Logistics – Purchasing Services 11 RAIN: 5-15-14

12. Logistics: Purchasing Services Fiscal Year-End Purchasing Please refer to FY14 year-end communication from CFS –Review invoices on hold report now - InstructionsInstructions –FY15 expense not allowable in FY14 –Must be received in Oracle by Friday, June 30 –Send finally closed requests as soon as possible Donna Johnson 12 RAIN: 5-15-14

13. Logistics: Purchasing Services Streamline Purchasing Requests Punch-out –Access quotes, faster transmission, confirmation, billing –Vendors: Bio Rad, Fisher Scientific, Grainger, Life Technologies, Roche Diagnostics, Sigma Aldrich, VWR Scientific –Encumbers correct price, eliminates wrong item delays –Exceptions: Rush orders and capital equipment Donna Johnson 13 RAIN: 5-15-14

14. Logistics: Purchasing Services Streamline Purchasing Requests Research Stores –Recent savings with Bio Rad, New England Biolabs, Qiagen, Sigma, Life Technologies –Check inventory before placing rush order –Comparable products from multiple vendors –Medical supplies from Logistics warehouse –Billed at landed cost, no hidden fees Donna Johnson 14 RAIN: 5-15-14

15. Logistics: Purchasing Services Streamline Purchasing Requests P-card –One-time purchases with new vendors –Routine charges such as water, medical gases, custom oligos, printing services –PO only requests for online ordering –See allowable list of products and services Donna Johnson 15 RAIN: 5-15-14

16. Logistics: Purchasing Services Streamline Purchasing Requests Standing PO (FY15) –Renew to match previous year, add or subtract $ based on usage –Decrease “Bill Only” PO volume –Itemize goods when possible –End-user has control of ordering process Donna Johnson 16 RAIN: 5-15-14

17. Logistics: Purchasing Services Streamline Purchasing Requests Blanket PO –Assigned to Oracle item file with product details –Decrease order delays and pricing issues –Faster transmission and confirmation, decreased by 1-2 days –Existing blankets may already be created for your products - please inquire! –Less data entry and multiple vendors on one requisition Donna Johnson 17 RAIN: 5-15-14

18. Logistics: Purchasing Services Capital orders over $100k –Obtain 2 additional quotes plus selected quote –OR complete exemption request form –Orders $250k+ requires review by our Contracting Services Group –Notify your Buyer one week before submitting Oracle requisition in case additional review or negotiating is required (turnaround time up to 1-2 weeks) Donna Johnson 18 RAIN: 5-15-14

19. Logistics: Purchasing Services Learn more! Schedule a visit: Oracle Optimization & Purchasing Roadshow By Donna Johnson, dedicated Purchasing enthusiast Oracle Best Practices Class By Brian Langford, Oracle Trainer Donna Johnson 19 RAIN: 5-15-14

20. Questions? Contact Donna Johnson: johdonna@ohsu.edu 503-494-4917 Purchasing Services on O2 Logistics: Purchasing Services Donna Johnson RAIN: 5-15-14 20

21. RFDS –Research Funding & Development Services 21 RAIN: 5-15-14

22. RFDS: Research Funding & Development Services Katie Wilkes 22 RAIN: 5-15-14 Thank you from the OHSU Research Week Organizing Committee to all of our RDA volunteers and attendees! Provide feedback on Research Week: https://www.surveymonkey.com/s/STNKPZS https://www.surveymonkey.com/s/STNKPZS

23. RFDS: Research Funding & Development Services OHSU Presidential Bridge Funding Applications due Friday, May 30 Bridge funding is available for established, independent investigators threatened by an imminent lapse in research support. Investigators can request up to $50,000 in funding for one year to help bridge them while they generate data to restore funding. Up to 10 awards will be made this funding cycle. Katie Wilkes 23 RAIN: 5-15-14

24. RFDS: Research Funding & Development Services Bridge Funding (Continued) Please note the following changes for FY2015: PI salary is no longer allowed under this mechanism because new OHSU-wide PI bridging policies are currently being developed. This mechanism is meant to support programmatic costs such as research staff, supplies, etc. The research plan section of the application has been shortened to 4 pages. Katie Wilkes 24 RAIN: 5-15-14

25. RFDS: Research Funding & Development Services Bridge Funding (Continued) Applications are due by 5 p.m. on Friday, May 30, 2014 to funding@ohsu.edu. funding@ohsu.edu View guidelines and application forms for complete details.guidelines and application forms Katie Wilkes 25 RAIN: 5-15-14

26. RFDS: Research Funding & Development Services NRSA Application Workshop, June 30 For students & postdocs planning to apply for an individual NRSA fellowship from the NIH. Covers non-research elements such as InfoEd, budget, reference letters, and training plan. Lead by: Johanna Colgrove, M.D./Ph.D., Program Coordinator Jen Raupp, Grants & Contracts Administrator Rachel Dresbeck, Ph.D., Director, Research Development, Research & Academic Communications Katie Wilkes 26 RAIN: 5-15-14

27. RFDS: Research Funding & Development Services NRSA Application Workshop Monday, June 30, 2014, 2 to 4 p.m. Biomedical Research Building room 381 Open to both researchers and administrators. Please RSVP to funding@ohsu.edu.funding@ohsu.edu Katie Wilkes 27 RAIN: 5-15-14

28. 28 RAIN: 5-15-14 Questions? funding@ohsu.edu http://www.ohsu.edu/funding http://www.ohsu.edu/researchnews RFDS: Research Funding & Development Services Katie Wilkes

29. RGC/SPA –Research Grants & Contracts and Sponsored Projects Administration 29 RAIN: 5-15-2014

30. RGC/SPA: (Future Office of Proposal and Award Management) NIH Updates Updated Policy for Application Submission (NOT-OD-14-074) NIH Opens the RPPR for All Type 5 Non-SNAP Progress Reports (NOT-OD-14-079) Updating Grant Closeout Policies (NOT-OD-14-084) Nancy Duncan 30 RAIN: 5-15-2014

31. RGC/SPA: (Future Office of Proposal and Award Management) OGA Survey Help us make improvements that support you! Sending to all OGA users Opens last week of May Responses collected through June Nancy Duncan 31 RAIN: 5-15-2014

32. RGC/SPA: (Future Office of Proposal and Award Management) New Pre-award Manager Aric Dutelle Joining us June 9 th ! Nancy Duncan 32 RAIN: 5-15-2014

33. RGC/SPA: (Future Office of Proposal and Award Management) Questions? RGC orserv@ohsu.edu SPA spaweb@ohsu.edu Nancy Duncan 33 RAIN: 5-15-2014

34. RATE –Research Administration Training & Education RAIN: 5-15-2014 34

35. RATE: Research Administration Training & Education Learn more about these… RATE Spring & Summer Classes Training Grants & Fellowships Clinical Trials 1 & 2 Federal Grants Management Effort & Salary Cap RDA 101: Introduction to Research Administration Margaret Gardner 35 RAIN: 5-15-2014

36. RATE: Research Administration Training & Education Research Administrator Gathering? Join the discussion here.here Margaret Gardner 36 RAIN: 5-15-2014

37. ORIO –OHSU Research Integrity Office RAIN: 5-15-2014 37

38. ORIO: OHSU Research Integrity Office Integrity Booster Update Currently at 84% of employees –91% of Researchers! Login to Big Brain to take the Booster.Big Brain David Holmgren 38 RAIN: 5-15-2014

39. ORIO IRB: Institutional Review Board eIRB Upgrade: eIRB7 Update We have begun the eIRB7 Design Process –On track & on schedule Timeline Reminder: –Anticipated Go-live in 2015 Until then, continue to use current system. David Holmgren 39 RAIN: 5-15-2014

40. ORIO IRB: Institutional Review Board We still have a long way to go, but as we get closer to finalizing the design… –Look for IRB Communication seeking your involvement to provide feedback and to answer questions. –We will also be looking to you to help test the system. Please stay tuned for more details! David Holmgren 40 RAIN: 5-15-2014

41. IRB Brown Bag Sessions Lost & Stolen Devices Thursday May 28 th 11:30 a.m. to 12:30 p.m. in UHS 8B60 Was my laptop stolen? Where did I leave my thumb drive? Join this session for a presentation and Q&A on knowing where your data is and best practices/requirements on how to protect it. David Holmgren 41 RAIN 5-15-2014 ORIO IRB: Institutional Review Board

42. IRB Classroom Training 11:30 to12:30 p.m. in CHH 3178 Introduction to IRB Review June 5 th IRB Classroom sessions are on hiatus for summer months. Classes will resume in September. 42 David Holmgren RAIN 5-15-2014 ORIO IRB: Institutional Review Board

43. 43 Questions? David Holmgren holmgred@ohsu.edu 503-494-7887 www.ohsu.edu/researchintegrity RAIN 5-15-2014 ORIO: OHSU Research Integrity Office

44. OCTRI – Oregon Clinical & Translational Research Institute 44 RAIN: 5-15-14

45. OCTRI: Oregon Clinical & Translational Research Institute eCRIS Ongoing Studies Ongoing = IRB approved Ongoing studies that require migration to eCRIS by July 14th: –Involve prospectively consented subjects and –Active subjects on study (i.e., all subjects are not discontinued or in follow-up) or –All subjects are in follow-up, but potentially billable services are included in remaining visits Darlene Kitterman 45 RAIN: 5-15-14

46. eCRIS Ongoing Studies Due to NCI reporting requirements, oncology studies that do not meet general criteria for mandatory use of eCRIS may still be required to be entered into eCRIS. 46 RAIN: 5-15-14 OCTRI: Oregon Clinical & Translational Research Institute Darlene Kitterman

47. eCRIS Ongoing Studies Minimal information required to get study into eCRIS –Mini smartform –Only subjects in active portion of study or that have clinical services remaining Bulk upload available –Subjects: refer to eCRIS website for template/ instructions. –Oncology: studies and subjects being centrally uploaded. 47 RAIN: 5-15-14 OCTRI: Oregon Clinical & Translational Research Institute Darlene Kitterman

48. eCRIS Ongoing Studies Can enter additional information if additional functionality desired. –Visit schedule: If want to enter past visit information If want to project future subject visits –Visit Schedule + Budget: If industry sponsored and want to generate invoices and/or track financial information 48 RAIN: 5-15-14 OCTRI: Oregon Clinical & Translational Research Institute Darlene Kitterman

49. Questions? Contact OCTRI at: eCRISSupport@ohsu.edu http://www.ohsu.edu/crms 503-494-7602 49 RAIN: 5-15-14 OCTRI: Oregon Clinical & Translational Research Institute Darlene Kitterman

50. Wrap Up Q & A Next RAIN Meeting: June 19, 2014, 9:30 – 11:00am Send agenda item requests to: rain@ohsu.edurain@ohsu.edu Or use the RAIN Feedback FormRAIN Feedback Form Everyone 50 RAIN: 5-15-14