Pre-Award Updates Research Administrators’ Forum Kelly Morrison DirECTOR OF PRE AWARD August 23, 2017

Pre-Award Overview Staffing Looking Back Looking Forward

Electronic Proposal Routing Form Launched 7/1 Over 400 ePRFs….and counting! Good pre-award influences good post-award Data elements that are captured on the ePRF follow the project through the entire lifecycle Critical that the forms are filled out accurately and completely

Electronic Proposal Routing Form Smart forms that build off various data Already in the system Based on other information entered on form Leverages data in other institutional systems Electronic approvals Will provide basis for reporting on various data elements – beyond overall proposal numbers

Proposal Review & Submission Process Not just an electronic form – changes the way proposal review and submission occurs Review Options and Statuses Administrative Review Final Review Statuses automatically updated based on send-backs Complete transparency into process Ability to measure this critical and significant business function – for the first time! Implementation of a proposal closeout process

A special thanks to the ResearchUVA team (CACS & OSP Info Team!!) What’s Next for ePRF? Various incremental improvements Robust approvals workflow PI Department Chair Dean’s Office Considering who should approve….and who doesnot Notifications Metrics on proposal review and submission A special thanks to the ResearchUVA team (CACS & OSP Info Team!!)

Federal Demonstration Partnership (FDP) Expanded Clearinghouse Pilot Background – FCOI Clearinghouse Uses online entity profiles in lieu of subrecipient commitment forms to obtain information needed from PTEs Includes various information critical for PTE Demographic Audit Compliance-related Participating organizations have agreed to review each other’s published profiles in lieu of sending/receiving individual subrecipient commitment form UVA has joined third cohort

In-Process Documents Previously, access was restricted Feedback received that this represented a challenge for individuals at department and school levels Access to all in-process documents available based on your existing role/security and organization access Documents should be viewed as “read-only” and in draft form until action is finalized

What’s Next- Measuring Turnaround Times A work in progress for OSP in a few areas Importance of business process – without consistent business process, data will be meaningless Categories, Types, and Statuses Critical metrics we anticipate beginning to track on in upcoming months Agreement review and negotiation Award setup Post-award requests

What’s Next- Award Setup Arguably, most time-sensitive business process in OSP Duplicative and complex process in Oracle and ResearchUVA Streamlining Process Reduce number of projects necessary Revisit necessary/unnecessary data elements Transaction controls Templates Interface between ResearchUVA and Oracle A special thanks to post-award for their collaboration on these efforts!!

What Else is Next? ePRF is basis for other forms that must go electronic SP23 SP30 And beyond! Automated assignment expansion Development of budget module System-to-System (S2S) proposal submission with Grants.gov On-Demand Access

Questions?