Office of Sponsored Programs All rights reserved GTRC Research Admin Buzz Thursday, January 29, 2015

Office of Sponsored Programs All rights reserved GTRC JENNIFER CAMP Grants & Contracts Accounting

FDP Meeting Update Washington, DC January 12-13, 2015

4 Highlights Agencies awaiting approval of FY15 budget; delayed issuance of awards –FY15 budgets approved Dec. 2014; awards to be issued ASAP Federal working group meeting regularly to develop consistent research terms and conditions that comply with 2 CFR 200 –No commitment on completion timeline –Some agencies are not participating –See agency-specific requirements, which still apply (e.g., prior approvals)

5 Participating Agencies NIH (co-Chair) NSF (co-Chair) Department of Agriculture –NIFA Department of Commerce –NIST/NOAA Department of Energy Department of Transportation –FAA Environmental Protection Agency NASA

6 Highlights DOD is not participating in the working group; a separate implementation of the Uniform Requirements (UR) is planned –Phase 1 – Interim; some pre-existing policies will continue –Phase 2 – Comprehensive update to DOD grant and agreement regulations Keep expenditure rates “healthy” –Sequestration in 2016; do not hold onto $ –Spend and bill timely

7 UR Implementation – NIH & NSF Every award letter/notice will clearly state if 2 CFR 200 applies (general statement) Travel – Mexico and Canada are now defined by NIH and NSF as foreign travel; consistent with other Federal agencies M&S includes computing devices Day 91 constitutes “overdue” reports NSF deviation – No FFRs (no change)

8 UR Implementation – NIH & NSF NSF general grant conditions (GC-1) modified to implement 2 CFR 200 for all institutions until research terms and conditions are finalized by working group NSF program income – deductive method for conference grants NIH delays; waiting on DHHS to give guidance to its operating divisions NIH – Unrecovered F&A allowable as cost share (45CFR 75; )

9 UR Implementation – DOD DOD directive - comply with 2 CFR 200 –Unsure whether the new regulations will be retroactive, once finalized –FDP feedback, whichever is less restrictive for awardees DOD aware there are inconsistencies between 2 CFR 200 and current agency policies; long-term will flush out inconsistencies

10 UR Implementation NSF – New PAPPG effective for new awards and increments issued on or after December 26, 2014 ONR – “Generally”, award issued under old rules will continue under old rules when a new increment is awarded

11 UR Implementation – FDP FDP requested that agencies only reference which rules apply so it is clear for all stakeholders (do not use “as applicable”) FDP subcontract templates – billing deadline will remain 60 days unless otherwise agreed upon in subcontract terms and conditions Separate FDP templates for fixed price vs. cost reimbursement (includes cost share) Subcontract versus contractor determination form will be posted to FDP as a tool for awardees

12 Questions

Office of Sponsored Programs All rights reserved GTRC CANDICE FERGUSON Office of Sponsored Programs

All rights reserved GTRC NSF Updates New PAPPG effective December 26, 2014 for: –Proposals submitted/due on or after the effective date –New awards and increments on or after the effective date Automatic system compliance check for proposals will begin January 26, 2015

Office of Sponsored Programs All rights reserved GTRC FastLane Updates A revised version of the PAPPG was issued on November 20, 2014, which incorporates OMB’s Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance), as well as other policy updates. The following changes were made to FastLane to support the revised PAPPG: Budget Form Update-  “Residual Funds” line will be renamed “Small Business Fee”. This line will no longer be editable for all programs, except for SBIR/STTR Budget Justification Upload-  Budget justifications can no longer be entered as text. They must be uploaded and included for each organization added to the budget

Office of Sponsored Programs All rights reserved GTRC FastLane Updates Changes made to FastLane in support of revised PAPPG (cont’d): Cost Sharing Notifications Requirement-  Cost sharing notifications must be submitted by all awardees with awards that include cost sharing New Funding Mechanism-  FastLane proposal cover sheet will include new funding mechanism type, Ideas Lab, which is designed to support the development and implementation of creative and innovative project ideas

Office of Sponsored Programs All rights reserved GTRC Automated Checks Changes made to FastLane in support of revised PAPPG (cont’d): Page Count: Page count rules will be enforced on the following proposal sections:  Project Description: 15-page limit [exceptions: 8-page limit for Early-Concept Grants for Exploratory Research (EAGER), and 5-page limit for Rapid Response Research (RAPID)]  Budget Justification: 3-page limit for the proposing institution and a separate, 3-page limit for each sub- recipient organization  Mentoring Plan: 1-page limit  Data Management Plan: 2-page limit

Office of Sponsored Programs All rights reserved GTRC Automated Checks Changes made to FastLane in support of revised PAPPG (cont’d): Budget: Budget-related checks will focus primarily on proposal duration and requested amount.  For example, the system will enforce a maximum requested amount of $200,000 for a RAPID proposal and $300,000 for an EAGER proposal. Proposal Section: Proposal sections will be enforced by their funding mechanism for Program Announcement, Program Description and other GPG-type funding opportunities.  For example, an error message will appear if a Project Description was not provided for an EAGER proposal.

Office of Sponsored Programs All rights reserved GTRC Research.gov Updates User Enhancement updates were completed to the Research.gov system, include: Updated Branding Improved Look & Feel Streamline Navigation Simplified Login Expanded Help

Office of Sponsored Programs All rights reserved GTRC Other GPG 15-1 Changes Results from Prior NSF Support –Clarifies that the listing of publications from NSF awards must provide a “complete bibliographic citation for each publication” In Either Results from Prior NSF Support or the References Cited

Office of Sponsored Programs All rights reserved GTRC GPG Changes (Biosketches) Professional Preparation –Location of the individual’s undergraduate, graduate, and postdoctoral institutions must be provided Collaborators & Other Affiliations –Total number of collaborators and co-editors, and graduate advisors and postdoctoral sponsors, must be identified in appropriate areas Other Personnel Information –Where applicable, biographical info on other personnel should be identified and uploaded in the biosketch section of the proposal

Office of Sponsored Programs All rights reserved GTRC GPG Changes (Senior Personnel) Rebudgeting for salaries (2/9 rule) –Under normal rebudgeting authority, the awardee can internally approve an increase in salary, even if this exceeds the 2 month salary policy –No prior NSF approval needed unless the objective or scope of the project changes If an increase in PI commitment, is there a change in scope? –Talk to your CO.

Office of Sponsored Programs All rights reserved GTRC AAG Changes Includes guidance on submitting postdoctoral mentoring plans post-award –If requesting supplemental funding to support a post doc and the original proposal did not include a mentoring plan, then the supplemental funding request must include a mentoring plan

Office of Sponsored Programs All rights reserved GTRC AAG Changes (con’t) Two new prior written approval requirements –Transfer of funds for salaries of administrative or clerical staff –Transfer of funds for additional categories of participant support costs other than those described

Office of Sponsored Programs All rights reserved GTRC NIH Updates NRSA stipend increase (2%) –Tuition and fees remains the same Salary Cap increase effective January 11, 2015 –$183,300 –NIH not accepting revised budgets but will allow rebudgeting –No adjustments for modular grants or non- competing grants issued in FY2015

Office of Sponsored Programs All rights reserved GTRC NIH Updates New biosketch format required May 2015 SciENcv- DOD, DOE, EPA, NIH, NSF, USDA –Eliminates the need to repeatedly enter biosketch information –Provides access to a researcher-claimed data repository with information on expertise, employment, education, and professional accomplishments –Any researcher may register –Leverages data from existing systems –Researcher controls what data are public –Researcher edits and maintains information –Researcher provides own data to describe research outcomes –Researcher has ultimate control over data in biosketch OSP to send notifications for brown bags and webinars to introduce SciENcv

Office of Sponsored Programs All rights reserved GTRC Army- USAMRAA USAMRMC BAA for Extramural Research –W81XWH-BAA-15-1 Opens 10/1 each year Closes 9/30 each year Open and continuous for 1 year Pre-applications are required (NEW for FY15) –Must be submitted through eBRAP Full application will only be accepted if the PI is invited to submit after pre-app review

Office of Sponsored Programs All rights reserved GTRC Army- USAMRAA Program Specific BAAs –Pre-application Required Program Announcements –Letters of Intent or Pre-application Required All Pre-applications and LOIs must be submitted through eBRAP –(eReceipt is being retired).

Office of Sponsored Programs All rights reserved GTRC eBRAP Registration process is required –PI must register and associate him/herself with a BO Lucy Yarbrough GTRC/GTARC not Georgia Tech/GTRI Full applications are still submitted through Cayuse424 (Grants.gov) –eBRAP pulls full applications from Grants.gov

Office of Sponsored Programs All rights reserved GTRC eBRAP “Invite” and “Not invite” letters are posted Monitor when recommendation letters have been submitted Regulatory documents can be uploaded Other requested documents can be uploaded Summary Statements are posted

Office of Sponsored Programs All rights reserved GTRC AFOSR Anticipated Solicitations –BAA AFOSR Research Interests of the Air Force Office of Scientific Research –Anticipated Posting: February 2015 –Questions:

Office of Sponsored Programs All rights reserved GTRC ONR Update New Grant System went live Nov ONR award/modification documents are available via DoD EDA Electronic Document Access System within the WAWF e-Business Suite Awards: –N XXX: EDA –N XX: old ONR system

Office of Sponsored Programs All rights reserved GTRC OSP Updates: RosterTech A new system for online registration and comprehensive data management of: –Training Classes –Educational Activities/Events –Certification

Office of Sponsored Programs All rights reserved GTRC RosterTech System Address:

Office of Sponsored Programs All rights reserved GTRC RosterTech User Details and System Menu Following Login: Links to Classes Links to Certificates, Class Evaluations, and Transcripts Link to Events

Office of Sponsored Programs All rights reserved GTRC RosterTech Expected System Implementation: –Early February, 2015

Office of Sponsored Programs All rights reserved GTRC New Appointments Office of Sponsored Programs –Ashley Williams, Manager (Subawards)

Office of Sponsored Programs All rights reserved GTRC Upcoming Classes Cayuse424 02/03-02/04 Proposal Prep02/10 Allowable/Unallowable02/18 Budgets02/24 G&C Accounting03/04 Public Responsibility04/01 Post Award 04/09

Human Capital Management (HCM) 9.2 Upgrade Overview January 29, 2015

40 Complete before we are “out of support” Remove custom modifications where possible Activate new functionality Complete before we are “out of support” Remove custom modifications where possible Activate new functionality TechWorks – Modern User Interface Employee Self Service Enhancements: Total Rewards Statement Paycheck Modeler Train Stops Accessibility Manager Dashboard Why upgrade now?

41 Remove custom modifications where possible:

42 11 th Birthday And the survey says… New & Improved TechWorks

43 Stakeholder Input Survey Focus Groups Interviews TechWorks page is too busy … Get rid of the boxes … Make it easier to find information … Add/enhance search feature … Eliminate redundant links … Ensure all links are working … Add more links (e.g., WebNow, Marketplace) … Provide role-based content… Make it easier to access relevant training and department links … Provide consistent, user-focused design … Reduce the need to scroll and drill down to information … Need easy access to commonly used applications … Continue to provide personalization features … Too many timeouts (extend session time to 60 minutes at a minimum)

44 Who did we ask?

45 How often do you access TechWorks?

46 Frequent/Heavy Usage (Daily) Web Grants Management Applicant Tracking Workforce Administration Query

47 Moderate Usage (Several Times Per Week/Month) Travel & Expense BuzzMart General Ledger SPD WebPSF

48 Light Usage (Monthly and Ad hoc) TimeOut Travel & Expense BuzzMart eWAF eASR

49 Balancing Act Monthly/Occasional User Expectations Intuitive Design Easy to Navigate Relevant Information Daily/Weekly User Expectations Easy access to frequently used applications Consistent information Well-maintained links Links to more resources 42% 58%

50 TechWorks

51 TechWorks

52 TechWorks

53 Employee Self Service Enhancements: Total Rewards Statement Paycheck Modeler Train Stops Accessibility Manager Dashboard Enhancements in HCM 9.2

54 Enhancements in HCM 9.2

55 My Total Rewards:

56 My Total Rewards:

57 Paycheck Modeler:

58 Paycheck Modeler:

59 HCM 9.2 has a more light-weight and modern look and feel:

60 Mouse over popup pages:

61 Manager Dashboard:

62 Manager Dashboard:

63 Manager Dashboard Embedded Analytics:

64 Accessibility Feature:

65 Planning for the future – post go-live: Life Events Dashboards Pivot Grids Other PeopleSoft Modules

66 Timeline:

67 Questions