June 16, 2015Administrators Workgroup

2 Agenda  Introductions  Announcements / Updates (Raquel Espinosa)  Problem Solving with GA’s Update (Raquel Espinosa, Renee Brathwaite)  Termination Checklist (Raquel Espinosa)  Q & A – All

Announcements/Updates

4 RE Maternity Leave Period August and September 2015 Ayse Taciroglu, Research Finance Manager will be onsite once per week Janice Kiley and Jennifer Clark are experienced administrators who have agreed to provide Research Administration coverage Will post detailed maternity leave coverage to SharePoint site

5 McL FY15 Provisional Fringe Benefit Rates Due to escalating health and pension costs, the institutional fringe rate is expected to be 32% in FY16 (10/01/15-09/30/16) with an annual 1% increase until FY18, remaining unchanged thereafter. InfoEd PD has been updated (today) with the new rates. Of note: the export to excel is being tested by the InfoEd Team. The “Budget Templates” have been revised and posted on the Research Navigator site as well as on the Research Intranet. Research NavigatorResearch Intranet Fringe Rates on proposals should be as follows: FY16: 32% FY17: 33% FY18-forward: 34%

IDC - MIC Scanning Costs As of 10/01/15 McL Imaging Center will be set-up as a core Research scan rates will remain unchanged at $550 per hour however, these will be treated as “direct costs” and included in the modified total direct costs (MTDC). Communication will be sent out when more information is available

7 Indirect Costs Update Expecting IDC negotiation to be over by the end of this Fiscal Year We may have a new rate starting 10/01/15 MGH, SRH and McL negotiating indirect costs and going through similar process IDC on future proposals should be based on “negotiated rates” – we cannot use predetermined rates Next steps: to be determined

8 System Updates Research Application System (RAS): Workgroup will start meeting and Janice Kiley represents McL Innovation PD: Rolled out in April Update: budget will be reviewed by Research Administration before agreement is negotiated (same as PCRO) NIH Salary Cap in PeopleSoft: Roll-out date 08/27/15 Contact: Anthony Cassese

9 Transition of Central Roles from McL Research Administration Partners to Research Management Pre-award: Proposals, progress reports, JIT are activities moving to RM Julissa Oviedo will be assigned to McL as soon as they back fill. Currently interviewing candidates. Julissa works in David Waldron’s pre-award team and is heavily supported by her manager as well as by the Pre- award team reporting up to the Pre-award director, Susan Roudebush. Currently planning on bringing pre-award training to McL for PI’s to include InfoEd PD, ASSIST, SF424

10 Continuation – transition of central roles to PHS RM Post-award: Award activation, renewals, subcontracts are activities moving to RM Sr. Post-award administrator to be recruited and reporting to Amanda Ragalevsky Humphrey Manager, Contracts and Post Award and up to the Corporate director of Post-award award Eleni Ryals. Currently assigning post-award activities to RSS consultants (possibly by chief codes)

11 Controlled Substances Transition of Department of Public Health (DPH) license to a central (chief) holder Goal: centralized license holder reduces risk of activating or renewing licenses…reduction of costs Working with compliance and Quality Improvement on state and federal requirements to ensure centralizing license holder meets the “storage requirements”

12 Research Navigator Resources PI Transfers In and OutInOut Pre-award Post-award Faculty Hiring and On-Boarding Research Access SOP Research Staff Termination Checklist (Draft 6/16/15) Research Staff Termination Checklist (Draft 6/16/15)

Problem Solving with GA’s

14 SharePoint Update 1.Everyone has access to the site…anyone can post questions. 2.Research Administration would post materials 3.SharePoint Alerts (two options) i.Sign up to receive them OR ii.By default everyone can receive alert s 4.DEMO of SharePoint

Research Staff Termination Checklist

16 Best wishes Thao Phan!! Her last day at McL is on Wednesday, June 17 th Thank you!

17 DRAW Meetings to resume in October Enjoy the summer!!

18 QUESTIONS? Contact: Raquel Espinosa