December 16, 2014Research Administrators Workgroup

2 Agenda  Announcements / Updates (Raquel Espinosa)  Personnel Transactions SOP  Research Navigator  Pre-award activity (Chanda Robe)  Q & A – All

Announcements/Updates

Schedule DateLocation January 20 th Howard February 17 th deMarneffe 218 March 17 th deMarneffe 218 April 21 st deMarneffe 218 May 19 th deMarneffe 218 June 16 th deMarneffe 218 July 21 st No meeting August 18 th NO meeting September 15 th deMarneffe 218 October 20 th deMarneffe 218 November 17 th deMarneffe 218 December 15 th deMarneffe 218 DRAW meetings are held on the third Tuesday of every month from 10:30 to 12 PM. Above conference rooms may be subject to change. Please see following site for updates: Pages/McLean-Meetings-&-Workgroups.aspx

5 Problem Solving – group updates Group met on 11/13 and focused on the following: How can we learn from each other and support each other? 1.Create and refine tools or resources that will help the group stay updated and share best practices (SOPs; Research Navigator; Sharepoint site; group s; DRAW) 2.Notification about system problems (InfoEd and Insight) 3.Reducing pre-award bottleneck (walk-in hours, resources on Research Navigator, creation of Grant Proposal Information Sheet for GAs, review of success rate by PI) 4.GA workload Next meeting 12/19 at 10 am in deMarneffe 218

6 Vision of Excellence Award  Eligibility: employees of McLean or Partners HealthCare who have worked at a McLean campus for at least one year.  Recipients: 12 per year. Nominations are reviewed and awardees selected by the Vision of Excellence Committee.  Award: There will be a reception honoring each awardee with a presentation of a Vision of Excellence certificate. Awardees will also receive a $100 cash prize and a McLean Vision of Excellence lapel pin.  Vision of Excellence page on BrainWaves (McLean Intranet) x x

7 McL FY15 Provisional Fringe Benefit Rates New FY15 McL Fringe Benefit rates have been submitted to DHHS for approval. When the new rate agreement has been issued, a more complete update will be given. Until then the provisional fringe benefit rates below will be charged to all research grants. Current Rate agreement is still dated September 13, 2012.

Research Personnel Transactions

9 New Standard Operating Procedure for personnel transactions effective February 1, SOP is posted on the Research Navigator. Please review and provide feedback via by January 1 st, SOP highlights the process, provides transparency into some of the common challenges, and reinforces controls due to system requirements and compliance regulations.

10 Research Personnel Transactions Some of the Key Points 1.RM will not approve transactions with an effective date greater than one year from the submitted date. 2.RM will not reactivate a fund number in order to process a retroactive adjustment. 3.We will not process personnel transactions that alter a Final Financial Report/Final Invoice unless reviewed and approved by the Research Finance Specialist. 4.Prior to the end date of an existing project period, McL Research Administration must have evidence of a project extension, or request for an advance fund for the next segment, or salaries will be removed.

11 5. Effort recertification is required if the change affects a sponsored- research project in a prior effort reporting period.  DAs should confirm in the comments, in addition to the over 90 day justification, that a recertification has been submitted or is in process. 6. Research Post Only (RPO) must be used for all salary allocations impacting research projects, unless the transaction is:  Job Code change  Salary change  Submitted with a future effective date 7. We will deny all EDC transactions that should have been submitted as an RPO.

12 Research Personnel Transactions Reminder: SOP is posted on the Research Navigator: news/Pages/Research-Personnel-Transactions.aspx Please review and provide feedback via by January 1 st, RM is releasing a new SOP for personnel transactions which will go into effect February 1, 2015.

Pre-award items on Research Navigator

14 Pre-award items on Research Navigator Check out the Research Navigator site for updated news! Logging into Partners Research Navigator:  Navigate to the public site at and click on Employee Login.  On the Office 365 Login page, enter your primary address If you’re not sure what your primary is, it can be found in Outlook properties preceded by ‘SMTP’ in capital letters. You can also find your primary by logging into  You will then be directed to a Partners login page, and asked first for your user ID, followed by a page for your password ff/pp/Pages/Research-Proposal-Components-and-.aspx

Pre-award updates

16 Pre-award Volume McL Total Submitted Grants Through 12/14/2014 MonthNumber of Proposals Oct39 Nov34 Dec10 Grand Total83

17 QUESTIONS? Contact: Raquel Espinosa