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

2. Pre-Award Overview
Staffing
Looking Back
Looking Forward

3. 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

4. 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

5. 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

6. 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!!)

7. 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

8. 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

9. 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

10. 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!!

11. 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

12. Questions?