1. Subcontracts Process Improvement: A Work in Progress MRAM - February 13 th, 2014 Presenter: Marcea Kato, Assistant Director Office of Sponsored Programs University of Washington

2.  Documents to be submitted with Proposal:  Subrecipient Entity Letter of Intent ( signed by IO – not PI )  Scope of Work  Budget  Budget Justification  If subcontracts are not identified in proposal, sponsor approval is generally required to be obtained which can delay issuing the subcontract. Subcontracting: Process Starts at Proposal

3. The age old ?: Subcontractor or Consultant?? University of WashingtonPresenter’s Office SUBAWARD RELATIONSHIP CONSULTANT RELATIONSHIP The entity may be either an individual or an organization. The entity is usually an individual but may be an organization. The services are of a specialized and specific nature which cannot be performed by a regular employee The services are primarily advisory in nature requiring professional expertise to solve a clearly delineated problem. The advice cannot be obtained from campus resources. Entity may be given responsibility for the conduct of part of a sponsored project. Entity may provide advice, recommendations, analysis and resources based upon their background, education, experience, knowledge and expertise. Entity may not be given responsibility for any part of conduct of sponsored project. The department retains the right to control the results of services performed, but not the manner of performance. The department has the right to reject the services/products provided. The department retains neither the right to control the results nor the manner of performance.

4.  400 emails in ospsubs@uw.edu inbox in late Dec 2013 – Assistant Director now managing triageospsubs@uw.edu  Requests email subject line format to contain:  Action, PO/Sub #, UW PI name, Sponsor Award/eGC-1/FA #  Centralized tracking system established @ intake to aid in status, volume (assignment and type)  Use of FDP and non-FDP Templates on all new and renewals – piloted previously, will be required as of 2/15/14  Piloted use of Smart Webform to submit modifications (no matter type) submitted via OSP Website @ washington.edu/research/?page=subcontracts  Continue Subrecipient Monitoring project  Team signing with electronic signatures Changes To Date

5.  Requirement for Campus partners to submit modification (of any type) using Smart Webform via OSP Website as of 3/1/14 @washington.edu/research/?page=subcontracts  Development and Implementation of Request for Subcontract Initiation Form  Continued Process Improvements with Campus Workgroup Ongoing and Upcoming Changes in the Works

6.  Campus Communication and Education  Update curriculum as needed for Learning Program series  Enhanced Guidance and Definitions  Update Webpages  Evaluation of creating standard department assignments for Sub Team Member  PAS conversion of Blanket Purchase Orders to Open Balances in Ariba Ongoing and Upcoming Changes in the Works (con’t)

7.  Continue to foster in-house solution thru to implementation with partner departments including: Procurement/Purchasing/Accounts Payable/ORIS to implement Cradle to Grave Subcontracts System (via Ariba) encompassing 4 functional areas:  Technical aspects (i.e. converting info in PAS to Ariba)  Request of Sub Initiation (in lieu of current PAS PO entry)  Contract Management (authoring tools inc. clauses library)  Supplier Management (vendor/entity tool with compliance capabilities) *****Ultimate Goal*****

8.  Project Coordinator - Adel Caberto  Subcontract Specialist - Debbie Emerson-Carter (FFATA, Closeout, Invoice Discrepancy)  Compliance Analyst – Tru Ambrose  Grant and Contract Coordinator - Danny Do, Bo Park, Vivian Sun  Part-Time Temporary – Joel Searles  Shared Admin Assistant – Christine Lo (Subrecipient Monitoring)  Student Assistants – Bahran, Sadie, Ariam (= to ~ 20 hours wkly)  Assistant Director – Marcea Kato  Additional FTE Resource - to be hired in the coming months Subcontracts Team University of WashingtonPresenter’s Office