Transcript Slide 1

October 21, 2014Research
Administrators Workgroup
Agenda
 Announcements / Updates
 Pre-award updates (Chanda Robe)
 Changes in eCOI process (OII: Kim Lincoln, Juliane Blyth,
Emily Sobiecki)
 InfoEd Update (PHS RM: Katie McGroggan)
 Q & A – All
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Announcements/Updates
Research Town Meeting
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Strategic Problem Solving
Meeting coming up!
We received very helpful feedback
and will get together to discuss
problem solving, sharing best
practices as well as SharePoint
resources
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Announcements
New Post Award Administrator
Thao Phan
Starting10/27
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Controlled Substances
DEA Researcher Registration holders at area hospitals have
recently been inspected by the DEA, with little advanced
notice. If the DEA alerts you that an agent will be coming
notify the McLean Compliance Officer, Jennifer Mahoney
ASAP at 617-855-2598.
To be sure that Research Administration and Compliance have
the appropriate documentation in the event of a DEA or MA
DPH site visit, planned or otherwise, it’s important that we
have three items on file for those of you who have controlled
substances (CS)* physically present in their lab / research
area, and we must have these items by 10/31/2014.
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Controlled Substances- continued
1. Current copy of your DEA Registration (DEA Form 223)
2. Current copy of your MA Controlled Substance
Registration Certificate
3. Inventory of ALL controlled substances (in date and
expired) in your lab / research area; such Physical
inventory to be performed on 10/31/2014 – use attached
biennial inventory form
Please send copies of your DEA and MA CS Registrations,
as well as your CS inventory to:
Renee Brathwaite, [email protected]
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Pre-Award Updates
Chanda Robe, Pre-Award Grant Administrator
October, 21, 2014
Pre-Award Updates
• October Grant Deadlines
• 22 Grant Submissions- 10/5/2012- 10/17/2014
• NARSADs 10/26/2014- 6 pending
• Errors in NIH SF424 Applications
• No Review Vs. Expedited Review
• NIH Continuous Submission
• Internally, setting a hard deadline to replace the
upcoming deadline. More helpful to manage the
workload on both ends.
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Pre-Award Updates
Training Sessions
• What we have done already?
• Sponsored by the CAO Office
• Proposal Preparation and InfoEd PD 101- offered on
4/23/2014
• Management Workshop Series Budget Building &
Financial Oversight- offered on 9/9/2014
• Departmental and Individual training as requested
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Pre-Award Updates
• What other trainings would you like to see?
• Subcontracts
• Completing an SF424 package
• Please let us know!
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Changes to eCOI Process
Office for Interactions with Industry
September, 2014
7/7/2015 - #774222v3
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IMPORTANT
• Federal COI regulations require that
• Each Investigator who is planning to participate in the
PHS-funded research disclose to the Institution’s
designated official(s) the Investigator’s significant
financial interest (SFI) (and those of the Investigator’s
spouse and dependent children) no later than at the
time of application for PHS-funded research.
• The institution review disclosures of significant financial
interests (SFIs) from each Investigator to determine
whether an Investigator’s significant financial interest
(SFI) is related to PHS-funded research and, if so
related, whether the SFI is a financial conflict of interest
(FCOI).
7/7/2015
Office for Interactions with Industry | 617-643-7752 | [email protected]
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IMPORTANT
• Who is an Investigator?
• Investigator = project director or principal
investigator and any other person, regardless of title
or position, who is responsible for the design,
conduct, or reporting of research funded by the PHS
(“DCR”), which may include, for example,
collaborators or consultants.
• “DCR” designation is not a new concept
• “DCR” designation is first step in COI review process
• “DCRs” should be designated by PI or in consultation
with PI
7/7/2015
Office for Interactions with Industry | 617-643-7752 | [email protected]
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CHANGES
• Ability to clearly identify investigators (= people responsible
for the design, conduct or reporting of research = “DCR”)
separate from the “Key”/”OSC”/”Non-Key” designation in
InfoEd
• New screens in InfoEd PD and PT and Insight Agreements for
viewing and maintaining DCR flag throughout the grant life
cycle
• Automatically identify any DCR added through payroll after
the proposal is activated
• Only DCR = Yes will go through the COI process (current
process automatically enrolls Key & OSCs in COI process)
• Streamline the eCOI process to require additional relatedness
questions only after proposal is funded (not at proposal
submission). Reduces burden on investigators at proposal.
7/7/2015
Office for Interactions with Industry | 617-643-7752 | [email protected]
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Proposal Submission – DCR designation
• New DCR screen – lists personnel from Budget page
• All investigators who are DCRs on the project must be
listed on DCR page and therefore must be listed on the
Budget page, even if they have 0% effort and $0 cost
• Default DCR settings by Personnel Type
o PI defaults to DCR=YES and cannot be changed.
o Key personnel defaults to DCR = YES and can be changed.
o Non-key personnel & Other Significant Contributor default
to blank and need to be set to YES/NO.
•
The DCR page must be completed before submitting
the proposal to final routing
7/7/2015
Office for Interactions with Industry | 617-643-7752 | [email protected]
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Sample Screen - PD
DCR designation box
7/7/2015
Office for Interactions with Industry | 617-643-7752 | [email protected]
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Proposal Submission: eCOI Form
• eCOI form only for people with DCR = YES, no longer
all Key and OSC personnel.
• At proposal submission, the DCRs are only required
to update Significant Financial Interests (SFIs) and
certify that SFI information is correct. This first step
in the eCOI process is called “Financial Interest
Certification.”
• Investigators do not need to complete additional
questions about how their interests relate to the
project. This second step will be required only if the
project receives or is likely to receive funding.
Office for Interactions with Industry | 617-643-7752 | [email protected]
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Post Submission – DCR Designation
• DCR’s in PD imported to new screen in PT to view
and maintain DCR flag after proposal submission
• At JIT Pending DA/PI (or Agmt In Unexec. Agmt Rec’d):
o Email sent to PI to confirm DCRs on the proposal.
No action required if DCR listing in email is correct
(DA’s cc’d on email)
7/7/2015
Office for Interactions with Industry | 617-643-7752 | [email protected]
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Sample Screen - PT
• Ongoing maintenance of DCRs takes place in PT
DCR designation box
7/7/2015
Office for Interactions with Industry | 617-643-7752 | [email protected]
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Post Submission – eCOI form
• At JIT- Submitted to Sponsor:
o Email sent to the DCRs to complete step 2 of the
eCOI process: to verify interests and answer
“Relatedness questions” for each reported
interest. This step is called the “eCOI form.”
o Forms automatically go to OII to complete COI
review.
7/7/2015
Office for Interactions with Industry | 617-643-7752 | [email protected]
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After Fund Activation
• After fund activation:
• Maintain DCR designation after fund activation in PT
(e.g., add personnel, change DCR designation if
roles/responsibilities change)
• Anyone added or changed to DCR=YES will receive eCOI
form and notice to complete COI training course.
• Individuals with a professional job code who are added
to the fund through payroll will be added to PT with
DCR designation defaulted to Yes and will receive eCOI
form and notice to complete COI training course.
• Quarterly and Annual emails notify PI’s of DCR’s. No
action required if DCR listing in emails is correct. (Dept
Admins cc’d).
7/7/2015
Office for Interactions with Industry | 617-643-7752 | [email protected]
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Sample Screen - Insight
Insight screen is view only (in Agreements module)
• Shows DCR designation
• Shows COI Training Status
• Changes made to InfoEd DCR designation page feed over
7/7/2015
Office for Interactions with Industry | 617-643-7752 | [email protected]
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COI Process - Unchanged
• Process for non-Partners investigators (i.e. collect
paper form)
• COI review outcomes recorded in COI Deliverables
in InfoEd record and note is placed in Activity Log
• PHS-funded research: cannot spend any funds
until COI review is completed
• Foundation funded research: can activate fund
prior to completion of COI review
Office for Interactions with Industry | 617-643-7752 | [email protected]
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Timeline & Contacts
• Go live: October 17, 2014
• Small group training sessions (no need to RSVP)
BWH
10/3: 11a-12noon – BWH Medical Records Conf Room (Pike L1, near Nesson Elevators)
10/16: 9:00a - 10:00a - BWH Medical Records Conf Room
10/20: 3:00p – 4:00p - BWH Medical Records Conf Room
MGH
10/6: 10:00a – 11:00a - MGH Yawkey 4-810
10/8: 2:00p – 3:00p - MGH Yawkey 4-810
10/27: 10a - 11a - MGH Yawkey 4-810
10/29: 3:00p – 4:00p - MGH CNY 149 Conf A
• Urgent review requests/fund activation deadlines: email OII
([email protected])
• Unsure? Need help? OII contacts: Jules Blyth (643-7836); Kim Lincoln (6438605); Emily Sobiecki (724-8091)
• OII Intranet: http://pulse.partners.org/OII/index.html
7/7/2015
Office for Interactions with Industry | 617-643-7752 | [email protected]
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InfoEd Update
McLean DRAW Meeting
October 21, 2014
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Agenda
 PD Usability Project
 Overview
 Usability Improvement Areas
 Deliverables
 Why they are used
 Types
 Workflow process
 Resources
 Questions
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PD Usability - Overview
 Worked with members of the InfoEd
Subcommittee and reviewed feedback from end
users to determine usability items
 Identify ways to improve the use of InfoEd PD for
our end users.
 Covers instructional text updates, the coversheet,
hiding/showing fields and general cleanup.
 Will not include improvements to the budget
section of PD unless they are general updates. Any
items determined to be budget related will be done
in another project
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PD Usability - Improvement Areas
 Setup Questions
 Upload Docs/DRAFT Routing
 Coversheet & PIQ Form
 Submit to Final Routing
 Routing
 General Site/PD Improvements
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PD Usability - Initial Setup Questions
• Expand proposal title length
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PD Usability - Additional Setup Questions
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PD Usability - Additional Setup Questions
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PD Usability - Upload Docs/Draft Routing
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PD Usability - Coversheet & PIQ Form
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PD Usability - Submit to Final Routing
Bring users directly to the “Submit for Internal Review” subtab on
the page vs. them having to click to open it.
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PD Usability - Routing
 Improve instructional text to cut down on confusion
when proposals are rejected or approved
 Multi-PI signoff through the use of an additional role
in budgeting
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PD Usability - General Site Improvements
 Indicate Read-Only vs. Edit view
 Add a progress bar for every save in PD
 Resources section in the navigation to
house manuals, RAS link, etc
 Expand mailbox view to include the
full subject line
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Deliverables
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Deliverables – why are they used?
1.
Increases transparency
2.
Eases administrative burden
3.
Decreases e-mail traffic
4. Consolidates pending work lists
5.
Improves turnaround times
6. Streamlines processes across RM
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Deliverables - Types
Pre Award
Post Award
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
Just in Time
Progress Report
Conflict of Interest
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Research Finance
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Final Invoice- Outgoing
Financial Report
FSR Revision
Relinquishing Statement
Subcontract Invoice

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Departments

Everything! (Depending on award mechanism)
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

Advance Account
Agreement In
Agreement In- Modification
Award Renewal/Revision
Carryforward
DUA In
DUA Out
GWAS In
Invention Report
Notice of Award
RSA In
RSA Out
Subcontract Agreement Out
Subcontract Agreement Out- Modification
Subcontract PSA Out
Subcontract PSA Out- Modification
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Deliverables – Workflow Process
 Allows RM to send notifications on deliverables
processes needing review/signoff to PIs and other
support staff while maintaining a history and allowing
for reminders
 2 types of workflow:
 Alert
 Signoff Required
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Resources
 Manuals:
https://partnershealthcare.sharepoint.com/sites/phr
mdepartments/prd/rag
 Help Desk: [email protected]
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Questions?
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QUESTIONS?
Contact: Raquel Espinosa
[email protected]
617-855-2868
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