Transcript URA Town Hall 10-7-10 - University of Chicago

Research Administration
Town Hall
1
BIOLOGICAL SCIENCES LEARNING
CENTER, RM 115 (924 EAST 57TH
STREET)
2:00-3:30 PM
10/7/2010
Agenda
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 URA Updates
 AURA Updates
 SAA Updates
10/7/2010
URA Updates
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 Concurrence Memo required Adobe Professional 9.0
(not just Reader)
 IACUC Approval Date Change

Use the latest approval date which may be in the past
10/7/2010
4
URA
Website
Re-Design
Launch Date:
October 19th!
Updated Data/Text
Simpler Layout
Enhanced Searching
RSS Feeds for
announcements/news
New URLs – old
URL’s will be broken!
10/7/2010
AURA Update
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10/7/2010
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AURA-IRB
Updates:
All IRB committees
under one system
In Design Phase
Go Live: Fall 2011
IRB Scope:
 New Protocol Submissions
 Amendments
 Continuing Renewals
 Exemptions
 Determination of Institutional Engagement
 Emergency Use
 Non-Human Subject Research
 Management of Convened IRB Meetings
 IRB Determination Management
 Study Closure/Termination
 Privacy Board Reviews
 Integration with AURA-Grants and Velos
 IRB Management Reporting
10/7/2010
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Topic
AURA-Grants

Business Process Change
Meetings
AURA-Grants Training
o Computer sessions
o On-line Web training
o Power Users
o AURA-Grants
Practice environment
Spring 2011
Proposals:
New/Renewal/Resubmis
sion/Revisions/Clinical
Trials/MTA
•AURA - GrantsXpress •AURA - Grants
•Paper (PTF, CTTF,
•Sponsor System
MTA)
•Grants.gov
•Sponsor systems
Budget
•Varies by
Unit/Department
Awards
•Email with PDF
•AURA-Grants
attachment from URA,
•System
cc PI, SAA, Dept
generated Award
Admin.
notification
•Award Budget
Reconciliation
Continuations/Progress
Reports
•Paper (PTF or ETF)
•Sponsor systems
•AURA - Grants
•Sponsor System
Concurrence Memos
•Concurrence Memo
PDF
•AURA-Grants
Upcoming Activities:

Current
•AURA Budget Module
Go Live – Spring 2011
10/7/2010
AURA-GrantsXpress Usage
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* Pilot period
10/7/2010
Electronic Submission Tips
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 File names – Avoid using any special characters
(example: -,&,*,%,/,#) or spacing in the file names.

If you need spaces in the name of your files, use the underscore
(example: my_Attached_File.pdf)
 New UChicago PI’s:
 Make sure to email [email protected] to have the
PI’s eRA Commons affiliation updated to UChicago. Failure to
do this will have the application rejected from eRA Commons.
10/7/2010
AURA-GrantsXpress Tips
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PI Profile: Have the PI’s update their Profile!

Current User Comments:
“It makes things so much quicker if you select an Other Significant
Contributor or Co-I and you don’t have to enter all of their
information into the profile (address, phone, etc).”
 “Check to see how they entered their name in the profile(including
prefix and suffix), so if they are doing a non-modular budget they
don’t go crazy trying to figure out why they get a warning about the
name not matching the profile and cover page.”

10/7/2010
Approved/Approved with Comments
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Proposal
Preparation
• PI COI
• NIH Assurance
Unit Review and
Approval
URA Level 1
Review
• Draft Research Plan
Attachments
URA Level 2
Review Institutional
Endorsement
Approved
Unit Review
or
URA Review
Funding
Proposal
Unlocked
Editable
Funding Proposal
Locked
NOT editable
Final Preparation
• Update Bios and
Research Plan
Attachments
Pending S2S
Submission
S2S Submission
Complete
Next State
Approved with
Comments
Changes Made
for Activity
Next State
Changes
Requested
Changes Made
for Activity
Back to Reviewer
10/7/2010
AURA Reporting Update
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FG Rollout 1
FG Rollout 2
• Business Objects Web Training
• Advanced Business Objects Web
Training for information analysts –
building custom reports
• Self-Service Reporting:
•
•
•
•
•
•
•
•
•
•
•
•
Current and Pending - Individual
Current and Pending – Unit
Active Awards by Date Range
Proposal & Award History
Summary
Proposal & Award History Detail
Project Profile
Proposal Success Rate
Cost Sharing on Awards
Awarded Indirect Cost History
Expiring Awards
Reports Due
Pending Proposals by Start Date
• Additional Self-Service Reporting
• Budget Detail, including personnel
• Future Budget Period Forecasting
• URA Annual Reports
• University-wide Data
• Division Data
IRB Rollout
• Enhance AURA Grants universe with
basic protocol data from Funding
Proposal (all committees)
10/7/2010
Reporting Update –
Sample Report Navigation
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Drill from summary
totals to a list of
awards…
…then drill from
the list to a
specific award
10/7/2010
Sponsored Award Accounting Updates
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OCTOBER 7, 2010
10/7/2010
FY 2010 Annual Certification Statements (ACSs)
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 Salary cost transfers to sponsored awards of salaries
earned during FY 2010:


Must be submitted to SAA (through PETS or by paper transfer
forms) by the close of business on 10/12.
If the transfer is not received by 10/12 , it may not be
approved.
10/7/2010
FY 2010 ACSs
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 FY2010 Annual Certification Statements will be
distributed the last week of October or first week of
November.
 ACS Training Session will be offered on Friday,
October 15, 1:30 P.M., Room 144, 6054 S. Drexel.


To sign up go to the UC’s training Web site
(training.uchicago.edu); click on University Administration
and then click on Grant and Contract Administration.
Walk-ups will be welcomed if space is available.
10/7/2010
Account Status Attribute
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 Advance Account Attribute has been renamed and
modified to identify not only advance account status
but certain other conditions as well.
10/7/2010
Account Status Attribute Values
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Value
A
B
C
D
E
F
G
H
I
J
K
Description
Advance Account
No cost extension requested
Extension with additional funding requested
Outstanding vouchers payable issue
Small balance write-off needed
Awaiting final agency payment
Training award unliquidated obligations
Awarding agency issue
Fixed Price award
Dean office issue
SAA Issue
10/7/2010
Account Status Date Attribute
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 Advance Account End Date Attribute has been
renamed to Account Status Date
 For the “Advance Account” attribute value (A), the
date is equal to the date the advance status is
expected to end, i.e., the date the award is expected
to begin.
 For other attribute values (B through K), the date is
equal to the date that the Account Status Attribute
became effective or the date the value was entered.
10/7/2010
ARRA (Stimulus) Sec. 1512 Reporting
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 First reports were filed for quarter ended 9/30/09.
 Reports for 9/30/10 quarter are being filed now.
 To see reporting results
 Go to www.recovery.gov
 Enter the University of Chicago or the award no. in the search
box.
10/7/2010
ARRA Funded Awards
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 Very important that accounting be done timely.
 Avoid cost transfers
 Complete Closing Memo as soon as possible after the award
terminates.
10/7/2010
Closing Memos
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 Closing Memos (CMs)are due 10 business dates
before the final financial report or final invoice due
date.
 SAA cannot guarantee the on-time submission of the
financial report or the final invoice if the CM is not
received on time.
 Financial report/invoices are normally due:


90 days after the award’s termination date for awards made
directly to us from the awarding agency.
30 to 60 days after the award’s termination date for awards
made to us through a prime grantee.
10/7/2010
Cost Transfer Explanations
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 Written explanations must explain why the original
accounting transaction failed to charge the correct
sponsored award account.
 Unacceptable explanations:

To charge cost as it was budgeted.


Costs must be allocated to the actual benefiting activities, not
based upon how they were budgeted.
To spend down remaining funds.

Costs may not be transferred to or between sponsored awards in
order to meet deficiencies caused by overruns or other fund
considerations or for other reasons of convenience.
10/7/2010
ACCTS/PETS Enhancements
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 Attachments can now be made to cost transfer and
journal entries processed through ACCTS .
 PETS is also being modified to allow attachments.
Capability should be available soon.
10/7/2010
Genomic Arrays
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 NIH Notice: NOT-OD-10-097
 Dated 5/13/10
 Effective for new competitive awards
 F&A rate can be applied only to the first $75k of genomic array
(GA) expense in each budget year.
10/7/2010