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Quarterly Grant Managers Meeting06/17/15
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Agenda• Introduce Call in Guests
• Karl Leif Bates - New Research Website
• Michelle Rigsbee - Update on Closeout Procedures
• Julie Cole – RCC Update
• Keith Hurka-Owen – ORS Updates
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Karl Leif Bates• Director of Research Communications• @dukeresearch• Phone: 919-681-8054• FAX: 919-684-5760• Karl Leif Bates• Director of Research Communications• @dukeresearch• [email protected]• News Coverage:• Writes, edits and coordinates coverage of university research news from all units,
including Arts & Sciences, the Nicholas School of the Environment, the Pratt School of Engineering and Duke Medicine. He also edits Duke Research a monthly online magazine.
• Background & Experience:• Joined Duke in 2007 from the University of Michigan, where he was director of life
sciences communications. A 15-year newsroom veteran and member of the National Association of Science Writers, Karl is a former winner of the AAAS science writing award.
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Michelle Rigsbee – Update on Close out Procedures
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Julie Cole – RCC Update
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Keith Hurka-Owen – ORS Updates• Open Assistant Director Position (Posted today…finally)• Social Science focused portfolio
• ORS West• Provide convenient face-to-face service for all aspects of the grant
administrative process.• A regional outpost of the Office of Research Support, • Provide training support to include assistance with proposal
submission, award management and closeout, issue resolution, ad hoc training for new employees, and customized small group workshops.
• Help build the capacity of campus based units with direct and intensive interactions to increase Duke University’s ability to compete for grant funding in an ever increasingly competitive environment.
• Continue to develop dialogue to learn from grant managers and faculty about what is hindering them from getting their jobs done and brainstorming ideas for improving the research administration.
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ORS West• ORS* West
223 Gross HallSee map: http://maps.duke.edu/map/?id=21#!s/key=Gross%20Hall?m/6866
• ORS* Assistant Directors at ORS* West• Monday 1-5 Adam Kuehn• Tuesday 9-12 Michele Grow• Wednesday 9-12 Keith Hurka-Owen• Thursday 1-5 Shonta Holloway • Thursday IRB* hours 9 – 12• Make an appointment: http://sites.duke.edu/orswest/
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ORS – Internal Process Updates• Treasury Billing Services Transmittal Form• Streamlined Form.• Consistent between pre-award offices.• Helps ORA/S understand what TBS needs.• Defining certain aspects of the process
• Type of award?• Third digit?• PMAC Programmatic Element?
• Working on developing a specific list of what other documents are required.
• Impact in the department: • fewer data entry corrections. • Efficient set up of SAP WBSE data.
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ORS – Internal Process Updates• Subrecipient Risk Assessment
• New internal process for new and continuing subawards.• Created to keep burden to a minimum in ORA/S.• Form generated from OSP data.• Form produces a risk factor of high, medium or low.• ORA/S have discretion over the response to the risk factor.
• Add more reporting requirements.• Issue FDP Template to a new small NGO and reassess next year.
• Pilot testing began a couple of months ago.• Go live for all subs on 7/1.
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ORA/S – Work Stream Update• No-Cost Extensions.• Getting to them sooner to stop the “churn.”• Developing programmatic, administrative and financial checklist.• Drafting best practices document.• Scoping out SPS solution:
• Automate the request.• Consistent across ORA/S.• Track requests and sponsor responses.• Automate update in SAP from SPS (Sept?)
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ORA/S – Work Stream Update• Peer Invoicing.• Communication .
• To chairs.• To faculty.• To grant managers and business managers.• To our peers.
• Policy• GAP on Late Invoices.• Automated alerts and workflow in SAP.
• Going to RACI 06/30/15
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ORS – Short FTEs• Communication.• Hyper-vigilance in ORS – running the queue.• Set expectations – turnaround times might suffer.• Ability to respond to last minute requests has eroded somewhat.
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Q&A