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Office of Research
Introduction to the Office of Research
Grants Management TeamMay 24, 2018
Celeste Flaherty-Thomas, CRA
Morgan Donaldson
Erin Menzies, MBA
University of Pittsburgh
Office of Research
Agenda
• General introduction
• Tour the Office of Research (OR) website
• Specific activities– Proposals
– Awards/Agreements
– No-cost extensions/Closeout
• Questions
Office of Research
Learning Objectives
• Navigate the OR website
• Know which team to contact
• Submit a proposal
• Post-award actions– Award receipt and processing
– Contract negotiation
– No-cost extensions
– Closeout
Office of Research
Office of Research - General
• Central pre-award processing office for sponsored projects– Research
– Education/Training
– Public Service
• Reports to Senior Vice Chancellor for Research
• Authorized signatory for the University
Office of Research
Mission Statement
“The Office of Research is a nexus of excellence for research resources. We are dedicated to partnering with the University of Pittsburgh
research community to secure funding; exchange research materials, data, and ideas; and to build
collaborations in an effort to foster creativity, scholarship, and innovation.”
Office of Research
Some Statistics…
• 50+ individuals
• 5 teams + Grants Development
• 22,000+ actions/year
• $764M+/year (FY2017 expenditures)
• Serve over 5,300 faculty
Office of Research
OR Teams
• Corporate & Clinical Contract Services
• Federal Contract Services
• **Grants Management Services**
• Information Services
• Administrative Services
• Grants Development Services
Office of Research
Grants Management Services (GMS) Team• 17 individuals
– Associate Director (Erin Menzies)
– Assistant Director (Alice Lawson)
– 7 Grants and Contracts Officers
– 2 Grants Analysts
– Subaward Team: 2 Subaward Officers, Subaward Analyst, Subaward Coordinator
– Grants Intake Coordinator
– Data Coordinator
Office of Research
GMS Responsibilities
• Proposals and awards for: – Federal sponsors (grants, cooperative agreements)
– State, county, and local government sponsors
– Non-profit sponsors
• Affiliated non-financial documents– Data use/transfer agreements
– Material transfer agreements
– Intellectual property (IP) management plans
Office of Research
Special Agreements• SBIR/STTR Incoming Subawards
• Internationally-funded programs
• Collaboration (multi-party) agreements funded by government or non-profits
• Some non-financial
- Master agreements
- Consortium/Membership agreements
Office of Research
What DON’T We Do?
• Gifts!– Institutional Advancement
https://www.cfo.pitt.edu/policies/guideline/sponsored_projects_vs_gifts.pdf
• Competitive Medical Research Fund (CMRF )
– Office of Research, Health Sciences
• Central Research Development Fund (CRDF)
– OR Administrative Services Team
Office of Research
Who You Gonna Call?
• Grants Analyst– All NSF actions
– NIH R21 and R03 proposals
– Pittsburgh Foundation proposals
– VA IPAs, VA MOUs
– No-Cost Extensions (NIH, NSF)
– Closeout – Final Invention Statements (FIS) only
Office of Research
Who You Gonna Call? (Part 2: The Sequel)
• Grants and Contracts Officer– All proposals not handled by Grants Analyst
– All awards
– All agreement negotiations
– Closeout (except FIS)
• Subaward Team – Outgoing subawards– Initial subaward and amendments
Office of Research
Proposal Submission Overview
http://www.research.pitt.edu/gms-Prepare-Proposals-overview-1
Office of Research
Submitting a Proposal
• ALL PROPOSALS for funding opportunities must use the MyFunding module of the PERISTM Solution
http://electronicresearch.pitt.edu/
• Information Services FSDP Workshop -June 21 “Introduction to the PERISTM
MyFunding Module”
Office of Research
Internal Submission Deadline
• Currently four (4) business daysprior to sponsor deadline– Allows for adequate proposal review
– Negotiation of terms and conditions
– Consultation with other Pitt offices
– Technological issues – they do happen!
Office of Research
Proposal Submission Resources
• Common proposal elements – Face/Cover Page
– Abstract/Scope of Work (SOW)
– Project Budget
– Biographical sketch/Curriculum Vitae
– Sponsor-specific requirements
http://www.research.pitt.edu/GMS-common-elements-proposal
Office of Research
More Proposal Submission Resources
• Standard data elements for Pitt proposals – Applicant organization info
– Assurance/compliance info
– Fringe benefit and F&A rates
– Financial info
– Key identification numbers
http://www.research.pitt.edu/data-proposal-preparation-general
Office of Research
Consortium Arrangements
• Pitt as the submitting organization– Minimum – Statement of Intent (SOI),
budget and justification, scope of work, FCOI documentation
– Allow extra time!
• Pitt as the subaward recipient– Follow submitting organization
requirements
Office of Research
Subaccount Approvals
• Required for proposals that include faculty or staff outside the submitting (lead) department
• Previously done via email
• Now obtained via the MyFunding module– Allow extra time!
Office of Research
Proposal Review Process
• Sponsor requirements
• Regulatory requirements
• University requirements– Application of fringe and F&A rates
– Completion of Conflict of Interest (COI) disclosure
http://www.research.pitt.edu/GMS-Proposal-Review
Office of Research
Letters of Intent
• Pre-proposals, pre-applications, white papers
• Brief concept outline, with or without a budget
• Required versus requested/suggested
• Invitation to submit full proposalhttp://www.research.pitt.edu/fcs-letters-intent
Office of Research
What Happens Next?
Your proposal got funded….
First – Congratulations!!
…Now what??
Office of Research
Agreements / Contracts
• Terms and conditions governing performance of a project
• OR is authorized to negotiate on behalf of the University– Departments are not! PIs are not! But…
• It is CRITICAL that both the PI and department admin READ and UNDERSTAND them!
Office of Research
Negotiations
• Common terms and conditions that require negotiation– Publication delays/restrictions
– Intellectual property
– Data ownership
– Confidential information
– Indemnity
– Applicable laws and regulations
Office of Research
Account Activation
• Process to obtain an account number for charging expenditures– Receipt of award/fully-executed agreement
– Early Account Requests (EARs)
http://www.research.pitt.edu/GMS-account-activation
Office of Research
Account Activation, Part 2
• Submit paperwork to [email protected]– Stock 136 and 0202 forms
– Compliance approvals
• IACUC and GAR letter (animal research)
• IRB (human research)
• Other (RBL, EH&S)
Office of Research
Outgoing Subawards
• Requests for new subawards and amendments to existing subawards go through Contraxx (http://pi.tt/subawards)
• Incorporate prime award terms and conditions – may require negotiation
• Prior approval may be required
Office of Research
Office of Research
Progress Reports
• “Between” pre- and post-award
• May be required for next year of funding by certain sponsors, i.e., NIH Research Performance Progress Report (RPPR)
• Submit through [email protected]– Stock 136 form and budget
– PI Verification form (PHS only)
– Subaward documentation, if applicable
Office of Research
No-Cost Extensions
• Additional time to complete a project without additional funding
• Grantee-approved vs Sponsor-approved
• OR form required via [email protected]://www.research.pitt.edu/formstemplates
Office of Research
Award Closeout
• Requirements vary by sponsor
• Final Invention Statement (FIS) and Final Research Performance Progress Report (FRPPR) submitted through OR
• Final financial statement submitted through Sponsored Projects Accounting (SPA) http://cfo.pitt.edu/rca/ra.html
Office of Research
Why is Closeout So Important?
• Failure to do so can lead sponsors to:– “unilaterally close the award as an action of last resort”
– “withhold further awards” to a specific PI or the University as a whole
– “suspend or terminate active awards”
– “remove automatic carryover authority on active awards”
– “invoke remedies” described in the contract or available at law
Office of Research
Questions?
Office of Research
Questions & Contact Information
Erin Menzies, MBAAssociate Director for
Grant ManagementOffice of Research
Celeste Flaherty-Thomas, CRAGrants and Contracts Officer
Office of [email protected]
Alice Lawson, CRAAssistant Director for Grant ManagementOffice of Research
www.research.pitt.edu