LSA Research Administrators Information Network RAIN OVERVIEWResearch Administration

LSA Research Administrators Information Network (RAIN) OVERVIEW—Research Administration Managing the Process August 5, 2015 Prepared by: Peggy Westrick, Senior RP Manager, College of LSA Research Office 1

LSA RAIN OVERVIEW Managing the Process This is a ten section course on managing the process of Research Administration in LSA . �We will discuss Pre-Award and the Post-Award including HR, Finance, birth to grave of projects. 2

LSA RAIN OVERVIEW Managing the Process The LSA RAN meetings this year will have training the first Wednesday of the month: �August 5 th—TODAY Overview �September 9 th—Proposals �October 7 th – Proposals �November 4 th – Proposals �December 2 nd – Awards �January 6 th – Awards (continued) �February 3 rd – Closeouts �March 2 nd -- Electronic systems e. GIF �April 6 th -- Fellowships �May 4 th -- Recap 3

LSA RAIN OVERVIEW Managing the Process The LSA RAN third Wednesday of the month meeting will cover subjects related to LSA RAIN: �August 19 th -- Compliance – Lori Deromedi �September 16 th -- Research Appointments Peggy/Deb/Tom �October 21 st – ORSP Panel �November 18 -- e. RPM -- Steve Beach �December 16 th – No meeting �January 20 th -- LSA Finance (K. Farmer’s group) �February 17 th – Sponsored Programs �March 16 th – Research Data – Peggy Westrick �April 20 th – Foundation Relations (Maureen Martin) �May 18 th – No meeting 4

LSA RAIN OVERVIEW Managing the Process Research Administration– Understanding the BIG PICTURE �Research administration is pre- award, post-award, knowing the rules, knowing how to use electronic systems, reporting data, etc. 5

LSA RAIN OVERVIEW Managing the Process What is Research Administration—it is you! � You have the information (or will have) needed to manage Research Administration in your unit. � You are an expert—let faculty know if there are problems with the proposal. Remember your name is on it too! � Let your department know if there are issues—if you need help. � If you don’t feel like an expert in areas—take classes, ask others, create a professional development plan. � Everyone along the way relies on you to be the expert (Department, College, ORSP, Sponsored Programs, Sponsor)! 6

LSA RAIN OVERVIEW Managing the Process Definition of a Research Administrator: “The RA is technically “a middle man” immovable between the frequently conflicting goals of the Principal Investigator and the research organization. The RA tries to maintain control over the allocation and use of resources of the organization. The RA is also the focal point for the scientist who is irritated about the “red tape” and unnecessary interference with the research. ” Alex Thebaud 7

Advocating for my faculty Being a good steward of funds Keeping my career on track Being a good BIG PICTUR E for Training staff communicat or Department and PI Research Administration in LSA Keeping up with the rules Managing the awards Submitting proposals 8 Time management Have a good Business Process for managing Research Administratio n Start here

Locate resources needed Help make proposals best that can be submitted Know A 21 rules— Uniform Guidance Cost Acctg. Standards Advocating for my faculty Being a good steward of funds Keeping my career on track Being a good BIG PICTUR E for Training staff Spend time needed to explain your expectations communicat Shepherding proposals (nagging) or Talking with HR manager about appointments Department and PI Research Administration in LSA Keeping up with the rules Attending LSA Res. AG Sponsor sites ORSP-Announce Word of mouth 9 Managing the awards Resource commitments Budget Reallocation Form Appointments Purchasing Submitting proposals Sponsor guidelines e. RPM IRBs Take courses Know the RA track if you want to stay doing research administration Time management Proposals, Have a good Business Process for managing Research Administratio n Renewals, final reports, budgets, 7471 s How many things can I juggle-be realistic Start here Setting expectations for faculty Service plan, Renewals, Deadlines,

LSA RAIN OVERVIEW Managing the Process Having a good business process � Live by the 95% rule—most things should fall in your business process—more time for the 5% one-offs. � Keep your department and College involved when need be and out of the process when possible. �Your Key Ad and Chair need to know about problems that arise with resource commitments or other problems both at time of submission and all the way through to the end of the project period. �Sometimes you want to also involve our office. �If not a problem then you are the expert and should follow department and college business processes— trust yourself. 10

LSA RAIN-Managing the Process 11 Definition of a Research Administrator “A Research Administrator is someone who makes it possible for research to happen! A Research Administrator is someone who might be involved in pre-award activities, or post-award accounting, or paying people on grants, or who orders things like cyclotrons or reagents or things that look like alphabet soup, but aren’t (TAT CAT ATA BAA CCT. . . ). The person who handles just one of these activities is a Research Administrator, as is the person who manages them all. Our UM Research Administrators are awesome!” Linda Bardeleben

LSA RAIN OVERVIEW Managing the Process Submitting proposals and managing the awards: �Creating budgets that everyone will know how to put into practice if awarded. �Even though sponsor doesn’t require budget we do—know what funds you’ll need for project. � Review proposals with an eye for understanding how to fill out UM/LSA paperwork if awarded (effort etc. ). �Manage resource commitments: Effort, space, cost sharing, subaccounts, and subcontracts �Expect sponsor to pay for the project. 12

LSA RAIN OVERVIEW Managing the Process Submitting proposals and managing awards: Make sure that any changes along the proposal and award stages get handled properly and recorded in e. RPM. �e. RPM is a great repository—work smart. 13

LSA RAIN OVERVIEW Managing the Process Keeping up with the Rules: Follow sponsor rules for spending and reporting �You represent the University of Michigan. �This representation sometimes means saying “NO” to your faculty member. �Remember, how would this expenditure look in the Ann Arbor News… 14

LSA RAIN OVERVIEW Managing the Process Training staff/Team: �Make sure those who work with you get the information they need to do their jobs too— be an enabler. �Attend College lead sponsor specific workshops �Go to training at University level. 15

LSA RAIN OVERVIEW Managing the Process Advocating for your faculty: �Help them make their proposals the best they can be. �Make sure they know how much money they have to spend. �Go that extra mile to find resources for them. �Tell them about deadlines and why they are important. 16

LSA RAIN OVERVIEW Managing the Process Definition of a Research Administrator “To me a Research Administrator is someone who takes ownership of the process and works to improve that process so that it is less stressful for all. ” Peggy Westrick 17

LSA RAIN OVERVIEW Managing the Process Being a good steward of funds: �Reconcile and use reporting tools so PI is up-to-date �Faculty need to know that things are fiscally going along as planned. �Does your department have a good process for making sure faculty know the current status of funds? (meeting with faculty etc in Post Award) �Understanding the difference between direct and indirect costs—follow the rules! 18

LSA RAIN OVERVIEW Managing the Process Keeping my career on track: Professional Societies and Education � NCURA http: //www. ncura. edu/content/ � SRA http: //www. srainternational. org/sra 03/index. cfm � Certification Program http: //www. cra-cert. org/ UM Research Administration Track http: //careernavigator. umjobs. org/detail? m. Title=101352 19

LSA RAIN OVERVIEW Managing the Process Being a good communicator: � Help everyone along the proposal route know the deadline. � Talk to those who you want to make resource commitments (don’t surprise them at the last minute). � Once at the award stage communicate with your HR, Student Services, Financial (if not you) person, to make sure commitments made to the sponsor get into the UM system. What has changed? Does it affect resource commitments? Does it impact the scope? � You are the glue. Keep it together through communication. 20

LSA RAIN OVERVIEW Managing the Process Time Management: � Spending the right amount of time. � Meeting expectations. � When things really have to be done, and I don’t have more time what should I do? � Sometimes you have to ask for help! � Our Research Administrators (each other) � College � ORSP and Sponsored Programs 21

What is the first balloon in the Big Picture of Research Administration wheel? Who needs to be told about problems with the resource commitment(s)? • Develop a good business process • How to submit proposals • Time management • Key Administrator • Chair of Department • Key Ad and Chair What is the best kind of budget for a proposal? What is e. RPM besides being a great tool for routing proposals? • One that everyone can understand implement if awarded • Very generic • All faculty salaries • A paper solution • A repository for all information related to this project • An award system What does it mean to be a good steward of UM research funds? • Occasionally looking online to make sure everything is going as awarded • Knowing the rules (Sponsor and UM) and following them • Always saying yes to the faculty member even if the sponsor or University says no. 22

What is the first balloon in the Big Picture of Research Administration wheel? a) Develop a good business process b) How to submit proposals c) Time management 23

Who needs to be told about problems with the resource commitment(s)? a) Key Administrator b) Chair of Department c) Key Ad and Chair 24

What is the best kind of budget for a proposal? a) One that everyone can understand implement if awarded b) Very generic c) All faculty salaries 25

What is e. RPM besides being a great tool for routing proposals? a) A paper solution b) A repository for all information related to this project c) An award system 26

What does it mean to be a good steward of UM research funds? a) Occasionally looking online to make sure everything is going as awarded b) Knowing the rules (Sponsor and UM) and following them c) Always saying yes to the faculty member even if the sponsor or University says no. 27