13-October-2003 meeting - items discussed:
- DATABASE ACCESS, Dan Nordquist:
- The University has encouraged the use of the new active directory system and the OGRD database has been moved to that directory. This will allow us to run more smoothly with increased security and allows the system to stay open longer than 20 minutes at a time. Active directory requires more secure passwords, therefore be ready to change your password to include a combination of letters and numbers.
- STATUS CALLS, Andrea Comley:
- OGRD has recently received extremely large volume of status calls. Listed are three options for status follow up. Please exercise option 1 prior to looking into options 2 and 3:
- Check the database prior to calling to see if you can reach an answer through this system.
- Call the agency directly if OGRD has not yet heard anything regarding proposal status, etc. (Note: OGRD would appreciate any updates you receive from the agency on which OGRD is not already copied.)
- If you cannot find an answer through the first two options, please call OGRD once with the necessary information for our inquiry to the agency. OGRD will respond to requests within 48 hours, but we often have to wait longer for a response from the agency. We will get back to you when we have an answer.
- OGRD would greatly appreciate it if any non-proposal related questions are kept to a minimum between the hours of 10 am and 2pm while we are processing proposals. This will help increase our efficiency.
- ALLOCATION BUDGETS, Andrea Comley:
- Please allocate multi-year incremental and continuation based budgets for the entire award period by year at the time of an award.
- EFFORT REPORTING, Lori Selby:
- Beginning in January 2004 those employees paid 100% on state funding and who are not cost sharing will no longer be required to fill out an Effort Reporting form. An updated Effort Reporting BPPM that reflects this change will be shared with the RAC community during the November meeting.
- Sponsored Programs Services is also researching other possible effort reporting efficiencies such as limiting the number of signatures required when there is split budget detail. However, prior to implementing potential efficiencies education and training on the importance of effort reporting will be provided to principal investigators (PI's). It is important to note that Barry Johnston, Director for Business Services/Controller's Office, has already made this presentation to the Dean's Council.
- Following are several key points from an effort reporting presentation that Lori is planning on presenting to PI's across all WSU campuses during this academic year. She is asking for the support of our RAC community as we move forward on educating our University community on effort reporting:
- Definition of effort reporting
- Federal cost principles
- Acceptable methods of effort reporting
- Federal requirements for institutional policies and procedures
- NIH Cases - Audit findings at other institutions
- Risks of not complying with Federal regulations
- Definition of cost sharing
- How does cost sharing effect the F&A rate
- In conclusion, Lori's hope is that within a year we will be able to take great strides towards changing the culture across all University campuses in regards to effort reporting. As a result of a cultural change due to the dissemination of accurate information, her next priority will be to implement several more policy and procedural effort reporting efficiencies.
- RESEARCH ADMINISTRATION TRAINING, Nancy McMahon:
- Please check into the HRS Employee Development website at http://www.hrs.wsu.edu/article.asp?article=30 for an updated schedule of the Fall 2003 Research Administration Certification Training.
- GRANT & CONTRACT SPECIALIST STATUS, Andrea Comley:
- OGRD is once again without a Grant & Contract Specialist. The job has been posted and will close October 20, 2003. We are hoping to have someone training by the 1st of December. In the meantime, please be patient as we are all pitching in to cover the workload for this position.
- FDP MEETING UPDATE, Dan Nordquist:
- NIH is still pushing for their own electronic submission and tracking system as are a lot of other agencies. The NIH system will be ready to test their electronic submission of proposals for some programs by January 2004.
- E-Find is to be up and running and will assist PIs in locating sources of federal funding and help with finding application details, etc by allowing applicant to upload an application in xml format (similar to html)
- Note that not all federal agencies are even aware of the electronic submission compliance requirements
- FDP institutions are working on compiling data to help support argument for expanding the expanded authorities to all federal agencies.
- DATA WAREHOUSE REPORTS, Marilyn Burns:
- There have been lots of requests for new or updated reports for the Data Warehouse. Emails are sent out to anyone on the Data Warehouse listserve as forms are added or updated. THANKS TO MARILYN FOR WORKING SO HARD TO GET THESE ADDITIONS AND UPDATES COMPLETED!
- CHECK HANDLING, Nancy McMahon:
- REMINDER: Checks must go through the CASHIER's OFFICE and not directly to SPS. You may want to label the checks as Cashier's/SPS when dropping them off at the Cashier's Office, but there is no security measure for checks dropped off anywhere other than the Cashier's Office. The Cashier's Office will process the checks and submit a remittance form to SPS for processing. NEVER SEND CHECKS THROUGH INTERCAMPUS MAIL!
- OFFICE OF RESEARCH UPDATES, Kris Boreen:
- Graduate school is hoping that the January increases can be automatic for graduate appointments, but no word for certain on whether or not this will happen.
- Office of Research is looking into creating a class to explain graduate assistant appointments, QTR and waivers.
Date and Time for Next Meeting TBA via RAC Listserv.
Jen Raupp
Grant & Contract Coordinator
OGRD
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