Emory Research A to Z ERAZ

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1 Emory Research A to Z ERAZ March 19, 2015 WHSCAB Auditorium

2 EHS MS & Administrative Environmental Compliance General Safety / Industrial Hygiene Radiation Safety Research Safety / Biosafety Introduction to the Environmental Health and Safety Office For Research Administrators Yerkes Primate Center

3 Who We Are The Environmental Health and Safety Office of Emory University: Develops programs to control occupational exposures Ensures compliance with regulatory agencies (NIH, OSHA, EPA) Guides PIs in obtaining USDA, CDC import permits Provides EHS services to the Emory community

4 Services Provided to the University Laboratory Inspections Biosafety/Chemical Safety/Radiation safety/laser Safety Approvals Chemical Fume Hood & Biosafety Cabinet Certification, Geiger meter Calibrations Hazardous Waste Management Lab Decommissioning Respiratory Fit Testing

of New Investigators Relocation or Departure of Investigators Infrastructure

5 When Do You Need to Contact EHSO? Department of Defense Certificate of Environmental Compliance (DOD CEC) Arrival of New Investigators Relocation or Departure of Investigators Infrastructure modification or room repurposing Training questions Regulatory agency visit Volunteers/Minors Protocol Approval DOD Grants Training

6 We Need You! Information regarding lab location of research faculty EHSO Building Liaisons maintain a list of PIs at Emory by department PI Name and Contact Information PI Lab Location Alternate Lab Contacts Assistance with laboratory compliance Ensure registration of non Emory lab personnel

7 Research Administrator s Guide to EHSO EHSO Reference Handout Identifies Building Liaisons Provides all information discussed earlier

8 EHS Department administration Principal Investigator How can we help each other? Lab Researchers

9 Questions? Kalpana Rengarajan

10 EMORY UNIVERSITY Program Enrollment Initiative

11 New Hire Learning Initiative January, 2015 HR is introducing a program to identify all new hires with financial or research related responsibilities and to provide information on applicable training at time of hire. Reasons for program Employee will be engaged earlier Provide much needed training Relieve some of the onboarding burden from the manager In Phase I job codes are the primary identifier i.e. Accountant, Financial Analyst, Budget Analyst. (Exception: Yerkes who is serving as a test group.) At time of hire in one of the identified job codes the employee will receive an explaining the various training classes offered with instructions on how to enroll via the Emory Learning Management System. The supervisor will also receive an outlining the courses the employee has been identified to attend. Examples of classes for employees with research responsibilities include Intro to Research Administration, EPEX, Research Administrator 3 day class, Effort (ERS) etc. Examples of classes for employees with financial responsibilities include Accounting Basics, Expense Reports, Budgeting Basics, nvision Reporting Basics, etc. 11

12 Communication Roll Out HR Rep meeting Memo to EVPs, VP and Deans Memo to all hiring managers News You Can Use OGCA newsletter Research Administration Leadership meeting 12

13 Future Enhancements Rollout TBD Phase II will provide information on more general topics Exempt leave tracking Kronos training HR rep Certification Performance Management Federally required training i.e. Title IX Phase III Ability to provide department specific programs We are interested in your feedback on additional learning that you think will enhance the new hire experience. 13

14 Finance Programs Job Code Accounting Basics nvision Reporting Basics* Inquiry & Query Basics* Working with nvision Reports*** Budgeting Basics* Emory Express (Optional) Expense Reports* EBI: Basic Navigation Online Emory Business Intelligence Reports** New Emory Business Intelligence Reports**** Program Name AC08 Clinical Business Mgr, Sr x x x x x x x x x x Finance 104 AB07 Dir, Business & Finance x x x x x x x x x x AC01 Business Mgr x x x x x x x x x x AC02 Business Mgr, Sr x x x x x x x x x x AB18 Center Administrator, Sr x x x x x x x x x x AB33 Division Administrator x x x x x x x x x x AB12 Adm, Finance & Operations x x x x x x x x x x IJ38 Administrative Manager x x x x x x x x x x IJ26 Asc Dir, Finance x x x x x x x x x x IF06 Budget Analyst x x x x x x x x x x SA12 Research Admin, Post Award Lead x x x x x x x x x x SA14 Research Admin, Post Award II x x x x x x x x x x SA15 Research Admin, Post Award III x x x x x x x x x x AB51 Asc Clinical Administrator x x x x x x x x x x IJ31 Asc Dir, Grants/Contracts (Sch) x x x x x x x x x Finance 103 SE10 Asc Dir, Research Projects x x x x x x x x x SS20 Asc Dir, Spon Research Acct x x x x x x x x x SR22 Asc Spons Res Admin (Dept/Sch) x x x x x x x x x IF01 Financial Analyst x x x x x x x x x IF02 Financial Analyst, Senior x x x x x x x x x SS12 Res Fin Analyst (Dept/Sch) x x x x x x x x x SS13 Res Fin Analyst, Sr (Dept/Sch) x x x x x x x x x SS10 Research Accountant (Dept/Sch) x x x x x x x x x SR21 Spons Res Admin (Dept/Sch) x x x x x x x x x SR23 Spons Res Admin, Sr (Dept/Sch) x x x x x x x x x IA01 Accountant x x x x x x x x x IA02 Accountant, Senior x x x x x x x x x IJ07 Mgr, Accounting (Dept) x x x x x x x x x IJ51 Mgr, Grants (Non Research) x x x x x x x x x IA03 Accounting Assistant x x x x x x x x Finance 102 IA04 Accounting Assistant, Senior x x x x x x x x IA09 Finance/Accounting Specialist x x x x x x x x 14

15 Finance Programs Job Code Accounting Basics nvision Reporting Basics* Inquiry & Query Basics* Working with nvision Reports*** Budgeting Basics* Emory Express (Optional) Expense Reports* EBI: Basic Navigation Online Emory Business Intelligence Reports** New Emory Business Intelligence Reports**** Program Name ST01 Clin Research Coordinator I x x x Finance 101 ST02 Clin Research Coordinator II x x x ST03 Clin Research Coordinator III x x x ST04 Clin Research Coordinator IV x x x WD11 Executive Special Assistant x x x SC20 Mgr, Research Laboratory x x x IJ21 Office Manager x x x DB01 Secretary x x x DB02 Secretary, Sr x x x SE03 Supv, Research Project Coord x x x SC04 Supv, Research Specialist x x x SP05 Pre Award Spec, Sr (Dept/Sch) x x x SP03 Pre Award Specialist (Dpt/Sch) x x x IJ40 Academic Department Admin x x x ST17 Clin Research Fin Mgr, Lead x x x ST11 Clin Research Finance Mgr x x x ST12 Clin Research Finance Mgr, Sr x x x IG39 Reimbursement Analyst x x x SE01 Research Project Coordinator x x x DB05 Administrative Assistant x x x DB06 Administrative Assistant, Exec x x x DB36 Administrative Assistant, Sr x x x DB35 Administrative Coordinator x x x XA03 Dir, Program x x x XA59 Dir, Projects (Dept/Sch) x x x SE11 Dir, Research Projects x x x EF18 Mgr, Communications x x x XB38 Mgr, Events x x x LN05 Mgr, Information Tech (SOM) x x x AB06 Mgr, Program & Research x x x SE09 Mgr, Research Projects x x x SE02 Research Project Coord, Senior x x x SA04 Clin Trials Pre Award Spc II x x x SA05 Dir, Research Admin Svcs x x x SA06 Clin Trials Pre Award Spc III x x x SA07 Clin Trials Post Award Spc II x x x SA08 Clin Trials Post Award Spc III x x x SA10 R had i P A dl d 15

16 Grants Program Job Code Intro to Rsch Admin A 110 A 21 Cayuse EPEX Effort (ERS) Finding Funding Award Review & Reconciliation Tool (ARRT) Projects & Awards Closeout Tool (PACT) Mgt. of Industry & Fed Contracts Subcontracts RAE 3 & Subrecipient day class Program Name SA05 Dir, Research Admin Svcs x x x x x x x x x Research Administration 103 IJ31 Asc Dir, Grants/Cntracts (Sch) x x x x x x x x x SE10 Asc Dir, Research Projects x x x x x x x x x SS20 Asc Dir, Spon Research Acct x x x x x x x x x SR22 Asc Spons Res Admin (Dept/Sch) x x x x x x x x x SR11 Asc Dir, Research Svs x x x x x x x x x SA14 Research Admin, Post Award II x x x x x x x x x SA15 Research Admin, Post Award III x x x x x x x x x SA12 Research Admin, Post Award Lead x x x x x x x x x SS12 Res Fin Analyst (Dept/Sch) x x x x x x x x x SS13 Res Fin Analyst, Sr (Dept/Sch) x x x x x x x x x SR21 Spons Res Admin (Dept/Sch) x x x x x x x x x SR23 Spons Res Admin, Sr (Dept/Sch) x x x x x x x x x SS10 Research Accountant (Dept/Sch) x x x x x x x x x SP05 Pre Award Spec, Sr (Dept/Sch) x x x x x x x x x x Research Administration 102 SP03 Pre Award Specialist (Dpt/Sch) x x x x x x x x x x SA14 Research Admin, Pre Award II x x x x x x x x x x SA18 Research Admin, Pre Award III x x x x x x x x x x SA10 Research Admin, Pre Award Lead x x x x x x x x x x ST17 Clin Research Fin Mgr, Lead x x Research Administration 101 ST11 Clin Research Finance Mgr x x ST12 Clin Research Finance Mgr, Sr x x SA07 Clin Trials Post Award Spc II x x SA08 Clin Trials Post Award Spc III x x SA04 Clin Trials Pre Award Spc II x x 16

17 The Process in elms 17

18 RAS Update March 19, 2014 WHSCAB Auditorium

19 RAS Implementation Update Units Launched 5.5 RAS units operational 96 employees 60+% of university research volume covered by these units RAS Unit Launch Date Cancer and Imaging April 2013 Rollins School of Public Health April 2013 Department of Medicine January 2014 Department of Pediatrics May 2014 Basic Sciences December 2014 Yerkes February 2015 (post award) 19

20 RAS Implementation Schedule Remaining Units RAS Unit Yerkes Anticipated Launch Date May 2015 (pre award) Surgery (Anchor) June 2015 Psych Neuro (Anchor) June 2015 Integrate School of Nursing into RAS Structure May 2015 Hospital Specialties (Pathology Anchor) September 2015 ECAS & Remaining School/Units October 2015 A total of 10 RAS units will be implemented across the University 20

21 RAS Evolution/Maturity Model Launch Additional Resource joins RAS 1 Year Post Launch 2 Years Post Launch Funding for Additional Resource ends Pre Launch Assessments/ Job Mapping SOP Reviews Account Clean Up Budget Page Training Post Launch Steady State Mature RAS Assumes Responsibility for F&A Adjustments (under $1000 for SOM) Complete Budget Entry/ Adjustments Execute RAS SOPs RAE Certification, incl. ARRT/PACT Training Milestone Training Create/Submit Final FSRS to OCGA (OCGA detailed review) KPI Implementation/ Adoption Create/Submit Interim FSRs to Sponsors Continuous Improvement Create/Submit Final FSRs to OGCA (OGCA high level review only) On going Training 21

22 RAS KPIs: Pre Award Process KPI KPI Description Frequency Proposal Development Pre Award Engagement Initial Response Time % of time RAS responded in 2 days or less Monthly Proposal Development Proposal Quality (future) Proposals submitted to OSP in compliance Quarterly Proposal Development Faculty Satisfaction with Pre Award Support PI Satisfaction Monthly 22

23 RAS KPIs: Post Award Process KPI KPI Description Frequency Ongoing Reconciliation Financial Reconciliation % of projects reconciled and projected in previous 60 days Monthly Interim FSR Timeliness of Completion of interim financial reporting % of FSR reviewed and approved by RAS Monthly Final FSR Timeliness of Completion of Final Report % of FSRs accurately submitted by 60 days following end date Monthly Post Award Support Faculty Satisfaction with Overall Post Award Support PI Satisfaction Bi annual Closeout (Completion) Submission of Closeout Paperwork % of award closeout forms submitted to OGCA on time Monthly 23

24 Satisfaction Survey Results Summary Pre Award Services Monthly Surveys: March December 2014 Number of surveys distributed: 608 /total responses received: 162* o Response rate: 27 % Average score (scale: 1 very dissatisfied to 5 very satisfied) Service: 4.4 out of 5 Communication: 4.3 out of 5 Post Award Services Bi Annual Surveys March August 2014 Number of surveys distributed: 340 /Total responses received: 45 o Response rate: 13.24% Average Score (scale: 1 very dissatisfied to 5 very satisfied) Service: 4.1 out of 5 Financial updates: 3.7 out of 5 Communication: 4.2 out of 5 *One respondent elected to not answer the question for communication satisfaction. Therefore, the total number of respondents for communication satisfaction is

25 Other Highlights Kady Weingart joined Central RAS team in January 2015 Effort Pre Review Clean up Over 7,000 forms completed through initiative KPIs in development 60 day Award Reconciliations Standardized Reconciliation Template Reconciliation Tracker and Process Developed RAS hosting Shared Services for Higher Ed Conference at Emory in April Joint initiative with SSON (Shared Services and Outsourcing Network) Representatives from 30 + universities to attend Link to brochure:

26 RAS 2015 Goals Launch the remaining 4.5 RAS units Integrate School of Nursing into RAS structure Launch a joint employee recognition program for RAS, OSP and OCGA Complete account clean up (FIRA) Become current on all effort pre certification Assemble a RAS Social Committee Implement all KPIs and distribution of monthly RAS scorecards Implement changes resulting from new Uniform Guidance requirements Develop a RAS training strategy Implement a Federal Contracts solution

27 Questions?

Emory Research A-to-Z

Emory Research A-to-Z January 17, 2013 OSP OGCA OTT ORC COI EHSO IRB OCR IACUC DAR Reminders: NEXT MEETING: March 21 st, 2013 9:30 am to 11:00 am Woodruff Health Sciences Administration Building Auditorium,