What is the Role of a DRA… Department R esearch A dministrator Understanding Your Role Pre Award
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NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
What is the Role of a DRA…Department Research Administrator Understanding Your Role Pre Award Best Practices
Post Award Management The Day-to-Day of your Grant Portfolio Getting to know your Post Award Central Office Best Practices
Compliance When to flip your Compliance Hat Allowable vs. Unallowable Best Practices
NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
What is the Role of a DRA?
NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
What is the Role of a DRA?
The DRA is one of the most important players in Research Administration Operations
NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Understanding Your Role
Successful DRA’s: Understand their value to the organization Understand their limitations Determine their strengths Identify their weaknesses
NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Pre-Award
The Departmental Research Administrator (DRA) assists and advises the PI (Principal Investigator) in Pre-award activities in accordance with: Sponsor’s terms and conditions Applicable regulations Institutional policies
NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Pre-Award
DRAs are the primary interface with the scientific staff members that are responsible for sponsored project conduct. On-the-Ground ~ an important
understanding of issues a central administratormay not or cannot know.
Their importance doesn’t eliminatethe challenges & hurdles associated with successfully completing task, especiallywhen there is a one person office.
NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Best Practices
Department Research AdministratorsGroup meetings are essential to the future growth
of any organization. Your institution’s first line of defense for
compliance.Assets to cultivate, develop and maintain
NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Best Practices
Award Monitoring Review of expenditures in a timely fashion Cost Transfers
Allowable, allocable and reasonable
Cost Share Commitments
Overspending/Under-spending
Increasing/Decreasing Effort of Key Personnel
Equipment Purchases
Training, training, training!
NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Best Practices
Sub-Recipient Monitoring
Overseeing all work with sub-recipient Regular follow-up meetings with PI and sub PI to
review project timeline Terms of the sub-award including termination for
non-performance and audit Allowable and allocable to the subcontract Payment/invoicing terms of the subcontract Carry-forward Foreign sub-recipients & negotiated F&A rates
NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Best Practices
Time & Effort Reporting
Systems in use for verifying effort Direct working knowledge of the work
being done on the research projects Certification should be done in a timely
manner Changes must reflect the actual work
being done
NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Post Award Management
NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Intimate Knowledge of your Grant PortfolioWho are my sponsors
Federal, State, City, Foundations and other.Familiarity with governing circulars
OMB Circular A-21 OMB Circular A-110 OMB Circular A-133
Federal NIH, NIHMI, DHHS NSF USDEduc
NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Do you have a Back-up system?Create a tracking system
Validation Forecasting
Keep separate copies Effort Reports Invoices Account Reconciliations
NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Be ProactiveDue DatesBack-upFront end Salary Reallocations
Understanding Your Financial SystemsUtilization of offered trainingUtilization of offered system reportsTechnology is your friend, Embrace it!
NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Getting to Know your Post Award Central Office
Who is your Liaison?Get to know THEIR dutiesKnow what THEY need from YOURespect DUE DATES
Building RelationshipsReach outRequest Meetings/Trainings Invite them to your “house!”
NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Getting to Know your Post Award Central Office
Ask and you Shall ReceiveAward DocumentsManual or System generated invoicingReportingPayments
Go-To-PersonReliable back-up Turn-around-timeUninterrupted productivity
NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Cost Transfers
Cost Center Reports
TrainingSelf Auditing
Effort Reporting
NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Best Practices
After-the-Fact Effort Reporting
Effort Reallocations - - processed prior to reports issuance
1st Hand knowledge of the work being done on the research projects
Certification should be done in a timely manner
Changes must reflect the actual work performed
NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Best Practices
Respect Deadlines Be Proactive Cost Center Reconciliations Networking Take advantage of Training
Opportunities Education is paramount
SelfFormal
NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Compliance
NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
When to Flip your Compliance Hat
Identifying Red FlagsMajor Purchases towards the end of the project
Equipment Computer
Irregularity in Budget Variations Comp vs. Non comp The 25% rule
Cost transfer beyond.....the 90 day Period Understanding your polices and regulation Getting it right, the 1st time
NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
When to Flip your Compliance Hat
Identifying Red FlagsEffort Reporting Changes
Who is certifying effort Significant reallocations of effort
Key Personnel salary/effort variations The 25% rule Administrative Duties
Travel Domestic vs. Foreign Per diem vs. Actual receipts
NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Allowable vs. Un-Allowable
Case#1: Working on multiple Grants/Projects withDepartmental duties Answer: Allowable vs. Un-Allowable
Case#2: Working on one Grant only with no Departmental dutiesAnswer: Allowable vs. Un-Allowable
Administrative Salaries
NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Allowable vs. Un-Allowable
Case#1: Purchasing Office Supplies under a single project of the labAnswer: Allowable vs. Un-Allowable
Case#2: Purchasing Office Supplies to one specific grant/project where multiple sponsored and non sponsored projects run simultaneouslyAnswer: Allowable vs. Un-Allowable
Office Supplies
NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Allowable vs. Un-Allowable
Case#1: Budgeted Conference, standard room, no view of the cityAnswer: Allowable vs. Un-Allowable
Case#2: Budgeted Conference, Presidential Suite, free mini bar, hot tub and amazing view of the cityAnswer: Allowable vs. Un-Allowable
Travel
NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Allowable vs. Un-Allowable
Case#1: Budgeted computer equipment of $2,500, four small purchases for iPadsAnswer: Allowable vs. Un-Allowable
Case#2: One budgeted laptop, cost $2,500Answer: Allowable vs. Un-Allowable
Computer Equipment
NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Best Practices
Review Sub-RecipientsAuditsEffort Reporting InvoicesRequest Back-up
Audit TrailsFriend or Foe?
Conflict of Interest
NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
Best Practices
Budget, Budget, Budget Trust but Verify Review your NOA Stay up-to-date
New & Old Compliance RegulationsCheck with your Post Award Liaison
Is it worth it? How do you want your Name in a Headline?
NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
NCURA 54th Annual Meeting * November 4-7, 2012 * Washington, DC
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