Protected Time for Research Research Administrative Review Subgroup Ali F. Sonel, MD, FACC, FACP.

Protected Time for ResearchProtected Time for Research

Research Administrative Review

Subgroup

Ali F. Sonel, MD, FACC, FACP

VA Local Accountability MeetingJanuary 13, 2009

Ali F. Sonel, MD

• How are VA investigators paid to do research?

• How can VA clinicians get protected time to do research?

• How are NIH grant budgets prepared for people who also get a salary from the VA?

Managing Time for ResearchManaging Time for Research

VA Local Accountability MeetingJanuary 13, 2009

Ali F. Sonel, MD

How are VA investigators paid to How are VA investigators paid to do research on VA grants?do research on VA grants?

• Merit Review Awards • MDs

•No direct salary support

•Need Medical Center support

• Non-MDs

•Direct salary support within grant)

• Career Development Awards• Salary support

VA Local Accountability MeetingJanuary 13, 2009

Ali F. Sonel, MD

Managing Time for Research

• Non-Physicians

• Physicians (VHA Directive 2005-57)– Multiple roles (Direct patient care, education,

research, administration)– Direct patient care pressures >>> research

performance pressures?– Research is often not priority when time

commitments conflict

VA Local Accountability MeetingJanuary 13, 2009

Ali F. Sonel, MD

““More than 70 percent of research More than 70 percent of research investigators are also clinicians whose investigators are also clinicians whose dual roles allow the rapid application of dual roles allow the rapid application of

research results to patient care.”research results to patient care.”

Source: ORD Fact Sheet, ORD Web Site

VA Local Accountability MeetingJanuary 13, 2009

Ali F. Sonel, MD

How to Fund Protected TimeHow to Fund Protected Time

• VERA Research Allocation– Support for salary, administrative, and

facilities costs– Often the basis for requesting protected time

• Other MC Resources?

VA Local Accountability MeetingJanuary 13, 2009

Ali F. Sonel, MD

• No dual compensation : VA and academic affiliate cannot pay for the same time

For example, one cannot be the recipient of a K award, which is supposed to pay for 75% protected research time, and be 8/8ths VA.

COMBINED NIH AND VA SUPPORTCOMBINED NIH AND VA SUPPORT

VA Local Accountability MeetingJanuary 13, 2009

Ali F. Sonel, MD

VERA Research dollars NIH indirect dollars

Based on grant expenditures Sameusing VA as performance site

Based on data from 2 yrs ago Current year

Must cover salaries + F&A Covers F&A only

Rate = 43.3% Rate = 50%

Based on discounted % Based on full amountof grant expenditures

VERA RESEARCH DOLLARS vs. NIH INDIRECT DOLLARSVERA RESEARCH DOLLARS vs. NIH INDIRECT DOLLARS

VA Local Accountability MeetingJanuary 13, 2009

Ali F. Sonel, MD

VA grant: $100,000 x 100% x 43.3% = $43,300

NIH grant: $100,000 x 75% x 43.3% = $32,475

Industry: $100,000 x 25% x 43.3% = $10,833

How much salary is covered by VERA $?How much salary is covered by VERA $?

Maximum Salary

Allocation

VERA$ rateDiscount

rate

VA Local Accountability MeetingJanuary 13, 2009

Ali F. Sonel, MD

• No firm guidance or policy for protected time

• Allocation by Department/Service Line– ACOS/R&D often not consulted

• Funding often not transparent

• VERA dollars may be insufficient to fund adequate time

• ACOS/R&D, investigators often unaware of the VERA funds generated per investigator

• Lack of uniform implementation in special circumstances– Junior investigators– Bridging

Implementation ChallengesImplementation Challenges

VA Local Accountability MeetingJanuary 13, 2009

Ali F. Sonel, MD

RESEARCH ADMINISTRATIVE RESEARCH ADMINISTRATIVE REVIEWREVIEW

1. Governance (Randy Petzel)

2. Human Capital (Jack Hetrick, MEd)i. Organization of Research Subgroup

Lead: Peggy Hannon

ii. Recruitment and Retention Subgroup Lead: John Vara, MD

iii. Protected Time Subgroup Lead: Ali Sonel, MD

VA Local Accountability MeetingJanuary 13, 2009

Ali F. Sonel, MD

Protected Time Subgroup: Protected Time Subgroup: MembersMembers

Ali Sonel, MD (ACOS/R&D, Pittsburgh)

Ralph Gigliotti, FACHE (MCD, Durham)

Martin Heyworth, MD (COS, Philadelphia)

Laurence Meyer, MD, PhD (ACOS/R&D, Salt Lake City)

Dean Norman, MD (COS, Los Angeles)

Bruce Sangeorzan, MD (Orthopedic Surgeon, Seattle)

VA Local Accountability MeetingJanuary 13, 2009

Ali F. Sonel, MD

Managing Time for Research: Managing Time for Research: Needs Identified by RAR Needs Identified by RAR

GroupGroupWhat practices would be useful in managing time for

research efforts?

• Need concrete formula for linking research time to performance measures and formula for tracking VERA dollars to justify time spent in research

• Need statement that VERA dollars can be used for research

• Need guidelines that allow administrators to backfill positions based on number of VERA dollars coming in

• Need enhanced use of study coordinators and other types of support staff to reduce researcher burden

• Need examples of good practices for effective time management

VA Local Accountability MeetingJanuary 13, 2009

Ali F. Sonel, MD

Performance Measures Initially Performance Measures Initially Proposed by the RAR GroupProposed by the RAR Group

• Purpose of any measure is to track and improve research success, including productivity and compliance/integrity

• Proposed 5 categories of measures:Content of research Alignment with VHA research goalsHuman capital – Support for ACOSs, investigators, protected time, release timeInfrastructure: Adequacy of research infrastructureResources: Expenditure of VERA dollars and other fundsCompliance: Minimum necessary compliance processes and staffing

VA Local Accountability MeetingJanuary 13, 2009

Ali F. Sonel, MD

Possible SolutionsPossible Solutions• Transparency of research VERA funds• VERA calculations reevaluated

– VA vs. NIH expenditures– Monitoring/Auditing of RDIS reports

• Monitoring of protected time– ACOS/R&D– R&D Committee

• Protected time as a performance measure• Guideline vs. Handbook for protected time for

research• Explore changes to regulations prohibiting MD

salary support for VA research awards

VA Local Accountability MeetingJanuary 13, 2009

Ali F. Sonel, MD

Protected Time Allocation: SampleProtected Time Allocation: Sample

Activity FTEE

PI Merit Review 3/8

Chair on VA CSP 4/8

Site PI on Merit/VA CSP 1/8

PI NIH RO1 3/8

CDA 6/8

Major Foundation Awards 1/8-2/8

VA Local Accountability MeetingJanuary 13, 2009

Ali F. Sonel, MD

Protected Time Allocation: SampleProtected Time Allocation: Sample

Activity FTEE

Funded, non-peer reviewed 0.5/8 - 1/8

Chair of VA Center 4/8 - 6/8

Mentor of VA CDA 0.5/8

New investigator (3 years) 1/8-2/8

Bridge (2 years) 1/8-2/8

VA Local Accountability MeetingJanuary 13, 2009

Ali F. Sonel, MD

Protected Time Allocation: SampleProtected Time Allocation: SampleActivity FTEE

Chair, IRB/IACUC 2/8-4/8

Member IRB/IACUC 1/8

Chair, R&DC 1/8

Member, R&DC 0.5/8

Chair IBC/SRS 1/8

Member IBC/SRS 0.5/8

VA Local Accountability MeetingJanuary 13, 2009

Ali F. Sonel, MD

QUESTIONS?QUESTIONS?

COMMENTS?COMMENTS?