Compelling in addition to Challenging: An Overview of Sponsored Programs Administration at

Compelling in addition to Challenging: An Overview of Sponsored Programs Administration at www.phwiki.com

Compelling in addition to Challenging: An Overview of Sponsored Programs Administration at

Foster, Heidi, Managing Editor has reference to this Academic Journal, PHwiki organized this Journal Compelling in addition to Challenging: An Overview of Sponsored Programs Administration at Harvard Kennedy School in addition to Harvard University May 28, 2009 Co-hosted by Harvard Kennedy School’s Research Administration Office (RAO) in addition to Harvard’s Office as long as Sponsored Programs (OSP) Overview: Agenda Greeting – Matt Alper, HKS Welcome – Deloris Pettis, Associate Vice President, Sponsored Programs Administration Harvard University Office as long as Sponsored Programs (OSP) Overview – Ethlyn O’Garro HKS Research Administration Office (RAO) Sponsored Programs Overview – Matt Alper Pre-Award Administration Proposal review in addition to submission – Charlene Arzigian, HKS; Helia Morris, OSP – BREAK – Award Negotiations – Sarah Holtz, OSP Post-Award Administration – Allowable Costs, Ef as long as t Reporting, Audits – Judith Ryan, OSP Post-Award Financial Management – Judy McSweeney, Ana Garcia, OSP Training Opportunities – Lorraine Kiley, HKS Wrap-up in addition to Final Questions 3 Office as long as Sponsored Programs (OSP) Ethlyn O’Garro Director, Sponsored Programs Administration

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4 Our Mission To partner with Harvard’s research in addition to scholarly community in the support in addition to advancement of Harvard’s educational, research in addition to public service missions through provision of Pre- through post-award expertise in addition to consultation Value-added customer service 5 What we do Pre-award (University area only) Review in addition to approval of proposals Negotiating terms in addition to conditions of awards Post-award (across entire University) Accurate in addition to compliant accounting of income in addition to expenditures Completion in addition to submission of financial reports Cash management Receive checks in addition to wire transfers in addition to draw down funds > $600 million 6 Harvard University Sponsored Administration pre-award= proposals in addition to other requests to sponsor

Harvard University Post-Award Administration Sponsored Programs Officer in addition to Manager Responsible as long as managing the entire lifecycle of the team’s portfolio to include: HKS SEAS FAS-Physical in addition to Social Sciences Law School Radcliffe Grants in addition to Contracts Officer Responsible as long as negotiating terms in addition to conditions of sponsored awards in addition to sub-contracts. Federal in addition to Non-Federal. Serves as liaison between the University’s interests in addition to the sponsor’s needs Coordinates with other Harvard offices to ensure compliance with University research policies Drafts sub agreements in addition to amendments Provides training in addition to guidance to pre award staff on contract negotiations Responsible as long as the interpretation of Federal in addition to non-Federal rules in addition to regulations (i.e. FAR, export controls, anti-terrorism clauses in addition to Intellectual Property rights as they relate to the University) Works closely with Faculty in addition to Department Administrators during the negotiation process to ensure compliance with specific school policies in addition to in support of individual faculty needs Authorized to sign on behalf of the President in addition to Fellows of Harvard College HKS Representative: Sarah Holtz

Senior Grants in addition to Contracts Specialist Responsible as long as the management of a complex sponsored research portfolio as follows: Serves as primary contact to clients, PI’s, departments in addition to sponsors on grant related matters Reviews proposals as long as compliance with sponsor in addition to Harvard policies Maintains complete management of the pre award life cycle of an award Provides financial in addition to technical expertise to PI’s, Directors of Administration in addition to other department contacts (lab managers, grant managers, etc.) Works with several Federal in addition to Non-Federal sponsors in the development in addition to management of proposals in addition to contracts Interprets federal in addition to other granting institution guidelines to ensure compliance with regulations Responsible as long as submission of Electronic documents through Fastlane in addition to ECommons Under mentorship of Grants in addition to Contracts Officer, may negotiate awards in addition to draft sub-agreements Is responsible as long as the interpretation of advanced compliance issues HKS Representative: Rebekah Coble Lead Sponsored Specialist Responsibilities as long as this position are the same as those of the Senior Grants in addition to Contracts Specialists with the additional duties being: University Signing Authority Responsible as long as submission of electronic proposals (i.e. Grants.gov, Fastlane in addition to Nspires) Serves as back up as long as the University area Life Cycle Managers Pre-award support in addition to oversight across University Area Life Cycle teams Participates in strategic planning in addition to special projects as needed Training in addition to mentoring of Grants in addition to Contracts Specialists Participates in the development of presentations in addition to trainings to clients in addition to to other OSP staff Subject matter expert with demonstrated leadership skills in addition to proven ability to work with shifting priorities HKS Representative: Marrybell Ramos Senior Financial Analyst Manages a sponsored research post-award portfolio as follows: Reviews, approves in addition to signs invoices in addition to financial reports on behalf of the President in addition to Fellows of Harvard College Establishes strategic direction of training initiatives to Financial Analysts in addition to clients regarding financial reporting, data warehouse, GMAS in addition to sponsored policies in addition to procedures Responsible as long as mentoring in addition to training Financial Analysts Provides training as long as clients Provides GMAS expertise level support Responsible as long as documenting in addition to implementing best practices across the University HKS Representative: Ana Garcia

Financial Analyst Manages a sponsored research post-award portfolio to include: Oversight in addition to management of financial policy, compliance in addition to reporting issues that arise through the life cycle of an award Interprets complex terms in addition to conditions Per as long as ms quality control checks to ensure compliance with terms in addition to conditions, sponsor in addition to Harvard guidelines in addition to policies Captures essential reporting requirements Schedules financial reports Per as long as ms timely financial analysis of Federal in addition to Non-Federal sponsored grants in addition to contracts Per as long as ms timely financial reporting in addition to invoicing of sponsored awards Reviews cost transfers to ensure compliance with Harvard in addition to Federal regulations Coordinates A/R in addition to collection activities in addition to account close out procedures as long as portfolio HKS Representatives: Ana Garcia & Leela Joseph Sponsored Programs Administrator Responsibilities include: Data entry as long as all proposals including budgets, approvals, in addition to scanning all proposals in addition to relevant supporting documentation Data entry as long as all account set up including maintaining expert level knowledge of sponsored Chart of Accounts Processing all subcontracts in addition to amendments Reviewing proposal in addition to award data as long as completeness, quality assurance, in addition to compliance with Harvard in addition to sponsor policies Administrative tasks as needed HKS Representative: Wendy Cazavelan Internal Collaboration HKS Research Administration Office (Pre-award) HKS Center Administrators in addition to PI’s HKS Office of Financial Services (Post-award) Office of Technology Development (OTD) Office of the General Counsel (OGC) The Office of the Provost Risk Management in addition to Audit Services (RMAS) Recording Secretary’s Office (RSO) FAD Systems Solutions (FSS)

Questions HKS Sponsored Proposals By Sponsor Type HKS Sponsored Proposals Overview FY 2006-FY 2008

HKS Sponsored Proposals Submitted HKS Total Sponsored Program Expenditures FY 2006-FY 2009 (Projected) These data reflect only those proposals submitted in addition to awards accepted by OSP; the percent change from the prior fiscal year is indicated. Sponsored Expenditures by School OSP FY 2008 Annual Report ($000) Source: FY 2008 OSP Annual Report

A Cross Section of New HKS Sponsored Awards – FY 2009 to date Graham Allison Government of Dubai: The Dubai Initiative Graham Allison Office of the Director of National Intelligence: Intelligence Training Program Anthony Braga Boston Police Department: Analysis of Serious Violent Crime in Boston Merilee Grindle Instituto Tecnologico y de Estudios Superiores de Monterrey: Mexico Initiative John Holdren Nuclear Threat Initiative: Preventing Nuclear Terrorism Asim Khwaja Google.org: Entrepreneurial Finance Lab Jennifer Lerner National Science Foundation: Leadership Decision Making Robert Putnam Institute as long as Global Development: Research on Happiness, Social Capital, & Religion Tony Saich US Dept of State: Vietnam Economics Teaching Program Bruce Western The Elfenworks Foundation: The Collaborative Initiative on Poverty in addition to Inequality Alphabet Soup DASH – Digital Access to Scholarship at Harvard (see OSC) FCOPP – HKS Faculty Committee on Projects in addition to Proposals GPC – HKS Gifts Policy Committee IPAC – Harvard’s International Projects Administrators Committee IRB – Harvard University’s Institutional Review Board (aka – Committee on the Use of Human Subjects, CUHS) OSC – Harvard’s Office as long as Scholarly Communication (see DASH) SALC – Harvard’s Sponsored Administration Leadership Committee SRPHSPC – HKS’s Student Research Projects Human Subjects Protection Committee (OK, we made up the acronym, but the committee is real ) UCIPS – Harvard’s University Committee on International Projects in addition to Sites Questions

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About RAO: Who We Are What is the Role of the RAO The RAO supports HKS faculty in addition to staff in: Finding funding Applying as long as funding Accepting funding Disseminating results of funding Finding Funding Funding opportunity distribution via email Custom searches Funding opportunity table on ResearchCentral Managed by: Jody Blackwell Research Communications Coordinator

Applying as long as Funding – RAO Responsibilities Work with faculty PIs in addition to staff on proposal preparation, including advice on fulfilling sponsor requirements, review of budget in addition to other proposal components Manage review in addition to approval process at HKS Work with OSP to answer any questions in addition to resolve outst in addition to ing issues be as long as e OSP’s submission of proposal to sponsor Managed by: Martha Goldberg Research Administration Coordinator Applying as long as Funding – Centers’ Responsibilities Careful attention to sponsor requirements Clear communication with RAO, e.g., has the sponsor been contacted or even seen a version of the proposal; what is the sponsor expecting in addition to when The Center grants/finance manager takes initial responsibility as long as working closely with the PI on all aspects of the proposal development in addition to engagement with the RAO on review in addition to approval, including careful attention to sponsor requirements in addition to adherence to HKS in addition to Harvard policies (e.g., fringe benefits, overhead rate) Ensure engagement of center executive director as long as all Center commitments (e.g., space, overhead contribution) Accepting Funding OSP receives notification of awards, reviews in addition to negotiates terms in addition to conditions if necessary, in addition to accepts awards on behalf of the University. RAO maintains in as long as mation on status of award negotiations in addition to account set ups, in addition to serves as liaison between OSP in addition to PIs/Centers, facilitating resolution of issues

Office as long as Sponsored Programs (OSP) http://vpf-web.harvard.edu/osp/ Questions OPPORTUNITIES FOR TRAINING IN SPONSORED PROGRAMS ADMINISTRATION University-Wide Sessions University Research Administration Training Committee (URATC) Currently offers periodic one-day sessions “Overview of Sponsored Programs Administration” Led by research administrators from various schools throughout the university Offers comprehensive training addressing the entire award lifecycle at Harvard For more in as long as mation: RASLearn@fas.harvard.edu On-Line Modules (via OSP website to Eureka! training modules) Sponsored Programs Administration Overview Course length: 30 minutes The Regulatory Environment Course length: 45 minutes Cost Principles Course length: 1 hour Access through OSP website: http://vpf-eb.harvard.edu/osp 88

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