Proactive Technical Report Notices

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Proactive Technical Report Notices

• Research Administration Round Table
• August 24, 2005
• Dan Dwyer

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Proactive Technical Report Notices

• Why we do it
• How we do it
• Sponsored Program Services responsibility
• PI responsibility
• Department responsibility
• A measure of success

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Why we do it

• Technical report collection has been time
  consuming, a low priority and an irritation for
  all parties
• Federal agencies are becoming more serious about
  past due reports including threats to halt future
  funding for entire institution
• Frequent A-133 audit finding at other institutions

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How we do it

• Send monthly e-mail to PI for technical reports
  due in next 45 days or past due
• Send summary e-mail to department contacts
• PI or department contact enters sent date in
  Sponsored Portal
• E-mail generated to GCO that project may be closed

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Example e-mail

• Dear (PI name here),This is an
  automated message from Sponsored Programs
  Services.Our system indicates that one of your
  final technical reports (deliverables) is
  approaching its due date or is overdue. If the
  report has been sent, please use the link below
  to enter the date. If you expect the project to
  be renewed, the final technical report
  requirement will likely be postponed. These
  reminders will be generated on a regular basis to
  assist you in managing your reporting
  requirements.Due 12/31/2004  Project
  33000GCO Jeffery Corbin jdc37_at_cornell.edu 
  Retention period 3Sponsor Animal/Plant Hlth
  Inspec Serv USDAhttp//portal.research.cornell.ed
  u/r.cfm?P33000APA001        The terms of
  your award indicated that all relevant
  information, including final technical reports,
  must be kept the number of years specified
  above.  As principal investigator you are
  responsible for retention of all technical
  deliverables.        The contact within your
  department who assists with management of
  sponsored awards has been notified about this
  deliverable.  If you have any questions, or if
  you expect a project to be extended, please
  contact the Grant and Contract Officer listed
  with the project above.Sincerely,Sponsored
  Programs Services

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Status matters

• ASAP monthly notice sent
• APA monthly notice not sent
• ACOSP monthly notice sent
• AC monthly notice not sent
• Due date prior to 7/1/2001 monthly notice not
  sent

ASAP Award Signed by All Parties, APA Award
Pending Amendment, ACOSP Award Closed by OSP,
AC Award Closed
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Sponsored Program Services responsibility

• Submit non-technical deliverables including
  fiscal, equipment and patent reports
• Close out project files when non-technical
  deliverables are completed
• Remind PI electronically of soon due and past due
  technical reports

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PI responsibility

• Submit technical report to sponsor on time
• Notify SPS of sent date via Portal or
  communication with GCO
• Maintain all relevant information, including
  final technical reports for the number of years
  specified in the retention period

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Department responsibility

• Educate faculty on the process and
  responsibilities
• At departments discretion, assist PIs with
  submission, notification and retention of
  technical reports (BRIO report available to
  assist)

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A measure of success
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Another measure of success
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