University Of Hawai

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University Of HawaiiOffice of Research Services

• UH Manoa
• Faculty Senate Meeting
• December 10, 2008
• ORS Overview

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Agenda

• Who comprises the research management team at UH?
• What is ORS role and responsibilities?
• What services have been enhanced at ORS in the
  past two years?

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Awards and Federal Expenditures for the UH
System Last Ten Years
Fiscal Year Total Award Fed Expenditure
98 159,948,612 140,099,155
99 164,168,101 152,927,776
00 180,629,855 149,313,666
01 216,233,918 158,355,342
02 252,370,477 196,988,540
03 323,868,218 250,092,898
04 328,982,431 278,912,128
05 355,122,915 311,609,931
06 434,385,440 322,322,080
07 356,548,429 332,206,848
08 362,252,126 325,240,837
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Why is Research Administration Important?
Awards and Federal Expenditures for the UH System
As Federal expenditures steadily increase the
importance of research administration becomes
more evident.
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UH Research Administration

• VPR and VCR
• Unit Heads (Dean, Director, Chair)
• Administrative Officer/Fiscal Officer
• Office of Research Services (ORS)
• Office of Technology Transfer and Economic
  Development (OTTED)
• UH Office of Human Resources
• UH Financial Management and Procurement
• RCUH Services Provider Agency
• RCUH Human Resources
• RCUH Procurement

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UH Research Compliance Offices

• UH Research Compliance Offices
• Environmental Health Safety Office (EHSO)
• Vice Chancellor for Research, UH Manoa (VCR -
  Conflict of Interest Research Misconduct)
• Information Technology Services (ITS - Data
  Security)
• Risk Management (ORM)
• Committee on Human Studies (CHS)
• Institutional Animal Care Use Committee (IACUC)

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Office of Research Services

• Performs institutional review and submission of
  the proposal on behalf of the University
• Negotiates sponsored agreements
• Accepts awards on behalf of the University
• Acts as institutional liaison for post-award
  changes requiring sponsor approval or
  notification
• Performs accounting, billing and reporting
  functions

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Office of Research Services

• Negotiates indirect cost (F A) rate agreements
• Coordinates financial compliance audits performed
  by external parties
• Performs periodic financial compliance reviews
• Provides technical advice regarding federal,
  state and sponsor requirements

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Office of Research Services
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ORS - Challenges in the Past

• Over 9,000 active accounts in the system, of
  which 6,000 accounts needed to be closed
• 3,000 of the 6,000 accounts gt 3 years old
• Timely Billing
• Collection Efforts
• Filing of Final Reporting
• Timely Closeout

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ORS Updates and Improvements

• New Closeout APM A8.954 policy - July 2007
• Converted Excel invoice log into new Access
  database system - January 2008
• Re-engineered the reconciliation, deposit and
  collections business process
• Prepared A/R aging reports from new invoice
  database

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ORS Updates and Improvements

• Automated the billing process through ITS
  programmed for standard invoices - July 2008
• Enforce Closeout APM A8.954 policy deadlines
• Created Online PI Orientation available via ORS
  Web site http//www.hawaii.edu/ors/training.html

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Billings and Payments

• From January June 2008
• 2,888 Invoices issued total to 81.8 M
• Total payments received 202 M
• Payments from invoices 90 M
• Payments from LOC 112 M
• From July November 2008
• 2438 Invoices issued total to 68.8 M
• Total payments received 150.6 M
• Payments from invoices 69 M
• Payments from LOC 81.6 M

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Contract Review

• ORS has an average of 85 award documents under
  review at a given time
• The award review and approval process can take a
  few days to several months depending on the
  complexity of the contracts
• Within the past 3 months, the average turn-around
  time for new agreements has been around a month

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Common Causes for Delays in Contract Execution

• Inconsistencies among documents
• Requirement of Board of Regents Approval
• Sponsors' slow response and/or unwillingness to
  compromise
• Sponsor requires additional documentation
• Unusual contract clauses that require additional
  review by UH General Counsel
• Requirement of Office of Risk Management review
  for insurance purposes

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ORS Resources

• Questions
• ORS newsletter
• Resource available on ORS Web site
• www.hawaii.edu/ors
• Contact the ORS Helpline
• 956-5198 or helpline_at_ors.hawaii.edu

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Mahalo!
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