Subrecipient Management Office of Sponsored Research

1
Subrecipient Management Office of Sponsored
Research

• Charlie Channel
• Senior Contract Officer
• Project Manager
• January 24, 2002

2
Implementing a Strategy

• Subrecipient Agreement Administration by the
  Office of Sponsored Research

3
Vision

• Engineering departments, ERA and OSR
• Effectively manage subrecipient agreements
• Optimize subrecipient business processes
• Increase internal customer satisfaction
• Sub-agreement to subrecipient in 30 working days,
  after requisition assignment
• Increase external customer satisfaction
• Comply with sponsor requirements, governmental
  requirements and SU Policies

4
Todays Problems and Issues

• Too few resources
• Too many hand-offs
• Systems dont communicate
• Process fragmentation
• Organizations dont communicate

5
Internal Audit Findings and Recommendations

• Need subrecipient agreement process owner
• Enhance proposal submission process
• Update general business terms
• Accurately flow-down sponsor terms
• Improve subrecipient monitoring
• Facilitate timely subrecipient closeout
• Improve subrecipient invoicing

6
What Has OSR Done?

• Begun re-engineering the business processes
• Begun clarifying roles and responsibilities
• Launched the pilot project - 02 Jan 2003
• Begun training course planning (pilot and
  permanent)
• Begun meeting with departments
• Begun re-writing terms and conditions
• Begun plans to create a subcontract tracking and
  document production system

7
OSR Working On

• Transitioning university SOW sub-awards and
  subcontracts from Procurement
• Migrating SPIDERS off mainframe (deploying a
  pre-proposal system) and integrating it with
  Delphi
• Simplifying the distributing information and
  documentation
• Providing tools, orientation and training for
  research administration function, department
  administrators and managers

8
Transition from Procurement

• OSR handles scope-of-work subcontracts
• Procurement handles other acquisitions
• Professional or personal services and consulting
  agreements
• All other purchasing transactions
• Enhance facultys ability to conduct research by
• Reducing turnaround to issue subawards
• Streamlining process for subcontract issuance and
  management
• Providing proper training and guidance to
  responsible parties

9
SUBRECIPIENT AGREEMENT PROCESS
SIGNAL - Procurement - Property Management -
PI
ORGANIZATION
Note The process begins after Research
Administration approves the requisition and a
Contract Officer receives a hardcopy of a SNAP
Requisition
PREPARESUBRECIPIENT AGREEMENT
Distribute, File and Notify Organisation
OSR CONTRACT OFFICER
SPONSOR
SPONSOR APPROVAL IF SUBCONTRACTOR NOT ID'S IN
PROPOSAL
SNAP LOGOUT
PROCUREMENT
RESEARCH ADMIN
END
APPROVE INVOICE AND SUB-K ADMIN
REPORTS
DEPARTMENT ADMIN
SNAPPAYMENT
CONTROLLER
PERFORMANCE INVOICE
EXECUTE SUBRECIPIENT AGREEMENT
REPORTS
SUBRECIPIENT
10
Recommendations Result In

• Faster subrecipient agreement generation
• Documentation available - up-front
• Budget
• SOW
• Justifications
• Implementation of Internal Audit recommendations

11
Next Steps

• Pilot Participants - January 2, 2003
• School of Education
• School of Medical School - Infectious Diseases
• School of Engineering - Mechanical Engineering
• School of Earth Sciences
• Designated Engineering Participants
• Contract Officer Nitzi Gildea-Phillips and Scott
  Fong
• Research Admin Sashi Ram and Jane Pelton

12
Next Steps

• Collaborate between OSR, ERA and departments to
  optimize the subaward process
• Include contract officers on SNAP Reqs for SOW
  subcontracts (GL 94643 and/or 94649)
• Design and deploy training
• Training for participation in the Pilot
• Contract Officers
• Department managers, administrator and RAs
• University-wide training
• Follow-up meeting with Pilot participants and
  more info
• Late Spring, 2003 implementation