managing clinical research faculty appointments with a salary and effort management tool

Managing Clinical Research Faculty Appointments with a Salary and Effort Management Tool

Matt Irwin, Research AdministratorTiffany Barnes, Financial AdministratorMichelle Melin-Rogovin, MA, Associate Director, Research Admin

Managing Clinical Appointments: Our Objectives Learn how to allocate and track sponsored

research funding using a salary and effort management tool.

Discuss best practices for managing effort reporting for faculty, learn how to use the tool to pre-review effort.

Review the basis for proposing effort and charging salary on sponsored projects for clinical research faculty.

Clinical Research Appointments What is your institution’s policy on IBS

(institutional base salary) for clinical research faculty?

Northwestern’s Definition:An individual's institutional base salary is the annual compensation that the applicant organization pays for an individual's appointment, whether that individual's time is spent on research, teaching, patient care, or other activities. Base salary excludes any income that an individual may be permitted to earn outside of the duties to the applicant organization.

Administering Clinical Research Appointments at Northwestern

Northwestern Medicine

Northwestern Memorial HealthCare

Northwestern University

RAS Salary Management Tool

Allows the research administrator, business administrator and PI to manage position funding across all sources of activity.

Dynamic document that manages salary and effort as related – because in sponsored research we’re making a commitment of both, but not necessarily from the same source.

Presented by source of funding for non-financial types, and built in checks to ensure math is correct.

Reconciled and updated when effort is proposed and certified, clinical commitments change, and research begins and ends.

Clinical and Research Effort for PI: Dr. Stephen ColbertClinical and Research Effort for PI: Stephen Colbert

Validation Tool – Colbert

Clinical and Research Effort for PI: Jon Stewart

Validation Tool – Stewart

Case StudiesNorthwestern University Feinberg School of Medicine

Unrestr

icted

Cost Sh

are

Grants/

Contra

cts-200,000-150,000-100,000-50,000

050,000

100,000150,000

FY2010FY2011 FY2012

Research Administration Services started working in this department in FY 2011.

This department has increased its research administration infrastructure with RAS, and increased its applications and awards.

Department A’s portfolio includes 50-60% federal and industry- funded clinical trials.

RAS has increased Department A’s ability to manage its grants and contracts by 50%, increasing compliance through cost-share accounts.

Case Studies Department A

Before and “During”: Department BCompliance with Effort Reporting

U CS G

-500000-400000-300000-200000-100000

0100000200000300000400000500000

FY11 U CS G

-500000-400000-300000-200000-100000

0100000200000300000400000

FY12FY12 RAS

Does It Work? Before, During and After in Department C

Unrestr

icted

Cost Sh

are

Grants/

Contra

cts

-500000-400000-300000-200000-100000

0100000200000300000400000

Before RASDuring RASAfter RAS

Effort Case Study: VA Appointments

Total Professional Effort

What is total professional effort? How is it related to the commitments

to sponsors that your investigator holds through your institution?

How does this information relate to effort reporting?

How does this information relate to an investigator’s Other Support Page?

Administering VA Appointments NU Best Practice

Use 65 hours as a “standard” work week Convert 13/8ths VA appointment across

all research commitments Complete MOU for VA to demonstrate no

overlap of Federal funding

VA Calculation Example

PI with 8/8ths appointment at VA at Northwestern:

8/8th’s = 40 hours a week at the VA25 hrs remaining at NU = 100% available NU effort▪ ~15 hoursavailable for research ▪ = 60% research effort

▪ ~10 available for clinical teaching▪ = 40% clinical teaching effort

How do we administer salary? How do we administer effort?

Research Administration Services Created by the Dean in 2010 to allow

faculty to focus on conducting clinical research – not administering it

Consulting model – where teams serve departments based on FTE based budget allocation

Services: Cradle-to-grave research administration Workshops, Education, Training, Resources Compliance reviews

Contact us@Northwestern Matt Irwin

m-irwin@northwestern.edu

Michelle Melin-Rogovin m-melin-rogovin@northwestern.edu

Slides and handouts:www.researchadministrationnation.com