department of contracts and grants (dcg) update
TRANSCRIPT
Department of Contracts and Grants (DCG) Update
Research Administrators ForumResearch Administrators Forum University of Southern California
April 10, 2012p 0, 0
Sara JuddDirector
Department of Contracts and Grants
The most important thing you may do all day…
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Introducing….g
DCG
Why the Makeover?Why the Makeover?
Internal analysis driven by customer input Internal analysis driven by customer input Critical questions:
Are we providing quality customer service? Are we providing quality customer service? Are we meeting the needs of our customers? Are we meeting the needs of our staff?g Are we being efficient in the distribution of
workload?
Reorganization GoalsReorganization Goals
Build excellence Unity of purpose Unity of purpose Customer focus
I i d ibilit• Increase service and accessibility Improve workload management Enhance consistency Benefits for everyone!Benefits for everyone!
Department of Contracts & Grants Wh t l k likWhat we look like now…
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Department of Contracts & Grants Administration
Jeri MunizExecutive DirectorExecutive Director
Dorothy SteeleData Specialist
Belinda Galvan Cruz
Data Specialist
Donna ObeidTraining
Specialist
Sarah Cusimano
Deputy Director
Ryan Tischler Office
ManagerLayton Hansen
Scanning
Noah CongelliereScanning
T h i i
Sapphire MastersonAccount
Specialist
Amanda Salazar
Closeout Specialist
Cynthia Garcia Arndt
Admin Assistant
Lisa VillafloresAccount
Specialist
Susan PalominoCloseout Specialist
Gil GoveaAdmin
Assistant
Scanning Technician Technician
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Department of Contracts & Grants
Jeri Muniz
Health Sciences Campus (HSC)
Jeri MunizExecutive Director
Sara JuddDirector
Jean ChanAssociate Director
Linda BakabakSr Administrator
Teri HansenSr Administrator
Colleen JamesSr Administrator
Michael BeltranSr AdministratorSr. Administrator
TBDAdministrator
Sr. Administrator
Lillian RiveraAdministrator
Sr. Administrator
Steve MisuracaAdministrator
Sr. Administrator
Alice Young-Singleton
Ad i i t tAdministrator Administrator Administrator Administrator
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Department of Contracts & Grants ISI Office
Jeri MunizExecutive Director
Steve MendiburuAssociate Director
DCG ISI Office
Elizabeth HisserichSr. Administrator
Andrew Probasco Sr. Administrator
Mitali RavindrakumarAdministrator
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Department of Contracts & Grants University Park Campus (UPC)
Jeri MunizExecutive Director
Sara JuddDirector
Ivan Rukavina
SubcontractsAdministrator
Ben HolsteinSr.
Administrator
Amechi AkpomSr. Administrator
ICT
Katie Rountree
Sr. Administrator
Angie Karchmer
Sr. AdministratorAdministrator
Vicki IwataAdministrator
Christopher Avalos
AdministratorLauren Ferrell Administrator
Administrator
Nancy LevienAdministrator
Savannah Castro
Administrator
Administrator
Heather Kubinec
AdministratorAdministrator Administrator Administrator
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Issues to addressIssues to address No clear delineation in complexity of
ibiliti b t t ff l lresponsibilities between staff levels Teams do not share a common complement
f d t tof departments Disparate nature of tasks create generalist
structure Inequitable workload distribution Inconsistent structures among offices
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Key Goals and BenefitsKey Goals and Benefits
Create teams organized around shared
yy
Create teams organized around shared department complements to enhance customer focuscustomer focus
Align complexity of workload tasks with levels of staff responsibility and expertiselevels of staff responsibility and expertise
Create content-area experts to maximize kl d ffi iworkload efficiency
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Key Goals and Benefits Key Goals and Benefits -- a closer looka closer look
Create teams organized around shared
yy
Create teams organized around shared department complements to enhance customer focuscustomer focus Create a comprehensive team of experts with
particular focus areasp Establish primary customer service point of contact to
facilitate enhanced communication with PI’s/departmental contacts and team workloadPI’s/departmental contacts and team workload oversight
Distribute workload to minimize change in current s bu e o oad o e c a ge cu eservice relationships
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Key Goals and Benefits Key Goals and Benefits -- a closer looka closer lookyy
Align complexity of workload tasks with levels of staff responsibility and expertise Enhance efficiency Establish clear career path for staff supported by
growth opportunities and cross traininggrowth opportunities and cross training
Create content-area experts to maximize workload efficiencyworkload efficiency Sponsor-driven/functional area distribution structure Data driven Data driven
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Team Member Functional Areas Team Member Functional Areas Industry/For-profitState/Local Govt
InternationalSpecial Agreements
(Confidentiality Agreements, Data Use, CRADA’s, etc) Pre- and
Nonprofit/Universitypost-award activities
Federal
Outgoing Subawards
ICA’sICA s
If you know the sponsor/functional area, you know where it goes!If you know the sponsor/functional area, you know where it goes!
• Multiple teams with primary functional Administrator responsibilities delineated by Sponsortype (Federal, University/Hospital/Non-profit, Industry, and Subawards).
Team Structure Team Structure
• Team structure will consist of at least one Administrator from each of the three sponsorareas described below. A separate Subaward Team will handle all outgoing subawards foreach campus (UPC, HSC or Marina).
Federal All federal sponsored activities, pre- and post-award
University/Hospital/Non-profit/ / f All University/Hospital/Non-profit sponsored activities, pre- and post-award
Industry/For-profit, State/Local gov, Intl., Special Agreements All Industry/For-profit sponsored activities, pre- and post-award All State/Local government sponsored activities pre- and post-award All State/Local government sponsored activities, pre and post award All International sponsored activities, pre- and post-award All special agreements, CDA's, Data use, CRADA, etc. Team supervision Primary customer service point of contact for PI /Department
Subaward Team All outgoing subawards and modifications for all sponsor types under USC prime awards Manage subaward templates, procedures, policies Manage collection of A 133 information for subrecipient monitoring Manage collection of A-133 information for subrecipient monitoring FFATA reporting
UPC Team StructureUPC Team Structure
TEAM 1 TEAM 2
Angie KarchmerPrincipal C&G Officer
Industry/For-profitState/Local Go t
Ben HolsteinPrincipal C&G Officer
Industry/For-profitState/Local Govt
TEAM 1
State/Local GovtIntl
Special AgreementsTeam Lead/Customer Service POC
State/Local GovtIntl
Special AgreementsTeam Lead/Customer Service POC
Katie RountreeSenior C&G Officer
Nonprofit/Univ
Lauren FerrellSenior C&G Officer
Nonprofit/Univ
Heather KubinecSenior C&G Officer
Nonprofit/Univ
Nancy LevienC&G Officer
Federal
Savannah CastroC&G Officer
Federal
Vicki IwataC&G Officer
Federal
Nicole BurelliC&G Officer
Federal
Ch i t h A lI R k i
SUBAWARD TEAM
Christopher AvalosC&G Officer
Outgoing subawards
Ivan RukavinaC&G Officer
Outgoing subawards
HSC Team Structure HSC Team Structure
TEAM 1 TEAM 2
Jean ChanAssociate Director
HSC
Teri HansenPrincipal C&G Officer
Industry/For-profitState/Local Govt
Colleen JamesPrincipal C&G Officer
Industry/For-profitState/Local Govt
Lillian Rivera Jean Chan
IntlSpecial Agreements
Team Lead/Customer Service POC
IntlSpecial Agreements
Team Lead/Customer Service POC
Linda Bakabak Steve MisuracaLillian RiveraC&G Officer
Federal
Jean ChanC&G Officer
(Interim) Federal
Linda BakabakSenior C&G Officer
Nonprofit/Univ
Steve MisuracaSenior C&G Officer
Nonprofit/Univ
SUBAWARD TEAMMichael Beltran
Principal C&G OfficerOutgoing Subawards
Team Lead
SU
Alice Young-SingletonC&G Officer
Outgoing Subawards
Team Lead
Marina Team StructureMarina Team Structure
Steve MendiburuAssociate Director
DCG Marina
Amechi AkpomPrincipal C&G Officer
DCG Marina
p
Marina Industry/For-profitMarina State/local Govt
Marina IntlMarina Special Agreements
Elizabeth HisserichSenior C&G Officer
Marina Special Agreements
Andy ProbascoSenior C&G Officer
ICT FederalUARC
ISI FederalMarina Outgoing Subawards
ICA’s
Mitali RavindrakumarMitali Ravindrakumar C&G Officer
Marina Nonprofit/UnivMarina Account Setup
What does this mean for me???What does this mean for me???What does this mean for me???What does this mean for me???
More comprehensive team support Functional area experts Implementation of new proactive subaward
initiation process Enhanced efficiency = better customer
service!
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New Subaward Initiation ProcessNew Subaward Initiation Process
STEP 1: DCG STEP 2 PI/D t tSTEP 1: DCG•Receives Prime Award•Establishes acct•Generates NOA•Generates Subaward
STEP 2: PI/Department•Completes SIF•Attaches Purchasing Requisition (PR),scope of work, and budget to SIFE il SIF & i t d d•Generates Subaward
Initiation Form (SIF)•Emails SIF to PI/Dept.
•Emails SIF & associated docsto DCG
STEP 4: Purchasing Department STEP 3: DCGPurchasing Department•Reviews PR/SIF•Drafts/posts PO
STEP 3: DCG•Drafts/Negotiates Subaward•Executes Subaward•Distributes copies to PI,
Department Purchasing
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Department, Purchasing•Forwards PR to Purchasing
Future Episodes…what’s next?
New structure effective May 1, 2012Upcoming Opportunities to hear details about the transition Upcoming Opportunities to hear details about the transition Town Hall Meetings
Reorg details re: team responsibilities Reorg details re: team responsibilities Team contact information sheets Reception to follow – mingle with your team!
f Invitations forthcoming
Email communications to faculty/staff Reorg details re: team responsibilities Reorg details re: team responsibilities Team contact information sheets
Team meetings with departments Contact Us!
DCG
For all of your valuableFor all of your valuable input, collaboration and
partnership throughout the processprocess…
THANK YOU!!!
Questions?
Answers?Answers?
J k ?Jokes?
Candy?