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Assessment of the Sponsored Projects Services Office at the University of California, Merced Jennifer Teixeira Sr. Research Administrator Sponsored Projects Services Office University of California, Merced. Home of the Bobcats. The Leadership Challenge Kouzes & Posner’s Model. Model the - PowerPoint PPT PresentationTRANSCRIPT
Home of the Bobcats
Assessment of the Sponsored Projects Services Office at the University of California, Merced
Jennifer TeixeiraSr. Research AdministratorSponsored Projects Services OfficeUniversity of California, Merced
The Leadership ChallengeKouzes & Posner’s Model
Model theWay
Motivate Staff
Challenging
the Process
Challengingstatus quo
EnableOthers to Act
Enable VCR
Encourage the Heart
Positive aboutMeaningfulresults
Inspiring a SharedVision
Stakeholders
to participate
Project VisionAssessment of a Sponsored Projects Services (SPS) Office that will result in meaningful recommendations that allow SPS to
fulfill it’s mission
Personal Best Project Overview
Data Collection• Time & Effort
Tracking• Proposal Tracking• Roles &
Responsibilities Mapping
• Survey Collection (Pre & Post Award)
Assessment• Workload Assessment• Roles &
Responsibilities Gap Analysis
• Survey results
Recommendations• How can we improve
our organizational design?
January- June 2011
July - October
2011
November - December 2011
University of California MercedSponsored Projects Services (SPS) Background
• Doors Open• Sponsored Projects – 1
Director & 1 Pre-award Staff
• 3 Schools• 45 Ladder Ranked
Faculty
Fall 2005
• Present Day• Sponsored Projects- 2
Pre-award Staff, 2 Post-award staff, 1 ARRA Specialist, & 1 Director
• 3 Schools, 1 Org. Research Unit (ORU), & 4 Non-Academic Units
• 125 Ladder Ranked Faculty
Fall 2010 • Full Development• Sponsored Projects- 15
Research Administrators
• New School of Management, ORU’s, Non-Academic Units & School of Medicine
• 1,420 Ladder Ranked Faculty Looking
Forward
The University of California, Merced is the first new research university to be founded in the 21st century and the first new University of California to be
founded in over 30 years.
SPS Office Current Organizational Design
Pre-Award Proposal budget development assistance
(not for School of Engineering) Review proposal and budget for
compliance with sponsor and UC policy Submit proposal on behalf of the
Regents Negotiate and accept awards to comply
with sponsor and UC policy Sub-award/ subcontract preparation and
administration Non-financial post-award assistance Award closeout Preparation and administration of
incoming Material Transfer Agreements Preparation and administration of
Nondisclosure Agreements Research activity reporting Faculty and Staff general inquires Liaison with compliance committees
Post-award Award set-up and monitoring Monthly expenditure statements and
projections Policy clarification and compliance Reconciliation Cost sharing collection Award re-budgeting Purchasing, travel and
reimbursement approvals Sub-award set-up and monitoring Financial award closeout Faculty and Staff general inquires
Note: The School of Engineering and some off site programs are responsible for all or a portion of post award management.
The Mission of the Sponsored Projects Services Office is to provide effective and timely pre- and post-award services to faculty, staff and students, for extramurally-sponsored research and educational projects at the University of California, Merced.
Pressures for Assessment of SPS Office
Fragmented Process & Inconsistent Services Differences among the three schools and one
Organizational Research Unit
Efficient Organizational Design Eliminate duplication of effort Support SPS Mission
WASC Accreditation Required Annual Assessment
Current Progress
Time & Effort Tracking – Started January 2011
Proposal Tracking- Started January 2011
38%
49%
4%10%Who are we spending time
with?Faculty
Staff
Senior Man-agement
External
17%
44%5%
34%
What are we spending our time on?
Pre-award
Post-award
Reporting
Other-Audits, As-sessment, KC, etc.
26%
25%26%
23%
Who is submitting proposals?
School -Social Sciences
School- Natural Sciences
School- Engineering
ORU Sierra Nevada Institute
When are we receiving proposals?Average 3 working days prior to deadline (Internal deadline is 5 working days)
What % of proposals are not submitted through SPS? 5%
Future Plans
Roles & Responsibilities Mapping Started February 2011
Survey Collection Started March 2011
Assessment of Data To Begin July 2011
Recommendations to VCR Planned for December 2011
Data collection & Assessment To Continue Annually
External Assessment VCR included NCURA external assessment in budget request