OFFICE OF SPONSORED PROGRAMS

Sponsored Program Activity Types-and related eGC1 changes

Presented by: OSPJune 2015 MRAM

OFFICE OF SPONSORED PROGRAMS

Lead up to changes coming• UW Annual Report Group (OSP, ORIS, GCA, OR)

met in 2014 to discuss solidifying better definitions for sponsored program activity.

• At same time, UW reports its sponsored program activity expenditure amounts to the Higher Education Research & Development (HERD) annual survey. All activity is categorized into Primary R&D areas.

– This is primary source of information on R&D expenditures at U.S. colleges/universities

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Goals: Define Sponsored Program Activity Types

• To categorize sponsored program funding for automated reporting (e.g. annual report, federal reporting, etc.)

• To make consistent with Major Functions as defined in Federal Uniform Guidance

• To update and synchronize activity definitions across eGC1 and Funding Action drop down lists

• To assist campus with choosing F&A rate(s) applicable to sponsored program

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Sponsored Program Activity Types -

Where will I find new terms and definitions?

• F&A Rate Table (OSP home page tab)• GIM 13

• SAGE – New field on eGC1 details (Funding Purpose will be replaced by Sponsored Program Activity Type)

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All sponsored program activity types fall into three Major Functions as defined in the Federal Uniform Guidance: Organized Research, Instruction, or Other Sponsored Activity (OSA).F&A costs are those costs incurred for a common or joint purpose benefitting more than one cost objective that cannot be readily assigned to a particular sponsored project. F&A costs are also referred to as "indirect costs." Examples include electricity, IT, depreciation on buildings, and general departmental administrative costs.

The University establishes F&A rates to be used when preparing proposal budgets for sponsored program activity. These F&A rates account for the F&A costs that will be incurred to carry out the project.

GIM 13 is the official UW policy on F&A rates.

For more information on how F&A rates are established, please visit Management, Accounting & Analysis (MAA).

How to determine the correct F&A rate to use: 1. Does a Special Case exist for your project? Skip steps 2-5.

2. Select appropriate sponsored program activity type for the project.

3. Select the location(s) where work will be performed.

4. If multiple locations, determine how to split rates.

5. Understand the Base Calculation for your project.

F&A Rates and Base by Location & Activity Type

Organized Research

OSP Website : Facts & Rates – F&A Tab

Text & Link

Updates

Links to Explanation

s

http://www.washington.edu/research/main.php?page=ospRates&entryTab=2

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OSP Website : GIM 13: Types of Institutional Activity

Basic Research

Systematic study directed toward fuller knowledge or understanding of fundamental aspects of phenomena & of observable facts without specific applications towards processes or productions in mind.

Included: NIH R01, R03, R21; SBIR and STTR Phase I; K99/R00

Applied ResearchSystematic study to gain knowledge or understanding to meet a specific recognized need.

DevelopmentSystematic use of knowledge or understanding gained from research directed toward production of useful materials, devices, systems, or methods, including design & development of prototypes & processes.

Fellowship: Research Graduate/

Professional

Undergraduate and graduate fellowships focused on training in research techniques.

Examples: NIH, HRSA, AHA Individual Fellowships (F series)

Other Training: Research

Activities involving training of individuals in research techniques where training is in the same facility as other research & development.

Examples: NIH Research Training Grants (T series)

Organized Research: All research & development activities sponsored by federal or non-federal agencies & organizations.

Explanations for Activity Types that fall under the 3 main categories defined by Federal Govt. (Organized Research, Instruction, other Sponsored Activity)

http://www.washington.edu/research/osp/gim/gim13.activity-types.html

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SAGE View – Activity Types

“Funding Purpose” field replaced by “Sponsored Program Activity Type” field:

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SAGE View – Activity Types (cont.)

On click, will show cascading selection: Category Activity Type

Expand the category, to select the Activity Type

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Activity Types by Category

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2nd change in SAGE due to HERD survey: Identifying Clinical Trial

Phases• Defining phases helps categorize

sponsored program funding into R&D categories.

• Phases are defined by NIH & will be adopted by UW for guidance.

• Phase definitions will be on UW OSP website for reference.

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SAGE View – Clinical Trial Phases

If Activity Type = “Clinical Trial”, then Phase displays and is a required field

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Needs identified for future work

• Multiple fields for multiple SPA types under one sponsored program.

• Multiple fields for multiple CT Phases under one sponsored program.

• Modify GIM 13 policy to allow for split rates for split SPA sponsored programs.

• SAGE/SPAERC data map one for one into future financial system SPA types, for F&A rate coding/base coding.

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Project TimelineDate Who/Where What

3/2014 Annual Reporting Group

Review of Sponsored Program Activity Types

Analysis

4/2014 OSP Workgroup Review of Examples for each SPA Type

Analysis

6/2014-8/2014 OSP, GCA and MAA Review of draft categorization and example building

Drafting

8/2014 OSP PM System Change request to ORIS

Business Requirements

2/2015 OSP PM /ORIS Discuss system options

System Analysis with ORIS

4/2015-5/2015 OSP, GCA, ORIS System Requirements – final

Phasing and ID of Future Needs

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Communication TimelineDate Who/Where What3/25, 5/27, and 6/4

Research Administration Process Improvement Team (RAPIT)

Presentation and Request for Input

3/25: SPA Type Review5/27 and 6/4: Specific Request for Web Usability Feedback

6/08 OSP Workgroup Presentation Request Web Usability Feedback

6/10 OSP Staff Meeting Presentation Request Web Usability Feedback

6/11 MRAM Presentation Inform7/07 OSP Web Content Published7/07 SAGE System Updates SAGE

Announcement7/07 MRAM Announcement7/07 OSP Web Announcement

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Thank you!!