Operational Excellence in Effort ReportingConference Call: June 6, 2012

Vision Statement:Implement a compliant, streamlined, electronic effort reporting process by June 2012 that reduces administrative burden.

Agenda

TopicTimeline Highlights Liz PigaCampus Preparation for Phase 3 Testing Anne Connolly, Donna KileyCentral Office Preparation for Phase 3 Testing

Anne Connolly, Mark Abbey

NIH Salary Cap Anne Connolly, Carol Berdar

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Timeline Highlights

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Campus Preparation for Phase 3 Testing

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Cost Share Awards Identify missing cost share awards

Run the RF Cost Sharing Monitoring Report Corrective actions:

Create a cost share award Link the cost share award to the prime award Refer to Chapter 9 in “Cost Sharing: A Guide for Administrators”

Campus Preparation for Phase 3 Testing

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Cost Share Awards Inconsistent cost share award names

Name of cost share award appears on effort statement Possible that a principal investigator would have more than one cost

share award each with a different naming convention Corrective actions:

Decide on a consistent campus naming convention Cost Share to Award XXXXX Cost Share for Award XXXXX

Cost share should be spelled out and not abbreviated Cost share award name should not be in all capitals Update the cost share award name(s) in Oracle

Campus Preparation for Phase 3 Testing

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E-mail, Department Name and Job Title Information Verify this information:

Exists for all users Is correct for all users

Corrective actions: Update the individual’s Oracle People record for e-mail addresses For SUNY employees, update the Coeus Extra Information form in

Oracle To access: Select Others from an individual’s Assignment form and then

select Coeus For updates to department name and job title

Central office will send an information package

Central Office Preparation for Phase 3 Testing

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Instance Set Up System administration tasks to set up ecrt environments for 30

campus locations Effort reporting periods of performance Assigning primary effort coordinator and effort coordinator roles Assigning proxies

Send any effort coordinator or proxy assignments to effort@rfsuny.org by Friday, June 8

Central Office Preparation for Phase 3 Testing

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Individual campus calls to discuss Phase 3 testing scenario process

Send availability for one-hour call to effort@rfsuny.org June 20: afternoon June 21: morning June 22: any time

NIH Salary Cap

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For the first time NIH lowered its salary cap from $199,700 to $179,700 Change effective for grant awards with an Initial Issue Date (award

date) on or after December 23, 2011 More information:

NOT-OD-12-035 “Notice of Salary Limitation on Grants, Cooperative Agreements, and Contracts”

Frequently Asked Questions: NIH Salary Cap in FY2012

How does your campus treat this? Difference between PI salary and NIH cap Data entry in Oracle

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NIH Salary Cap

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NIH Salary Cap

NIH Salary Cap

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Response from David Kennedy at COGR Question: Can an over-the-NIH salary cap be captured as cost share?

Answer: I believe the key point is “should it be captured for F&A purposes?” The DCA says “yes”. There are some who believe “no”. In fact, COGR raised this in our response to the ANPG on Grants Reform. We would like OMB to rule that it should not be classified as cost sharing for F&A purposes.

Question: Would the NIH Grants Policy Statement verify the yes/no? Answer: I do not believe the NIH GPS talks to this issue.

Question: If yes—would the Cost Share be considered mandatory, voluntary committed or voluntary uncommitted? Answer: Our advocacy would be to classify it as VUCS (as COGR

proposed in our response to the ANPG on Grants Reform).

Summary

Minutes from this meeting will be posted on the Operational

Excellence in Effort Reporting Web page

Direct questions to:Anne ConnollyProject Manageranne.connolly@rfsuny.org(518) 434-7240

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