ABA Meeting Office of Contract & Grant Administration. Linda Collins, Lisa Meredith, & Ross Dammann

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1 ABA Meeting Office of Contract & Grant Administration Linda Collins, Lisa Meredith, & Ross Dammann December 6, 2016

2 Agenda OCGA New Faces for the Future! Updated Organization Structure Mission OCGA Improving our Service Changing the way we assign work and service departments What is the new OCGA Department Service Model? What is the expected impact of the new model for departments? When will the new model be effective? Discussion Communication & Outreach Timely Proposal Submissions

3 OCGA Updated Organiza=onal Chart Linda Collins AVC, Director Lisa Meredith Associate Director Stella Sung C&G Manager Health Sciences Jeff Warner C&G Manager General Campus Ross Dammann Business Systems Manager Karim Hussein Assistant Director Subawards Erin Zardouzian Open Brendan Daly Open Michael Brown Wilma Orantes Derek Jackson Barbara Heironimus MTA TEAM Kalyn Miller Kalina Aki Open MTA Specialist Mary Mansfield Trevor Johnson Susanna Pastell Sabrina Bakit Cynthia Escobedo Oudone Sisanachandeng Fernan Balsalubre Pam Urioste PaW Williams Angela Logan Ernesto Donate Annie Williams Mary Brown (43%) Kimberly Galindo (TES) Sheila Paul Open Franklin Garre] Marianna Meyer Jennifer Leich Kat Philbin Katarina Tang Sharon Mahan Sylvia Arrhenius (TES)

4 OCGA Mission The Office of Contract and Grant Administration (OCGA) serves our valued research community with high quality expertise in support of sponsored research proposal and award administration We commit to deliver timely, effective, and welcoming services through personal interactions and automated processes, and to ensure that UC San Diego's contract and grant process is best in class

5 Agenda OCGA New Faces for the Future! Updated Organization Structure Mission OCGA Improving our Service Changing the way we assign work and service departments What is the new OCGA Department Service Model? What is the expected impact of the new model for departments? When will the new model be effective? Discussion Communication & Outreach Timely Proposal Submissions

OCGA Department Model GENERAL CAMPUS HEALTH SCIENCES DEPARTMENT REQUESTS SERVICE LINES Federal Contracts California Agreements Industry Agreements Subaward Contracts PI-Initiated Clinical Trials

6 OCGA Department Model GENERAL CAMPUS HEALTH SCIENCES DEPARTMENT REQUESTS SERVICE LINES Federal Contracts California Agreements Industry Agreements Subaward Contracts PI-Initiated Clinical Trials Foreign Gov t Agreements Non-Profit Agreements Incoming Subaward Grants Federal Grants/ Cooperative Agreements Federal & Other Fellowships UC Programs BIOLOGICAL SCI SOCIAL SCI PEDIATRICS NEUROSCIENCES Senior Senior Senior Senior

7 Contract & Grant Service Lines Service Lines are distinct categories of agreement/transaction types DEPARTMENT REQUESTS SERVICE LINES Federal Contracts California Agreements Industry Agreements Subaward Contracts PI-Initiated Clinical Trials Foreign Gov t Agreements Non-Profit Agreements Incoming Subaward Grants Federal Grants/ Cooperative Agreements Federal & Other Fellowships UC Programs How were they developed? Grouped by Like Items What transactions are processed in a similar way, using similar steps or tools Complexity Some types of agreements include very complex legal language and terms and take a long time to negotiate, while other agreement types involve relatively routine terms and steps and can be completed more quickly System Legacy Some transaction types are handled in a certain way or using certain tools: Because of how some systems are set up to handle their data (for example, because of the way some items are coded in COEUS) Based on past processes between distinct offices (for example, between OCGA and OPAFS)

8 Department Teams Department Teams comprise of 3 c&g officers (1 analyst, 1 senior analyst, and 1 principal analyst) collaborating to serve a department BIOLOGICAL SCI Senior SOCIAL SCI Senior General Campus PHYSICAL SCI Senior ARTS & HUM Senior Benefits: Departments will have a consistent team they work with More insight into PI portfolios Builds strong relationships *Names are illustrative and not meant to reflect actual assignments*

Workload Assignment and Reassignment Workload Balance is the redistribution of work within a Department Team to balance capacity and levels of complexity Manager PHARMACOLOGY Senior PEDIATRICS Senior

9 Workload Assignment and Reassignment Workload Balance is the redistribution of work within a Department Team to balance capacity and levels of complexity Manager PHARMACOLOGY Senior PEDIATRICS Senior FAMILY MEDICINE Senior MEDICINE Senior Managers (1 HS and 1 General Campus) are responsible for distributing workload to the members of each Department Team based on: staff availability work capacity agreement complexity staff absences

10 Department Model at Work PHYSICS GENERAL CAMPUS Manager HEALTH SCIENCES DEPARTMENT REQUESTS SERVICE LINES Federal Contracts California Agreements Industry Agreements Subaward Contracts PI-Initiated Clinical Trials Foreign Gov t Agreements Non-Profit Agreements Incoming Subaward Grants Federal Grants/ Cooperative Agreements Federal & Other Fellowships UC Programs BIOLOGICAL SCI PHYSICAL SCI MEDICINE NEUROSCIENCES Senior Senior Senior Senior

11 Benefits of the New Model Dedicated team for each department/division Reducing the confusion of who would be assigned Stronger understanding of the departmental needs Stronger relationships with department staff and PIs Better understanding of PI research portfolios Builds a broader knowledge base of each officer Creates stronger backup capability

12 Expected Go-Live Date OCGA Internal Cross Training Dec 2016 Cross training on new sponsors Documentatio n preparations Finalize internal resources Develop potential staff assignments Jan 2017 Internal OCGA Resources and Preparation Campus Focus Groups Feb 2017 Conduct outreach to understand campus thoughts and concerns Finalize staff assignments Announce new model and teams to campus Mar 2017 Campus Announcements OCGA Roadshow Apr 2017 Conduct department roadshow Go-Live Late April 2017

13 Agenda OCGA New Faces for the Future! Updated Organization Structure Mission OCGA Improving our Service Changing the way we assign work and service departments What is the new OCGA Department Service Model? What is the expected impact of the new model for departments? When will the new model be effective? Discussion Communication & Outreach Timely Proposal Submissions

14 Timely Proposal Submissions

15 Daily Proposal Submissions

16 Next Steps January April: Communication & Outreach Approx Late April 2017: Launch of new model Continuous Department Feedback Questions?

HS SPPO Contacts Meeting December 8, 2016

HS SPPO Contacts Meeting December 8, 2016 Agenda HS SPPO Updates NIH Updates & Reminders OCGA Updates HS SPPO Updates 2016 Holiday Closure HS SPPO, along with the Vice Chancellor Health Sciences/Dean s