March 7, 2015, Orlando Florida

Transcription

1 March 7, 2015, Orlando Florida

2 Nana Mgimwa, Senior Administrative Officer-Grants Management, Muhimbili University of Health and Allied Sciences Regnier Jurado, Associate Director, Office of Sponsored Research, University of California, San Francisco Jill Mortali, Director, Office of Sponsored Project, Dartmouth College

3 Discuss and understand approaches to international collaboration and subrecipient relationships Discuss and contribute examples of real challenges across the spectrum of institutional models

4 History of the Partnership Developing the Project Research Administration at MUHAS: Achievements, Progress, and Lessons Learned

5 Collaborative training program Strengthen and expand the capacity of Muhimbili University of Health and Allied Science(MUHAS) to better manage their portfolio of existing and future research grants. Dartmouth College (DC) and the University of California, San Francisco (UCSF) to provide training and mentorship Intensive residency internships at DC and USCF In country short term training programs Distance learning

6 What do you think are the biggest challenges faced by a non-us recipient of NIH funds? Have you ever been involved in a close partnership with a non-us grantee institution?

7 Chartered in 2007 Schools of Dentistry, Medicine, Nursing, Pharmacy and Public Health and Social Sciences, and the Institutes of Allied Health Sciences and Traditional Medicine. Eight Directorates serve as part of the overall management structure of the University including the Directorate of Research and Publications, its dedicated research office. DRP s mission is to provide a conducive environment for and promote the conduct of research that is in line with Tanzania s national

8 MUHAS RESEARCH PROJECTS

9 Longstanding research partnerships Increase in research funding at MUHAS Sponsors that fund MUHAS have become interested in MUHAS developing capacity to manage research 2010 MUHAS senior administrators visit UCSF to learn more about research operations

10 2008 Bill & Melinda Gates Foundation grant UCSF and MUHAS partnership to build educational and research infrastructure Analysis and produced a gap analysis report with way forward Facilitated establishment of the OSP Conducted training in RA and purchased initial equipment for the office.

11 Pre-award Support: No institutional support for proposal development or submission No central tracking of proposals submitted Documentation: Need to develop policies and procedures Need PI Guide Recovery of indirect costs Limitations on indirect rates Post-award support: Researchers responsible for their own post-award management Consultancy Human resources Procurement: Acquisition of supplies and equipment Finance Regular Reports Pre-Award Post-Award

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13 PAR Training Programs for Critical HIV Research Infrastructure for Low- and Middle-Income Country Institutions (G11) G11- Extramural Associate Research Development Award

14 Three-year training implementation (type of training, topics of the training and the expected candidates for each type of training included. Describe courses and research infrastructure project opportunities that will be available to trainees. Mentoring Plan Integration of the proposed training with other relevant capacity building activities at the LMIC (Lower Middle Income Countries), institution.

15 Criteria, recruitment and selection procedures for trainees Measures that can be used to demonstrate increased capacity at the end Short descriptions of all of the on-going HIV research at the LMIC Describe the institutional support and commitment to the goals of the training program by the applicant and LMIC institutions. Administrative structure of the training program

16 Provide a comprehensive, robust and innovative training platform. Assist with the development of standard operating procedures Develop a long-term program sustainability plan Develop a monitoring and evaluation plan.

17 To provide a comprehensive, robust and innovative training platform. A variety of methodologies will be employed including short and longer-term residency training at both DC and UCSF for MUHAS staff in the new OSR, Short-term continuing education programs in Dar for these individuals (and others) after they return to Tanzania, Local training for administrators of smaller projects, Long-term mentorship via distance learning and other methods lead by DC and UCSF faculty and staff teamed with appropriate MUHAS collaborators;

18 Project period of award: 8/1/13-1/31/16 Total annual award $102,936 Some salary support for MUHAS, UCSF, Dartmouth Other direct costs Travel funds: 4 Tanzanian OSP administrators to come to Dartmouth for training. Short-term training in Tanzania Budgeted amounts cover the cost of travel for 2 US faculty to travel to Tanzania each year.

19 Chancellor University Council Vice Chancellor Deputy Vice Chancellor - PFA Deputy Vice Chancellor - ARC Deans and Directors Deans and Directors Heads of Departments Heads of Department

20 In 2012 MUHAS developed Office of Sponsored Projects unit under DRP. The unit is fully functioning with three members of staff. The office is working closely with sponsored projects accounts department and all PIs. Dartmouth through IEARDA helped MUHAS to register to grant.gov, era commons, sam.gov, PMS and other platform. MUHAS can now apply grant directly to federal funding agencies and become primary awardee.

21 The MUHAS Grants Management Officer s primary responsibility is to provide grants management support and oversight for awards and sub-awards issued through a variety of mechanisms to MUHAS and to administer the full life cycle of grants management activities beginning from pre-award monitoring and assessments; overseeing individual project administrators during post award phase to ensure adequate monitoring/compliance and close-out procedures. The Grants Management Officer engages in planning, monitoring and tracking grants in cooperation with specific project accountants and administrators, MUHAS procurement unit, finance department and legal office (for contracts). This position reports to the Directorate of Research and Publications.

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23 All project contracts are signed by DRP. With this it is easy to track compliance. There is improved support for pre and post award management PIs and prospective PIs are registered in era commons and are encouraged to apply for grants There have been several training on matters of research projects. The training focused on both, research administration and proposal writing

24 Training Assessment Survey System and Policy Assessment Monthly Conference Calls Webinars Attendance of MUHAS research administrators at SRA and NCURA On-site 2 and a half day workshop in Tanzania October 2014

25 Agenda Day One: On-site Research Administrators Training October 2014 Day 1 Activity/Topic 9:00 am to 10:30 am Tour of Campus with Focus on Administrative and Research Areas 10:30-10:45 am Welcome Remarks 10:45-11 am Introduction/Roles by each person 11:00-12:00 Roundtable discussions: Organizational Models, Professional Development and the Research Administrator 12:00-12:30 pm Lunch Discussion: Research projects, new initiatives and strategic planning 12:30 pm to 1:30 pm for research administration at MUHAS 1:30-2:30 pm Commons Challenges and Solutions for Proposal Preparation 2:45 pm to 4:30 pm Foundations of Research Administration

26 Agenda Day Two and Three: On-site Research Administrators Training October 2014 Day 2 Activity/Topic 9:00 am to 9:30 am Post Award: Basic principles of internal controls 9:30 am to 10:15 am Post Award: Award Negotiation, Receipt and Account Set Up Post Award: Terms and Conditions; Policies and Procedures for 10:15 am to 11:00 am Effort Reporting, cost transfers 11:00 am to 12:00 pm How to prepare for and survive an audit (case studies) 12:00 pm to 12:30 Lunch Roundtable Discussion: Dartmouth, UCSF, MUHAS Policies and 12:30-1:15 Procedures Day 3 Activity/Topic 9:00 am to 10:00 am Case Studies 10:00 am to 11:00 am Open Forum/Discussion 11:00 AM -11:30 am Closing Remarks

27 Year 1 Hired OSP staff including Nana Office set up Centralized data base for tracking sponsored projects Hired support staff for accounting and procurement Defined roles, responsibilities and accountability of OSP Year 2 Draft SOPs, including procurement and finance manuals, and routing procedures Route all grant applications, negotiations through OSP Year 3 Continue Dartmouth, MUHAS, UCSF training of research administrators Evaluate program outputs, outcomes and impact

28 Pre-award Assure readiness to submit applications, registrations on donor application systems Funding opportunities Proposal development: review of funding announcements, budget preparation Tracking proposals Negotiation of awards Post-award Analyze terms and conditions Administer policies and procedures for compliance with grant terms, research ethics, conflict of interest, research misconduct, IRB Develop and implement a project reporting system (financial and technical performance) Work with sponsors and auditors Training and staff development

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31 Financial Regulations Material Transfer agreement IRB Policy MUHAS Research Policy

32 There is still a rudimentary record keeping system. Scarcity of skilled human resources at OSP Lack of SOP for research administration function There is need for competency based training in pre and post award management so that the business aspect of projects can be managed by administration staff while science remains with scientists. This will reduce burden to PIs and eventually produce better research reports.

33 Procurement Time and Effort reporting Financial transactions Overhead costs/charges: amount charged and expenditure Consultancy Human resource: Hire, Departing staff, probation and other changes

34 OSP at MUHAS is expected to be a fully functioning unit working closely with PIs and sponsors. The office will provide support from looking for funding opportunities to close outs. The unit is expecting to hire more competent staff in areas of legal, procurement, accounting, Human resource and research administration/development.

35 The partnership has been successful because there are more research collaborations between the institutions involved. Senior research administrators from both UCSF and Dartmouth have been support MUHAS OSP through training, mentorship and enquiries.

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37 UCSF Global Health Sciences globalresearchhub.ucsf.edu NACUBO International Resource Center irc.nacubo.org NIH Fogarty International Center

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40 International Research Ethics Education and Curriculum Development Award (Bioethics) Deadlines Deadlines Upcoming letter of intent due dates: April 22, 2015 Upcoming application due dates: May 22, 2015 Eligibility Eligibility Applications from foreign organizations must be from institutions located in countries defined by The World Bank as low income, lower-middle income or upper-middle income. See The World Bank Country and Lending Groups to identify countries with low- or middle-income economies. Applicants are encouraged to collaborate with Fogarty Research and Research Training programs, or with other NIH grantees working in the developing countries where trainees are recruited. Collaboration with partners (listed below) is also encouraged. View full eligibility in the program announcement. Program Overview Program Overview The purpose of the International Research Ethics Education and Curriculum Development Award is to develop master's level curricula and provide educational opportunities for developing country academics, researchers and health professionals in ethics related to performing research involving human subjects in international resource poor settings. The goal of this initiative is to increase the number of developing country scientists, health professionals and relevant academics with in-depth knowledge of the ethical considerations, concepts and applications in clinical and public health research.

41 This project has been made possible by the generous support of the National Institutes of Health, Fogarty Center, G11TW009577