Human Subject Research CommUnity Conference Disaster Recovery Planning

Transcription

1 Human Subject Research CommUnity Conference Disaster Recovery Planning Tony Carna Senior Director Sponsored Programs Administration September 11, 2014

2 Superstorm Sandy On October 29 th 2012 Superstorm Sandy made landfall near Atlantic City. The 900 mile wide storm s storm surge peaked at a full moon high tide causing record flooding, overwhelming the New York City s flood walls. The flood severally water damaged the city s facilities, power grids, and transportation systems.

3 The Shore

4 Subway Station in Lower Manhattan

5 Ground Zero

6 NYULMC s Location NYULMC

7 Show video here! NYULMC Evacuation

8 Impact on NYULMC Research Three major research facilities on our main campus suffered major disruption from flooding and power outage. In addition to the NYULMC facilities, NYU SoM faculty also have clinical and research responsibilities at both Bellevue Hospital (operated by NYC) and the VA NY Harbor Healthcare System which were both severely impacted by the storm as well.

9 Emergency Management Efforts All three medical centers were evacuated. Only essential personnel were allowed to work during the initial week. Assessments were needed to understand the damage to the physical plant, infrastructure and any contamination present from the flood waters. The Office for Science and Research which is comprised of all research administration, shared cores and research compliance components of NYULMC established a Command Center and daily communications for the research community.

10 Recovery Efforts It quickly became clear that relocations would be needed for many types activities, all of which had distinct challenges: Research labs Sample and freezer storage Clinical research performance sites Records for active studies Investigational pharmacies

11 Impact on Research Space Building Medical Science Building Healthcare and Clinical Science Approximate NSF Research Impacted Number of labs Date Operations Restored 110, Partially restored Feb 14 32,000 5 Feb 13 Smilow Neuroscience 112, Dec 12 Skirball Institute 93, Nov 12 Bellevue (NYC HHC) 45, Feb 13 VA NY Harbor 19, July 13 Totals 411,

12 NYULMC Recovery Timeline Oct-12 May-14 Dec-15 ASC Space Jul-19 New Science Building Nov-22

13 Internal Communication Due to the disruption of our normal power and communications many methods were needed initially to get the word out: Town halls Flyers that were posted throughout the facility Help desk (concierge) OSR Tweeter As power and services were restored more traditional options were used: blasts Sandy Advisors and Recovery Assistance (SARA) Team and website Websites became an IMPORTANT way to share status updates, FAQs and institutional templates.

14 External Communication Regulatory, collaborating and sponsoring organizations had to be notified, but extensive faculty support is needed. Critical Topics! Level of performance disruption and diversion of resources to recovery efforts Disruption of ongoing clinical trials Loss of grant funded research resources Impact on supported trainees Performance site changes Probability of recovery support

15 OSR OFFICE OF SCIENCE & RESEARCH Click here to request a session with SARA advisors Templates

16 Covering Research Losses NYULMC loss forms were developed immediately Research Finance and Legal Services are managing the insurance and FEMA accounting and claims Losses are covered (in order) by: Insurance, FEMA, sponsor support NIH typically supports: Personnel, equipment, unique supplies

17 Sandy (DRAA) Proposal Submissions NIH published the Sandy Recovery RFAs in mid April with deadlines that varied from mid June through January 2014 (the January date was later changed September 2013). We made an institutional decision to submit most of our supplements for the early supplement deadline. The Department Administrators and OSR/Sponsored Programs Administration (SPA) projected our Sandy and non- Sandy submission volume at 400 over the course of four weeks (~400% of normal volume).

18 Sandy (DRAA) Proposal Submissions The projected 400 June through mid July submissions were parsed into 3 groups and submitted to SPA on the three Friday s prior to the June 12 th RFA-OD deadline. Decisions regarding which grants were selected for each group were made at the department level. Six workshops per week were held to provide instruction on how submit under the DRAA RFAs. One-on-one consulting was provided the SARA team.

19 DRAA (Sandy) Awards, Management and Oversight Post Award Expectations Implement the Sandy proposal Spend timely Report quarterly, annually and upon completion Double reporting if an initial award received was revised to award additional dollars in a separate federal fiscal year All 226 awards with 296 project accounts are subject to the OIG review The OIG review started June 3 rd and so far they have selected 103 projects

20 Improper Payments Elimination and Recovery Act 2012 (IPERA) Monitoring NIH is conducting improper payment monitoring on all Sandy awards issued under the DRAA of Reports are provided with quarterly data, but filed semiannually Budget categories mirror the Schedule of Expenses of Federal Assistance (SEFA) format Certification needed that expenses are directly benefiting the project as approved or that written approval has been granted

21 Facilities Lessons Learned Consider a co-generation plant if you have not already. It takes 5 years to complete! Include compression plans as a part of your space inventory process Arrange collaboration agreements for space and core services in advance.

22 Communication Lessons Learned Have an array of communication methods prepared including social media to address local infrastructure failure. Messaging Phone trees Internal External External conference call services Social Media Hold town halls and other in person sessions to maintain contact with the faculty and staff.

23 Research Resources Lessons Learned Centralize bio-specimen samples for non-active studies. It is more efficient and more effectively managed if an emergency occurs. Establish a record depot for active clinical studies immediately to assist with study continuation. Freeze Sperm and embryos to protect animal lines.

24 Lessons Learned Finance and Sponsored Programs Supply standardized loss forms ASAP Encourage cell phones pictures as documentation Seek advise from other institutions that have been through a recovery effort Tightly coordinate department and central efforts for recovery proposals Prepare for new unique award account set-ups even thou most research recovery mechanisms are referred to as supplements

25 Common Questions How complete is your recovery to date? How has the storm damage impacted recruitment? How has the storm impacted faculty and staff retention? Did you bring in additional staff for DRAA submission and set-up? What impact has the storm damage affected submissions awards? Were your staff member s homes affected?

26 Contact Information Tony Carna, Senior Director Sponsored Programs Administration NYU School of Medicine