OFFICE OF SPONSORED PROGRAMS FUNDAMENTALS OF SPONSORED PROGRAMS PRE AWARD ACTIVITIES
HPHC CMO THE INSTITUTE DPM OSP IRB HPHC Finance HPHC Compliance
1992 HPHC and HMS jointly sponsor DACP 2009 HMS dropped out and HPHC formed the Institute and DACP was renamed DPM DPM remains an appointing dept at HMS HPHC is an affiliate of HMS
OFFICE OF SPONSORED PROGRAMS PERSONNEL Grants Management Charlotte A. Johnson Director Lawanna Bullock Business Analyst/Grants Accountant Cary Williams Sr. Grants Manager Nick Mulherin Sr. Grants Manager Nwenna Swan Grants Manager Julie Lovell Grants Manager Amber Warren Program Coordinator HSC/Compliance Sheila Fireman Director, Research Integrity & Compliance Paula Tebeau IRB Administrator Lorene Corbin Administrative Assistant
AWARDS ARE MADE TO HARVARD PILGRIM HEALTH CARE, INC. HARVARD PILGRIM IS EITHER THE PRIME OR A SUBCONTRACTOR
Grant mechanism to provide financial assistance to carry out an approved set of activities Cooperative Agreement similar to a grant, but usually involves significant level of sponsor participation Subaward or Subcontract contract, under a grant, cooperative agreement, or contract, between the prime grantee and a collaborating institution Contract An award instrument (usually sponsor initiated, specified in an RFP) establishing a procurement relationship between a sponsor and a recipient Cost Reimbursement institution incurs costs and submits invoices for payment Deliverable/Milestone Payment is based on dates or work plans
Sponsored Programs Application (SPA) Program Announcement (PA) Request for Proposal (RFP) Task Order (TO) Letter of Intent (LOI) Statement of Work (SOW) Notice of Grant Award (NOA) Contract Subcontract Grants Management Module (GMS) Signing Authority (SO)
EVERY PI MUST BE REGISTERED ON eracommons Get form from me PM S/Assistants may be registered too Once you receive email notification, have your PI assign the grant to you
PI decides to apply Read instructions Spa and instructions to OSP FCOI Disclosures to IRBNet.org Draft budget on 398 forms SF424 (if Federal) or sponsor s forms JIT Award IRB Approval
Inform GM of grant submission Prepare initial SPA, (make sure current version, always use new), obtain signatures and submit it to grant manager Prepare the budget Gather FCOI disclosures and upload into IRBNet Prepare and submit the grant application through grant manager Prepare JIT documents Submit complete application in IRBNet when appropriate
PRE AWARD TIMELINE AND YOUR RESPONSIBILITIES 3 weeks prior to submission SPA Sections I, II, III, VI Program announcement or application instructions GRANTS: Five (5) business days prior to agency submission deadline CONTRACTS: Seven (7) business days prior to agency submission Deadline Electronic version of shell or application All years line item budget and justification Draft protocol Subcontractor(s) paperwork Administrative sign offs 2 days prior to submission All final documents 3 weeks prior to IRB meeting Submission of applicable forms in IRBNet
OFFICE OF SPONSORED PROGRAMS FUNCTIONS/RESPONSIBILITIES Pre Award Review initial SPA and application instructions Determine what, if any, other reviews are necessary Guide investigators and staff through process Resolve issues Remain current on policies Sign LOI Review final application submit electronic submissions
Post Award Negotiate contract and/or subcontract(s) Produce reports of expenditures Receive and approve subcontract invoices File FSR and produces financial reports for sponsors Subrecipient Monitoring Compliance Financial Conflict of Interest Research Integrity IRB/HSC Protocol monitoring/audit (HSC) Human Subjects Research Training Trainings
Cost sharing on a sponsored program is a contribution to the cost of the project not funded by the sponsor If required, must fill out SPA section IV and have signed by Dept Administrator. Examples when cost sharing may apply: Salary is over the NIH cap (current cap = $179,700) Training grants such as K awards that have a salary $$ maximum The cost share % is charged to a non federal project, but the effort is tied to the sponsored grant/project. POST AWARD: Modify T&E reports to reflect the % effort on the sponsored project
LOI or Cover sheet (signed by SO) Abstract or project summary Statement of work (SOW) Budget (draft or final on 398; SF424) Budget justification Checklist Biosketch Resources FCOI attestation
Review FOA, RFA or PA for special application requirements Do not exceed page lengths Prior NIH approval is required for submission of applications with direct costs exceeding $500K in any budget year Adhere to HPHC and sponsor deadlines HPHC requires applications 2 days prior to deadline Grants.gov has done away with 2 day window
Grants are awarded to Harvard Pilgrim Health Care, Inc. All proposals, budgets and commitments to participate must be approved by OSP Communication with sponsors facilitated by OSP Must have approval by HSC Communication with HPHC legal department is facilitated by OSP Communication with IT regarding approval for websites, software, etc. facilitated by OSP Only the SO is authorized to sign submissions, contracts, subcontracts, consulting agreements
Collaborator contracts for the performance of a substantial and/or a significant portion of the activities to be conducted under the grant Involve a specific percent of effort from the consortium organization s principal investigator and a categorical breakdown of costs, such as personnel, supplies, and other allowable expenses, including facilities and administrative (indirect) costs
SUBCONTRACTOR MUST HAVE DUNS NUMBER REGISTERED IN SAM IRB APPROVAL FCOI ATTESTATION
Legal agreement between prime and collaborating institution Defines scope of work Passes on Terms & Conditions Binds the collaborator to federal regulations Ensures human subjects regulations Provides collaborating institution the authority to invoice prime grantee for expenses
Ownership of data Right to publish with no approval Mutual indemnification Intellectual property Copyright
Letter of Intent Letter of Support Scope/statement of work Budget (on 398 or extract SF 424 budget pages) Budget justification Biosketch(s) key personnel FCOI attestation Evidence of Human Subjects Training (JIT) Other Support (JIT)
Limited professional advice or services for a fee Consultants must go through the IC process and be approved by HR and legal Check with grants manager first to make sure that it is a true consultancy and not a subcontract.
PROVIDE SERVICE NOT CONDUCT RESEARCH BLOOD ASSAYS TRANSCRIPTION OSP INITATNG VENDOR AGREEMENTS
Basic grants management terminology Types of Funding Opportunities Award Mechanisms Go To List