ABA Meeting Office of Contract & Grant Administration Linda Collins – Director/AVC, OCGA Lisa Meredith – Associate Director, OCGA Ross Dammann – Manager, Business Systems & Strategy, OCGA December 6, 2016
Agenda • OCG CGA – Ne New F Faces es f for t the F e Future! • Updated Organization Structure • Mission • OCG CGA Impr proving ng our ur Ser ervice e – Chang nging ng the w e way w we e assign work a and nd ser ervice d dep epartmen ents • 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? • Discu cussion ion • Communication & Outreach • Timely Proposal Submissions
OCGA Updated Organizational Chart Linda Collins AVC, Director Lisa Meredith Associate Director Open Open Open Ross Dammann C&G Manager C&G Manager Assistant Director Business Systems Manager Health Sciences General Campus Subawards Pam Urioste Sheila Paul Erin Zardouzian Mary Mansfield Patti Williams Stella Sung Karim Hussein Trevor Johnson Angela Logan Franklin Garrett Brendan Daly Susanna Pastell Ernesto Donate Marianna Meyer Jeff Warner Sabrina Bakit Annie Williams Jennifer Leich Michael Brown Cynthia Escobedo Mary Brown (43%) Wilma Orantes Kat Philbin Oudone Sisanachandeng Kimberly Galindo (TES) Derek Jackson Katarina Tang Fernan Balsalubre Sharon Mahan Barbara Heironimus Sylvia Arrhenius (TES) MTA TEAM Kalyn Miller Kalina Aki Open MTA Specialist
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.
Agenda • OCG CGA – Ne New F Faces es f for t the F e Future! • Updated Organization Structure • Mission • OCG CGA Impr proving ng our ur Ser ervice e – Chang nging ng the w e way w we e assign work a and nd ser ervice d dep epartmen ents • 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? • Discu cussion ion • Communication & Outreach • Timely Proposal Submissions
OCGA Department Model GENERAL CAMPUS GENERAL CAMPUS HEALTH SCIENCES HEALTH SCIENCES HEALTH SCIENCES NEUROSCIENCES NEUROSCIENCES NEUROSCIENCES BIOLOGICAL SCI. BIOLOGICAL SCI. SOCIAL SCI. SOCIAL SCI. PEDIATRICS PEDIATRICS PEDIATRICS SERVICE LINES SERVICE LINES SERVICE LINES • Federal Contracts • Federal Contracts • Federal Contracts Principal Principal Principal Principal Principal Principal Principal Principal Principal Principal • California Agreements • California Agreements • California Agreements Analyst Analyst Analyst Analyst Analyst Analyst Analyst Analyst Analyst Analyst D E P A R T M E N T R E Q U E S T S D E P A R T M E N T R E Q U E S T S D E P A R T M E N T R E Q U E S T S • Industry Agreements • Industry Agreements • Industry Agreements • Subaward Contracts • Subaward Contracts • Subaward Contracts • PI-Initiated Clinical Trials • PI-Initiated Clinical Trials • PI-Initiated Clinical Trials • Foreign Gov’t Agreements • Foreign Gov’t Agreements • Foreign Gov’t Agreements . . . . . . . . . . . . . . Senior Senior Senior Senior Senior Senior Senior Senior Senior Senior . . . Analyst Analyst Analyst Analyst Analyst Analyst Analyst Analyst Analyst Analyst • N on-Profit Agreements • N on-Profit Agreements • N on-Profit Agreements • Incoming Subaward • Incoming Subaward • Incoming Subaward Grants Grants Grants • Federal Grants/ • Federal Grants/ • Federal Grants/ Analyst Analyst Analyst Analyst Analyst Analyst Analyst Analyst Analyst Analyst Cooperative Agreements Cooperative Agreements Cooperative Agreements • Federal & Other • Federal & Other • Federal & Other Fellowships Fellowships Fellowships • UC Programs • UC Programs • UC Programs
Contract & Grant Service Lines Service Lines are distinct categories of agreement/transaction types. How were they developed? SERVICE LINES • Grouped by Like Items – What transactions are processed in a • Federal Contracts similar way, using similar steps or tools. • California Agreements D E P A R T M E N T R E Q U E S T S • Industry Agreements • Complexity – Some types of agreements include very complex legal • Subaward Contracts • PI-Initiated Clinical Trials language and terms and take a long time to negotiate, while other • Foreign Gov’t Agreements agreement types involve relatively routine terms and steps and can be completed more quickly. . • N on-Profit Agreements • System Legacy – Some transaction types are handled in a certain • Incoming Subaward way or using certain tools: Grants • Because of how some systems are set up to handle their data (for example, because of the way some items are coded in • Federal Grants/ Cooperative Agreements COEUS). • Federal & Other • Based on past processes between distinct offices (for Fellowships • UC Programs example, between OCGA and OPAFS).
Department Teams Department Teams comprise of 3 c&g officers (1 analyst, 1 senior analyst, and 1 principal analyst) collaborating to serve a department. General Campus Benefits: BIOLOGICAL SCI. SOCIAL SCI. PHYSICAL SCI. ARTS & HUM. • Departments will have a consistent team they work Principal Principal Principal Principal Trevor Trevor Mary Mary Analyst Analyst Analyst Analyst with • More insight into PI portfolios . . . . Senior Senior Senior Senior Cynthia Sabrina Sabrina Susanna Analyst Analyst Analyst Analyst • Builds strong relationships Analyst Analyst Fernan Analyst Oudone Analyst Fernan Fernan *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. Principal Manager PHARMACOLOGY PEDIATRICS FAMILY MEDICINE MEDICINE Principal Analyst Managers Erin Erin Brendan Stella (1 HS and 1 General Campus) are responsible for distributing workload to the members of each Department Team based on: . . . . Michael Wilma Derek Wilma • staff availability • work capacity • agreement complexity • staff absences Barbara Barbara Barbara Barbara *Names are illustrative and not meant to reflect actual assignments*
Department Model at Work PHYSICS Principal Manager GENERAL CAMPUS HEALTH SCIENCES NEUROSCIENCES BIOLOGICAL SCI. PHYSICAL SCI. MEDICINE SERVICE LINES • Federal Contracts Principal Principal Principal Principal • California Agreements Analyst Analyst Analyst Analyst D E P A R T M E N T R E Q U E S T S • Industry Agreements • Subaward Contracts • PI-Initiated Clinical Trials • Foreign Gov’t Agreements . . . . . . Senior Senior Senior Senior . Analyst Analyst Analyst Analyst • N on-Profit Agreements • Incoming Subaward Grants • Federal Grants/ Analyst Analyst Analyst Analyst Cooperative Agreements • Federal & Other Fellowships • UC Programs
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
Expected ‘Go-Live’ Date Finalize staff • OCGA Internal Campus Focus OCGA • Finalize assignments Cross Training Groups Roadshow internal • Announce new resources model and Develop • Go-Live Late April 2017 teams to potential staff campus assignments Jan 2017 Mar 2017 Feb 2017 Apr 2017 Dec 2016 Conduct • Conduct • • Cross training department outreach to on new roadshow understand sponsors Internal OCGA campus • Documentatio Campus Resources and thoughts and n preparations Announcements Preparation concerns
Agenda • OCG CGA – Ne New F Faces es f for t the F e Future! • Updated Organization Structure • Mission • OCG CGA Impr proving ng our ur Ser ervice e – Chang nging ng the w e way w we e assign work a and nd ser ervice d dep epartmen ents • 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? • Discussio ion n and N nd Next S Steps • Timely Proposal Submissions • Communication & Outreach
Timely Proposal Submissions
Daily Proposal Submissions
Next Steps • January – April: Communication & Outreach • Approx. Late April 2017: Launch of new model • Continuous Department Feedback • Questions?
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