Title: The Critical Role of Departmental Business Managers in Research Administration
1The Critical Role of Departmental Business
Managers in Research Administration
- Module 11
- UM Research Administration Certification Program
- March 28, 2007
2Learning Outcomes
- Get a better understanding and appreciation of
just how critical the Business Managers role is
in University research administration and the
life cycle of a sponsored research award - Get a better understanding for professional and
personal skills needed to be successful in that
role - Learn of resources to aid continued success in
the role of the Business Manager
3Overview of the Role of the Departmental Business
Manager
- Assist faculty with preparation and submission of
research proposals - Administer faculty research awards
- Work with ORAA, OCGA, and other related units on
campus on behalf of faculty - Serve as first line of compliance monitor for
sponsored research
4Central, therefore, Critical Role!
5What that really means is that you have to.....
- Know it
- Record it
- Monitor it
- Reconcile it
- Analyze it
- Report it
- Correct it
- Defend it
6Elements of Responsibility for the Business
Manager related to Research
- Proposals and Pre-award Tasks
- Accounting and Reconciliation
- Planning and Forecasting
- Compliance Monitoring
- Training and Learning
7The Business Manager and the Award Life Cycle
8Elements of ResponsibilityProposals and
Pre-award Activity
9Myth Faculty do proposalsFact YOU do too!
- Solicitations
- Budget
- Routing
- Assembly
- Submission
10Elements of ResponsibilityProposals and
Pre-award Activity
11Award is Imminent
- Revised Budgets
- JIT requests from sponsor
- Back-up for budget figures
- Pre-award costs or not
- Facultys anxieties
12Elements of ResponsibilityAccounting and
Reconciliation
13Accounting and Reconciliation
- Departmental Shadow System
- Reconciling to FRS
- Reporting to PIs
- Reporting to sponsors
14Planning and Forecasting
- What-if scenarios
- Short-term projections
- Long-term projections
- Planning for current personnel support
- Planning for potential personnel support
- Alerts for PIs
15Elements of ResponsibilityCompliance Monitoring
- Most critical element of all!
16Critical areas to monitor
- Purchasing
- Travel
- Expiration dates
- Approved budgets
- Reporting
- Record Retention
17Elements of ResponsibilityTraining and Learning
- Training Staff and Staying Up-to-date
18Training and Learning
- Provide explanations and reasoning for
corrections - Provide staff with continued education
opportunity in research administration - Share your own continued education and up-date
efforts - Provide resources for staff
19Another element of ResponsibilityBe a Mother!
- .....because they wont remember themselves
20Did you........?
- ...submit technical report?
- ...monitor and contact sub-recipient?
- ...ask students to submit tuition remission?
- ....you cant do that!
21Resources and Toolsfor Departmental
Administrators
- Information Resources
- And
- Tools for Success
22Resources
- Workshops (NCURA, Personnel, ORAA )
- Websites (ORAAs is the Best! government agencies
and other sponsors sites) - ORAAs Certification Program
- Comptrollers Office, OCGA
- Your Contract and Grant Administrator at ORAA
- ORAAs Quick Reference Guide on Research
- Other departmental administrators
- Listserves (e.g. NCURA Neighborhoods)
- Procedures Manual
23Useful URLs
- www.umresearch.umd.edu/ORAA
- It links to EVERYTHING else!
- www.umresearch.umd.edu/ORAA/workshops/Cert_Prog/co
urse11/RetentionRecordsManage.pdf - Record Retention (surprise from ORAAs site)
- www.nsf.gov/home/grants/grants_fdp.htm
- FDP Prior Approval Requirements Matrix
- http//nsf.gov/funding/pgm_list.jsp?orgNSFordda
te - NSF by Deadlines
- http//www.whitehouse.gov/omb/circulars/index-educ
ation.html - OMB Circulars for Education institutions
- http//www.acquistion.gov/far/index.html
- FAR
24Tools
- Proposal Checklist
- Cost Share Reporting Worksheet
- Flow-charts
- Deficit Reports from OCGA
- Expiration Reports from ORAA
- Red-Flag Sheets
- Salary templates
- Personnel Matrix
25What makes a good Business Manager?
- Facultys point-of-view
- Personify customer service
- Being responsive
- Being available
- Being reliable
- Give sense of priority
- Shelter from administrative processes and
bureaucracy - Find a way but stay legal
-
- Central Admin.s point-of-view
- Being responsive
- Being consistent
- Being proactive
- Being a buffer for ORAA from facultys impatience
and expectations
26Personal Skills and Attributesof a Successful
Business Manager
- Professional attitude
- Adaptive and flexible
- Proactive
- Broad-view of processes
- Reliable
- Determined but diplomatic
- Good communication skills
- Cultivate relationships
27SummaryA successful business manager.
- supports faculty and department in research
administrative functions - advocates and advises faculty and staff
- establishes network of support system
- stays current in research policies and procedures
28Contact Information
- Petra Zapf, CRA, Assistant Director of Finance
and Administration, UMIACS - pzapf_at_umiacs.umd.edu
- Phone 301-314-2716
- Aimee Howell, Assistant Director of Finance,
Center for Advanced Study of Language - ahowell_at_casl.umd.edu
- Phone 301-226-8805