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The Critical Role of Departmental Business Managers in Research Administration

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Title: The Critical Role of Departmental Business Managers in Research Administration


1
The Critical Role of Departmental Business
Managers in Research Administration
  • Module 11
  • UM Research Administration Certification Program
  • March 28, 2007

2
Learning 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

3
Overview 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

4
Central, therefore, Critical Role!
5
What that really means is that you have to.....
  • Know it
  • Record it
  • Monitor it
  • Reconcile it
  • Analyze it
  • Report it
  • Correct it
  • Defend it

6
Elements 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

7
The Business Manager and the Award Life Cycle
8
Elements of ResponsibilityProposals and
Pre-award Activity
  • Proposal Process

9
Myth Faculty do proposalsFact YOU do too!
  • Solicitations
  • Budget
  • Routing
  • Assembly
  • Submission

10
Elements of ResponsibilityProposals and
Pre-award Activity
  • Pre-Award Activity

11
Award is Imminent
  • Revised Budgets
  • JIT requests from sponsor
  • Back-up for budget figures
  • Pre-award costs or not
  • Facultys anxieties

12
Elements of ResponsibilityAccounting and
Reconciliation
  • Shadow System

13
Accounting and Reconciliation
  • Departmental Shadow System
  • Reconciling to FRS
  • Reporting to PIs
  • Reporting to sponsors

14
Planning and Forecasting
  • What-if scenarios
  • Short-term projections
  • Long-term projections
  • Planning for current personnel support
  • Planning for potential personnel support
  • Alerts for PIs

15
Elements of ResponsibilityCompliance Monitoring
  • Most critical element of all!

16
Critical areas to monitor
  • Purchasing
  • Travel
  • Expiration dates
  • Approved budgets
  • Reporting
  • Record Retention

17
Elements of ResponsibilityTraining and Learning
  • Training Staff and Staying Up-to-date

18
Training 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

19
Another element of ResponsibilityBe a Mother!
  • .....because they wont remember themselves

20
Did you........?
  • ...submit technical report?
  • ...monitor and contact sub-recipient?
  • ...ask students to submit tuition remission?
  • ....you cant do that!

21
Resources and Toolsfor Departmental
Administrators
  • Information Resources
  • And
  • Tools for Success

22
Resources
  • 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

23
Useful 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

24
Tools
  • Proposal Checklist
  • Cost Share Reporting Worksheet
  • Flow-charts
  • Deficit Reports from OCGA
  • Expiration Reports from ORAA
  • Red-Flag Sheets
  • Salary templates
  • Personnel Matrix

25
What 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

26
Personal 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

27
SummaryA 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

28
Contact 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
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