RSA Town Hall Meeting

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RSA Town Hall Meeting

• Thursday, October 15, 2009
• 130-330 pm
• HSW-300(Parnassus) w/ live broadcast to Rock Hall
  102 (Mission Bay) and Fresno Campus

Controllers Office
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ARRA FY10 Quarter 1 Reporting
Sneak Preview Quarter 2
Controllers Office
Lana Tomitch, Manager, ARRA, Extramural Funds
October 15, 2009
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AWARD REPORTING STATISTICS

• Grand total of all ARRA awards received 193
• Total amount of awards 100 million
• 76 million direct costs
• 24 million FA
• About 10 of all UCSF research funding for FY09
• KEEP UP THE GREAT WORK!

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AWARD REPORTING STATISTICS
Number of prime awards received 187

• Total awards 98 million
• 75 million direct costs
• 23 million FA
• Includes 2 non-research awards
• One Federal Work Study Awards
• One Scholarships for Disadvantaged Students Award
• Reported on all 187 awards

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AWARD REPORTING STATISTICS

• Number of sub awards received 6
• Total amount of awards 2 million
• 1 million direct costs
• 1 million FA

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Additional Data Elements CO Report

• UC DUNS
• Funding and awarding agency codes
• Program source code
• Activity codes
• Amount of award
• Total number of subcontracts
• Vendor payments total
• Vendor payments over 25,000 to any one vendor
• Project name
• Funds received/invoiced
• Expenditures

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Submission to the government

• October 10, 2009 had to report on all ARRA funds
  received with start date 9/30/09 or prior
• Data elements pulled from PeopleSoft RAS, GL and
  AP tables
• OMB provided template with data elements to
  populate
• OMB gave 2 options Excel spreadsheet or XML
  schema

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Submission to the government

• UCSF selected XML schema
• Team of OAAIS, PMO, OSR, and EMF worked on
  process
• OAAIS developed technical aspects of downloading
  data from three systems
• EMF generated a pre-populated XML template for
  each award
• EMF manually uploaded each XML template
• OMB sent back confirmation of receipt of XML
  template error free

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XML Data Page
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Success!
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Quarter 2 Reporting

• New deadline to facilitate furloughs and holiday
  office closures
• Department data collection close date
  WEDNESDAY, DECEMBER 16, 2009
• Department data elements to input
• 1. Project activity description (like a proposal
  abstract)
• 2. of Jobs Created/Retained (only direct
  charged, not planning to hire)
• FTE effort divided by 3 months
• If no one hired yet, put in 0
• 3. Description of Jobs (only research working
  title)
• For example, PI, co-PI, Research Associate
• No other text
• 4. Click on ARRA Job Supporting Documents
• Copy of ARRA Jobs Created/Retained Job Aid found
  on the Controllers Office website, EMF,
  Communications
• Attach file

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Review of department certification
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Upload ARRA Jobs Created/Retained Job Aid
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Jobs Created/Retained Job Aid
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Total FTE Must Match
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Quarterly Average Calculation
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Quarterly Totals Must Match
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Helpful Q2 hint for departments

• For new award, go to PeopleSoft, Grants, Award
  Profile
• Click on the ARRA reporting link
• Enter Project Activity Description
• Like an abstract in proposal limit 254
  characters
• Click on the save button
• Certify closer to the deadline when you have of
  jobs created/retained and project completion
  status information
• For continuing awards, go to PeopleSoft, Grants,
  Award Profile
• Click on the ARRA reporting link
• Project Activity Description no need to change
• Add of jobs created/retained
• Upload FTE spreadsheet, as needed
• Enter completion status
• Save and certify

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Next steps

• Working with the OMB to improve and streamline
  the subs in and subs out reporting process
• We will develop improved more refined procedures
  for subs in and out for Quarter 2 reporting
• Once the new procedures are in place, we will
  host an ARRA Quarter 1 Reporting Lessons
  Learned webinar, date to be determined

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Department Feedback

• What worked?
• What could work better?
• Questions.
• Contact Lana Tomitch, ARRA Manager,
• 476-1993 lana.tomitch_at_ucsf.edu