Office of Grants Administration OGA: Roles and Responsibilities - PowerPoint PPT Presentation

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Office of Grants Administration OGA: Roles and Responsibilities

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... of the grants currently funded by NIH ... Reference to the NIH Grants Policy Statement. Terms of Award ... NIH Grants Policy Statement, December 2003 ... – PowerPoint PPT presentation

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Title: Office of Grants Administration OGA: Roles and Responsibilities


1
Office of Grants Administration (OGA)Roles and
Responsibilities
  • Leslie Hickman
  • Grants Management Specialist

2
The NIH Extramural Team
Review
Grants Management
Program
3
Function of Grants Management
  • Complement technical role of Program
  • Overall responsibility for monitoring grants
    process
  • Facilitate timely business management actions by
    grantee
  • Ensure timely and appropriate actions by the
    government

4
Grants Management Officer (GMO) Activities
  • Evaluate application for administrative content
  • Negotiate grant awards
  • Provide consultation and technical assistance
  • Focal point for receiving and acting upon
    requests for prior NIH approval
  • Involvement in all stages of pre-application and
    application review

5
OGA Responsibilities
  • The GMO is the ONLY NIH official authorized to
    obligated NIH to the expenditure of funds or to
    change funding, duration, or other terms and
    conditions
  • OGA maintains the official grant file for NCI

6
Pre-application Application Review
  • Review and comment on FOAs
  • Resource for the grantee and Program Director on
    budgetary and policy matters
  • Attend site visits, peer review, and NCAB
    meetings as necessary

7
Post NCAB Review
  • Review applications selected for funding for
    compliance with applicable requirements
  • Exception funding

8
Competing Applications
  • Categorical
  • Requests costs specific to each category
  • Over 250,000 Direct Costs (excluding 3rd party
    FA)
  • Detailed budget information for each category
  • Institutional base salaries required
  • Modular
  • Requests costs in 25,000 increments
  • Up to 250,000 Direct Costs (excluding 3rd party
    FA)
  • No detailed budget information
  • No individual salary information

9
Preaward Review
  • IRB/IACUC Approvals
  • Certification of Education for Human Subjects
    Research for all Key Personnel
  • Other Support for Key Personnel
  • Requested by the PD
  • The PD identifies scientific overlap, OGA
    identifies budgetary and commitment overlap
  • Review requested budget
  • Review Financial Status Reports (FSRs)

10
Preaward Review (continued)
  • Negotiate amount of award based upon current
    funding plan
  • Prepare and document Program and GMO
    recommendations for concurrence memos
  • Compose and track special terms and conditions of
    award

11
Other Support
  • NIH requires complete and up-to-date other
    support information prior to award for all key
    personnel (except consultants)
  • All sources of research support (including
    outside the applicant organization).
  • Percent efforts must be listed for each project.
  • Grantees must report changes as part of the
    annual progress report.
  • NIH Guide, February 13, 2003
  • http//grants.nih.gov/grants/guide/notice-fil
    es/NOT-OD-03-029.html

12
Other Support Additional responsibilities if the
pending grant will be the fifth or higher funded
award for the PI
  • Request clarifying information that lists each of
    the grants the PI currently receives, the
    approved effort on each grant as well as the
    effort on the pending award
  • Forward updated information to the NCI Program
    Official for review
  • Send an e-mail to all relevant Program staff to
    organize a discussion of the grants currently
    funded by NIH

13
Other SupportAdditional responsibilities
(continued)
  • If it is determined that additional information
    is needed, request a commitment management plan
    for the PI
  • Forward the commitment plan to all relevant
    Program and Grants Management staff for review
    and approval
  • Add term to the award requiring compliance with
    the commitment plan as proposed
  • Update the NCI grant file for each grant with a
    copy of the approved commitment plan

14
The Electronic Grant File
  • The official grant file resides in Egrants
  • OGA is in the process of destroying paper files.
  • Egrants is used by OGA to electronically document
    all aspects of the grant
  • All grantee requests received via paper copy are
    uploaded into Egrants
  • Programs shadow files are unnecessary

15
OGAs Electronic Award Process
  • Application received and reviewed electronically
  • Excel spreadsheet for budget work-up
  • GMS Document Control Sheet (Greensheet)
  • Award prepared in IMPAC II (import budget and
    terms)
  • NGA issued electronically to grantee

16
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17
Document Control Sheet (Greensheets)
  • Electronic Greensheets document the complete
    review of the application.
  • Completed by program directors and grants
    management specialists
  • Includes questions about human/animal subjects,
    funding plan, foreign involvement, model and data
    sharing, other support etc
  • Program greensheet needed before specialist
    greensheet
  • Special issues or concerns should be documented
    in detail
  • Additional documents or correspondence may be
    attached to the greensheet

18
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19
The Notice of Grant AwardNGA OverviewTerms of
Award
20
Notice of Grant Award (NGA)
LEGALLY BINDING DOCUMENT
  • Identifies grantee, project, Principal
    Investigator
  • Indicates funding level
  • Indicates period of support
  • Sets forth Terms and Conditions
  • Provides NIH Contact Information

21
Terms of AwardThe following terms are
automatically incorporated into every award
  • Applicable laws and regulations-including 45 CFR
    Part 74 or 45 CFR Part 92 as appropriate
  • Restrictions on the expenditure of federal funds
    included in appropriations acts
  • Reference to the NIH Grants Policy Statement

22
Terms of AwardAdditional terms and conditions
may be added to the award to
  • Convey general information
  • Include IC specific information or requirements
  • Place restrictions on the award

23
Terms of Award Terms addressing the following
information are added by the specialist to every
NCI award
  • NCI Grants Management Specialist and Program
    Director contact information
  • Customer service feedback website
  • PubMed Central (PMC) for original research
    publications resulting from support from NIH

24
Terms of Award
  • A grantee indicates acceptance of an NIH award
    and its associated terms and conditions by
    drawing or requesting funds from the designated
    HHS payment system or office.
  • NIH Grants Policy Statement, December 2003
  • http//grants2.nih.gov/grants/policy/nihgps_2003/N
    IHGPS_Part5.htm

25

Reviewing Non-Competing Continuation Progress
Reports
26
Continuing Support
  • Grant awards generally for a three, four or five
    year project period
  • Continuing support provided on annual basis
    subject to the appropriation of funds by Congress
  • Support subject to acceptable scientific progress
    by the PI
  • Funds for each future budget period are requested
    on the non-competing continuation progress report.

27
Non-Competing Continuation Progress Reports
  • Due 60 days prior to anniversary date (unless
    E-SNAP Due 45 days prior to anniversary date)
  • Progress Reports are received centrally scanned
    into IMPACII.
  • Specialist reviews Progress Report electronically
    (E-grants)
  • Verifies human/animal subjects assurances and
    IRB/IACUC approvals
  • Reviews changes in updated Other Support
  • Resolves budgetary issues (carryover requests,
    restricted funds, financial status reports, etc)
  • Completes greensheet
  • Terms of award
  • Issue NGA

28
Streamlined Non-Competing Application Procedures
(SNAP)
  • Total Committed Costs are the basis for the award
  • Modified financial reporting FSR only due at
    the end of the competitive segment
  • Three questions in the non-competing progress
    report

29
Streamlined Non-Competing Application Procedures
  • SNAP Questions
  • Change in the other support of key personnel?
  • Significant change in the level of effort for key
    personnel?
  • Estimated unobligated balance greater than 25 of
    current years total budget?

30
Traditional/Non-SNAP Applications
  • Submit complete non-competing progress report
    (PHS 2590)
  • Detailed budget and updated other support
  • Address unobligated balance greater than 25
  • Total committed costs are the basis for the award
  • Annual Financial Status Reports

31
OGA Post Award Responsibilities
  • Follow up on restrictive terms of award.
  • Involved in audit resolutions
  • Misconduct concerns
  • Prior approval requests

32
Responding to Prior Approval Requests
The Office of Grants Administration serves as the
focal point for receiving and responding to all
correspondence from the grantees related to
business management activities.
33
Activities Requiring Prior Approval
  • No-Cost Extensions beyond the first extension
  • Change in Principal Investigator
  • Pre-Award costs of more than 90 days
  • Addition of a foreign component
  • Change in scope or research objectives
  • Significant reduction in effort by PI or other
    key personnel named in NGA

34
Prior Approval Requests
  • All requests for prior approval must be
  • Submitted in writing (e-mails are acceptable)
  • Submitted to the awarding ICs Grants Management
    Specialist no later than 30 days before the
    proposed change
  • Signed by an institutional business official
  • Approved by program and grants management staff

35
Responding to Prior Approval Requests
  • Official response to grantee requests must by
    sent by the OGA
  • Letters of denial must by signed by the Chief
    Grants Management Officer
  • The official grant file resides in Egrants

36
How can you help?
  • Send all correspondence to OGA
  • Request other support from grantees
  • Complete the PD greensheet in a timely manner (by
    1st of the month)
  • Forward all requests to appropriate offices
  • OHRP/OLAW for negotiation of human/animal
    assurances
  • Fogarty for foreign involvement
  • Immediately report to DEA and OGA any allegation
    of misconduct (either fiscal or scientific). Make
    no contact with grantee/PI. NCI should meet
    discuss the issue.

37
Helpful Websites
  • NIH Grants Policy Statement (Rev. 12/03)
    http//grants.nih.gov/grants/policy/nihgps_2001/in
    dex.htm
  • Human Subjects (OHRP) http//www.hhs.gov/ohrp/
  • Animal Subjects (OLAW) http//grants.nih.gov/grant
    s/olaw/olaw.htm
  • OER http//grants.nih.gov/grants/oer.htm
  • NCI Workbench https//i2e.nci.nih.gov/workbench/Wo
    rkbenchView
  • Office of Grant Administration http//www3.cancer.
    gov/admin/gab/index.htm
  • EFDB Intranet http//camp.nci.nih.gov/admin/oem/ef
    db/
  • NCI Grants Process Book Located on NCIs Office
    of Grants Administration webpage
    http//www3.cancer.gov/admin/gab/index.htm
  • Electronic Submission of Grant Applications
    Homepage http//era.nih.gov/ElectronicReceipt/inde
    x.htm
  • NCI Grants Process Book (Located on NCIs Office
    of Grants Administration webpage)
    http//www3.cancer.gov/admin/gab/index.htm
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