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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

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SLIDE 1

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

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SLIDE 2

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
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SLIDE 3

OCGA Updated Organizational Chart

Linda Collins AVC, Director Lisa Meredith Associate Director Open C&G Manager Health Sciences Erin Zardouzian Stella Sung Brendan Daly Jeff Warner Michael Brown Wilma Orantes Derek Jackson Barbara Heironimus MTA TEAM Kalyn Miller Kalina Aki Open MTA Specialist Open C&G Manager General Campus Mary Mansfield Trevor Johnson Susanna Pastell Sabrina Bakit Cynthia Escobedo Oudone Sisanachandeng Fernan Balsalubre Ross Dammann Business Systems Manager Pam Urioste Patti Williams Angela Logan Ernesto Donate Annie Williams Mary Brown (43%) Kimberly Galindo (TES) Open Assistant Director Subawards Sheila Paul Karim Hussein Franklin Garrett Marianna Meyer Jennifer Leich Kat Philbin Katarina Tang Sharon Mahan Sylvia Arrhenius (TES)

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SLIDE 4

OCGA Mission

The Office of Contract and Grant Administration (OCGA) serves

  • ur 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.

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SLIDE 5

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
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SLIDE 6

OCGA Department Model

. . . . .

  • Federal Contracts
  • California Agreements
  • Industry Agreements
  • Subaward Contracts
  • PI-Initiated Clinical Trials
  • Foreign Gov’t Agreements
  • Non-Profit Agreements
  • Incoming Subaward

Grants

  • Federal Grants/

Cooperative Agreements

  • Federal & Other

Fellowships

  • UC Programs

D E P A R T M E N T R E Q U E S T S

SERVICE LINES

SOCIAL SCI. BIOLOGICAL SCI. PEDIATRICS NEUROSCIENCES

Principal Analyst Principal Analyst Principal Analyst Principal Analyst Senior Analyst Senior Analyst Senior Analyst Senior Analyst Analyst Analyst Analyst Analyst

GENERAL CAMPUS

.

HEALTH SCIENCES

. .

  • Federal Contracts
  • California Agreements
  • Industry Agreements
  • Subaward Contracts
  • PI-Initiated Clinical Trials
  • Foreign Gov’t Agreements
  • Non-Profit Agreements
  • Incoming Subaward

Grants

  • Federal Grants/

Cooperative Agreements

  • Federal & Other

Fellowships

  • UC Programs

D E P A R T M E N T R E Q U E S T S

SERVICE LINES

.

  • Federal Contracts
  • California Agreements
  • Industry Agreements
  • Subaward Contracts
  • PI-Initiated Clinical Trials
  • Foreign Gov’t Agreements
  • Non-Profit Agreements
  • Incoming Subaward

Grants

  • Federal Grants/

Cooperative Agreements

  • Federal & Other

Fellowships

  • UC Programs

D E P A R T M E N T R E Q U E S T S

SERVICE LINES

. . . .

SOCIAL SCI. BIOLOGICAL SCI. PEDIATRICS NEUROSCIENCES

Principal Analyst Principal Analyst Principal Analyst Principal Analyst Senior Analyst Senior Analyst Senior Analyst Senior Analyst Analyst Analyst Analyst Analyst

GENERAL CAMPUS HEALTH SCIENCES

. . . .

PEDIATRICS NEUROSCIENCES

Principal Analyst Principal Analyst Senior Analyst Senior Analyst Analyst Analyst

HEALTH SCIENCES

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SLIDE 7

Contract & Grant Service Lines

How were they developed?

  • Grouped by Like Items – What transactions are processed in a

similar way, using similar steps or tools.

  • Complexity – Some types of agreements include very complex legal

language and terms and take a long time to negotiate, while other agreement types involve relatively routine terms and steps and can be completed more quickly.

  • System Legacy – Some transaction types are handled in a certain

way or using certain tools:

  • Because of how some systems are set up to handle their data

(for example, because of the way some items are coded in COEUS).

  • Based on past processes between distinct offices (for

example, between OCGA and OPAFS).

Service Lines are distinct categories of agreement/transaction types.

.

  • Federal Contracts
  • California Agreements
  • Industry Agreements
  • Subaward Contracts
  • PI-Initiated Clinical Trials
  • Foreign Gov’t Agreements
  • Non-Profit Agreements
  • Incoming Subaward

Grants

  • Federal Grants/

Cooperative Agreements

  • Federal & Other

Fellowships

  • UC Programs

D E P A R T M E N T R E Q U E S T S

SERVICE LINES

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SLIDE 8

Department Teams

Department Teams comprise of 3 c&g officers (1 analyst, 1 senior analyst, and 1 principal analyst) collaborating to serve a department.

.

ARTS & HUM.

.

PHYSICAL SCI.

.

BIOLOGICAL SCI.

Senior Analyst Analyst

General Campus

.

SOCIAL SCI.

Principal Analyst Senior Analyst Analyst Principal Analyst Principal Analyst Analyst Principal Analyst Senior Analyst Senior Analyst Analyst Trevor Sabrina Oudone Mary Susanna Fernan Cynthia

Benefits:

  • Departments will have a

consistent team they work with

  • More insight into PI

portfolios

  • Builds strong relationships

Trevor Mary Sabrina Fernan Fernan

*Names are illustrative and not meant to reflect actual assignments*

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SLIDE 9

Workload Assignment and Reassignment

Principal Analyst Managers

(1 HS and 1 General Campus) are responsible for distributing workload to the members of each Department Team based on:

  • staff availability
  • work capacity
  • agreement complexity
  • staff absences

Workload Balance is the redistribution of work within a Department Team to balance capacity and levels of complexity.

Principal Manager

*Names are illustrative and not meant to reflect actual assignments*

.

PHARMACOLOGY

.

PEDIATRICS

.

FAMILY MEDICINE

.

MEDICINE

Michael Derek Brendan Stella Wilma Barbara Erin Erin Barbara Barbara Wilma Barbara

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SLIDE 10

. . . .

PHYSICAL SCI. BIOLOGICAL SCI. MEDICINE NEUROSCIENCES GENERAL CAMPUS

.

HEALTH SCIENCES

.

Department Model at Work

.

  • Federal Contracts
  • California Agreements
  • Industry Agreements
  • Subaward Contracts
  • PI-Initiated Clinical Trials
  • Foreign Gov’t Agreements
  • Non-Profit Agreements
  • Incoming Subaward

Grants

  • Federal Grants/

Cooperative Agreements

  • Federal & Other

Fellowships

  • UC Programs

D E P A R T M E N T R E Q U E S T S

SERVICE LINES

Principal Analyst Principal Analyst Principal Analyst Principal Analyst Senior Analyst Senior Analyst Senior Analyst Senior Analyst Analyst Analyst Analyst Analyst

Principal Manager PHYSICS

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SLIDE 11

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
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SLIDE 12

Expected ‘Go-Live’ Date

Dec 2016 OCGA Internal Cross Training

  • Cross training
  • n new

sponsors

  • Documentatio

n preparations

Internal OCGA Resources and Preparation Jan 2017

  • Finalize

internal resources

  • Develop

potential staff assignments Campus Focus Groups

  • Conduct
  • utreach to

understand campus thoughts and concerns

Feb 2017 Campus Announcements Mar 2017

  • Finalize staff

assignments

  • Announce new

model and teams to campus

Go-Live Late April 2017

OCGA Roadshow

  • Conduct

department roadshow Apr 2017

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SLIDE 13

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
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SLIDE 14

Timely Proposal Submissions

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SLIDE 15

Daily Proposal Submissions

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SLIDE 16

Next Steps

  • January – April: Communication & Outreach
  • Approx. Late April 2017: Launch of new model
  • Continuous Department Feedback
  • Questions?