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Subcontracts Process Improvement: A Work in Progress

Subcontracts Process Improvement: A Work in Progress. MRAM - February 13 th , 2014 Presenter: Marcea Kato, Assistant Director Office of Sponsored Programs University of Washington . Subcontracting: Process S tarts at Proposal . Documents to be submitted with Proposal:

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Subcontracts Process Improvement: A Work in Progress

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  1. Subcontracts Process Improvement:A Work in Progress MRAM - February 13th, 2014 Presenter: Marcea Kato, Assistant Director Office of Sponsored Programs University of Washington

  2. Subcontracting:Process Starts at Proposal • Documents to be submitted with Proposal: • Subrecipient Entity Letter of Intent (signed by IO – not PI) • Scope of Work • Budget • Budget Justification • If subcontracts are not identified in proposal, sponsor approval is generally required to be obtained which can delay issuing the subcontract.

  3. The age old ?:Subcontractor or Consultant?? University ofWashington Presenter’s Office

  4. Changes To Date • 400 emails in ospsubs@uw.edu inbox in late Dec 2013 – Assistant Director now managing triage • Requests email subject line format to contain: • Action, PO/Sub #, UW PI name, Sponsor Award/eGC-1/FA # • Centralized tracking system established @ intake to aid in status, volume (assignment and type) • Use of FDP and non-FDP Templates on all new and renewals – piloted previously, will be required as of 2/15/14 • Piloted use of Smart Webform to submit modifications (no matter type) submitted via OSP Website @ washington.edu/research/?page=subcontracts • Continue Subrecipient Monitoring project • Team signing with electronic signatures

  5. Ongoing and Upcoming Changes in the Works Requirement for Campus partners to submit modification (of any type) using Smart Webformvia OSP Website as of 3/1/14 @washington.edu/research/?page=subcontracts Development and Implementation of Request for Subcontract Initiation Form Continued Process Improvements with Campus Workgroup

  6. Ongoing and Upcoming Changes in the Works (con’t) • Campus Communication and Education • Update curriculum as needed for Learning Program series • Enhanced Guidance and Definitions • Update Webpages • Evaluation of creating standard department assignments for Sub Team Member • PAS conversion of Blanket Purchase Orders to Open Balances in Ariba

  7. *****Ultimate Goal***** • Continue to foster in-house solution thru to implementation with partner departments including: Procurement/Purchasing/Accounts Payable/ORIS to implement Cradle to Grave Subcontracts System (via Ariba) encompassing 4 functional areas: • Technical aspects (i.e. converting info in PAS to Ariba) • Request of Sub Initiation (in lieu of current PAS PO entry) • Contract Management (authoring tools inc. clauses library) • Supplier Management (vendor/entity tool with compliance capabilities)

  8. Subcontracts Team • Project Coordinator - Adel Caberto • Subcontract Specialist - Debbie Emerson-Carter (FFATA, Closeout, Invoice Discrepancy) • Compliance Analyst –Tru Ambrose • Grant and Contract Coordinator - Danny Do, Bo Park, Vivian Sun • Part-Time Temporary – Joel Searles • Shared Admin Assistant – Christine Lo (Subrecipient Monitoring) • Student Assistants – Bahran, Sadie, Ariam (= to ~ 20 hours wkly) • Assistant Director – Marcea Kato • Additional FTE Resource - to be hired in the coming months University ofWashington Presenter’s Office

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