Announcements

Beyond the Budget: Creating an Excel Dashboard

Description: Research Administrators at the UW are lucky to have so much information and data at our fingertips, and Excel offers some fantastic opportunities to present this data in creative and interesting ways. If you’ve ever wanted to set up a spreadsheet that allows your end-users to view information that goes beyond just budgets, you’ll definitely want to check out this presentation! I’ll review the steps, tricks, and formulas I used to create a functional, interactive, and easy-to-use dashboard for my department. By joining this session, participants will be given step-by-step instructions for duplicating the dashboard, which they can then use to recreate using their own department’s data.

Learning Objectives:

• Download WISER data into Excel and modify it for use in a dashboard
• Create pivot tables, charts, and interactive elements to analyze and visualize the data
• Use step-by-step instructions for recreating the dashboard for use in their own department

Presented By:

• Larisa Roberts, Research Administrator, Biomedical Engineering

Customer Service in Research Administration

Description: We all need to provide a level of customer service to do our jobs successfully. In our jobs we need to deal with internal and external customers and gaining skills in customer service is essential to be effective. This discussion session will provide some details and overview of good versus bad customer service and a healthy discussion on what we all do to provide good customer service to our customers. Along with the discussion, we will provide some resources and tools to help you build upon your own customer service skills. Those who possess good customer service skills can be more successful in their careers as research administrators.

Learning Objectives:

• Discuss what good customer service in research administration looks like.
• Reflect upon and share with colleagues how to incorporate customer service into our jobs as research administrators.
• Learn about resources and tools that help research administrators develop their customer service skills.

Presented By:

• Aaron Crandall, Department Research Manager, Population Health Sciences
• Sarah Marcotte, Senior Research Administrator, School of Human Ecology

Effort and/or Cost Share Update Form – What To Do With It

Description: Come join us for an exciting discussion about when and how to make updates to effort commitments and cost share! Kelly and Kris will teach you the ins and outs to completing the form correctly the first time. They’ll also help you work through an example and answer questions you might have.

Learning Objectives:

• Learn when the Effort Commitment and/or Cost Share update form is needed.
• Learn how to correctly complete and submit an Effort Commitment update.
• Learn how to correctly complete and submit a Cost Share update.

Presented By:

• Kelly Belshaw, Effort Administrator, Office of Research and Sponsored Programs
• Kris DeArmond, Advanced Accountant, Office of Research and Sponsored Programs

Federal/COGR/FDP Update

Description: Coming Soon!

Learning Objectives:

• Coming Soon!

Presented By:

• Kim Moreland, Associate Vice Chancellor for Research, Office of Research and Sponsored Programs
• Mark Sweet, Director of Grants and Contracts, Office of Research and Sponsored Programs

Foreign Influence – What Department Admins Need to Know and Do

Description:

The University of Wisconsin-Madison values its collaborations with colleagues all over the globe. These relationships are critical to our University's vision, which states that, "In partnership with the state and with colleagues around the world, the university’s faculty, staff, and students will identify and address many of the state’s and the world’s most urgent and complex problems."
Unfortunately, over the last few years, the federal government has raised concerns about foreign state actors who do not operate using the same values of openness and transparency that we seek to uphold. During this session, we will review concerns raised by federal government agencies. We will discuss the different ways in which researchers are expected to disclose information to UW-Madison and to federal agencies. We will also review resources that people can use to navigate questions that arise.

Learning Objectives:

• Understand the concerns of the federal government
• Know the means by which information is disclosed to the institution and federal agencies
• Know where to find relevant information

Presented By:

• Tamara Kuhn Martin, Assistant Dean, College of Engineering
• Jennifer Rodis, Policy and Planning Analyst, Office of Research and Sponsored Programs

Formulating Accurate Projections: Best Practices, Tools and Tips

Description: Projections are a vital part of research administration that are not only often requested by PIs, but also necessary in budget creation and accurate post-award accounting. Being able to provide the most complete picture of a project’s myriad trajectories will assist in the best usage of funds according to the sponsors requirements and alleviate headaches and various changes and transfers closer to award closeout. In this session, participants will learn effective and efficient ways of gathering all the required information to create the most accurate projections possible, while also learning new tips and tricks along the way.

Learning Objectives:

• Discover the difference between pre– and post-award projections and why they are needed
• Learn how to effectively communicate with PIs to discover hidden costs and the whole spending picture
• Learn what tools are available at the University for putting projections together
• Learn where to find the data you need how to use it
• Discover best practices for creating projections
• Become more well-versed at dealing with challenging situations

Presented By:

• Catherine Shults, Research Administrator, Mechanical Engineering
• Zach Smith, Research Administrator, Mechanical Engineering

Increasing the Efficiency of the Human Research Protection Program/IRB

Description: Join us for an overview of the many changes implemented in the past year to improve efficiency in our Human Research Protection Program (HRPP). We will talk about the restructuring of the IRB offices and IRB meeting schedule as well as tour of our new website. Our reliance and navigation team (RELIANT) will also talk about updates to their initiatives to assist faculty and staff. Finally, we will show you how to find the resources you need to assist your research community.

Learning Objectives:

• Become familiar with how the HRPP has changed in the past year
• Understand how RELIANT assists with collaborative research projects as well as onboarding and offboarding new faculty with human research projects
• Know where to find resources that you can use to assist your research community

Presented By:

• Gretchen Anding, MA, Director of the IRB Office
• Carol Pech, PHD, Associate Director for the Reliance and Navigation Program

Mindful Doodling

Description: Please join us prior to the Symposium for a short mindful doodling session. Doodling as a way to calm your mind and get grounded? Why not! A few simple doodling activities will be offered, all in service to quieting your mind. All you need is something to write with and something to write on.

Presented By:

• Theresa Kim, Fully Prepared to Lead Program Manager, Office of Learning and Talent Development, OHR

National Institute of Health (NIH) Awards – A Changing Environment

Description: If you work with NIH grants and contracts, you have probably noticed an increase in the administrative burden related to these awards. The agency is seeking more Just-in-time information before issuing awards; requiring the submission of monthly progress and financial reports as well as attendance at monthly meetings for certain agreements; is asking more questions about progress reports, unobligated balances, carryover, and other prior approval requests; and has changed its policy in several areas. Requests for additional information usually have a short turnaround time, often requiring a response within 1-3 days. Meeting these deadlines forces researchers, departmental staff, and Research & Sponsored Programs staff to shelve other responsibilities while gathering the requested information and coordinating a response to the agency. Join us for a lively session as we examine effective ways for departmental and central office staff with pre- and/or post-award responsibilities to navigate this changing environment.

Learning Objectives:

• Gain a better understanding of why the administrative burden surrounding NIH awards has been increasing.
• Be exposed to the different types of requests we receive and see examples that span the lifecycle of an award.
• Explore changes in NIH policy that impacts UW Madison’s ability to be reimbursed for project costs and the method for submitting financial reports.
• Develop a clear understanding of the roles and responsibilities of NIH and UW Madison staff in this changing environment.
• Discover best practices for managing requests from initial receipt to sending a response to NIH.

Presented By:

• Brenda Egan, Pre-Award Manager, Office of Research and Sponsored Programs
• Dorothy Johnson, Post Award Manager, Office of Research and Sponsored Programs
• Christine (Chrissy) Pientok, Budget Planner, Department of Pediatrics

NIH Other Support

Description: We will host a robust discussion on the new NIH requirement to transition Other Support documents to the new format required January 25, 2022. This will be followed by an open discussion about issues we’ve all encountered from PIs/Research Administrators on campus, other institutions, and sponsors.

Learning Objectives:

• Work together to get all departments using the same new format for all PIs submitting to NIH
• Identify what should, and should not, be included on the new form
• Locate useful campus and sponsor resources on updates and regularly updated FAQs
• Discover best practices for managing other support

Presented By:

• Brenda Egan, Pre-Award Proposals Team Manager, Office of Research and Sponsored Programs
• Christine Preston, Assistant Dean for Research Administration, School of Pharmacy
• Christy Schulz, Senior Research Administrator, School of Medicine and Public Health

Opportunities for Research Administrators to Serve as Antiracists

Description: What are the ways in which research administrators can serve as antiracists at a predominately white institution (PWI) like UW-Madison and why is it important that they do so? Join this session for an overview of current literature and an examination of future research and policy implications. Participants should have a solid understanding of privilege and oppression and how these dynamics play out in higher education.

Learning Objectives:

• Coming Soon!

Presented By:

• Bonniejean Zitske, Director for Research Financial Services at Research and Sponsored Programs

Other Support/Current and Pending for NSF and Other Non-DHHS Sponsors

Description: This session will walk research administrators through the process of preparing Other Support/Current and Pending documents for sponsors such as NSF, DOE, and DOD. We will discuss how to locate sponsor requirements for Other Support/Current and Pending documents, as well as resources available on campus to assist in identifying current, pending, completed and in-kind projects to be included in such documents. The session is geared towards Research Administrators of all experience levels.

Learning Objectives:

• Locate sponsor requirements for the information that should be reported in Other Support/Current and Pending documents.
• Access campus resources available to help find current, pending, and past projects to include in Other Support/Current and Pending.

Presented By:

• Steve Flaherty, Research Administrator, College of Engineering
• Kedren Witkowski, Research Administrator, College of Engineering

Panel on Program Orientation for NIH-funded Trainees

Description: Join us for a facilitated panel discussion on program orientation for NIH-funded trainees! Panelists are seasoned training grant administrators representing T32 programs supporting predoctoral trainees and/or postdoctoral trainees. They will share their process and experience designing and delivering trainee orientation. Attendees are encouraged to ask questions and share their related experiences.

Learning Objectives:

• Know and understand tips for organizing and leading trainee orientation
• Apply best practices for on-boarding trainees

Presented By:

• Mallory Musolf, Associate Director, Office of Training Grant Support, SMPH
• Sarah Pavao, Director of Grants Administration, Department of Surgery, SMPH
• Eric Schafer, Assistant to the Director, Waisman Center, OVCR
• Cheri Stephens, Biotechnology Training Program Coordinator, Department of Biochemistry, CALS

RED Peer Mentoring – How It Can Benefit You

Description: Join current and past RED Peer Mentoring Program participants to hear what we have learned and about our experiences in the program. Opportunities to collaborate, build strong relationships with other research administrators on campus, and grow as a professional abound in this program. Speakers will provide an overview of the program and talk about our experiences, and welcome questions and discussion with attendees.

Learning Objectives:

• Learn about the RED Mentoring Program and how it works
• Understand how mentees learn and grow through the program
• Learn how mentors benefit from the experience

Presented By:

• Lauren Gee, Research Administrator, Department of Engineering Physics
• Kristin Harmon, Intellectual Property Disclosure Specialist, Office of the Vice Chancellor for Research
• Dorothy Johnson, Post Award Manager, Office of Research and Sponsored Programs
• Catherine Shults, Research Administrator, Department of Mechanical Engineering

Research Administration Systems – A Glimpse into the Future

Description: Efficiently managing the entire Research Administration process, from proposal development and pre-award requirements through post-award financial management and reporting, requires that we rebuild our current systems and processes. ATP will expand our capabilities and modernize our technology to meet the ever-changing requirements of the world-class research enterprise across the campuses of the University of Wisconsin System.
To make this possible, we will expand our use of the Huron Research Suite, which will handle pre-award through post-award functions. We will also move many of our functions to Workday, an enterprise resource planning (ERP) system that will unite most financial functions in a single, cloud-based platform. These two systems will work together to streamline the work of researchers, principal investigators (PIs), and administrators.
This session will provide a thorough update on implementation of these new technologies and provide more details about what functionality you can expect. We’re even hoping to provide a demonstration of some features.

Learning Objectives:

• Understand the exact scope of RAMP and what features the Huron Research Suite will provide.
• Understand the exact scope of the Workday implementation and what features this will provide.
• Understand the timing and how they can get involved in all these exiting initiatives.

Presented By:

• Kurt McMillen, Research Administration Strategy Lead, Administrative Transformation Project

Research Data – Where to Find It and How to Use It

Description: This session will provide an overview of the types of campus research data, where to find research data, and examples of how those data can be used to inform decision making at the PI, center/department, and school/college/division levels. Attendees are welcome to bring examples or questions about their needs for the group to discuss.

Learning Objectives:

• Know where to find campus research data
• Have options for meeting the reporting needs of different stakeholders
• Understand some factors to consider in designing research tracking systems, reports, etc.

Presented By:

• Reba Ames, Grants Data Manager, Research and Sponsored Programs
• Mike Geier, Electronic Research Administration Manager, Research and Sponsored Programs
• Ryan Pingel, Organizational and Data Analyst, Office of the Vice Chancellor for Research

Research Security in Sponsored Research – Cyber Security and Challenging Terms and Conditions

Description: : Build upon your knowledge of foreign influence and cybersecurity as we dive deeper to examine specific terms and conditions surrounding research security from sponsors, such as DOD and DOE. We will provide:

• Insight how these terms are handled within the contract negotiation process
• An overview of Cybersecurity Maturity Model Certification (CMMC) requirements and how it applies to Department of Defense (DOD) sponsored research
• An overview and discussion opportunity of other sponsored award terms related to research security, such as foreign government talent recruiting programs, performance of work location, and foreign national prior approvals using Department of Energy (DOE) as an example

Learning Objectives:

• Discuss tools and tips for addressing cybersecurity compliance within DOD awards
• Understand the challenges for Cybersecurity to offer information supporting the security needed for research projects
• Recognize potentially problematic award terms
• Identify proactive measures for research administrators to facilitate compliance throughout the award lifecycle for research security terms

Presented By:

• Bob Gratzl, Assistant Director of Contracts, Office of Research and Sponsored Programs
• Jenny Hackel, NSF/DOE Post-Award Manager, Office of Research and Sponsored Programs
• Patti Havlicek, Assistant Director of Risk Management and Compliance, Office of Cybersecurity

Single Payroll – How It Affects Grants

Description: The session will highlight the changes to sponsored research administration as a result of the UW's move to a single biweekly payroll and will include time to answer any questions about the transition. Join us as we give an overview of these changes and discuss their effect on our work, including updates and new information since the RED-Hot session in August. The session will include a presentation and time for Q/A.

Learning Objectives:

• Recognize how single payroll will impact sponsored project management
• Identify tools and resources to help manage the change

Presented By:

• Ben Biltz, Grants System Business Analyst, Office of Research and Sponsored Programs
• Bonniejean Zitske, Director for Research Financial Services at Research and Sponsored Programs
• Lea Erickson, Assistant Director of Financial Reporting, Analysis, and Systems, Division of Business Services

Sponsored Project Contract Negotiation – Behind the Scenes

Description: Coming Soon!

Learning Objectives:

• Coming Soon!

Presented By:

• Miranda Heimstreet, Grant and Contract Specialist, Office of Research and Sponsored Programs
• Dawn Herrick, Research Administrator, College of Engineering
• Tammy Kuhn Martin, Assistant Dean, College of Engineering

Vilas Summer Salary and Biweekly Payroll

Description: Vilas summer salary has always been a point of concern and confusion for Vilas recipients and their department administrators alike, often causing issues and resulting in cost transfers during the award reconciliation process. Our hope is for this presentation to quell these concerns and to provide clarity on any outstanding questions. Along the same vein, we seek to address the concerns and questions regarding the effects the recent switch from single payroll to bi-weekly pay will have on Vilas summer salary.

Learning Objectives:

• Have a general understanding of the nature of the Vilas awards and their different types.
• Understand how to properly allocate summer salary under the new biweekly pay structure.
• Have any and all questions addressed concerning Vilas.

Presented By:

• John Douglas, Non-Federal Team Accountant, Office of Research and Sponsored Programs
• Angie Johnson, Post-Award Manager, Office of Research and Sponsored Programs

What Do YOU Wish You’d Known Before Becoming a Research Administrator?

Description: Join Research Administrators at different points in their careers to discuss the triumphs and stumbling blocks they’ve faced in their path to success. Learn more about addressing challenging moments, solving roadblocks, and planning for fulfilling long-term careers. Hear from and share with RAs from across the University as we discuss, “What do YOU wish you’d known before becoming a research administrator?”

Learning Objectives:

• Guidance on overcoming obstacles in your career
• Understanding that all stages of a career deal with uncertainty and difficulty
• Approaching problems with confidence

Presented By:

• Lauren Gee, Research Administrator, Department of Engineering Physics
• Debbie Meltzer, Assistant Dean in the School of Medicine and Public Health
• Calleen Roper, Assistant Director for Research, Department of Medicine

What You Need - When You Need It. Best Practices in Proposal Preparation

Description: We all work in Research Administration, but do you ever feel like you don't know what you're doing here? Do you look at a funding opportunity and have no idea what's next? Are you at a loss when it's time to tell PIs what they need for submission? Have you wondered what other people do when things go wrong? Come see us! At this session, we'll be going over the procedures, tips, and tricks, that get us from FOA to submitted proposal, and then we'll ask you to share yours as well.

Learning Objectives:

• Understand the importance of communicating with PIs often, early, and concisely
• Know and adapt to your PI’s working style
• Know how to develop a checklist
• Know how to read an RFA from a research administrator’s lens
• Develop a realistic timeline and plan for contingencies

Presented By:

• Chris Birke, Pre-Award Specialist, Wisconsin Center for Education Research
• Irina Diaz, Pre-Award Specialist, Wisconsin Center for Education Research
• Molly Mitchell, Pre-Award Specialist, Wisconsin Center for Education Research

Work-Life Balance in Research Administration

Description: Many of us have always struggled with work-life balance, and the pandemic this past year has only exacerbated that, at least for some. How many of us feel like we can just ignore our email over the entire weekend, without peeking once? With having to balance home life, including children and family, while also making sure the work gets done, especially when dealing with deadlines, it can often lead to challenges and interruptions. This is a discussion group, with some guided questions by the moderator, and then leaving it open for dialogue and suggestions and ideas from attendees. There will be some resources offered as part of the discussion, and attendees are welcome to bring additional resources that maybe have worked for them. Come prepared to discuss, or just sit back and listen, to hopefully get some ideas on how better to balance work-life in research administration.

Learning Objectives:

• Resources to help people balance work-life.
• Open dialogue/discussion to give attendees ideas to help them balance home life with work responsibilities.
• Strategies to allow people to disconnect and focus on home life.
• Strategies to allow people to disconnect from home life/responsibilities to focus on work.

Presented By:

• Aaron Crandall, Department Research Manager, Population Health Sciences, School of Medicine and Public Health
• Jenny Yuan, Post-Award Accountant, Office of Research and Sponsored Programs

Writing Cost Transfer Justifications for the Approvers and the Auditors

Description: Further examination into the cost transfer justification structure and understanding how justifications are reviewed. Discussion about better ways to write good, better, and best justifications. Practical situations in which cost transfers may be needed will be discussed via case studies to understand what is involved in the justification process.

Learning Objectives:

• Attendees will understand the needed components of a cost transfer justification and how different individuals may interpret justifications.
• Attendees will be able to write justifications for others, focusing on the “why”: why originally charged, why moving, and why can they move?
• Attendees will learn to write justifications for others, focusing on explaining the reasoning to an audience that knows little to nothing about the transfer situation.
• Attendees will be able to develop justifications without using generalized or canned statements and instead clearly articulate benefit of the reallocated cost to the award
• Attendees will understand what wording can be avoided and what wording can assist as others review transfers

Presented By:

• Sandy Fowler, Assistant Dean, College of Agricultural and Life Sciences
• Bridgett Molinar, Accountant in the Office of Research and Sponsored Programs
• John Varda, Assistant Director, College of Letters and Sciences

Yoga and Mindful Movement

Description: Please join us prior to the Symposium for a short session of mindful movements and breathing. This is a short practice of 10 movements where we can practice bringing awareness to our body, breathing and mind. These movements are refreshing and can be done standing in place, or even seated. The physical practice will take about 10 minutes and we’ll end with 5 minutes of space to practice awareness of our breathing. We welcome everyone – of all abilities and backgrounds – to join us.

Presented By:

• Zach Smith, Research Administrator, Mechanical Engineering