Announcements

A Crash Course in RAMP - Overview, Navigation, and Common Issues

Concurrent Presentation

Description:

In this course, we will cover basic navigation, high level workflows, the RAMP changes that came with the Workday go-live. Whether you've worked with RAMP since it went live or are new in the research admin space, there is sure to be something in this session for you! If nothing else, there will be plenty of time for questions.

Presenter(s): Andrea Zorbas, Divina Allen

Capital Expenses: What you need to know from Software to Shipping and Fabrications to Facilities

Concurrent Presentation

Description:

In this session, participants will gain an in-depth understanding of capital expenses. The definitions of capital expenses, assets and fabrications will be explored where things like software, installation, facilities work, training, animals, in-transit insurance, $.50 nuts and bolts used in fabrications, and more are considered capitalized “equipment.” Participants will also gain insights into fabrications, including child assets, and learn when to budget supplies as capital equipment, and how to write fabrications into budget justifications. Additionally, participants will be better equipped to discuss the various facets of capitalized equipment with departmental financial specialists and accountants. Finally, participants will gain a basic understanding of how fabrications are viewed and managed in Workday.

By the end of this session, learners will be able to:

• Clearly identify capitalized equipment
• Be able to more effectively budget
• Know what questions around seemingly “non-equipment” equipment should be asked
• Become more familiar with UW resources on capital equipment
• Gain basic knowledge of fabrications in Workday

Presenter(s): Zach Smith, Kathryn Rasmussen

Clinical Trial Agreements: Navigating the New Systems and Best Practices

Discussion Session

Description:

This session will go through best practices and processes for Clinical Trial agreements. We will go through means for ensuring an efficiently processed agreement as well as common mistakes made when submitting documents to RAMP. Our team of Contract and Agreement Negotiators will answer all your questions about how to ensure that your clinical trial agreements are processed and sent to the set up team as quickly as possible as well as offer some tips and tricks for creating a smooth process.

By the end of this session, learners will be able to:

• Set up an agreement record in RAMP
• Locate helpful documents for clinical trial agreements on the RSP website
• Identify issues that cause common delays in processing agreements

Presenter(s): S. Asra Husain, Katalin Vinkler, Stephanie Wilbrand

Closeout

Concurrent Presentation

Description:

(Coming soon!)

Presenter(s): Angie Johnson, Sandy Fowler

Common Forms?? SciENcv?? SciEN-see-us!

Concurrent Presentation

Description:

This presentation will cover the roles, responsibilities, and basics of SciENcv including topics such as logging in, creating biosketch and current and pending support documents, PIs delegating access of documents to research administrators, and connecting ORCID ID to SciENcv. The focus will be SciENcv and common forms for NIH and NSF.

Presenter(s): Alex Delvoye, Annie Studer

Cost Share - What to Know (Back to Basics)

Concurrent Presentation

Description:

Are you new to Research Administration? Have you heard of cost share, but aren't sure of what that is? Then this session is for you. We'll go over:

• What cost share means
• The types of cost share
• Who is involved with cost share
• What we can/cannot cost share
• Why we don't want to cost share

By the end of this session, learners will be able to:

• Learn what cost share means
• Determine if cost share is require
• Learn the three types of cost share
• Learn what type of costs can and cannot be used as cost share
• Understand the challenges associated with and why the UW should avoid cost share

Presenter(s): Kris DeArmond, Sandy Fowler

Customer Service in Research Administration - Value, Role, and Tools to be Effective

Discussion Session

Description:

This interactive and engaging discussion group will discuss customer service and the role that it plays in research administration. We will discuss the value of providing good customer service and tools to help you be more effective in developing good customer service skills and practices. The group will further help you identify who your customers are and provide resources to help address their specific needs. We hope you will join us for this lively discussion and please come prepared to participate!

By the end of this session, learners will be able to:

• Understand best practices of customer service
• How customer service plays a role in research administration
• Skills you can implement in your position to be more effective using your own customer service skills

Presenter(s): Aaron Crandall, Nick Novak, Lisa Scott

DEI for proposals (TBD)

Concurrent Presentation

Description:

(Coming soon!)

Presenter(s): Bob Gratzl, Erin Goeldner, Tammy Kuhn Martin

Dirty Data? Power Query Cleans It Up—FAST!

Concurrent Presentation

Description:

Are you drowning in messy Excel exports? Do you spend hours repeating the same data cleanup steps? Still stuck in the copy-paste cycle of doom? If you answered YES to any of these questions... you need Power Query! Introducing Power Query - the miracle tool hiding in plain sight inside Excel. With just a few clicks, you can transform chaotic spreadsheets into clean, reliable, and dynamic reports. No coding. No stress. Just results. What You'll Get (No shipping required!): Introduction - What is Power Query? It looks intimidating, but we'll demystify it! Learn what you need to know before diving in and how to conquer your fear of the Query Editor. Core Power Query Functions - Your Data Cleanup Toolkit Get hands-on with the essential tools that automate your routine spreadsheet tasks. Say goodbye to manual work! Live Demo - Watch the Transformation in Real Time! We'll take messy data and clean it up before your eyes. It's like watching a makeover show, but for spreadsheets.

By the end of this session, learners will be able to:

• Identify the Power Query Editor and how to access it
• Identify use cases for Power Query
• Get and transform basic data

Presenter(s): Catherine Shults, Larisa Roberts

ECC, Effort Commitments, and Workday

Concurrent Presentation

Description:

We are in a new world with Workday! How does our new finance and HR system impact the Employee Compensation Compliance program and the management of effort commitments? This session will explain how all the pieces work together and what's the on the horizon for all things ECC and effort.

Presenter(s): Jennie Bell

Excel-lence in Accuracy: Troubleshooting Spreadsheets for Research Admins

Concurrent Presentation

Description:

In research administration, precision isn't optional - it's essential. Whether you're managing budgets, tracking grant expenditures, or reconciling data across departments, Excel formulas are the silent engine behind your spreadsheets. But even the most elegant formula can go off track if cell references aren't behaving as expected. This session will help you become a formula detective—learning to spot and fix common issues like:

• Broken or incorrect cell references that throw off your calculations
• Copy-paste pitfalls, where formulas shift unexpectedly due to relative vs. absolute references
• Formula reading basics, so you can decode even the most tangled expressions with confidence

By the end of this session, learners will be able to:

• Formula reading: Learn how to decode Excel formulas and feel confident they are calculating what you think they are
• Develop strategies to identify and resolve common formula errors caused by reference types, copy-paste issues, and hidden logic traps
• Formula Efficiency: Discover techniques to streamline formulas for better performance and readability - because simpler formulas mean fewer mistakes

Presenter(s): Catherine Shults, Chrystin Schultz

Fellowship Management for Research Administrators

Discussion Session

Description:

This session aims to teach the tools to successfully manage extramurally sponsored fellowships. Managing fellowships requires a different approach than managing traditional research grants or assistantships. This session will guide research administrators through the unique aspects of fellowship administration, including how fellowships are managed, key compliance considerations, and common pitfalls to avoid. Participants will learn how to correctly configure stipends, handle fringe benefits, and ensure alignment with award terms. We'll also cover best practices for communication, troubleshooting, and maintaining budgets to work with your accountants and HR business partners to ensure accuracy. By the end of the session, attendees will have practical tools and strategies to streamline fellowship management and support both compliance and student success.

By the end of this session, learners will be able to:

• Differentiate fellowships from other funding mechanisms
• Understand budget and fellowship terms when submitting a grant for a student/fellow
• Ensure compliance with award terms and institutional policies
• Troubleshoot and adjust budgets when discrepancies occur
• Communicate effectively with departments, mentors and students about fellowship terms and expectations

Presenter(s): Irina Diaz, Jenny Dahlberg

Free, Immediate, and Equitable Access: Federal Public Access Updates and Publishers' Response

Concurrent Presentation

Description:

In 2022, the White House Office of Science and Technology Policy directed federal research funding agencies to update their public access policies to include eliminating the 12-month embargo period during which authors can wait to make their research outputs publicly available. As these new policies go into effect, research articles and associated data must be made immediately accessible upon publication. Publishers' response to this change has ranged from “business as usual” to rejection, disregard, or the threat of new fees. Cameron, Carrie, and Ryan will look at the specifics of these publications and data policy updates, publisher responses so far, and how to navigate both during the publishing and progress report processes. This session will also provide a high-level summary of any impacts on data management and sharing requirements and what we currently know about how these public access policies interact with the Gold Standard Science executive order.

By the end of this session, learners will be able to:

• Understand how public access to publications and data policy updates will impact their award compliance procedures
• Understand how publishers are currently responding to these updates and what those reactions mean and what they could cost awardees
• Learn the best ways to handle often contradictory funder and publisher demands

Presenter(s): Carrie Nelson, Cameron Cook, Ryan Schryver

From Proposals to Penguins: Research Administrators Share Their Antarctic Field Experience

Concurrent Presentation

Description:

We invite you to join us as we share highlights from recent field deployments to Antarctica, where SSEC and AOS Research Administrators provided on-site support for the Automatic Weather Station project. We'll discuss how the opportunity came about, the role we played in supporting our research team in the field, and the logistics involved in traveling to and living in the Antarctic. We'll also cover how this experience improved our understanding of field deployments and strengthened our ability to support researchers in remote environments. Photos and stories from our time on the ice will be included. We hope to see you there!

By the end of this session, learners will be able to:

• Feel empowered to identify opportunities outside of their usual roles on campus
• Have learned some great facts about travel to the Antarctic
• Have a great understanding of field deployments from a Research Admin perspective

Presenter(s): Angie Montgomery, Tyler Plekan, Wenhua Wu

From Self-Assessment to Success: Building a Professional Growth Plan

Hybrid Presentation

Description:

Participants will learn how to evaluate their skills through a structured self-assessment process that highlights strengths, identifies areas for growth, and connects them with learning opportunities available across the UW-Madison campus. They will then explore how to develop a strategic growth plan that aligns with both their professional aspirations and the expectations of their organization, using practical tools and hands-on strategies. The session also equips learners with techniques to communicate with confidence, enabling them to present their development plans effectively to supervisors or mentors. Through this experience, participants will foster meaningful conversations about career advancement and take ownership of their professional journey.

By the end of this session, learners will be able to:

• Evaluate Your Skills - Learn how to conduct a thorough self-assessment to identify strengths, areas for improvement, and continued learning options on the UW-Madison campus.
• Develop a Strategic Growth Plan - Explore effective hands-on strategies for building a structured development plan that aligns with their professional goals and organizational expectations.
• Communicate with Confidence - Gain techniques for comfortably presenting their growth plan to supervisors or mentors, fostering productive conversations about their career development.

Presenter(s): Christopher East

Grant Reporting Essentials in Workday

Concurrent Presentation

Description:

This session will help attendees understand how to effectively use key Grant focused Workday reports.

By the end of this session, learners will be able to:

• Fundamental details about Workday conversion and journal sources to consider when running Grant related reports
• Why reports that were designed for different purposes may return different results for the same Award
• How the Award Billing Summary report provides insight into how Cost Reimbursable invoices are produced by RSP Staff in Workday
• Updates to Budget to Actuals reports for usage with Worksheets
• Reports that show transactions in Progress and transactions posted to the Non-Standard object class

Presenter(s): Bridget Montour, Ben Biltz, Priya Rajani

Hot Topics in Research Administration

Concurrent Presentation

Description:

The research administration landscape is changing fast — and 2025 is no exception. From the evolving federal policy environment and new compliance expectations to the implementation of enterprise systems like Workday and RAMP, research administrators are navigating unprecedented complexity. This session will highlight current “hot topics” shaping our work, including shifts in federal oversight, emerging sponsor requirements, system transitions, and institutional strategies to balance efficiency, compliance, and service. Join us for a timely discussion on where the field is headed and how we can prepare for what's next.

Presenter(s): Kurt McMillen, Liz Bivins-Smith, Jennifer Rodis, Mark Sweet

How to Train Your Dragons (aka Your PIs)

Concurrent Presentation

Description:

Do you ever feel like guiding your PIs through the funding process or award management is more like herding cats — or training dragons — than smooth sailing? Building relationships with PIs is essential, and many RAs have already mastered that step (or are deep in the trenches). But what happens when those relationships still leave you constantly cleaning up after missed steps, misunderstood processes, or misguided moves?
This session explores how Research Administrators can take the next step: using proactive training to build more effective PI relationships, ones that serve both PIs and RAs. Drawing from a successful, interactive training delivered to statewide PIs and staff, we'll share flexible strategies, tools, and real-world examples that helped improve compliance, reduce errors, and strengthened RA-PI relationships. Participants will leave with practical ideas for adapting these methods to their own units — and maybe even a renewed sense of hope that their dragons can be trained.

By the end of this session, learners will be able to:

• Recognize the value of proactive PI training in reducing errors and improving research administration workflows
• Explore interactive tools and techniques for effectively teaching PIs about UW's funding or award management procedures
• Formulate a role-specific plan to adapt the training approaches to fit your needs, incorporating interactive elements, reinforcing institutional requirements, and strengthening RA-PI relationships

Presenter(s): Emma Reusch, Gina Barbosa

Navigating Financial Conflicts of Interest in Research: A Guide for Research Administrators

Concurrent Presentation

Description:

UW-Madison has an obligation to promote trust and objectivity in research, recognizing that while financial interests are not inherently unethical, they must be carefully managed to avoid bias. This program is meant to equip research administrators with a comprehensive understanding of financial conflicts of interest (FCOIs) in research. It covers regulatory requirements, institutional responsibilities, ethical considerations, and practical strategies for managing FCOIs effectively. The session is ideal for compliance officers, grants managers, and anyone involved in research oversight.

By the end of this session, learners will be able to:

• Understand how the financial conflict of interest regulations promote transparency and protect research integrity
• Know your responsibilities to the institution and the government regarding conflict of interest reporting
• Understand why we need to report and manage financial conflicts of interest in research
• Identify reportable outside relationships and where to report them
• Understand the different types of required disclosures and why we have them

Presenter(s): Stephanie LeRoy, Tammy Kuhn Martin, Sam Leinweber

NIH DMS Plans: From Policy to Practice

Concurrent Presentation

Description:

This session will initially provide a brief overview of the NIH Data Management and Sharing Plan (DMSP) policy, updates, and pre-award considerations. The majority of the session will focus on putting this policy into practice in the post-award phase since we are now 2.5 years after the initial release and research administrators and research teams are now recognizing some complexities of meeting the requirements during the award period. We will discuss choosing repositories, updating/maintaining an active DMSP, annual RPPR reporting requirements, and lessons learned from research team and research administrator experiences that impact pre- and post-award DMSP decision making. Campus and external resources will also be shared. We hope to share knowledge and experience throughout the institution since this is a novel experience for nearly everyone.

By the end of this session, learners will be able to:

• Understand the NIH Data Management and Sharing Plan (DMSP) policy, recent updates and pre-award considerations
• Learn about choosing a data repository
• Know when and how to update current/active DMSPs and manage RPPR reporting requirements
• Discover post-award lessons learned from research teams and research administrators. Campus and external resources will be shared. Participants will leave more confident in advising or assisting their faculty and researchers with NIH DMSPs.

Presenter(s): Jennifer Ramsey, Kim Nolet, Christy Schulz

RAMP Foundations: Setting Up Awards with Confidence

Concurrent Presentation

Description:

In this workshop, we will cover a simple new award setup in RAMP for NIH and/or NSF award. We will go over high-level workflows and the RAMP changes that came with the Workday go-live. This is intended for people who are new to the research admin space.

Presenter(s): Andrea Zorbas, Jill Nagler

Research Development at UW: Building Your Network - Discussion Session

Discussion Session

Description:

If you dabble in or are curious about Research Development (RD) at UW-Madison, this discussion group is your chance to meet others who share your interests and challenges. Facilitated by the administrators of the Research Development Community of Practice (CoP), the session will introduce you to the people and resources that make up UW's growing RD ecosystem. You'll have the opportunity to connect with peers from across campus, exchange ideas, and build relationships to help foster innovation, facilitate collaboration, and strengthen your professional community. Together, we'll share what's working, discuss future goals, and grow the network of RD professionals who support research success at UW.

By the end of this session, learners will be able to:

• Understand how Research Development compliments our roles as research administrators
• Connect with colleagues doing similar work and identifying opportunities for future collaboration
• Know more about the Research Development CoP and the resources available on campus
• Understand the current state of RD on our campus and the CoP's future goals
• Leave with ideas and connections to keep building and strengthening their own RD network

Presenter(s): Melanie Hebl, Heather N. Inzalaco

Research Development for the Research Administrator

Concurrent Presentation

Description:

The world of funding is changing fast--and you can help your PI adapt! With the sponsored project landscape becoming more interdisciplinary, translational, and competitive, research administrators can be an important ally to the PIs and their teams in crafting winning proposals. The field of Research Development can offer every research administrator tips, tricks, and tactics to assist! This session will introduce you to the definitions and vocabulary of research development, help you understand why it matters, and give you tools to utilize it in your day-to-day life, from pre-award to beyond.

By the end of this session, learners will be able to:

• Understand the core definitions and fundamentals of research development, and how they apply to and complement research administration
• Understand the reasoning (the "why") behind integrating RD best practices into their pre-award skillset
• Build their "RD Toolkit" with specific, actionable skills to assist in proposal development, funding seeking, and interdisciplinary teaming

Presenter(s): Lauren Gee, Shanon Hankin

Research Security at UW-Madison

Concurrent Presentation

Description:

UW-Madison is developing a federally mandated Research Security Program to help safeguard federally funded research from foreign interference and exploitation. Key focus areas include cybersecurity, travel security, export controls, and disclosure of conflicts of interest and commitment, particularly those involving foreign entities. Implementing this program will require updates to research compliance systems, new training for covered individuals (Principal Investigators, key senior personnel, etc.), and coordinated efforts across the university. Many federal agencies are already rolling out new requirements—come learn how these changes may affect our campus.

By the end of this session, learners will be able to:

• Understand federal research security requirements and their implications for university compliance
• Prepare for institutional changes by learning about upcoming training, system updates, and agency-specific mandates affecting research operations
• Identify areas of connectivity and support the research community in navigating the requirements

Presenter(s): Stefani Buster, John Miller

Show Me the Money: Building a Winning Grant Budget

Concurrent Presentation

Description:

In this session, attendees will learn the basic building blocks of creating a grant budget. First, we will cover what resources, guidelines, and policies attendees should reference to understand the foundations of compliant budgets. Then, we will build off compliance considerations and discuss the important questions attendees should ask Principal Investigators (PIs) to begin sketching out a budget. Finally, using real examples, we will combine covered concepts to help attendees strategize with their PIs to create logical, funding-worthy budgets.

By the end of this session, learners will be able to:

• Identify crucial information from sponsor, university, and federal guidelines
• Understand the budgeting needs vs. wants of Principal Investigators
• Convert covered strategies to create comprehensive budgets

Presenter(s): Kedren Witkowski, Chrystin Schultz

Strategic Planning - Turning Ideas into Impact

Discussion Session

Description:

Strategic planning is more than a document; it's a mindset that brings clarity, alignment, and purpose to your work. In this interactive session, we'll explore the foundational concepts of strategic planning, examine how they connect to organizational context, and work together to identify focus areas and generate actionable initiatives. Through collaborative exercises, participants will begin shaping an implementation plan that outlines who is doing what by when, turning vision into action with practical tools and shared ownership.

By the end of this session, learners will be able to:

• Gain a clear understanding of strategic planning as a mindset and process
• Practical experience surfacing strategic initiatives
• The ability to execute an implementation plan

Presenter(s): John Graves

The Water We Swim In: Exploring and Shaping Team Culture

Concurrent Presentation

Description:

Culture isn't just what we say—it's the water we swim in. In this interactive session, we'll explore the difference between organizational culture and climate, how they shape our everyday experiences, and the visible and invisible artifacts that define our workplace. Through hands-on activities and reflection, you'll gain deeper insight into your current environment and walk away with practical strategies to assess and influence positive change. Whether you're a team member or a team leader, this session will equip you to become a confident and intentional culture shaper.

By the end of this session, learners will be able to:

• Differentiate between organizational culture and climate - Participants will be able to clearly distinguish between culture and climate, and understand how each influences employee engagement, satisfaction, and performance.
• Identify visible and invisible cultural artifacts within their teams - Participants will learn to recognize the formal and informal elements that shape team culture—including values, behaviors, rituals, and communication patterns—and assess their impact on the workplace.
• Apply practical strategies to positively influence team culture - Participants will leave with actionable tools and approaches to intentionally shape team culture, whether through leadership behaviors, team norms, or HR-driven initiatives.

Presenter(s): Jenny Erickson

What We Currently Know about AI and Research Grant Proposals (offered twice)

Discussion Session

Description:

In this session, Christine and Molly will give an overview of the current landscape around AI and the research grant proposal writing, editing, and submission process. We will discuss pitfalls such as generative AI's known tendency to invent nonexistent citations and misinterpret research findings, and discuss potential methods to discover and correct such issues. We will also discuss current UW and federal policy around the use of generative AI in grant proposal writing, potential IP (intellectual property) issues around the use of AI, and discuss what uses of AI in the writing process might be considered acceptable. Finally, because the AI situation changes on what seems to be a daily basis, we invite attendees to share their experiences surrounding this issue.

By the end of this session, learners will be able to:

• Share current thinking in the professional editing and writing community around the use of AI in grant proposals
• Provide information about UW and federal policy on the use of AI
• Learn from other attendees what issues they may be experiencing around the use of AI in research proposals and discuss them as a group

Presenter(s): Christine Wenc, Molly Wesling

Who Wants to Be a Millionaire: Research Administration Edition

Discussion Session

Description:

Have you ever wondered how far you'd get on Who Wants to be a Millionaire? Now's your chance to find out—Research Administration style! This fun and interactive session will test your knowledge across a wide range of topics including pre- and post-award processes, compliance, and more. Whether you're getting ready to take the Certified Research Administrator Exam, looking to shake off some imposter syndrome, or want to brush up on some Uniform Guidance, this session will be sure to entertain while testing your knowledge.

By the end of this session, learners will be able to:

• Test their knowledge of lifecycle research administration
• Identify areas they may want to focus on in preparation for the CRA exam
• Become familiar with areas of research administration outside of their current roles
• Gain confidence in their breadth of knowledge

Presenter(s): Carrie Jorgensen, Chelsie Propst

Workday Basics

Concurrent Presentation

Description:

Workday introduces a completely new approach to grants management compared to our previous system. In this session, we'll guide you through essential techniques to help you regain your footing and make the most of your Workday experience. We'll discuss the layout and key features of Workday navigation, searching for and accessing specific information about your awards, and how to leverage reporting outputs based on your needs.

By the end of this session, learners will be able to:

• Navigate within Workday
• View and understand award information
• Search for and interpret report outputs

Presenter(s): Larisa Roberts, Priya Rajani