HCSRA HIGHLIGHTS

March 19, 2021

HCSRA Highlights Archive

If you recently subscribed to the weekly HCRSA Highlights and would like to see what you’ve missed, you could browse previous issues on the HH Campaign Archive. 

Top 3 NIH Applicant and Grantee Systems Resources

Are you applying for or managing an NIH award? To help you navigate NIH’s grants systems, the electronic Research Administration (eRA) website provides a myriad of resources. Here are the three most commonly accessed resources that you may find helpful: 

1. eRA Commons Online Help for step-by-step instructions 

2. eRA Video Tutorials for quick overviews 

3. eRA Commons Frequently Asked Questions for helpful answers 

If you can’t find what you are looking for on the eRA website, don’t hesitate to contact the Grants Information group or the eRA Service Desk. 

Upcoming Changes to Biosketches and Other Support Pages

On March 12, 2021, NIH released Guide Notice NOT-OD-21-073, outlining the upcoming changes to the Biosketch and Other Support format page templates. The updated forms and instructions will be required for applications and Research Performance Progress Reports (RPPR) submissions due dates on or after May 25, 2021.  

Please note: these format updates do not change the policies for Biosketch or Other Support. During the transition, NIH will not withdraw applications that include the previous Biosketch format. However, failing to use the new format on submissions due on or after January 25, 2022 may result in withdrawal. 

• Updated Biosketch resources, including FAQs and sample Biosketch format pages 
• Updated Other Support resources, including FAQs and sample Other Support format pages 
• Updated Other Support and Foreign Components FAQs, including the incorporation of these new changes 

Additional resources, including training videos and other materials, will be posted on the pages above and the HCSRA website, as they become available.

IMPORTANT: Please refer to NIH's comprehensive guidance while Harvard University and Harvard Chan School review this new, detailed guidance and create University-wide and School-specific guidance. We'll inform our research administration community of new information as we receive it
 

NIH Podcast: Diversity Plans for Conference Applications

In this NIH All About Grants episode (MP3/Transcript), OER discusses the Diversity Plan; why it’s required for conference grant applications, some things to consider when putting a plan together, how reviewers will assess it, and more. 

Upcoming GMAS Release

GMAS will be unavailable on Thursday, March 26 starting at 7PM for a release, which includes enhancements, minor bug fixes, and some technical changes.

Some of the enhancements include: 

• Displaying preferred name (if available) on the GMAS welcome screen 

• Removal of the link for the legacy Foreign/Overseas approval (replaced by the new international collaboration and activities approval) 

• Removal of the ability to enter final figures when there is an open segment revision 

• Deleting a request with associated OAIR approvals will now remove those approvals from the OAIR system 

For a full list of all items included in the release, please visit the GMAS March 2021 Release page. 

The HART migration is the first system that will be part of the new Administrative Reporting and Analytics Application (ARAP) for Harvard University. For more information on ARAP, please visit the ARAP wiki site and do not hesitate to contact the ARAP team with questions. 

REACH Foundations 102 Applications Due Today (3/19/21) 

Are you a current Harvard employee with 3-6 years' experience in research administration or a related field? Would you like to learn more about sponsored projects administration at Harvard? If so, apply for the Spring 2021 Virtual REACH Foundations 102 Program by today.  

ROPPA Policy Updates

The Responsibility of Purchasers, Preparers, and Approvers (ROPPA) Policy effective March 1, 2021. The revised policy has been updated to incorporate new financial systems (Buy-to-Pay and Concur) as well as the roles and responsibilities of individuals purchasing, processing, or approving expenses on behalf of Harvard. 

• Updates to the ROPPA training requirements have also been made 

• Updates to the online ROPPA training are forthcoming 

To attend the Intro to ROPPA Policy Info Session on March 25, please register using the Zoom Meeting Registration Invitation. 

Revised Procure to Pay Manual

The Procure to Pay Manual – Procurement Manual has been updated and includes detailed processes and procedures for making purchases on behalf of Harvard. The updated manual includes information about purchasing practices, solicitation requests, and requirements when making purchases with federal or cost-share funds. 

Three Newly Revised Accounts Payable Forms

Three Accounts Payable forms have been revised and are now available on the Buy-to-Pay website under the ePro/AP menu. Tip: Download these fillable PDF forms onto your local computer/desktop for optimal user experience. 

• Homeland Security form – optional, may be used as a guideline for invoice number formatting when creating a Payment Request to the Department of Homeland Security for HIO-related payments. 

• In Lieu Of form – optional, may be used when other documentation (i.e.: supplier invoice, award letter, speaker/presenter agreement) is not available. 

• Deposit/Pre-payment form – use when deposit/pre-payment on an invoice is required. Attach this form to your invoice when submitting it to AP_Invoices@harvarvard.edu 

For more information, please visit the Buy-to-Pay FAQ page. 

Changes to Additional Pay Form – One Time/Recurring 

The following changes have been made to the One Time/Recurring Additional Pay Form in PeopleSoft, effective March 26, 2021: 

• The form will now save when the Print Form button is selected
• New Hours field to allow entry of hours to be paid for earnings codes that must be paid in hours.  In addition, earnings codes that allow either an amount or hours can now take advantage of this
• New error messages will appear upon Save:
  • when an amount is entered but the earnings code only allows hours. 
  • when hours are entered but the earnings code only allows amounts. 
  • both hours and amounts are entered. You will need to select one or the other

For more information, please visit the Buy-to-Pay FAQ page. 

Data Sharing Best Practices 

Date: Tuesday, March 23, 1:00-1:30 PM 

Register: Harvard Countway Library 

Description: Publishing research data within a trusted repository helps you comply with funder and journal data sharing policies, supports the discovery of and access to data, and can result in more visibility and higher impact for research projects. This webinar will look at strategies to effectively publish data and provide strategies for “curating” a dataset for formal sharing. 

Cost Transfer Level II Training 

Date: Wednesday, March 24, 2021 10:00-11:30 AM 

Register: Harvard Training Portal 

Description: This Cost Transfer session will focus on the role of the Cost Transfer Authorized Approver. The class will include a review of Harvard's Cost Transfer Policies and Procedures, the responsibilities of approvers, identifying requirements and best practices for approval, and cost transfer resources. Attendees will participate in group discussions and work through examples and case studies. 

Intended Audience: Anyone Responsible for review and approval of cost transfers. 

Pre-Requisites: Review the Cost Transfer Policy, Complete the Intro to Cost Transfer online course (Required). 

Managing Your Paper Records: Off-Site Records Storage 

Date: Thursday, March 25, 2021 10:00-10:45 AM 

Register: Harvard Countway Library 

Description: Run out of room for files in your office that you need to keep? The Harvard Depository records center is the perfect place for your office, department, or lab to store records that you need to keep but don’t use every day. In this workshop, we’ll review step-by-step instructions for: 

• How to set up an account  
• How to pack and label boxes correctly  
• How to complete transfer paperwork  
• How to recall records back to your office  

Introduction to ROPPA Info Session 

Date: Thursday, March 25, 2021 11:00 AM-12:00 PM 

Register: Registration link 

Description: Do you know that anyone who makes purchases with University funds or who prepares or approves transactions via Concur, PCard or B2P (or other systems which feed into the Oracle e-business suite) must follow certain requirements? Are you aware that there may be required training based on their role for people using Harvard financial systems? 

This training will give an overview of the ROPPA Policy and recent revisions which went into effect on March 1, 2021. 

B2P Training: Advanced Reporting Concepts 

Date: Thursday, March 25, 2021 3:00-4:30 PM 

Register: Registration & Information link 

Description: Two new training sessions have been scheduled to cover Advanced Reporting Concepts.  These 90-minute sessions are open to all B2P users. The registration links are also posted on the B2P Support page.  

HART Migration to OAS Webinars 

There will be 4 webinars to demonstrate the new look & feel of HART and the new functional changes. Click on the links below to register for the session of your choice through the Harvard Training Portal. 

• Monday, March 29, 1:00 pm 
• Wednesday, March 31, 11:00 am 
• Monday, April 5, 1:00 pm 
• Wednesday, April 7, 11:00 am 

Subrecipient Monitoring: Info Session 

Date: Wednesday, March 31, 2021 10:00-11:30 AM 

Register: Harvard Training Portal 

Description: This session is strongly recommended for all grants management staff responsible for reviewing subaward invoices/financial reports, processing subaward payments and reporting on subawards. The session will focus on the administrative aspects of subrecipient monitoring. Topics to be included are: 

• University Subrecipient Monitoring Policy 
• GMAS navigation for organization assessments 
• Resources in the Toolkit 
• Quarterly Review Process 

Pre-work: Prior to attending class, please complete the Subrecipient Monitoring: An Overview online module 

Research Management Meeting 

Date: Wednesday, April 7, 2021 2:00-3:00 PM 

Register: Agenda and registration TBA 

Description: This meeting is an extension of the Sponsored Administrative Leadership Committee (SALC). With remote work, SALC broadened its reach to include attendees from the sponsored administration community. Held bi-monthly, meetings are open to all within the research administration community.  

Click here to view the combined PPTs from February's meeting. Contact Christina Kennedy with questions or suggestions. 

OAIR System Informational Session 

Date: March 2 - April 18; Every Tuesday 1:00-2:00 PM and Thursday 9:00-10:00 AM 

Register: RAS Website 

Description: This is a one-hour information session. which includes a brief system overview and time for discussion. Registrants may stay for the whole session or drop in at any time during the hour to talk through using the system for Outside Activity and Interest submissions.