April 24, 2023

Popular LinkedIn Learning Courses at Harvard

If you're looking for suggestions on where to start exploring LinkedIn Learning's library of over 10,000 courses, please visit this LinkedIn Learning @ Harvard page to see some courses that are popular with learners around Harvard.

To view previously featured HCSRA Hints, visit the HCSRA Hints page. 

April's Post-Award Metrics (PAM) Reports

Due to the recent Oracle EBS Outage, SPA was unable to run the April's Post-Award Metrics (PAM) reports on it's regular schedule (15^th of the month). Therefore, SPA will be running the PAM reports this week. Note: Since the PAM files are so complex, it takes SPA a few days to complete them for all departments and transfer the comments from the previous month's files to the new files. If the current month's PAM file is not listed in your department's PAM SharePoint page, it's an indication that SPA is actively preparing your department's files and they are locked for comments.

Harvard e-News: April Issue is Now Available

The April issue of the Harvard e-News is now available. Harvard's Financial Administration Department publishes this monthly electronic newsletter for users of the University's administrative systems. They welcome questions and suggestions (admin_systems_enews@harvard.edu); if your questions are of general interest, they'll answer them in future issues.

Fiscal Year-End 2023 Deadlines

Harvard's fiscal year 2023 will end on Friday, June 30th, 2023. As in the past, the University will close the books through a series of steps called "closings." Download a printable version of the Summary Schedule for FY2023 Transactions and Reporting. For more information, please refer to the announcement.

New Procedure: Backup Documentation for Sponsored Journals

Sponsored journals must be justified and documented more thoroughly than non-sponsored journals due to possible audit by sponsors and to assist the transmitter/approver in quickly understanding the journal. Therefore, backup documentation must be uploaded into Wasabi for every sponsored journal. The Backup Documentation for Sponsored Journals procedure was created to assist administrators determine the best backup documentation to include for sponsored journals.

New Process: Booking Guest Travel in Egencia

Effective February 13, 2023, there's a new process for booking Guest Travel in Egencia. Access to existing Guest Traveler Accounts will no longer be available after March 31, 2023. If you need to make a change to previously booked travel that extends beyond March 31, you must contact an Egencia Agent at 1-800-373-4979. Historical receipts/itineraries attached to previously used guest accounts will remain in the system. For additional information regarding Egencia accounts and processes, visit the Harvard Travel Services Egencia Online Booking page.

Revised: Non-Federal IDC Budget Tool, Recovery of In-Lieu

The Non-Federal IDC Budget Tool One-Pager has been revised to align with the recent SRM portfolio change (as mentioned in the post listed under the Harvard News section).

NSF FastLane Proposal Decommissioning

Effective April 24, 2023, the National Science Foundation (NSF) transitioned the Subawarding, Transferring or Contracting Out Part of an NSF Award request functionality from FastLane to Research.gov and decommissioned this request in FastLane. In-progress subawarding requests in FastLane as of April 21, 2023, were transferred to Research.gov. All notifications and requests submitted in FastLane are accessible in Research.gov. Award recipients can access the notifications and requests module in Research.gov via the Notifications & Requests link under Awards & Reporting on the Research.gov homepage (formerly known as the Research.gov "My Desktop" page) after signing into Research.gov. Please see the Proposal & Award Policies & Procedures Guide (PAPPG) Chapter VII, Research.gov About Notifications and Requests page, and FastLane System Decommissioning page​​​​​​​ for additional information.

NIH All About Grants Podcast: Discussing Not Discussed

Your application was “not discussed.” What does this actually mean? What should you do next? NIH discusses “Not Discussed” in this NIH All About Grants podcast episode (Audio/Transcript). They share insights on the NIH peer review process, how many applications are not discussed, reasons why, who to contact, appealing a not discussed decision, and much more. More info on the appeals process can be heard on this podcast.

GMAS Basics and Requests Online Training (University-wide) 

Date: Self-Paced, 2 hours 30-minute training

Register: Harvard Training Portal

Description: This online class is an introduction to Harvard’s Grants Management Application Suite (GMAS) and how it is used to manage sponsored projects. This course is recommended for all new staff in Research Administration and runs approximately 2 hours 30 minutes. In order to get a completion status for this class, you must view each video in it's entirety and complete the quiz at the end of each section.

Overview of Harvard University Finances Course – Available for Enrollment

Date: Day 1: Tuesday, April 25, 2023, 10:00AM - 12:00PM. Day 2: Tuesday, May 23, 2023, 10:00AM - 12:00PM

Register: Harvard Training Portal

Description: The Office of Financial Strategy and Planning is excited to announce Open Enrollment for the Overview of Harvard University Finances Course. The goal of this class is to provide Harvard community members with a clearer picture of how Harvard's finances work.

FASEB DataWorks! Prize Symposium

Date: Day 1: Tuesday, April 25. Day 2: Wednesday, April 26, 11:00AM - 3:00PM

Register: Registration Link

Description: FASEB and NIH will host a symposium to share best practices in data sharing and reuse and celebrate the achievements of DataWorks! Prize participants. The symposium will feature conversations with prize winners about shared learnings and tactics research teams can use to advance scientific discovery through data sharing and reuse. The symposium will feature presenters from across data science disciplines speaking on a range of subjects. For more information, refer to the DataWorks! Event Page.

HART Tools Refresher Webinar

Date: Tuesday, April 25, 2023, 10:30AM - 12:00PM

Register: Harvard Training Portal

Description: This webinar provides reminders about basic HART functionality including running a dashboard, including, excluding, and moving columns; sorting; adding filters ("moving to prompts"), layout options ("moving to sections"), customizations, bookmarks, printing and exporting. Recommended for new employees or current employees wanting to get the most out of using HART dashboards.

NCURA Live Webinar: Current and Pending/Other Support - Updates to NIH & NSF Requirements and Institutional Approaches

Date: Tuesday, April 25, 2023, 2:00PM - 3:30PM

Register: Harvard Training Portal

Description: This webinar will cover the context in which NIH and NSF have made updates to their Current and Pending/Other Support formats, as well as go through specific changes made to each agency’s forms. Jean and Michelle will share the current state of the multi-agency efforts and talk about the future of their agencies’ formats. The webinar will also describe institutional approaches to updated agency requirements.

Audits: Request and Documentation (University-wide)

Date: Wednesday, April 26, 2023, 1:00PM - 2:15PM

Register: Harvard Training Portal

Description: This session is for research administrators who would like to gain knowledge of audit requests and what actions are needed when you are audited. We will cover the workflow of audits, the types of audit requests one may receive as well as requested documentation to support costs. During this presentation, we will demonstrate differences in workflow and documentation requested between U.S. audits and International audits through examples. This will provide foundational knowledge and begin to advance participants understanding in how to approach an audit request.

Don't Leave Yet! Research Data Offboarding

Date: Wednesday, May 3, 2023, 12:00PM - 1:00PM

Register: Registration Link

Description: When employees leave, they take their skills and institutional knowledge with them. It is important to record essential informative information related to projects and datasets to ensure the success of future users. In this session, the Countway Library will review the important steps for offboarding employees/trainees from a lab or project. They will provide an overview of the various elements that should be addressed before closing out a project or someone leaving the institution.

Ask an Expert: NIH Data Management and Sharing Policy Virtual Office Hours

Date: Thursday, May 4, 2023, 12:00PM - 1:00PM

Register: Registration Link

Description: So, you want to write an NIH grant and need to know more about their new policy on Data Management & Sharing Plans? Drop-in this virtual information session to learn about the policy and how to successfully meet its expectations at Harvard. Experts from research support services across Harvard will be on hand to provide guidance and answer your questions. See all Ask an Expert sessions.

Financial Award Management (University-wide)

Date: Thursday, May 4, 2023, 1:00PM - 3:00PM

Register: Harvard Training Portal

Description: This course was developed to help research administrators effectively apply cost principles to manage sponsored awards. In this session participants will:

• Utilize internal financial systems (GMAS, HART) to confirm compliance to sponsor terms and internal policies
• Take appropriate steps to review, analyze, and, in cases of non-compliance, move costs. 
• Identify the differences between journals and cost transfers

Ethics and Accountability (University-Wide) 

Date: Wednesday, May 10, 2023, 10:00AM - 12:00PM

Register: Harvard Training Portal

Description: In this dynamic workshop, you will explore the world of fiduciary responsibility, internal controls and detecting fraud in the workplace. Using a combination of case studies, recent examples in the higher education sector and group discussion, this course seeks to provide you with a clear understanding of your roles and responsibilities in protecting the University’s resources while promoting an environment consistent with the University’s values and objectives. It will also raise your awareness to fraud indicators and outline the actions to take if you suspect that it may occur.

Endowment, Gifts & Chart of Accounts Zoom Office Hours

Date: Wednesday, May 17, 2023, 2:30PM - 3:30PM

Register: Zoom Link

Description: The Endowment, Gifts & Chart of Accounts Zoom Office Hours repeats on the third Wednesday of January, February, March, April, May, June, September, October, November, December until Sun Jun 30, 2024. If you have questions on the below topics, this is the place to get them answered.

• gifts (for current use or for principal)
• non-sponsored activity values
• CVRs (cross-validation rules)
• endowment distributions

Job Openings in Research Administration

We would like to use this section to highlight current research administration job openings. We will keep this section up to date and all job postings can be found on Harvard Careers. 

Senior Grants and Contracts Manager
Sponsored Programs Administration 
Description: The Senior Grants and Contracts Manager is an integral part of the research enterprise and works in close partnership with faculty members. They are a primary resource for providing guidance and oversight on issues related to fiscal, administrative and regulatory management of a portfolio of grants, contracts and sponsored programs from award receipt through closeout. These grants are from a wide-range of sponsors including the federal government (e.g. NIH), foundations, industry, and international contracts from foreign entities. 
Grade: 56
61675BR

Senior Grants and Contracts Manager 
Sponsored Programs Administration - NUT
Description: The Senior Grants and Contracts Manager is an integral part of the research enterprise and works in close partnership with faculty members. They are a primary resource for providing guidance and oversight on issues related to fiscal, administrative and regulatory management of a portfolio of grants, contracts and sponsored programs from award receipt through closeout. These grants are from a wide-range of sponsors including the federal government (e.g. NIH), foundations, industry, and international contracts from foreign entities. 
Grade: 56
59960BR

Senior Grants and Contracts Manager
Sponsored Programs Administration - GHP
Description: The Senior Grants and Contracts Manager is an integral part of the research enterprise and works in close partnership with faculty members. They are a primary resource for providing guidance and oversight on issues related to fiscal, administrative and regulatory management of a portfolio of grants, contracts and sponsored programs from award receipt through closeout. These grants are from a wide-range of sponsors including the federal government (e.g. NIH), foundations, industry, and international contracts from foreign entities. 
Grade: 56
61131BR

Senior Grants and Contracts Manager
Sponsored Programs Administration - EPI
Description: The Senior Grants and Contracts Manager is an integral part of the research enterprise and works in close partnership with faculty members. They are a primary resource for providing guidance and oversight on issues related to fiscal, administrative and regulatory management of a portfolio of grants, contracts and sponsored programs from award receipt through closeout. These grants are from a wide-range of sponsors including the federal government (e.g. NIH), foundations, industry, and international contracts from foreign entities. 
Grade: 56
61145BR