Nana Mgimwa, Senior Administrative
Officer-Grants Management, Muhimbili University of Health and Allied Sciences Regnier Jurado, Associate Director,
Office of Sponsored Research,
University of California, San Francisco Jill Mortali, Director, Office of
Discuss and understand approaches to
international collaboration and subrecipient relationships
Discuss and contribute examples of real
challenges across the spectrum of institutional models
History of the Partnership Developing the Project
Research Administration at MUHAS:
Collaborative training program
Strengthen and expand the capacity of Muhimbili
University of Health and Allied Science(MUHAS) to better manage their
portfolio of existing and future research grants.
Dartmouth College (DC) and the University of
California, San Francisco (UCSF) to provide training and mentorship
Intensive residency internships at DC and USCF In‐country short‐term training programs
What do you think are the biggest challenges
faced by a non-US recipient of NIH funds?
Have you ever been involved in a close
partnership with a non-US grantee institution?
Chartered in 2007
Schools of Dentistry, Medicine, Nursing,
Pharmacy and Public Health and Social Sciences, and the Institutes of Allied Health Sciences and Traditional Medicine.
Eight Directorates serve as part of the overall
management structure of the University including the Directorate of Research and Publications, its dedicated research office.
DRP’s mission is to provide a conducive
environment for and promote the conduct of
Longstanding research partnerships
Increase in research funding at MUHAS
Sponsors that fund MUHAS have become
interested in MUHAS developing capacity to manage research
2010 MUHAS senior administrators visit UCSF
2008 Bill & Melinda Gates Foundation grant UCSF and MUHAS partnership to build
educational and research infrastructure
Analysis and produced a gap analysis report
with way forward
Facilitated establishment of the OSP
Conducted training in RA and purchased
Pre-Award Post-Award
Pre-award Support:
◦ No institutional support for proposal development or submission
No central tracking of
proposals submitted
Documentation:
◦ Need to develop policies and procedures
◦ Need PI Guide
Recovery of indirect costs
◦ Limitations on indirect rates
Post-award support:
◦ Researchers responsible for their own post-award management Consultancy Human resources Procurement: ◦ Acquisition of supplies and equipment Finance ◦ Regular Reports
PAR-12-069 Training Programs for Critical
HIV Research Infrastructure for Low- and Middle-Income Country Institutions (G11)
G11- Extramural Associate Research
Three-year training implementation (type of
training, topics of the training and the expected candidates for each type of training included.
Describe courses and research infrastructure
project opportunities that will be available to trainees.
Mentoring Plan
Integration of the proposed training with other
relevant capacity building activities at the LMIC (Lower Middle Income Countries), institution.
Criteria, recruitment and selection procedures for
trainees
Measures that can be used to demonstrate
increased capacity at the end
Short descriptions of all of the on-going HIV
research at the LMIC
Describe the institutional support and
commitment to the goals of the training program by the applicant and LMIC institutions.
Provide a comprehensive, robust and
innovative training platform.
Assist with the development of standard
operating procedures
Develop a long-term program sustainability
plan
To provide a comprehensive, robust and
innovative training platform . A variety of
methodologies will be employed including short and longer-term residency training at both DC and UCSF for MUHAS staff in the new OSR,
Short-term “continuing education” programs in
Dar for these individuals (and others) after they return to Tanzania,
Local training for administrators of smaller
projects,
Long-term mentorship via distance learning and
other methods lead by DC and UCSF faculty and staff teamed with appropriate MUHAS
Project period of award: 8/1/13-1/31/16 Total annual award $102,936
Some salary support for MUHAS, UCSF,
Dartmouth
Other direct costs Travel funds:
◦ 4 Tanzanian OSP administrators to come to Dartmouth for training.
◦ Short-term training in Tanzania
◦ Budgeted amounts cover the cost of travel for 2 US faculty to travel to Tanzania each year.
Chancellor
University Council
Vice Chancellor
Deputy Vice Chancellor - PFA
Deputy Vice Chancellor - ARC
Deans and Directors
Heads of Department Deans and Directors
In 2012 MUHAS developed Office of
Sponsored Projects unit under DRP. The unit is fully functioning with three members of staff. The office is working closely with
sponsored projects accounts department and all PIs.
Dartmouth through IEARDA helped MUHAS to
register to grant.gov, era commons, sam.gov, PMS and other platform. MUHAS can now
apply grant directly to federal funding agencies and become primary awardee.
The MUHAS Grants Management Officer’s primary
responsibility is to provide grants management support and oversight for awards and sub-awards issued through a variety of mechanisms to MUHAS and to administer the full life cycle of grants management activities beginning from pre-award monitoring and assessments; overseeing individual project administrators during post award phase to ensure adequate monitoring/compliance and close-out procedures. The Grants Management Officer engages in planning, monitoring and tracking grants in cooperation with specific project accountants and administrators,
MUHAS procurement unit, finance department and legal office (for contracts). This position reports to the
All project contracts are signed by DRP. With
this it is easy to track compliance.
There is improved support for pre and post
award management
PIs and prospective PIs are registered in eRa
commons and are encouraged to apply for grants
There have been several training on matters
of research projects. The training focused on both, research administration and proposal writing
Training Assessment Survey System and Policy Assessment Monthly Conference Calls
Webinars
Attendance of MUHAS research
administrators at SRA and NCURA
On-site 2 and a half day workshop in
Day 1 Activity/Topic
9:00 am to 10:30 am Tour of Campus with Focus on Administrative and Research Areas 10:30-10:45 am Welcome Remarks
10:45-11 am Introduction/Roles by each person 11:00-12:00
Roundtable discussions: Organizational Models, Professional Development and the Research Administrator
12:00-12:30 pm Lunch 12:30 pm to 1:30 pm
Discussion: Research projects, new initiatives and strategic planning for research administration at MUHAS
1:30-2:30 pm Commons Challenges and Solutions for Proposal Preparation 2:45 pm to 4:30 pm Foundations of Research Administration
Agenda Day One:
Day 2
Activity/Topic
9:00 am to 9:30 am Post Award: Basic principles of internal controls
9:30 am to 10:15 am Post Award: Award Negotiation, Receipt and Account Set Up 10:15 am to 11:00 am
Post Award: Terms and Conditions; Policies and Procedures for Effort Reporting, cost transfers
11:00 am to 12:00 pm How to prepare for and survive an audit (case studies) 12:00 pm to 12:30 Lunch
12:30-1:15
Roundtable Discussion: Dartmouth, UCSF, MUHAS Policies and Procedures
Day 3 Activity/Topic
9:00 am to 10:00 am Case Studies
10:00 am to 11:00 am Open Forum/Discussion 11:00 AM -11:30 am Closing Remarks
Agenda Day Two and Three:
• Year 1
• Hired OSP staff including Nana • Office set up
• Centralized data base for tracking sponsored projects • Hired support staff for accounting and procurement
• Defined roles, responsibilities and accountability of OSP • Year 2
• Draft SOPs, including procurement and finance manuals, and routing procedures
• Route all grant applications, negotiations through OSP • Year 3
• Continue Dartmouth, MUHAS, UCSF training of research administrators
Pre-award Post-award
Assure readiness to submit applications, registrations on donor application systems
Analyze terms and conditions
Funding opportunities Administer policies and
procedures for compliance with grant terms, research ethics, conflict of interest, research misconduct, IRB
Proposal development: review of funding announcements, budget preparation
Develop and implement a project reporting system (financial and technical performance)
Tracking proposals Work with sponsors and auditors
Financial Regulations
Material Transfer agreement IRB Policy
There is still a rudimentary record keeping
system.
Scarcity of skilled human resources at OSP
Lack of SOP for research administration function
There is need for competency based training in
pre and post award management so that the
business aspect of projects can be managed by administration staff while science remains with scientists. This will reduce burden to PIs and eventually produce better research reports.
Procurement
Time and Effort reporting Financial transactions
Overhead costs/charges: amount charged
and expenditure
Consultancy
Human resource: Hire, Departing staff,
OSP at MUHAS is expected to be a fully
functioning unit working closely with PIs and sponsors.
The office will provide support from looking
for funding opportunities to close outs.
The unit is expecting to hire more competent
staff in areas of legal, procurement,
accounting, Human resource and research administration/development.
The partnership has been successful because
there are more research collaborations between the institutions involved.
Senior research administrators from both
UCSF and Dartmouth have been support MUHAS OSP through training , mentorship and enquiries.
UCSF Global Health Sciences
globalresearchhub.ucsf.edu
NACUBO International Resource Center
irc.nacubo.org
NIH Fogarty International Center
International Research Ethics Education and Curriculum Development Award (Bioethics) Deadlines
Deadlines
Upcoming letter of intent due dates: April 22, 2015 Upcoming application due dates: May 22, 2015 Eligibility
Eligibility
Applications from foreign organizations must be from institutions located in countries defined
by The World Bank as low income, lower-middle income or upper-middle income. See The World Bank Country and Lending Groups to identify countries with low- or middle-income economies.
Applicants are encouraged to collaborate with Fogarty Research and Research Training
programs, or with other NIH grantees working in the developing countries where trainees are recruited. Collaboration with partners (listed below) is also encouraged.
View full eligibility in the program announcement. Program Overview
Program Overview
The purpose of the International Research Ethics Education and Curriculum Development
Award is to develop master's level curricula and provide educational opportunities for developing country academics, researchers and health professionals in ethics related to
performing research involving human subjects in international resource poor settings. The goal of this initiative is to increase the number of developing country scientists, health
professionals and relevant academics with in-depth knowledge of the ethical considerations, concepts and applications in clinical and public health research.
This project has been made possible by the
generous support of the National Institutes of Health, Fogarty Center, G11TW009577
