Grant Management Community News: May 2013

Grant Management News


Other News:

*NOTE* Faculty Advisories should be discussed with your PI



New Subcode Purpose Field in SAP Master Data

A new field, called Subcode Purpose, has been created in the SAP Master Data and will be used to identify the purpose of a subcode.  The Subcode Purpose field will allow subcodes created for Duke internal purposes to be identified as such and will give SAP the ability to aggregate CAS budgets and charges on these subcodes.  Please review the announcement for details regarding the use of this new SAP Master Data field.

Tech Talk: eRA@Duke

The RACI Document Management project is underway and has been re-named eRA@Duke (Electronic Research Administration at Duke). The objective of eRA@Duke is to electronically enable Sponsored Program grant management processes in order to promote efficiency, transparency and the seamless transfer of required information across Duke IT systems and organizations. The streamlining of core business processes will be achieved by leveraging workflow, security and reporting functionality in SPS and SAP. The eRA@Duke project is comprised of the following four workstreams: Notice of Award, CAS/Rebudgeting, Fund Code Plan & Setup and Sponsored Program Closeout; the first two workstreams are already in progress and the third is to start by early June 2013.

Meredith Woods is the newly identified Project Leader for eRA@Duke. Meredith joined Duke in April and will oversee all project management facets of the eRA@Duke initiative including facilitation of Steering Committee meetings, project updates to RACI, maintenance of communication and project plans (including end user training and system changes rollout schedules) and tracking of eRA@Duke policy modifications.  Please look for additional project updates in subsequent newsletters. Should you have any questions or comments regarding eRA@Duke, please do not hesitate to contact Meredith at meredith.woods at

Remember to Use New Outside Services Agreement (OSA) for Sponsored Projects Form

A revised Outside Services Agreement (OSA) for Sponsored Projects form is available and should be used, effective immediately.  You can find the new OSA for Sponsored Projects form at the Office of Research Administration (ORA) website, Office of Research Support (ORS) website or at the Financial Services website.  

iForms Reminder

Please remember that an iForm that is open for approval should not remain open longer than 20-30 minutes.  The service type and service category may be deleted from an iForm if left open for approval too long.  If the iForm is closed and reopened without approval, the information may or may not be restored.  Attempting to approve the iForm without closing and reopening it, will cause the form to route with the service type and service category blank and will require correction.  Please be cognizant of the amount of time an iForm is left open when reviewing and approving to avoid these errors.

A-81 Update

The Proposed OMB Uniform Guidance, which combines 8 OMB Circulars into one document, is an initiative led by the Office of Management and Budget (OMB) to streamline Federal cost principles, administrative and audit requirements.  With the Uniform Guidance currently in its comment period, there is not yet an expected effective date.  Jim Luther, Assistant Vice-President, Research Cost Compliance Officer, is coordinating Duke University’s response to the proposed guidance.  Further updates will be provided as they are made available.  A draft of the 240-page document, along with a crosswalk from the existing guidance to the proposed guidance can be found at

Proposed OMB Uniform Guidance
COGR Assessment of Proposed OMB Guidance (March 7, 2013 Latest News)

RACI i2 (Integration Initiative) Update

Buy@Duke continues to roll out across the institution.  The School of Medicine and the vast majority of the remaining University departments should be implemented by June 2013.  Currently there are over 5000 users and departments are benefiting from the financial oversight, the savings and the efficiencies provided by the tool. 

Twenty-two Buy@Duke reports are available on the Buy@Duke Reports tab, the Finance tab and the Grants Management tab. For Buy@Duke report reference and training materials, including report summaries, hints, terminology and a step-by-step guide, please visit the website.

Please review the latest updated Buy@Duke features on our website.

Other News

Compliance Corner

An audit of Jackson State University’s National Science Foundation (NSF) awards totaling $19.4 million resulted in $943,474.74 in questioned costs.  While the University agreed with some of the questioned costs, $843,539.55 remained in question due to lack of documentation to support the allowability, allocability and reasonableness of the charges.  Read More.

Congratulations to Daphne Bennett and Heather Ellis!

Congratulations to Daphne Bennett for receiving the SRA International-North Carolina Chapter President’s Award!  This award is given to a member who is recognized for providing outstanding service to the Chapter and for their efforts in helping plan the 2013 annual meeting.

Please also congratulate Heather Ellis for receiving the SRA International-North Carolina Chapter Rookie of the Year Award!  This award recognizes a first time Program Planning Committee member for their outstanding service to the 2013 Chapter meeting and provides the recipient with free registration for the 2014 North Carolina Chapter meeting.

Please be sure to congratulate Daphne and Heather on their accomplishments! 

Fall 2013 CRA Study Group Open for Registration Starting June 1, 2013

RCC’s semi-annual CRA Study Group is now open for registration. The study group reviews a breadth of research administration topics based on the Research Administration Certification Council’s “Body of Knowledge.” If you plan to take the CRA exam in November 2013 or May 2014, please join us for an in-depth review and discussion of topics that may be covered in the Certified Research Administrator exam. The study group is limited to 20 participants. The deadline for the CRA Study Group registration is June 30, 2013. Read more.

RCC Lead Trainer Applications Deadline Extended to May 15, 2013

RCC invites individuals with extensive experience in pre- and/or post award grant management to serve as Lead Trainers for the Fall 2013 Research Administration Academy.  Lead Trainers will participate in the development of case studies that feature “real life” situations and problems for RAA participants.  They actively participate in class discussions, providing insights and solutions to departmental grant management.  Each RAA cycle features two Lead Trainers per class.  The time commitment is approximately 8 hours per cycle.  Applications are due no later than 5:00 p.m. on May 15, 2013.  For further details, please visit the RAA website

Federal Hot Topics

This month's hot topics include the National Science Foundation Office of Inspector General’s use of Data Analytics methodology for conducting audits.  Read more.

Current Training Opportunities (Updated as of 05/02/13)

Continuing Education Reminder:   Remember:  All Research Costing Compliance classes now require that attendees pass a brief assessment with a score of at least 80% in order to receive continuing education credit. This includes the mandatory Management of Selected Post Award Issues, all FasTrack classes, and all AGM classes (for AGM program participants and continuing education credit).  If you do not pass the assessment with at least an 80% or greater, you must attend another offering of the class and take the assessment again to earn the continuing education credit.  Read more.

For all certified Grant Managers: You must earn five credits throughout the fiscal year (7/1/12 – 6/30/13), of which one must be 2013 Management of Selected Post Award Issues.  With the end of the fiscal year quickly approaching, remember to check your credits in the RCC Training Tracker.  All questions/concerns regarding RCC training or continuing education credits should be submitted to rcc-cert at  Please do not submit inquiries to individual RCC staff.  Read more.


FasTrack Classes:

Advanced Grant Management (AGM):

Other Duke Training Opportunities:

  • Office of Research Administration (ORA):
    • *Sponsored Projects System (SPS) – June 4, 2013, July 9, 2013, August 6, 2013, September 3, 2013, and October 8, 2013
    • *Pre-Award Grants and Contracts (GC101 & GC201) – June 11 & 12, 2013, July 10 & 11, 2013, and October 2 & 3, 2013
    • *eSubmissions – May 22, 2013, June 19, 2013, July 24, 2013, September 25, 2013, and November 13, 2013
    • *RPPR/eSNAP – May 22, 2013, June 19, 2013, July 24, 2013, September 25, 2013, and November 13, 2013
    • *Other Support – June 25, 2013, July 16, 2013 and October 22, 2013
  • Office of Research Support (ORS):
    • *Grants, Compliance and Contracts 102 – May 22, 2013
    • *Finding Funding – May 15, 2013
    • *Grant Managers Meeting – May 30, 2013
  • School of Medicine Compliance Office (SOMCO):
    • *SOMCO Research Financial Compliance Quarterly Update – May 15, 2013
  • SAP and University Reporting:
    (Although they do not qualify for continuing education credits, these classes will be of interest to entry-level grant managers)
    • Introduction to SAP @ Duke – Online
    • Introduction to SAP Business Warehouse for the University (0010) – July 10, 2013, September 17, 2013, and December 19, 2013
    • SAP University Reporting: Sponsored Projects – May 14 2013, June 12, 2013, July 24, 2013, August 21, 2013, September 11, 2013, October 23, 2013, November 7, 2013, and December 11, 2013
    • Introduction to Duke Accounting and Business Practice – May 16, 2013, June 20, 2013, July 18, 2013, August 15, 2013, September 19, 2013, October 17, 2013, November 14, 2013, and December 12, 2013
    • Introduction to Duke G/L Accounts – May 23, 2013, June 27, 2013, July 25, 2013, August 22, 2013, September 25, 2013, October 24, 2013, November 20, 2013, and December 19, 2013
    • Faculty Projection and Reporting Tool – June 5, 2013, August 14, 2013, October 30, 2013, and December 5, 2013

Professional Organizations:

*These classes qualify for continuing education credits for RCC certifications.


"Grant Management Community News" is produced by Duke's Office of Research Costing Compliance. Please contact us with comments or suggestions regarding the newsletter. An archive of newsletters is available online.

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