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RAA Industry Post-Award Learning Track
Phase 1: Onboarding
Phase 2: In-depth Courses
Phase 1 Course Details
Part A: Duke Way Online Modules
Duke Way: Accounting & Financial Basics @ Duke
- Understand and define basic accounting terms and key principles
- Demonstrate the role of accounting in research administration
- Identify the financial responsibility structure at Duke
- Recognize the accounting tools and processes used in research administration at Duke
- Interpret the hierarchy of designations used by Duke in SAP
- Understand how features of research administration are translated to SAP
Duke Way: Research Administration Systems @ Duke
- Explore the role of systems in research administration processes
- Identify key systems used in research administration at Duke
- Explain the functions of research administration systems
- Identify system owners, offices, and resources that support research administration systems
Duke Way: Professionalism in Research Administration @ Duke
- Recognize the major components of professionalism in research administration
- Understand the role that professionalism plays in research administration at Duke
- Identify strategies and techniques to demonstrate professionalism
Part B: Systems Training
Introduction to SPS
This is an introduction to Duke's pre-award system, SPS, and is open to Campus and SOM/N. Participants will discuss important pre-award concepts related to SPS entry and will practice entering information into SPS.
OnCore: Basic Navigation
The purpose of this online module is to provide clinical research personnel with the foundational information needed to get started navigating the OnCore system. This module covers the OnCore system interface, functional roles in OnCore, console navigation, and tips when using the system.
Sponsored Projects Reports: Master Data
This virtual course takes a "deep dive" into several tools used to review and understand master data for Sponsored Projects. Master data works as the building blocks for reporting as it is used to select data to be included in a report. The video for displaying a project and customer fields (CJ03) is a prerequisite for this course. This virtual building blocks course builds on the video by reviewing the master data included in the CJ03 transaction, as well as how to generate Project Master Data Information Sheets (ZF403), how to generate a list of projects with master data, and how to display Cost Element Groups.
Sponsored Projects Reports: Project WBSE ITD w/ Plan Z71PROJ
This two-part virtual course offers a deep dive into using and analyzing data for the more detailed Project / WBS Inception to Date with Plan report (ZFR1E). This report is known as a super report since it provides many selection options using master data, as well as different cost element group selections. Content includes printing and exporting tips as well as saving and getting selection variants. This course is intended for those who support Principal Investigators and Grants Management functions. Required Prerequisites: SAP Sponsored Projects Reporting: Master Data Building Blocks.
Sponsored Projects Reports: Organizational One-Line Summaries
This virtual course provides a deep dive into organizational-level "big picture" reports used to analyze data at the BFR Code level. These reports provide a one line summary for the Sponsored Projects selected and provide a quick review across projects. The tools covered include the Sponsored Projects One Line Summary (ZF109AR), The WBSE Master Data & One Line Summary (ZF600, and the Departmental Summary of Indirect Cost (ZF111). This course is intended for those who support Principal Investigators and Grants Management functions.
Sponsored Projects Reports: Line Items
This virtual course offers a deep dive into the transaction detailed line item reports available for Sponsored Projects. This course also exposes participants to other reporting functions like saving and getting a selection screen variant and changing and saving the report layout for future use. This course is intended for those who support Principal Investigators and Grants Management functions.
SAP Reconciliation & Documents
This virtual course provides information about the reconciliation of financial transactions using SAP reports including the GAP procedures that must be followed. The course also provides details for common SAP documents that are displayed via the report drill-down function, such as Purchase Requisitions, Purchase Orders, Invoices and Payments, Journal Entries, and Internal Orders. The content includes a list of document types to help in the report drill-down function and what data are available for the most common documents. Various ways to research these documents in SAP are also covered.
SAP Journal Entry
This online, on-demand course provides an overall understanding of journal entries (JVs) including how to use debits and credits, as well as how to use the SAP Park G/L Account Document FV50 transaction to initiate and complete an entry. The course also includes other related topics, like changing or displaying parked documents along with reports used to track journal entries.
Phase 2 Course Details
Part A: e-Learning
These courses can be completed at the same time as the 2B Virtual Classroom Sessions.
Financial Basics for Clinical Research
Learning Objectives
- Describe clinical research from a financial perspective
- Describe the types of costs associated with a clinical trial/research study
- Describe the concept of effort management
- Describe financial and management reporting
- Describe financial close-out requirements
- Describe systems useful in following financial activities associated with a clinical trial/research study
Institutional Regulatory Policies & Procedures in Clinical Research Management
Learning Objectives
- Find and follow applicable standards, guidelines, regulations, policies, and procedures for performing clinical research at Duke
- Identify and interpret policies and regulations regarding Duke Health IRB oversight of research
- Describe study elements that must be approved by or reported to the Duke Health IRB
- Identify research approval elements and responsible offices at Duke
Research Related Agreements: Basics for Clinical Research Study Teams
Learning Objectives
- Identify typical agreements/contracts (MTAs, CTAs, CDAs, DTAs)
- Recognize when typical agreements are necessary
- Identify offices responsible for different types of agreements
- Describe processes for putting agreements in place
- Identify special considerations and tips when establishing an agreement
Oncore: Big Picture
Learning Objectives
- Describe the purpose of a Clinical Trials Management System (CTMS)
- Explain the connections between the Calendar, Budget, Subject Visit Tracking, and the Financials Console
- Identify some of the key tabs in the Financials Console
OnCore: Subject Visit Tracking
Learning Objectives
- Provide instructions for completion of the procedures section on the Subject Visit Update screen
- Explain the impact of subject visit tracking on OnCore Financials
- Review best practices and their importance in avoiding critical billing errors
OnCore: Invoiceable Items, Invoicing and the OnCore-SAP Interface
Learning Objectives
- Explain how invoiceable items are generated and where they are located
- Describe how to set up the first invoice
- Understand how the OnCore-SAP interface works and the impact it has on invoicing
OnCore: Managing Invoices, Payments, and Payment Reconciliations
Learning Objectives
- Identify the steps for creating an invoice, voiding an invoice, amending an invoice, and requesting a write-off
- Describe the process of adjusting invoices for payment reconciliation
- Explain how to reconcile a payment at the line item level
OnCore: Financial Reports
Learning Objectives
- Identify the various reports you can use for invoicing analysis and budgeting
- Describe how the reports should be utilized
- Explain how to run the various reports
OnCore: Using the RSH010 Report to Validate Patient Care Activity
Learning Objectives
- Describe how patient care costs that are reported in RSH010 and SAP tie back to the pre-award process and budget development
- Define the RSH010 report and describe its main uses
- Discuss how to process the RSH010 data via a Pivot Table and use it to confirm accurate invoicing to the sponsor
- Demonstrate how to invoice for items on the RSH010 report in agreement with the study budget
- Explain situations that might lead to unintentional, fraudulent billing, and how to avoid those situations
Part B: Virtual Classroom Sessions
These courses can be completed at the same time as the 2A e-Learning Classes.
Accounts Receivable: Non-Reportable Projects
Learning Objectives
- Understand the basics of the Accounts Receivable (A/R) process as it applies to non-reportable projects
- Gain knowledge about reports and tools to track Accounts Receivable
- Sponsored Programs Accounts Receivable One Line Summary (ZF109AR)
- Aged Debt Report (ZFAR003)
- Customer Line Item Display (FBL5N)
- Interpret the comments from Corporate Accounts Receivable regarding collections if applicable
Closeout for Industry-Sponsored Projects
Learning Objectives
- Define the closeout phase of an industry-sponsored project
- Identify important components of a closeout
- Explain the critical aspects of the Duke financial closeout
- Discuss how to accurately complete Duke closeout forms
- Outline Duke's expectations for an industry-sponsored financial closeout
- Pinpoint available resources and tools to support closeout
- Recognize the consequences of untimely or incorrect closeouts
- Locate key resources to assist with closeout
Communication is Key
Suggested Order: None
Learning Objectives
- Describe why communication is important to research administration
- Compare and contrast communication modes and methods
- Choose effective communication strategies for your audience
- Recognize your strengths and weaknesses in communication
- Identify ways to communicate more effectively
- Identify aspects of clear and concise written communications
- Develop a team environment to enhance collaboration
- Prepare for difficult conversations
Intro to Regulatory Compliance
Suggested Order: None
Learning Objectives
- Identify the regulated activities and materials frequently associated with research
- Obtain a general familiarity with the general concepts and processes governing regulated activities in research
- Recognize the role of research administrators in regard to research subjects, regulated substances, conflict of interest, and export control
- Understand where to find expertise on these topics to obtain accurate guidance and ensure compliance
Navigating Sponsor Documents
Suggested Order: None
Learning Objectives
- Gain universal skills to navigate documents & communications
- Identify the goal and purpose of written content
- Establish how to present that information to others
- Explore the different methods to engage with complex content
- Learn helpful annotation and reading tips for improved efficiency
- Explore working with sponsor guidance documents and other types of written information
Participant Payments & ClinCard
Learning Objectives
- Explain different types of research participant payments
- Identify criteria for determining if payment is reportable or non-reportable
- Discuss GAP 200.420, Processing Payments to Research Participants
- Compare payment options for research participants
- Explain Duke’s preferred methods and reasons supporting preferences
Post-Award Financial Management
Learning Objectives
- Pinpoint importance of effective financial management
- Identify critical aspects of financial reconciliation
- Describe the details of an in-depth financial reconciliation
- Discuss best practices for handling budget variances
- Summarize the accrual process and why it is important
- Present strategies for addressing budget deficits and amendments
- Explain the financial benefits of effective communication
Post-Award Fundamentals of Industry-Sponsored Research
Learning Objectives
- Pinpoint key considerations for industry-sponsored projects
- Discuss the importance of the sponsor contract
- Identify essential aspects of post-award management
- Describe effective monitoring and reconciliation of project financials
- Identify methods for mitigating financial risk
Procurement on Sponsored Projects
Learning Objectives
- Properly classifying individuals as employees or independent contractors
- Describing the importance of GL accounts
- Differentiating the different methods of procuring goods and services
- Identifying the appropriate use and operational procedures associated with different procurement methods
- Explaining the role of Grant Managers in the procurement process
- Recognizing situations that may be concerning to auditors
Research Administration Fundamentals of Industry-Sponsored Research
Suggested Order: None
Learning Objectives
- Properly classifying individuals as employees or independent contractors
- Describing the importance of GL accounts
- Differentiating the different methods of procuring goods and services
- Identifying the appropriate use and operational procedures associated with different procurement methods
- Explaining the role of Grant Managers in the procurement process
- Recognizing situations that may be concerning to auditors