Tony,

Some thoughts about pre- and post-award administration having worked in a
place that had everything in one place and having moved post-award into a
research administration office in another.

1.  The functions should be centrally located both physically and in terms
of reporting relationships.  There could be dual reporting for the
post-award personnel who are accounting types.

2.  Consider dual reporting for the Director (academic and finance).

3.  Consider the impact on the faculty.  Is the research administration
office presently seen as helpful, customer oriented, etc.?  If no, then fix
that problem first!  If yes, are the post-award elements that you are
considering moving to research administion seen as helpful, customer
oriented, etc.  If yes then you're ok.  If not, will the move change that?
Will the move have a negative impact on the perception of the research
administration office?

4.  Accept the fact that having post-award in the pre-award shop will change
the faculty perception of the office.  The new model will be seen as more
buraeucratic, more serving of administration than faculty interests, and
more concerned about rules and regulations.

5.  Will the faculty be better served?  In reality, yes.  The links between
proposal and award will be strengthened, the inevitable friction between
proposals (pre-award dreams) and awards (post-award realities) will be
reduced.  Overall service will be improved.  It will take a while for
faculty to appreciate this change.

6.  Consider staffing levels.  Do you really have enough staff (and the
RIGHT staff) to do the post-award work?  Do you want to add new staff in the
research administration office or do you want to replace or retain existing
staff?

6a.  Consider the impact on staff morale.  (and the Director's sanity . . .)

7.  Consider the impact on the research administration budget.  Will you get
an increase in your supply, xerox, etc to cover the new staff?  Will you get
additional travel money for training new staff?  Or will you just get the
salary lines?

8.  Consider the transition period.  This is not a transition that can be
done on September 1, 1996.  From my experience it will take 12-18 months to
make the transition.

9.  Consider which post-award functions will be moved to research
administration.  All post-award functions is not an acceptable answer. List
all specific functions that will be moved.  (i.e., time and effort
reporting, indirect cost proposal development, all grant billing functions
(what do you do with a letter of credit that has both grant and student aid
components?), grant account receivables, etc.)

10.  Consider administrative support.  Can you count on the absolute support
from both the acadmeic VP and the financial VP WHEN (not if) things go wrong
during the transition.

I'd be happy to talk to you about this by telephone or via e-mail if you'd
like.  Good luck (I guarantee you'll need it!)

Phil -

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Philip V. Spina, CRA
Administrative Director
Children's Memorial Institute for Education and Research
Children's Memorial Hospital
2300 Children's Plaza, Mail Box 205
Chicago, IL 60614
Phone:  (312) 880-8305
FAX:  (312) 880-3282
Email:  xxxxxx@nwu.edu
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