Grants Management Workgroup Newsletter for May 2019

Sent to all campus employees on May 29, 2019

A Message from the Office of Research, Office of Information Technology, and Accounting & Fiscal Services

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What's Happening with Grants Management at UCI?

In this issue, we look at some exciting news about record-breaking levels of research funding and expenditures. We also share several new tools impacting the way we manage contracts and grants on campus.

— UCI Grants Management Workgroup

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UCI Records $426 Million in Research Expenditures

UCI reported a total of $426,610,000 in total research expenditures to the HERD Survey for fiscal year 2018. The figure is the highest level of research expenditures ever recorded at UCI in a single year. The National Science Foundation uses this figure and other data for its Higher Education Research and Development (HERD) Survey, which is conducted annually and is the primary source of information on R&D expenditures at U.S. colleges and universities.

One of the many factors that contributed to the record-breaking level of expenditures was an initiative driven by the Office of Research in partnership with the Division of Finance and Administration and executed by financial staff across campus. The enhancement to our accounting structure allowed UCI to finally begin capturing data on how much is being spent annually on internally funded research. About $26 million of the total expenditures reported to the survey this past year were related to internal research and would not have been reported in prior fiscal years!

Total Awards End Third Quarter at All Time High

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UCI was awarded a total of $304 million in extramural funding through the third quarter of fiscal year 2019. The amount represents a 33 percent increase over the comparable number of $228 million for 2018. Of that amount, $187 million came from federal awards, an increase of 37 percent over the prior fiscal year. Thank you to all the UCI researchers and their support staff who earned these awards through their hard work and dedication.

The Office of Research is hopeful that the fiscal year will continue to be positive for campus; however, it is expected that the federal government shutdown that occurred earlier this year might push some award decisions into the first quarter of fiscal year 2020 at the National Science Foundation and NASA.

New Lookup Tool for Checking Protocol Status

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The Office of Research rolled out a new and improved way to look up human and animal protocol statuses. The old applications have been replaced with a new, combined search tool that users can access via the Research tab on ZotPortal. The tool is located in the "Research Tools and Support" portlet as shown in the image to the right. You can also access the protocol search tool on the Office of Research website.

Once you're in the protocol search tool, you can select to query either human or animal protocols from the drop-down menu in the first column. You can then search by researcher name, protocol number, or department. Just enter in your search terms and click "Reprompt." If you have any questions, please contact the Electronic Research Administration (ERA) Team.

More News

phone with report on screenAward Balance Overview (ABO) Report Goes Mobile

ABO Mobile is a mobile-friendly way for principal investigators (PI) to quickly see the financial standing of all of their active awards and projects via their mobile device. It is an abbreviated version of the Award Balance Overview Report. ABO Mobile allows PIs to view a summary of their active awards and projects. More detailed information can be viewed via the desktop version of the Award Balance Overview Report. ABO Mobile is available in the With U • For U mobile app, under Faculty or Staff Resources, depending on the persona you select. Download the app for free from the App Store (iOS) or Google Play (Android).

drawing of gearsProject Expiration Messages Now Being Sent for All Awards

The Contracts & Grants Accounting team is now sending automated Notice of Project Expiration messages for most awards. These emails – which have moved out of beta testing – are sent to the principal investigators and fiscal officers listed on the primary expense accounts of awards. The messages are sent 60 days before the end date of the award and come from the CGA accountant responsible for the award. The notifications show the balances as of the last closed fiscal period and include helpful tips if the project is scheduled to end, as well as information for when the PI is expecting an extension or a continuation. If you receive this notification and have any questions, please contact your CGA accountant.

generic line chartDWQuery: Analyze Financial Data Using New Award Attributes

DWQuery was recently updated to include more than 20 award attributes like fund number, project director, and award start and end dates. This update is ready to be used now and allows analysts to explore and extract UCI financial data related to contracts and grants. Research administrators will particularly find these attributes useful in the creation of custom financial queries related to the awards they manage. You can learn more about the tool on the DWQuery Guide. If you're connected to the campus network, you can try out DWQuery now. If you have any feedback about this enhancement, please let us know at

Get in Touch With Us

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The Grants Management Workgroup (GMW) is tasked with accelerating the creation of new tools and processes that will make managing grants easier and more efficient for UCI's faculty and the staff who support them. The group would value your feedback on ways we could make managing grants easier while maintaining the highest standards of compliance.

Contact us with comments or suggestions at

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