FDP MEETING REPORT/SUMMARY. Session Info. Activities/Outcomes/ The newly established steering committee was formulated and has been Progress to Date

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1 Online Web Frm Sectin Name Sessin Inf Sessin Name FDP Expanded Clearinghuse Date September 6, 2018 Pint f Cntact Lynette Arias and Pamela Webb Wrking Grup Pst-pilt summary status Activities/Outcmes/ The newly established steering cmmittee was frmulated and has been Prgress t Date wrking tgether since the last meeting. Since the pilt was cmpleted, we re-invited the remaining 43 FDP members t uplad their prfiles. As f this mrning, ALL FDP member prfiles (207 ttal) are cmpleted in the Clearinghuse. Onging enhancements are in prgress, API develped, financial questinnaire drafted, and lng-range planning recmmendatins submitted t Executive Cmmittee. System Applicatin Prgramming Interface (API) tkens issued t 8 institutins (VUMC, UVA, Clumbia, NCSU, FAMU, Duke, UCF, Iwa) since the end-f- May launch; 2 institutins actively cnsuming (VUMC & UVA). There have been issues with rles (Org Owners, Prfile Cntacts & Users) with an encuragement in a recent t the listserv t remind everyne t ensure their institutinal cntacts fr all rles are updated as peple leave the institutin. System versus user rles are being re-evaluated. The steering cmmittee is reviewing the list f enhancement requests t fcus n, including ntificatins nce smething has expired, increased data integrity, and administrative burden reductin areas. Educatin and Outreach Website updates have been made t the Archived Pilt and the Subcmmittee pages. The revised Subcmmittee website includes a streamlined missin, descriptin, and resurces (including a revised fillable pdf versin f the Letter f Intent). Effrt t pssibly revise prfile cntent by 1) remving underutilized, N/A and blank fields, 2) ptentially adding institutinal infrmatin cmmn in the federal JIT award prcess, and 3) ptentially adding nn-subaward institutinal infrmatin that wuld benefit ther FDP wrking grups and EC members. EC members were asked t frward specific suggestins by t jthatche@systemsbilgy.rg. Lng-Range Planning Specific recmmendatins were submitted t Executive Cmmittee t include tpics arund lng-term wnership, participatin f FDP and nn-

2 FDP members in the Clearinghuse, maintenance and develpment, and use f Clearinghuse data. Recmmendatins include the fllwing: FDP shuld cntinue t wn and manage the Clearinghuse. FDP shuld allw a limited number (50-100) nn-fdp single audit rganizatins t jin the Clearinghuse fr a nminal fee. FDP shuld mandate participatin in the Clearinghuse in FDP Phase VII. FDP shuld cntinue Clearinghuse develpment and enhancement as resurces permit. FDP shuld pursue federal data interfaces (SAM, Federal Audit Clearinghuse, etc.). FDP shuld supprt the Clearinghuse using the technical team at Vanderbilt University Medical Center. Changes regarding additins r deletins f certain data elements shuld be analyzed. FDP shuld utilize Clearinghuse data t supprt verall FDP activities. Financial Questinnaire Guidance fr PTEs cmpleting and subrecipients reviewing the financial questinnaire cmpleted in August. Financial questinnaire and guidance has been refrmatted int easier t digest frmat fr review and distributin. Survey under develpment t determine interest in using the financial questinnaire and willingness t participate in pilt. Drafting t distribute the financial questinnaire and alng with survey 1-2 weeks after the Sept FDP meeting. Requests fr subrecipient cmmitment frms Everyne is encuraged t use the Clearinghuse, but rganizatins are still asking fr their frms t be cmpleted. If yu receive this request, use the sample pushback language r prvide a cpy f the Business Agreement. If this desn t wrk, please cntact fdpechelp@gmail.cm. This includes when yu have prvided a Pass-Thrugh Entity yur rganizatinal infrmatin via the sample LOI, they shuld nt be asking fr this infrmatin again at time f subaward issuance. If yu have prvided LOI inf and have a Clearinghuse Prfile, please cntinue t direct PTE s t yur LOI and Clearinghuse Prfile rather than cmpleting their frms. Agenda/Discussin Pints fr this Meeting System enhancement discussin Ntificatins arrive t far in advance and are frgtten nce the expiratin date arrives. A suggestin was made t prvide a ntificatin clser t the expiratin date. There are cncerns with knwn expired entries such as 2016 being allwed.

3 Have there been cnsideratins abut feeding data frm the federal audit clearinghuse? (see data analysis and prfile review sectin) The fllwing enhancement suggestins were requested: If yur audit reprt includes a very brad cmpilatin, it wuld be useful t have additinal guidance n hw t narrw dwn the audit reprt t just the rganizatin. A checkbx that states the finding is part f a R&D cluster. Planning t survey membership t cnsider ptentially revising data fields that are requested in prfile: Remve blank, "nt applicable" and underutilized items Add data elements cmmn in federal JIT prcess (e.g., descriptin f accunting system, standardized assurances, ). Data elements will ultimately be subject t FDP Executive Cmmittee apprval befre adding. Seek suggestins frm FDP wrking grups fr additinal elements (e.g., SmartIRB participants culd reprt here and nt duplicate effrts in 2 places) Feedback frm the audience was that remving unused fields wuld be favrable. A request was made fr FDP members t prvide a list f typical items that are requested frm spnsrs frequently that are institutin-wide and nt transactin-specific. Fr example, assurance that yu are an EOE. Additinally, institutin-t-institutin requests can be submitted in rder t cnsider adding t the Clearinghuse (e.g., IT security clearance structures in place). Data Analysis & Prfile Review The FDP Expanded Clearinghuse system sends reminders befre certificatins expire. Hwever, links that have brken r expired are mre difficult t detect (e.g., F&A rate, audit). A reminder that these fields, especially single audit reprt dates, need t be updated (e.g., 2016 appears, which is ut-f-date). Single audit and prfile update questins can be sent t fdpechelp@gmail.cm Federal clearinghuse data and Expanded Clearinghuse data is nt cnsistent. FDP F&A rate data and breakdwn by institutin type was prvided. There was a discussin abut using the Clearinghuse data fr analysis such as F&A rate cmparisns. The fllwing cmments were made: What rate wuld be used if the agreement has multiple rates? What wuld the data be used fr? It was fund that 89% f the institutins shuld be cnsidered lw risk, but they aren t deemed lw risk in the audit reprt. The Clearinghuse culd supprt the argument that we can still mnitr an institutin as lw-risk. Data analysis is nt the missin f the Expanded Clearinghuse, but it can be very useful t the FDP as a whle. It was clarified that the

4 FDP MEETING REPORT/SUMMARY data is already publicly available. This use f data cmpnent is part f the recmmendatins t the Executive Cmmittee in the Clearinghuse Future recmmendatins. This wuld cnstitute an expansin f the riginal scpe f the Clearinghuse and will require additinal cnversatin with the Executive Cmmittee. If we extracted data frm the Clearinghuse, it wuld be vetted thrugh the Executive Cmmittee. COGR culd leverage FDP t btain data. Any analysis shuld run thrugh the FDP membership, and raw data shuld be prvided t the membership. Any data used frm the Clearinghuse will always be subject t apprval frm the participating rganizatins as well as the Executive Cmmittee. N individual data is intended t be identifiable. Federal USASpending.gv and Federal Audit Clearinghuse data is linked by the DUNS # and is nt cnsistent. There culd be a ptential t link the Expanded Clearinghuse with data extracted frm these federal sites. The fllwing cmments were made: State institutins wuld have difficulty pulling infrmatin frm the federal sites. DUNS # legal names may differ between federal sites and Expanded Clearinghuse. Legal names in the Expanded Clearinghuse were cmpared frm SAM.gv. Please send discrepancies fund in the Expanded Clearinghuse and federal sites t fdpechelp@gmail.cm SAM.gv legal name shuld be the fficial ne, s all participants shuld be sure their SAM.gv prfile is crrect. Lng-Range Planning The Executive Cmmittee reviewed the lng-range planning recmmendatins and apprved the fllwing: FDP will cntinue t wn and maintain. Fcused educatin and cmmunicatin with federal agencies will be develped. Nn-FDP membership participatin cnsideratin will cntinue t be discussed, with a decisin being held at this time. Data element analysis will cntinue, with results presented back t the membership and Executive Cmmittee. VUMC will cntinue t maintain and develp the Clearinghuse. Use f data btained frm the Clearinghuse will cntinue t be discussed with the membership and Executive Cmmittee. Subrecipient mnitring is still the primary missin f the Expanded Clearinghuse. Hwever, we shuld still explre pssible expanded use with everyne s buy-in befre anything mves frward. The Executive Cmmittee will cntinue t explre the lng-range planning reprt mre thrughly. Nn-FDP members have requested t participate and are being cmpiled fr future cnsideratin. Thugh they can t participate at this time, they can still btain access t all published FDP member prfiles.

5 Financial Questinnaire Reminder t participate in and survey t be distributed 1-2 weeks after the Sept FDP meeting and prvide feedback n the draft financial questinnaire. The survey results will help draft a pilt prpsal. New address fr wrking grup fq@thefdp.rg Key Decisins Pending Executive Cmmittee t further discuss lng-range planning recmmendatins. Mving Frward Key Risks/Issues Identified Meeting Summary Vlunteer Opprtunities All recmmendatins prpsed in the lng-range planning recmmendatins list Data fields t retain r delete Data fields t add fr use with federal JIT and/r FDP wrking grups Enhancement requests t implement The sessin cvered the fllwing: Prvided status f all FDP members wh have becme Participating Organizatins Recent updates t website infrmatin Reviewed parameters fr updating prfiles and typical issues seen during prfile review prcess Future lng-range planning including: status f adding additinal members, nging maintenance, data element additins/deletins, etc Financial questinnaire pilt status Participate in Financial Questinnaire survey. t be sent sn. Frward items fr cnsideratin that are cmmn in federal JIT prcess