Dear Colleagues, 

We are writing to provide several important updates on ongoing efforts to strengthen grants management services across the university. We recognize the challenges faculty and research staff have faced in securing timely and coordinated support, and we remain committed to improving the infrastructure that enables and supports research. The Office of the Provost is partnering closely with the Division of Research (DOR) to implement the following improvements:

Service Delivery and Communication

To improve service delivery and streamline communication, DOR is moving to a centralized helpdesk model over the summer of 2025. All grants-related inquiries and service requests will then be routed through a single ticketing system monitored by a newly hired grants office coordinator. This approach will ensure that requests are tracked, addressed promptly, and directed to the appropriate personnel. Faculty and staff will be able to submit questions or requests via a centralized email address, helping to simplify communication and improve response times. 

Roles and Responsibilities

In collaboration with the Office of the Provost, DOR is developing a Roles and Responsibilities matrix to clarify which functions are handled by DOR and which remain with departments or colleges. This matrix will be shared with academic units prior to rollout in August 2025 and once finalized, will form the foundation for a forthcoming Grants Manual designed to support both investigators and research administrators.

Training and Certification

DOR and the Office of the Provost will launch an in-person certification program this fall for grants administrators and department business administrators (DBAs). The program will focus on building core competencies in grants management and reinforcing institutional support for sponsored research.

College-Level Post-Award Support

Beginning with the colleges with the highest levels of grant activity – Natural Sciences and Mathematics and Engineering – DOR will begin developing more structured processes to support post-award grant management at the college level in June 2025. This phased approach is designed to enhance coordination between central and college-based research administration services. Implementation of these processes and a shared support approach is anticipated to begin in early 2026.

Financial Management Tool

Lastly, to support more accurate and timely access to available grant funding information, DOR is adding a burn rate monitoring tool to PeopleSoft, with a launch planned for June 2025. This new feature will provide faculty and administrators with real-time insight into grant spending, helping to inform decision-making throughout the award lifecycle.

Best Practice Review and Process Improvements

In addition to the initiatives outlined above, the Office of the Provost and DOR, with feedback from the large research colleges, have identified several key areas for further evaluation to strengthen operational efficiency. Current priorities include:

• Award Setup Times: Reducing setup times to expedite the creation of new cost centers;
• Budget Tolerance: Adopting more flexible budget tolerance thresholds for awards that do not require prior approval;
• Multi-Year Grant Project Accounts: Assessing the need for individual project accounts under multi-year grants; and
• 90-Day Payroll Reallocations: Exploring ways to increase flexibility within the current 90-day payroll reallocation policy.

These efforts reflect a broader commitment to continuous improvement and streamlined research administration. Further updates will be shared as progress continues.

Sincerely,

Claudia Neuhauer
Vice President for Research
cmneuhau@central.uh.edu
713-743-6961

Diane Z. Chase
Senior Vice President for Academic Affairs and Provost
provost@uh.edu
832-842-0550