Greetings from the Research Grants and Administration Office (RGAO)!

Research is one of the main functions of the University of the Philippines Manila, and research is usually propelled by research funding. RGAO has played a crucial role in the life of researchers by being the liaison of the scientists to the different administrative offices of UP Manila. It also acts as the main guide of project leaders and personnel in navigating the intricacies of administrative processes and fund management.

As a researcher myself, I have experienced the challenges of administrative tasks in a research project - procurement, payments, financial reports, and the like. This office has, therefore, been playing a crucial role in helping me understand and comply so that my projects could proceed with adequate documentation and closure.

Getting a grant is one skill, and managing the funds- especially when it comes from the government- is another. That is why RGAO has an indispensable role in the life cycle of a research project from its conception to its completion.

It is the biggest desire of our office for our researchers to successfully get research funding. It is our goal for UP Manila to get multiple grants that can propel scientific discovery to actual technologies, services, policies, and programs that can benefit the Filipino. RGAO is here to help, and we are happy to be part of our scientists’ journeys.

Mabuhay ang RGAO! Mabuhay ang UP Manila!

Dr. Sheriah Laine M. De Paz- Saliva, MD, PhD

The Research Grants Administration Office (RGAO) was envisioned as a central research office to streamline the research funding process for UP Manila and its component units. The idea was essay writing introduced by the University of the Philippines Medical Alumni Society in America (UPMASA) Research Committee in December 2005 and was formally established through the Administrative Order RLA 07-018 on January 15, 2007. It was presented to the Board of Regents (BOR) on August 15, 2007 and was approved at the 1223rd Meeting of the Board of Regents on August 22, 2007.

The Research Grants Administration Office (RGAO) was restructured on September 15, 2015 in order to keep up with the continuously changing landscape of health research. The new RGAO optimizes its strategic position in the research infrastructure of the University to serve as the central research administration support office.

Mission
To provide the highest level of administrative support to investigators for the successful implementation of UP Manila research, while ensuring compliance with regulatory and funding agencies

Vision
To be recognized by research stakeholders as an invaluable and dependable provider of vital administrative support for the successful implementation of research in UP Manila

1. Integrity in all actions
2. Efficiency in execution

1. Grants Application and Protocol Development Unit
2. Fund Administration and Management Unit
3. Research Implementation and Support Unit
4. Procurement Unit

1. Pre-Award Services
⠀⠀a. Funding Opportunity Dissemination
⠀⠀b. Compliance Review
⠀⠀c. Administrative Endorsement Processing

2. Post-Award / Implementation Support
⠀⠀a.Grant Orientation for Project Teams
⠀⠀b.Monitoring of Project Implementation
⠀⠀c.Support for Amendments
⠀⠀d.Administrative and Operational Support

3. Procurement and Financial Management Services
⠀⠀a.Procurement Support (via Procurement Unit)
⠀⠀b.Financial Processing (via FAMU)

4. Close-Out and Terminal Reporting Services
⠀⠀a.Financial Terminal Report Assistance
⠀⠀b.Final Reconciliation of Account
⠀⠀c.Return of Funds or Request for Waiver (when applicable)
⠀⠀d.Release of Clearance for Project Leaders

5. Research Compliance and Records Management
⠀⠀a.Monitoring compliance with COA Circulars, Procurement Laws, agency guidelines, and internal policies
⠀⠀b.Record-keeping and archiving of Financial Reports documents
⠀⠀c.Maintaining project and fund status dashboards

6. Stakeholder Coordination and Institutional Support
⠀⠀a.Liaison with Funding Agencies (UPM, DOH, DOST, CHED, etc.)
⠀⠀b.Participation in institutional planning and system database development

7. Strategic Planning and Systems Improvement
⠀⠀a.Process Mapping and SOP Development
⠀⠀b.Strengthening administrative systems and automation initiatives

8. Research Dissemination and Post-Publication
⠀⠀a.Facilitating and processing of the Research Dissemination Grants (RDG)/ Travel Grants offered by the Office of the Vice-Chancellor for Academic Affairs (OVCAA) or Office of the Vice President for Academic Affairs (OVPAA)

1. Grants Application and Protocol Development Unit (GAPDU)

Description: The Grants Application and Protocol Development Unit (GAPDU) was designed to streamline the registration, ethical review and approval process and to increase interagency and international collaborations through professional networks and agreements. This unit has the following functions:

⠀⠀a. Facilitate protocol development. Providing resources and support through tools, templates, guidelines, ensuring compliance with regulatory requirements.
⠀⠀b. Identify funding sources and assist the investigators in completing all the documentary requirements for protocol and grant application submissions.
⠀⠀c. Negotiate the amount of the final budget with the funding agency.
⠀⠀d.Oversee and facilitate the process of research protocol review and approval.
⠀⠀e.Oversee and facilitate the processing of research collaboration requirements such as, but not limited to Memorandum of Agreements, Memorandum of Understanding, Clinical Trial Agreement, and Material Transfer Agreement.

Date of Approval: Upon restructuring - 15 Sept 2015

2. Research Implementation and Support Unit (RISU)

Description: The RGAO Research Implementation and Support Unit (RISU) was established to assist researchers in all facets of research implementation, with the exception of fund management matters, which are handled by the Fund Administration and Management Unit (FAMU). It performs the following functions:

⠀⠀a. Monitors and facilitates research by streamlining the execution of research, covering tasks from award set-up to project closure, by managing administrative prerequisites
⠀⠀b. Monitors, oversees, and promotes the presentation and dissemination of research findings through publications and presentations
⠀⠀c. Monitors and facilitates publication, presentation, research dissemination, and awards processing within the University
⠀⠀d. Coordinates research productivity-related reporting to internal and external stakeholders
⠀⠀e. Keeps a comprehensive research database of ongoing and completed research projects that are being done within UP Manila
⠀⠀f. Oversees the RGAO Research Dashboard, which displays critical information regarding the research profiles of the studies registered within the office

Date of Approval: Upon restructuring on September 15, 2015

3. Fund Administration and Management Unit (FAMU)

Description: The FAMU was created in order to address all regulatory and fiduciary matters associated with managing intramural and extramural grant awards. This unit has the following functions:

⠀⠀a. Oversees the process of research funding administration including fund acceptance, disbursement, and financial report generation
⠀⠀b. Advises investigators on grant policies with emphasis on proper fund utilization and the grant award process
⠀⠀c. Maintains a repository of all official grants/awards received and managed by the University

Date of Approval: Upon restructuring on September 15, 2015

4. Procurement Unit

Description: Its establishment serves the purpose of managing all the regulatory and financial aspects connected to procurement. The functions of this unit are as follows:

⠀⠀a. Supervises the procurement process: This unit is responsible for overseeing all procurement-related matters for research projects. It works closely with the principal investigator and project staff to streamline and aid in the preparation of the Project Procurement Management Plan (PPMP), Purchase Request (PR), and Purchase Order (PO)
⠀⠀b. Provide knowledge and guidance on Philippine Procurement Policy: The unit possesses knowledge of the Philippine procurement policy, particularly the Procurement Law RA 9184, also known as the Government Procurement Reform Act. It ensures that all documents created adhere to the standards outlined in RA 9184, promoting compliance with this legal framework.
⠀⠀c. Maintain a database of procurement-related administrative support: This unit is responsible for maintaining comprehensive records of all administrative materials related to procurement that it has managed and processed.

Date of Approval: Upon restructuring -on September 15, 2015