CRA (Other exams) cheat sheet

Project lifecycle phases: initiation (concept/idea), planning (proposal development), execution (award management), monitoring/controlling (progress reporting), and closeout (final reports and deliverables).

A work breakdown structure (WBS) decomposes deliverables into manageable work packages; each package should be assignable to a single owner and estimable in cost and duration.

Critical path method (CPM): the longest sequence of dependent tasks determines minimum project duration; any delay on the critical path delays the entire project.

Earned Value Management (EVM) formulas: Cost Variance (CV) = EV - AC; Schedule Variance (SV) = EV - PV; Cost Performance Index (CPI) = EV / AC; Schedule Performance Index (SPI) = EV / PV.

SMART objectives: Specific, Measurable, Achievable, Relevant, Time-bound. Each objective should map to at least one deliverable and one performance indicator.

Risk register elements: risk description, probability, impact, risk score (probability x impact), mitigation strategy, owner, and trigger/early warning indicator.

Stakeholder analysis matrix: power/interest grid classifies stakeholders as manage closely (high power, high interest), keep satisfied (high power, low interest), keep informed (low power, high interest), monitor (low power, low interest).

Gantt charts display task durations and dependencies; PERT charts (network diagrams) show task sequencing and can calculate expected time = (optimistic + 4 x most likely + pessimistic) / 6.

Change control process: request, impact analysis (scope, schedule, budget), approval by authorized official, implementation, and documentation in the change log.

Funding opportunity announcement (FOA) review: confirm eligibility, required cost share, page limits, submission deadline, and required registrations (e.g., SAM.gov, Grants.gov, institutional profile).

Proposal budget categories typically include personnel (salary + fringe), equipment (items ≥ $5,000 with useful life > 1 year, per federal definition), supplies, travel, consultants, subawards, and indirect costs (F&A).

Facilities and Administrative (F&A) cost rate: negotiated with the federal cognizant agency; applied to a modified total direct cost (MTDC) base that typically excludes equipment, capital expenditures, patient care, rental costs, tuition, scholarships, and subaward amounts beyond the first $25,000.

Cost sharing (matching): must be verifiable from recipient records, not paid by another federal award (unless authorized by statute), and documented in the proposal and award budget.

Proposal routing: internal review and sign-off by authorized organizational representative (AOR) and principal investigator (PI) before submission; verify conflict of interest disclosures and institutional approvals (IRB, IACUC, biosafety).

Just-in-time (JIT) information: some sponsors request additional documentation (e.g., other support, IRB approval) after peer review but before award; failure to submit can delay or preclude award.

Subrecipient vs. contractor determination: subrecipient creates or carries out a portion of the program (programmatic decision-making, may publish); contractor provides goods/services within normal business operations (no programmatic involvement).

Budget justification: narrative explaining and justifying each cost line; must align with the proposal narrative and sponsor guidelines; include basis of estimate (e.g., % effort, hourly rates, quotes).

Notice of Award (NOA) review: confirm award amount, period of performance, terms and conditions, reporting deadlines, and any special restrictions (e.g., prior approval requirements).

Prior approval requirements: changes in PI, scope of work, significant rebudgeting (typically >10% of total budget), carryover of unobligated balances, and no-cost extensions often require sponsor approval.

Allowable costs: must be reasonable, allocable, consistently treated, and conform to sponsor terms and institutional policy (federal cost principles: 2 CFR 200 Subpart E).

Effort reporting: certify actual effort expended on sponsored projects; committed effort cannot be reduced without prior approval; effort must be documented and reconciled with payroll.

Cost transfers: must be timely (often within 90 days of original charge or before final financial report), fully documented, and justified; late transfers are scrutinized and may be disallowed.

Progress and final reports: submit technical reports (e.g., Research Performance Progress Report - RPPR) and financial reports (e.g., Federal Financial Report - FFR) by deadlines; final reports due typically within 90-120 days after period of performance ends.

No-cost extension (NCE): extends the period of performance without additional funds; may be approved by the institution (one-time) or require sponsor approval depending on terms; must be requested before the award expires.

Property management: equipment acquired under an award must be tracked, maintained, and disposed of per sponsor and institutional rules; title may vest with the recipient subject to conditions.

Allowability test: a cost is allowable if it is reasonable, allocable, consistently treated, and compliant with sponsor terms, institutional policy, and applicable regulations (e.g., 2 CFR 200).

Direct costs: can be specifically identified with a particular project (e.g., project personnel, project-specific supplies). Indirect costs: incurred for common objectives and cannot be easily assigned to a single project (e.g., facilities, administrative salaries).

MTDC (Modified Total Direct Cost) base: total direct costs minus equipment, capital expenditures, patient care, rental costs, tuition, scholarships/fellowships, and subaward amounts over $25,000.

Cost allocation: costs shared among multiple projects must be allocated using a documented, consistent, and reasonable method (e.g., proportional benefit, effort percentages).

Unallowable costs: examples include alcohol, entertainment, fines and penalties, lobbying, bad debts, contributions, and certain advertising; these cannot be charged to federal awards.

Financial reporting: Federal Financial Report (FFR/SF-425) reports cumulative cash receipts and expenditures; due typically 90 days after the end of the reporting period.

Drawdowns and cash management: recipients should minimize the time between drawdown of federal funds and disbursement (generally within 30 days); interest earned on advanced federal funds may be subject to remittance.

Closeout: reconcile accounts, submit final financial and technical reports, resolve outstanding obligations, and return any unexpended balance if required by the award terms.

Human subjects research: requires Institutional Review Board (IRB) approval before initiation; informed consent must be obtained unless waived; continuing review and adverse event reporting required per IRB policy.

Animal research: requires Institutional Animal Care and Use Committee (IACUC) approval; adherence to the Animal Welfare Act and Public Health Service Policy; protocol modifications need prior approval.

Conflict of Interest (COI): investigators must disclose significant financial interests (e.g., >$5,000 or equity interest) that could affect research; institutions must manage, reduce, or eliminate conflicts.

Responsible Conduct of Research (RCR): training in data management, authorship, plagiarism, peer review, conflict of interest, and research misconduct; required for certain federal awards (e.g., NSF, NIH).

Export controls: research involving controlled technology, international collaborators, or restricted countries may require export licenses or license exceptions; fundamental research exclusion may apply.

Data management and sharing: many sponsors require a data management and sharing plan; data should be made accessible while protecting privacy and confidentiality (e.g., HIPAA, FERPA).

Research misconduct: fabrication, falsification, or plagiarism (FFP); institutions must have policies and procedures for reporting, investigating, and adjudicating allegations.

Clinical trial registration and reporting: applicable clinical trials must be registered on ClinicalTrials.gov and results submitted within specified timelines (e.g., 12 months after completion).

Research integrity principles: honesty, objectivity, openness, accountability, fairness, and stewardship of resources; these guide conduct in proposal development, execution, and reporting.

Authorship: based on substantial contributions to conception, design, acquisition, analysis, or interpretation; drafting or revising; final approval; and accountability; ghost and gift authorship are unethical.

Plagiarism: using another's ideas, words, or data without attribution; includes self-plagiarism (reusing one's own prior work without citation) and misrepresentation of sources.

Data integrity: retain raw data and records for the period required by sponsor and institution (often 3 years after final report, longer for clinical trials); do not fabricate, falsify, or selectively report.

Conflict of interest management: disclose financial interests; recuse from decisions where a conflict exists; institutional review and management plans must be followed.

Mentor-mentee responsibilities: mentors should provide training, supervision, and career guidance; mentees should communicate openly and adhere to research standards.

Peer review confidentiality: reviewers must not share, use, or disclose confidential manuscripts or grant applications; conflicts of interest must be disclosed and reviewers should recuse if conflicted.

Whistleblower protections: individuals who report suspected misconduct in good faith are protected from retaliation; institutions must have policies for handling allegations confidentially and fairly.