PROPOSAL PROCESSING MANUAL

Transcription

1 PROPOSAL PROCESSING MANUAL Using the Peoplesoft Grants Module University of Missouri-Columbia Office of Research Office of Sponsored Program Administration August 00

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3 Contents Before You Begin... Administrative Information... 6 Open PeopleSoft Grants... 7 Create a Proposal Header... 8 Header Panel... 9 Projects Panel... Resources Panel... 4 Location Panel... 7 Reports Panel... 8 Key Words Panel... 9 UM Cert Panel... 0 Checklist Panel... Saving Your Proposal... Mailing Instructions Panel... 4 New Sponsor Cntct Panel... 6 UM Credit Panel... 7 Required Budget Information... 9 Budget Header... 0 Budget Periods... 4 Printing a Proposal Signature Routing Sheet... 4 Copying a Proposal Tracking Your Proposal Contents Page

4 Before You Begin Data often is entered into PeopleSoft fairly late in the proposal development process. Once it s been enetered, it is not unusual to seek the required approvals immediately. To facilitate the process, here are a few things you may want to consider: Be sure that you have the PeopleSoft client software on your computer, that you have completed the required training, and that you have a user id and password for the PeopleSoft grants module. Your local computer support person can help confirm youhave installed, or can install, the software. PeopleSoft training information is available on the Web at web_research/about_or/ps_grants_info.html or by going to and clicking on the PeopleSoft link in the upper left corner of the screen. Set aside enough time to finish enough of the proposal entering process to save the proposal at least a block of about 60 minutes. You must complete several screens or panels before you can save. If you do not save the proposal and are inactive in PeopleSoft for a period of time, the program will shut down, losing all the unsaved work. Know the phone number for the OSPA Rapid Response team Have the DeptIds on hand for all the individuals listed as investigators or other key personnel roles on the project. The number at the end of the Departmental description is called the Program Classification Structure (PCS) Code. These codes correspond to different types of projects as listed below.: or 00 General Academic Instruction or 00 Occupational and Vocational Instruction or 00 Community Education Research or 00 Institutes and Research Centers or 00 Individual or Project Research Public Service or 00 Community Services or 00 Cooperate Extension Services Academic Support 4 or 400 Libraries 4 or 400 Museums and Galleries 4 or 400 Audiovisual Services 44 or 4400 Computing Support 45 or 4500 Ancellary Support 46 or 4600 Academic Administration and Personnel Development (IPA) 50 or 5000 Student Services 60 or 6000 Institutional Support 70 or 7000 Operation and Maintenance of Plant Schlarships and Fellowships 8 or 800 Scholarships 8 or 800 Fellowships 90 or 9000 Hospitals Transfers 0 or 000 Mandatory Transfers 0 or 000 Non-Mandatory Transfers All grants DeptID descriptions begin with the word grants. For example, the Dept ID Grants Medicine-Cardiology 00 is the grant Dept ID that Cardiology would select if the project is for Individual or Project Research. If the project is for Community Education, then the appropriate Dept ID is Grants Medicine-Cardiology 00. Contact the fiscal officer for your department or division to Before You Begin Page

5 determine the appropriate DeptIDs and to confirm that you aare authorized to enter and save projects under those DeptIDs. Divisional fiscal contacts are as follows: Agriculture Evelyn Lindell Arts & Science Barbara Staiger Business and Public Affairs Doug Tarwater Education Cathy Maupin Engineering Barbara Breen 88-4 Human Environmental Sciences Daryl Rogers Journalism Rhonda Fallon Law Barbara Hill Medicine Sue Becklenberg Health Professions Beth Hays Nursing Patti Wright-Johnson Office of Research Fran Malloy 88-6 Veterinary Medicine Vicki Miller If the appropriate Dept ID (along with correct PCS code) is not available for selection, contact your Grants and Contracts Administrator in the appropriate Sponsored Programs satellite office to establish an appropriate Dept ID in PeopleSoft. Be aware that, while some information is listed in this manual as optional because it is not required by the campus Office of Sponsored Program Administration (OSPA), requirements of your division or department may be different. Be sure to check with departmental and division grants personnel to clarify their requirements. Proposals are processed through the OSPA satellite office assigned to the Principal Investigator s (PI s) department. Those assignments are listed on the Web at web_research/external_funding/ospa/satofficeopen.pdf. The contact information for the satellite offices is as follows: Agriculture Satellite Mike Quinata Lynn Hartman Engineering Satellite Barbara Savio Paula Teel Hill Hall Satellite Sheryl Koenig Olga Wells 88-4 Health Sciences Satellite Rodney Dwyer Andrea (Nivens) Winder Lee Sturma 88-8 Before You Begin Page

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7 Administrative Information Administrative Information Page 5

8 Open PeopleSoft Grants. Click Start > Programs > UM PeopleSoft > Financials Production Database.. A log-in dialog box will appear Enter your username and password you received via after successfully completing the classroom or web-based instruction.. Click OK. Administrative Information Page 6

9 4. Once PeopleSoft opens maximize the PeopleSoft screen by clicking the Maximize icon in the upper right hand corner of the screen. 5. Select Go > Administer Grants > Establish Proposals. Administrative Information Page 7

10 Select: Use > Proposal > Header > Add Create a Proposal Header Business Unit Required field. Select the appropriate Business Unit for Columbia COLUM in most cases. Proposal ID Leave the default value (NEXT) in this field. PS Grants will assign next proposal number. Version ID Required field. Enter the appropriate Version ID. The default is V: V = New/renewal proposals C = Continuation with new ChartField A = Amendments S = Supplements (A would be second amendment, S the second supplement, and so on) If this is the first time you have entered information for this proposal, it will be V. If you are applying for additional monies (amendment or supplement) or sending a progress report for additional monies, you would use C for continuation of funding for year because V would have been used for the initial year of funding, C for year, etc. Administrative Information Page 8

11 Header Panel The Header panel enables you to provide information about the title, sponsor, and dates of the project. You can also provide additional information about your proposal that would be of great value to you and your department, and save time in follow-up inquiries by providing background information to the Sponsored Program Office. 4 5 Version Description Optional field. Enter the description for this version (New or Renewal). Once the proposal is saved, the first 0 characters of the short title will default. Unit PeopleSoft populates the Business Unit based on what you selected in creating the header. Due Date Required field. This field defaults to the current date. Override this by entering the sponsor s due date or by selecting the due date from the drop-down calendar. Date Type Required field. Enter or select the appropriate date type from the drop-down list box. Blank means self imposed. Time Optional field. If desired, enter the time specified by the sponsor. 4 5 Administrative Information Page 9

12 Header Panel, continued Time Zone Optional field. If desired, enter the time zone or select one from the drop-down list. PI Required field. Enter the PI s EmplID or select one from the drop-down list. If PI is not in the drop-down list, contact the Sponsored Programs office. Note (in the lower window on page ) that %Generic will call up placeholder titles that can be used temporarily for individuals who are not yet in the database. PI Name This field will populate when you tab out of the PI field, or you may enter the PI s name in this field using the standard PeopleSoft naming convention of Last,First Middle Initial [no spaces, no period, case sensitive]. Short Title Required field. Enter as many of the characters of the title as will fit within the maximum of 56 characters. Long Title Required field. Click on the upper magnifying glass button to enter the full title of the project even if it is identical to the short title. Sponsor Required field. Select Sponsor from the drop-down list box. If the sponsor is not listed, select Unlisted Sponsor and contact your Grants and Contracts Administrator. Budget Express DO NOT USE. Type Required field. Defaults to New. Override if necessary by entering the appropriate type or selecting one from the drop-down list. Purpose Required field. Enter the purpose of the proposal or select one from the drop-down list. Status Defaults to Draft. DO NOT CHANGE. Begin/End Dates Required field. Enter actual Begin/End Dates or select the dates from the drop-down calendar. The dates are for the entire duration of the entire project. NIH Modular Grant Click in this box to place a checkmark in it if applicable. F&A Cost Requested Defaults as checked. DO NOT CHANGE. Foreign Application/Component Click in this box to place a checkmark in it if applicable. Additional Info If applicable, enter or select a category from the drop-down list. Click on it and a dialog box will appear enabling you to provide additional information depending on the category selected. Complete the pertinent information and click OK. If you were not able to enter the PI s name in item 8 above, PI Change should be selected and the name provided in the text box to the right of this field. Administrative Information Page 0

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14 Projects Panel To move to the Projects panel, click the Projects tab. The Projects panel requires you to provide codes for all the department(s) involved. Choose only Departments that begin with the descriptor of GRANTS (i.e. Grants Medicine-Cardiology 00). If you do not choose a department that starts with GRANTS, you will not be able to access your proposal after it is saved Proposal Defaults to NEXT. A proposal number will be assigned when the proposal is saved. The appropriate proposal number will populate if you have accessed a previously saved proposal PI PeopleSoft populates the PI name from the Header panel. Version ID PeopleSoft populates the Version ID from the Header panel. Unit PeopleSoft populates the Business Unit from the Header panel. Project Defaults to NEXT. A project number will be assigned when the proposal is saved. Primary Required field. Place a checkmark in this box. Short Title PeopleSoft populates the Short Title from the Header panel. Long Title PeopleSoft populates the Long Title from the Header panel. Department Required field. Enter the lead department s DeptID for the proposal or select one from the drop-down list. Institution ID PeopleSoft populates the Institution ID. Dept Contact DO NOT USE. Dept Rep DO NOT USE. Subdivision PeopleSoft populates the Subdivision from Department. Department PeopleSoft populates the Department. % Share DO NOT CHANGE. Defaults to 00. When you tab out of this field, the Total % field is populated. NOTE: Shared credit is not identified and detailed on this panel, but on the UM Credit Pnl tab in this panel group. Location PeopleSoft populates the Location based on DeptID selected. Total % Total must equal 00. Defaults to 00 from the % Share field. Department Share Comments DO NOT USE. Administrative Information Page

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16 Resources Panel The Resources panel enables you to provide information about resources that will be used on the project as well as those that need to be obtained for the project. Subrecipients and project personnel are listed here Proposal Defaults to NEXT. A proposal number will be assigned when the proposal is saved. The appropriate proposal number will be shown here if you have accessed a previously saved proposal PI PeopleSoft populates the PI name from the Header panel. Version ID PeopleSoft populates the Version ID from the Header panel. Unit PeopleSoft populates the Business Unit from the Header panel. Project Defaults to NEXT-. A project number will be assigned when the proposal is saved. Resource Type Optional field. Select the appropriate Resource Type from the drop-down list as needed. Insert additional lines for each resource. Long Edit Box Optional field. Enter as much additional information as needed to clarify the resource type you selected. Subrecipients Box The fields in this section (items 8 through ) are optional. If selected, they are used only if subrecipients (subcontracts) will be involved in the project Seq Nbr PeopleSoft populates the Subrecipients Sequence Number. Click the Insert Lines icon to insert additional rows as needed to add additional subrecipients. When additional lines are inserted, the number increases incrementally by 0. Vendor number Optional field. Enter the vendor number for the proposed subrecipient or select from drop-down list box. Vendor name PeopleSoft populates the vendor name when vendor number is selected. Vendor Details Optional field. Click this button to enter subrecipient details as needed. Vendor Location Optional field. Click this button and select appropriate location from the dropdown box. Vendor Contact Information Optional field. Click this button and select appropriate contact sequence from the drop-down list. Proposed Professionals Box Seq Nbr PeopleSoft populates the Sequence Number. Click F7 to insert additional rows as needed to add additional professionals. When additional lines are inserted, the number increases incrementally by 0. Administrative Information Page 4

17 ID Required field. PI information defaults from the Header panel. Add additional lines to enter the EmplID for any Co-Investigators and other key personnel and for individuals who will receive shared credit. Add additional lines by clicking F7 or clicking the Insert Row icon while this field is highlighted. If a message appears that states an individual is not eligible, please contact your Grants and Contracts Administrator in the appropriate OSPA satellite office to request eligibility. 6 Name PeopleSoft populates the Name when you tab out of the ID field. 7 8 Role PeopleSoft populates the Role when you enter information in the Detail dialog box on the next page. Detail Required field. Click this button to enter necessary information and ensure that the role is appropriate for each individual. Instructions for this panel are on the next page. Administrative Information Page 5

18 Resources Panel, continued Detail Screen Use this screen to assign roles to all personnel listed for the project. Administrative Information Page 6

19 Location Panel The Location panel records the address and contact information for the location at which the project work will be accomplished. This panel is optional. Administrative Information Page 7

20 Reports Panel The Reports panel enables you to enter the abstract for the project Proposal Defaults to NEXT. A proposal number will be assigned when the proposal is saved. The appropriate proposal number will be shown here if you have accessed a previously saved proposal PI PeopleSoft populates the PI name from the Header panel. Version ID PeopleSoft populates the Version ID from the Header panel. Unit PeopleSoft populates the Unit from the Header panel. Project Defaults to NEXT. A project number will be assigned when the proposal is saved. Grants Report Type Required field. Enter or select Abstract from the drop-down list. Long Text Box Required field. Enter the abstract for this proposal. Note that you can cut and paste into this field from other documents such as Word Administrative Information Page 8

21 Key Words Panel The Key Words panel enables you to provide key words regarding your project. 4 5 PI PeopleSoft populates the PI name from the Header panel. Version ID PeopleSoft populates the Version ID from the Header panel. Unit PeopleSoft populates the Unit from the Header panel. Key Words Required field. Click on the down arrow to display the key word selection/ search screen, labeled Valid Values. Click F7 or the Insert Lines icon to insert additional rows as needed. To delete key words you have added, press F8. If you need a key word that is not in the list, send an request to the Sponsored Programs office (grantsdc@missouri.edu) listing the key word and the desired description of the key word for consideration. Description PeopleSoft populates this field when you tab out of the Key Words field.s Valid Values Screen Description The % wild card character is useful in searching for key words. 6 Administrative Information Page 9

22 UM Cert Panel The UM Cert panel enables you to enter information about certificates for animal and human experimentation, as well as other certifications needed for your project. You may return to this panel at a later date to view the status of the approvals for these certifications. If your project uses human subjects, animals, or involves safety issues you MUST disclose that information on this panel. are those the only ones required or what? need guidance on this one.xxx Proposal Defaults to NEXT. A proposal number will be assigned when the proposal is saved. The appropriate proposal number will be shown here if you have accessed a previously saved proposal. PI PeopleSoft populates the PI name from the Header panel. Version ID PeopleSoft populates the Version ID from the Header panel. Unit PeopleSoft populates the Unit from the Header panel. Project Defaults to NEXT. A project number will be assigned when the proposal is saved. The appropriate project number will be shown here if you have accessed a previously saved proposal. Certification Code Required field. When you click in this field, a drop-down arrow displays. Enter or select the appropriate Certification Code from the drop-down list. Certification Date PeopleSoft populates the current date. The appropriate certification office will update this date. Indicator Required field. Click in this field to display a drop-down arrow. Enter or select the correct indicator from the drop-down list. This indicates the status of the certification. Add additional lines as needed by clicking F7 or clicking the Insert Row icon. The following certification options must be listed if they apply to your project (others are optional): Vertebrate Animals Pathogens Carcinogens Proprietary/Priviledged Info Hazardous Materials Radioactive Materials Human Subjects Recombinant DNA Lobbying Act Toxins Certified By The appropriate certification office will update this field. 0 Approval Date PeopleSoft populates the current date. The appropriate certification office will update this date. Assurance Number Required field. Enter the protocol number for this proposal. Exemption Number The appropriate certification office will update this field if this protocol qualifies for an exemption. 4 Full Review The appropriate certification office will update this field. Expedited Review The appropriate certification office will update this field. Administrative Information Page 0

23 5 6 Chg Since Prev Sub The appropriate certification office will update this field. Prev Reported The appropriate certification office will update this field. 7 Comments Enter any comments you feel are appropriate. Click on the Comments button and enter your text in the box that appears To view items 0-6, scroll to the right using the scroll bar at the bottom of the panel Administrative Information Page

24 Checklist Panel The Checklist panel requires you to provide additional information about your project. Enter the appropriate response (Yes/No) to each question. If you select Yes for release time, date fields appear for you to indicate the appropriate time period. Administrative Information Page

25 Saving Your Proposal After you complete the Checklist panel and all previous panels, you are able to save your data. Do so by clickling the Save icon. When data are saved, PeopleSoft assigns a proposal number. WRITE IT DOWN. Although it is possible to locate your proposal in PS Grants by a number of methods, proposal number is the easiest. If you have not completed all the necessary panels, you will not be able to save. Any missing fields will be highlighted in red. You ll need to move from one panel to another to identify any missing fields. Administrative Information Page

26 Mailing Instructions Panel Use Mailing Instructions panel to specify the location to which the proposal should be mailed and any additional instructions for mailing. If an unlisted sponsor (i.e., a sponsor not in the database) was chosen, this is the place to provide information about that sponsor Proposal Defaults to NEXT. The appropriate proposal number will be shown here if you have previously saved the proposal PI PeopleSoft populates the PI name from the Header panel. Version ID PeopleSoft populates the Version ID from the Header panel. Unit PeopleSoft populates the Unit from the Header panel. Due Date PeopleSoft populates this field from the Header panel. Go back to the Header panel if this needs to be changed. Due Date Type PeopleSoft populates this field from the Header panel. Go back to the Header panel if this needs to be changed. If you selected NONE on the Header panel, Self Imposed shows here. Transmission Required field. Select the transmission method from the drop-down list. Location Required field. Enter or select the correct location from the drop-down list. If using an unlisted sponsor, leave this field blank and check the New Sponsor box. New Sponsor If you selected the Unlisted Sponsor as the sponsor for your proposal, check this box and complete the remaining information for this sponsor. 0 Sponsor Name If you selected the New Sponsor as the sponsor for your proposal, enter the full sponsor name. Country Defaults to USA. Enter or select another country from the drop-down list as needed. New Sponsor Description If you selected the New Sponsor as the sponsor for your proposal, indicate if it is the proposal, billing, proposal/billing, or correspondence address that will be added below. Address PeopleSoft populates based on location selected. If New Sponsor or location is not in the system, enter the address information. 4 Address Line PeopleSoft populates based on location selected. If New Sponsor or location is not in the system, enter the address information. 5 6 Address Line PeopleSoft populates based on location selected. If New Sponsor or location is not in the system, enter the address information. City PeopleSoft populates based on location selected. If New Sponsor or location is not in the system, enter the city. Administrative Information Page 4

27 State PeopleSoft populates based on location selected. If New Sponsor or location is not in the system, enter or select the state from the drop-down list. County Optional field. PeopleSoft populates based on location selected. If New Sponsor or location is not in the system, enter the county if known. Zip PeopleSoft populates based on location selected. If New Sponsor or location is not in the system, enter the zip code. 0 Phone Required field. PeopleSoft populates based on location selected. If New Sponsor or location is not in the system, enter the phone number. Format XXX-XXX-XXXX. Also needed for Federal Express. Fax Optional field. PeopleSoft populates based on location selected. If New Sponsor or location is not in the system, enter the fax number if known. Format XXX-XXX-XXXX Original Required field. Enter the number of originals that need to be sent to the sponsor. Copies Required field. Enter the number of copies that need to be sent to the sponsor. 4 Comments Enter any additional mailing instructions here. Administrative Information Page 5

28 New Sponsor Cntct Panel The New Sponsor Cntct (Contact) panel enables you to enter contact information if an unlisted sponsor was chosen via the Header panel or to enter additional contact information for a sponsor that is already in the system. Proposal Defaults to NEXT. A proposal number will be assigned when the proposal is saved. The appropriate proposal number will be shown here if you have accessed a previously saved proposal PI PeopleSoft populates the PI name from the Header panel. Version ID PeopleSoft populates the Version ID from the Header panel. Unit PeopleSoft populates the Unit from the Header panel. Name Enter the name of the contact at the sponsoring agency. Title Enter the title of the contact. ID Enter the contact s address if known. Phone Type Enter or select the phone type from the drop-down list. Telephone Enter the phone number of the contact. Format XXX-XXX-XXXX Phone Extension Enter the phone extension for the contact if available Administrative Information Page 6

29 UM Credit Panel The UM Credit panel enables you to show the shared credit distribution for this project Proposal Defaults to NEXT. The proposal number will be shown here if you have previously saved the proposal. Version ID PeopleSoft populates the Version ID from the header panel. Unit PeopleSoft populates the Unit from the header panel. Proposal Project Defaults to NEXT. A project number is assigned when the proposal is saved. EFFDT (Effective Date) Required field. PeopleSoft defaults to the current date. This date can not be in the past; it must be on or after the current date. Status PeopleSoft defaults to Active. Override if necessary by entering or selecting Inactive from the drop-down list. Load Click Load to bring forward all investigators and other key personnel from the Resources panel. Instructions for this panel are continued on the next page. Department Required field. The PI s department will be brought forward for all personnel. Click on the drop-down box to indicate each person s department Administrative Information Page 7

30 UM Credit Panel 8 9 EmplID Required field. For key personnel loaded from the Resources panel, the EmplID field is populated based on the proposal. Click F7 or the Insert Rows icon to insert additional rows as needed to add more individuals. Name For personnel loaded from the Resources panel, PeopleSoft populates this field. 0 Department Required field. For all personnel loaded from the Resources panel, PeopleSoft populates this field with the PI s department. Change as needed by entering the DeptID or by selecting one from the drop-down list. %Share Required field. PeopleSoft populates defaults to 00% for the first line. Change as needed. Note that all % Share entries must total Save! Administrative Information Page 8

31 Required Budget Information Budget Information Page 9

32 Budget Header Panel Open Peoplesoft and go to the Budget Header section: Go > Administer Grants > Establish Proposal. Go to Use > Budget Header > Header.. Enter your Business Unit, usually COLUM. Enter the proposal number that was generated when you saved the proposal. Click the button. Budget Information Page 0

33 Target Sponsor Budget Required field. Enter the total amount, including F&A, for all budget periods. This does not have to be an exact figure. Include in Proposal Default is checked. DO NOT CHANGE. Begin/End Required field. Verify these as the effective dates for the project. Override if necessary. This MUST agree with the Begin/End dates on the header panel. Waived F&A Calc Method Leave the radio button checked for Institution minus budget. F&A Set Up Required field. Click this button to bring up the F&A Set Up box, described on the following page. Budget Information Page

34 Budget Header Panel, continued F&A Set Up Screen F&A Rate Type Required field. Click on the down arrow and choose the correct rate type for the activity. Choose the state rate types only if you know the money is all State money. If the sponsoring agency is State government but the funding is flow-through from the Federal government, the rate cannot be a State rate. Hit thetab key and the system will populate the F&A rates for the Institution, Sponsor, and Budget boxes. The rates for the Institution and Sponsor cannot be changed. The Institution rate listed should be used unless a sponsoring agency specifically limits F&A to a lower rate. Budget Box The information in the Budget box will be used to calculate the applicable F&A in the budget. 4 F&A Base Required field. Leave this at MTDC (Modified Total Direct Cost) if you are using the Institutional F&A rate. If the sponsoring agency limits the F&A rate, change this to TDC (Total Direct Cost) unless the agency requires the F&A to be applied to the Modified Total Direct Cost. Eff Date Required field. This should be the effective date of the proposal or before. F&A Rate% Required field. Enter the appropriate F&A rate to be used on this proposal. This number must agree with the Allowable rate entered for item 7 below. Allowable Box The Allowable information lists what the sponsoring agency allows F&A Base Required field. Same as Budget F&A Base. Eff Date Required field. This should be the effective date of the proposal or before. F&A Rate% Required field. Enter the F&A rate which is allowed by the sponsor for this proposal. This number must agree with the Budget rate entered for item 4 above. Comments Enter any comments on F&A rate set-up here. If the guidelines limit F&A, note that here. Initial and date your comments. 9 0 Click the Save! button. Budget Information Page

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36 Budget Periods Panel This section allows you to define the budget periods for your project. A budget period is defined as one year, beginning on the start date of the project. Period 4 Begin Date This date is populated by PeopleSoft based on the Budget Header panel. End Date This date is populated by PeopleSoft and will be 65 days after the Begin Date. Target Sponsor Budget Required field. Enter the total sponsor budget, including F&A, for the first period. Pgm Income If you anticipate that your project will have income, click on this button. 4 Program Income Screen 5 Anticipated Amount Enter the amount of estimated program income for the budget period. 6 Source Enter the source of the program income. 7 Comments Enter any comments regarding the program income. Click the button Budget Information Page 4

37 Periods and Beyond If your project has more than one budget period, you will need to add rows for additional periods Put the cursor in one of the fields for Period. Click on the Insert Rows icon or hit the F7 key to add a row. Add as many rows as are needed to enter information for each period in the budget. Begin Date PeopleSoft will populate this with the day after the end of the prior period. End Date PeopleSoft will populate this with the date 65 days after the Begin Date of this period. Target Sponsor Budget Required field. Enter the total sponsor budget, including F&A, for the period. Pgm Income Program income information should be entered for subsequent periods in the same manner as for Period. NOTE: PeopleSoft will only save if the sum of the Target Sponsor Budgets for all periods equals the Target Sponsor Budget on the Budget Header panel. Save! Budget Information Page 5

38 Budget Line Summary Panel This method provides only total line item amounts. The minimum information required by OSPA for this panel is one summary line providine the total direct costs for each budget period. If this minimum amount of data is entered, the Category would be Other. Go to Use > Budget Line Summary Enter the Business Unit and your proposal number if necessary. Click the OK button. Budget Information Page 6

39 Budget Period lists period and the effective dates of the first period. List only budget lines for the first period in this panel. Data entry for additional budget periods is addressed on the next page. Line # The budget originally has only one line and is labeled 0. Click on the Insert Rows icon or hit the F7 key to add a row. Add as many rows as are desired to enter information for this period in the budget. Category Required field. Click in the box under the label of Category and you will get a drop-down arrow. Click on this arrow to get a listing of the budget categories. Choose the appropriate category. Use the Other category if you are entering only one line of total direct costs for the budget period. Hit the Tab key twice to move to the Total Direct field. Description Hitting the Tab key populates this. Hit the Tab key again. Detail Optional field. Click this button to fill in more detail about the category chosen. Total Direct Required field. Enter the total amount in this budget period for this category. This includes the request to the sponsor plus any cost share. Cost Share If there is cost sharing in the budget, click this button. Instructions for the cost sharing screen are provided on the following page. Budget Information Page 7

40 Budget Line Summary Panel, continued Cost Share Screen Cost Share Percent Required field. If any cost share is included in the budget, or if your sponsor requires a specific percentage of cost share, enter that percentage here. You need only enter either item or item. PeopleSoft calculates the remaining field. Sponsor Direct Required field. PeopleSoft populates with the total entered. Changes as other steps are filled out. -OR- Cost Share Direct Required field. Enter the amount that will be cost shared for this category. 4 Cost Share Distribution Institution Box Department Required field. Enter the non-grant DeptID from which the cost sharing funds will be coming. This means that the DeptID must NOT begin with GRANTS. If your project has more than one DeptID for cost sharing, you need to add rows for additional Departments. Click the Insert Row icon or hit F7 to add a new row. You only need to enter appropriate cost share information into one of the next two boxes, either C/S Pct or C/S Direct. After entering a number into one of them, hit the Tab key. PeopleSoft will automatically calculate the value for the other field. 5 6 C/S Pct Required field. Enter the percentage of the amount in the Cost Share Direct field that will be associated with the DeptID entered. -OR- C/S Direct Required field. Enter the amount that will be cost shared by the DeptID entered Cost Share Distribution Third Party Box Description Required field. Enter the name of the entity that will be providing the match. You need only enter either item 8 or item 9. PeopleSoft calculates the remaining field. C/S Pct Required field. Enter the percentage of the amount in the Cost Share Direct field that will be associated with the third party listed. -OR- C/S Direct Required field. Enter the amount that will be cost shared (matched) by the third party listed. 0 Distribution Totals At the very bottom of the Cost Share screen, PeopleSoft provides a running total of the percentage and amount of cost sharing. The total percentage must equal and the total dollar amount must equal the Cost Share Direct listed in the top portion of the box. Click on the OK button. Budget Information Page 8

41 Budget Information Page 9

42 Budget Line Summary Panel, continued Additional Budget Periods After you have finished entering the numbers for your first budget period, you should go to the panel for the next period. You can check to see which budget period you are in by looking in the middle of the top box of the Budget Line Summary panel, where the Budget Period number and the effective dates for that period are listed. To do move to the next budget period, click on the Next in List icon at the top of the screen. This will take you to the Budget Line Summary panel for the next budget period. Enter the budget information in the same way as for the first period. Do this for all budget periods in the project. PeopleSoft will not show full project totals, adding all periods together, until you print out the Proposal Signature Routing Sheet (PSRS). Budget Information Page 40

43 Proposal Signature Routing Sheet Proposal Signature Routing Sheet Page 4

44 Proposal Signature Routing Sheet After the proposal and budget have been established, the Proposal Signature Routing Sheet (PSRS) should be printed and routed for appropriate signatures. Signatures required on the PSRS include the following: Principal Investigator, Co-Investigators, all other key personnel; the responsible department chair/supervisor for the PI, Co-Investigators, and all key personnel; and the responsible dean or director for the PI, Co-Investigators, and all key personnel. Signatures are not required for courtesy appointments. If this is the VERY FIRST time you have used this process, you will need to create it by choosing ADD. Enter a Run Control ID, ALL CAPS, no spaces between words (example SIGNATUREPRINT). This will become the name for the process you use when ordering this report, regardless of which proposal you are printing. If you have used this process before, go to Establish Proposals > Report > Signature Page > Update/ Display All. Enter your the name you assigned to the process. Proposal Signature Routing Sheet Page 4

45 BU Required field. Enter the Business Unit or select one from the drop-down list. Proposal ID Required field. Enter the Proposal ID or select from the drop-down list. Version ID Required field. Enter or select the Version ID from the drop-down list (V for new and renewal proposals). Justification and Budget with cost share amounts This radio button should NOT be darkened. Justification and Budget without cost share amounts Required field. Darken this radio button. The budget will be the sum of all the budget periods. Justification will be for each budget period. Justification and Both Budget reports This radio button should NOT be darkened. Omit Justification and Budget report This radio button should NOT be darkened. When you have completed the Signature Page panel, click the traffic light icon without the exclamation point to proceed. Proposal Signature Routing Sheet Page 4

46 Proposal Signature Routing Sheet, continued Run Location Required field. Darken the Server radio button. Server Required field. Enter or select PSUNX from the drop-down list box. Output Destination Required field. Darken the radio button in front of the word Printer. File/Printer Required field. Enter /asp-core/output/fsprd75/. Run Date/Time fields: DO NOT CHANGE. Run Recurrence fields: DO NOT CHANGE. Description Required field. Highlight Signature Page. Click OK to proceed. This process sends a copy of the Signature Page to the address of the person who is signed on and running the report. The file will arrive in.pdf format; it will open using Adobe Acrobat Reader. You may then print it to your local printer and/or ed to those whose signatures are required. Proposal Signature Routing Sheet Page 44

47 Copying a Proposal Copying a Proposal Page 45

48 Copying a Proposal Copying an extisting proposal can save time in several instrances. When an already-funded project receives an amendment, a continuation or a renewal, along with a new Proposal Signature Routing Sheet (PSRS), must be created in PeopleSoft. However, the information contained in the original proposal will still be valid. The only changes will be for items that differ from the original proposal, such as the period of performance, the amount funded or other changes that an amendment, continuation or renewal would require. Another instance in which copying a proposal may save time would be when a proposed project was not funded and is being resubmitted for funding. Open PeopleSoft and click on Go > Administer Grants > Establish Proposals. Click on Use > Copy Proposal. Select the proposal you will copy from the drop-down list or enter the proposal number in the Proposal ID box. Copying Proposals Page 46

49 Proposal ID To Required field. If the proposal you are copying will become an amendment, continuation or a renewal only, then change Proposal ID To from NEXT to the same Proposal ID as shown on the left hand side of the screen at. If the proposal is going to be the basis of a brand new proposal or a resubmission of a previous proposal, then leave Proposal ID To as NEXT. Version ID To Required field. If the proposal will become a continuation, amendment or supplement to an existing award, change Version ID to C (continuation), A (amendment), or S (supplement) for the first continuation, amendment or supplement. Use C, A, C, etc. for subsequent versions. If the proposal is going to be a brand new proposal or a resubmission of a previous proposal then leave Version ID To as V. Click All/No Projects. Sub Prop ID Leave as NEXT to get a new chartfield, or change it to the same Proposal Project as shown on the left hand side of the screen at 5 to keep the chartfield the same for the copy as for the original proposal. Click the box next to Primary. Click on All/No Budgets. This button will become active when the first All/No Projects is clicked. 9 Click on Copy. Copying Proposals Page 47

50 Copying a Proposal, continued Checking the Copy Click on: Use > Proposal > Header > Update/Display All, Notice at the top of the screen the version reads C, A, or S (depending on which you selected). Review the information on all of the proposal and budget panels and make any necessary adjustments. Copying Your Proposal Page 48

51 Tracking Your Proposal Tracking Your Proposal Page 49

52 Tracking Your Proposal To determine whether or not your proposal has been processed by OSPA, you can view the status of your proposal in PeopleSoft. Open PeopleSoft and click Go > Administer Grants>Establish Proposals. Then click Use >Proposal Submission > Submission. Information on the five Proposal Submissionpanels Submission, OSP Signer, UM Rec Storage, and Um Signers Pnl is entered by Sponsored Programs. Faculty/staff outside of Sponsored Programs will not be able to change/add information on these panels, but you can read them to track on your proposals. Tracking Your Proposal Page 50

53 Submission Panel Submit Status Your proposal has been processed by Sponsored Programs and submitted to the funder if the Submit Status reads Submitted. If the Submit status reads Not Submitted, your proposal has not yet been processed by Sponsored Programs or there are errors that can t yet be corrected in PeopleSoft. Changes can still be made in PeopleSoft up until the point that the proposal has been submitted. Tracking Your Proposal Page 5

54 OSP Signer Panel Date Received in OSP This field displays the date that Sponsored Programs received the proposal. Sponsored Program Signer Box Reviewer Date The date the proposal was reviewed Reviewer Name The name of the individual who reviewed the proposal Signer Date The date the proposal received an institutional signature Signer Name The name of the administrative official from Sponsored Programs who endorsed the proposal on behalf of the Curators of the University of Missouri Date Leaves OSP Office If the proposal has already left Sponsored Programs, then the date the proposal left the office will be posted. Airbill If the mailing instructions indicated that the proposal was to be sent via overnight courier, then airbill information will be displayed. The Airbill field can be used to track your proposal s delivery. Comments The comments will be from the individual from Sponsored Programs who reviewed the proposal. There may also be notes from other Sponsored Programs administrative staff regarding the proposal Tracking Your Proposal Page 5

55 Um Rec Storage Panel This is an internal panel for Sponsored Programs to help track items in storage. Tracking Your Proposal Page 5

56 Um Signers Panel Names of everyone who signed the Proposal Signature Routing Sheet (PSRS) will be displayed on this panel. Their names will appear along with the date they signed. This includes all investigators, key personnel, chairs, deans, and other supervisors. You can use the scroll bar on the right-hand side to scroll down and view additional names. Tracking Your Proposal Page 54

57 Tracking Your Proposal Page 55