AURA-Grants Fundamentals
Agenda 2 Introductions What is AURA Grants? Why is AURA so Cool? Common Questions/Concerns Roles Workflows Websites System Overview Personal Workspace Funding Proposal Workspace Smart Forms Navigation Activities
AURA Grants Trainers: Introductions 3 Aaron House, ahouse@uchicago.edu; 4-1622 Steve Aldape, saldape@uchicago.edu; 4-2182 Candace Washington, cdwashington@uchicago.edu; 2-2925 AURA Help Desk: AURA-Help@uchicago.edu
What is AURA Grants? 4
What is AURA Grants? An online system for Research Administration Proposals New, Renewal, Resubmission, Revision, Clinical Trials, MTA Budget, Awards, Continuations/Progress Reports, Concurrence Memos Streamlines and automates research administration Electronic routing and approvals System-to-system submission to Grants.gov Data warehouse reporting 5
Why is AURA so cool? 6 Online Process Automation Transparency Budget Module Reporting
7 Common Questions/Concerns
Common Questions/Concerns 8 How different is AURA GrantsXpress from AURA- Grants? How is AURA replacing TRACS as the system of record? What if I m doing a non-s2s submission? What about other Agency/Sponsor Systems? Fastlane? proposalcentral? AHA Grants@Heart?
9 AURA-Grants Proposal Dev t Project Closeout Internal Review & Approval Entire sponsored project life cycle ALL external funding requests will be developed, routed and approved in AURA. Non- Financial Post- Award Inst l Endorseme nt Federal Grant Submissions Non-Federal Grant Submissions Progress Reports and noncompeting continuations. Clinical Trial Contracting & MTA routing Revisions, Resubmissions or Renewals created from existing AURA proposals Progress Reports Award Acceptance & Management JIT Sub-mission
Common AURA Acronyms 10 AURA PC PC-O UA PA PI PI-D FP SF424 PR CN CR Automating University Research Administration Proposal Creator Proposal Creator Owner Unit Approver Post Award Administrator Principal Investigator Principal Investigator Delegate Funding Proposal NIH agency form set Primary Continuation Concurrence or Change Request
11 System Roles
Role/Security Assignments 12 Security Access and Roles Assignments Worksheet on the AURA Project site http://aura.uchicago.edu/request_access/access_request_form.shtml Email to AURA-Help@uchicago.edu once complete.
AURA System Roles 13 1. Registered User 2. Proposal Viewer 3. Proposal Creator 4. Unit Approver 5. Reporter 1. Report Viewers 2. Report Users 3. Analyst Report Users 6. Post Award Administrator 7. OCR 8. Foundation Relations 9. Principal Investigator/ Fellow
Role Name Role Short Name Role Description Registered User RU Registered User is a built-in role that is automatically assigned to all users of the system. Users will not be assigned rights to any Funding Proposal on the basis of their status as Registered Users. Proposal Viewer PV Role that allows a user to view funding proposals/424 s and corresponding budgets within the system. In addition to this role, users must also have a security unit(s) established on their profile. This establishes what proposals they are able to view (see section 4.1 for additional details related to view access rules). Proposal Creator PC Only role that can create funding proposals (new, renewal, revisions, resubmissions), Continuations and Concurrence Requests. Role that initiates the proposal into workflow Generally, unit pre-award Grant/Contract Administrator responsible for completing Funding Proposal/424 and ensuring that routing has been completed in a timely manner. See URA responsibility matrix for additional responsibilities
Unit Approver UA Role that approves proposals for a given unit within workflow Responsible for ensuring that individual unit policies and procedures related to proposal development and submission are followed Post Award Administrator PA Post-Award Administrators are those personnel who are responsible for establishing the FAS accounts with the appropriate budget pools and subaccounts. These personnel may be in the unit or in SAA. Reporter REPT Select individuals who will be able to run reports from the AURA data warehouse.
Report Viewers REPT-View Can view and refresh pre-built reports (including Standard UCDW reports as well as any reports built and deployed locally by the division) Report Users REPT-Interactive In addition to report viewer rights, interactive users can also customize local copies of pre-built reports to change formatting, add/remove available query objects from display, add charts/graphs, and insert new report tabs. Analyst Report Users REPT-Analyst This role will be available with Reporting Rollout 2 later this year. Analyst users will have all the rights of viewers and interactive users, plus the ability to create ad hoc reports using the AURA Grants universe, and any other universes to which the user has analyst access.
OCR OCR Personnel who work in the Office of Clinical Research office. These personnel are responsible for reviewing and approving Clinical Trial Funding Proposals. Foundation Relations FR Personnel who work in the Foundation Relations and Medical Center Development offices. These personnel need to be aware of all grants funded by foundations. Principal Investigator Fellow PI FW These roles are automatically assigned based upon the Job Code of the individual. PI or FW role may be added via request to Help Desk/PI Status request Conducts the research; completes and submits interim and final technical reports; discloses inventions to UChicago Tech; retains project data/materials as required; oversees scientific integrity of project; supervises project staff When selected as a PI or multiple PI for a proposal, responsible for completing the appropriate COI and assurance activities and provides final approval for proposal (or designates a delegate to provide final approval)
18 Workflows
19 Proposal Development (New, Renewal, Revision, Resubmission,) Similar Proposal Development & Routing to AURA-GrantsXpress PI may work on science throughout Workflow similar to current practice Indication of URA or Unit Submission Final version of submission stored as PDF in AURA Internal documents stored in AURA (cost share, etc)
20 JIT & Award Management URA receives JIT or Request to Update File Multiple Re-routes Award Received URA Review Award Follow-Up Pending Negotiation Award Reconciliation Budget Updated Effort Updated
21 Continuations & Progress Reports All progress reports will be routed in AURA Submission to sponsors will occur outside of AURA
22 Concurrence/ Change Request Based on new Concurrence PDF form URA recently implemented Ability to see status of request on campus
23 Award Close-out Active Pending Close-out Completed Final reports stored in AURA
24 Clinical Trial Contracts & MTAs Clinical Trial Contracts and MTA routed in AURA Separate workflow from Proposal submissions
Websites/Resources 25
Websites/Resources 26 URA (http://researchadmin.uchicago.edu) AURA Project (http://aura.uchicago.edu) Training Section http://aura.uchicago.edu/training/ http://aura.uchicago.edu/training/helpful_tips.shtml Updates will be sent out to: announce-ura@lists.uchicago.edu grantsadmin-ura@lists.uchicago.edu
FP Number Breakdown
Log in AURA Training Environment: 28 auragrantstrain Username: rreno (Roy Reno) Password: auratrain2011