Electronic MTA Training Manual & User Guide for Administrative Staff & Principal Investigators

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1 Electronic MTA Training Manual & User Guide for Administrative Staff & Principal Investigators 1 P a g e

2 Table of Contents Getting Started... 3 Introduction... 3 Helpful Hints... 3 Login Process... 6 Profile... 7 General Inbox Information... 8 Tabs emta Request New MTA Request Additional Contacts Material Information/ Multiple Materials Uploading Documents Dashboard Current State Editing Requests Printing Requests Withdrawing Request Submitting for Review Materials Documents Correspondence History Resources Help Desk Technical Support Trouble Shooting P a g e

3 Getting Started Introduction Welcome to the NEW Electronic Material Transfer Agreement (emta) System, a faster, leaner, better way to record and submit your material transfer requests. This new simplified process saves you valuable time, allowing you to access information about your requests on demand through UCSD's Single Sign On (SSO) system. Now you are able to view your requests in real time and track the status of individual MTA Requests. The purpose of this training guide is to introduce and orient you with the emta system so you can: Gain an understanding of the emta System and learn its functionality Submit a Material Transfer Agreement (MTA) Request Review the status of all agreements created Edit or Withdraw agreements when/if necessary Approve MTA Requests for Central Office Review Helpful Hints 1. Recommended operating systems and browsers are: Platform Browser Microsoft Windows (all versions) Internet Explorer 7 or later Firefox 7 or later Chrome 9 or later Apple Mac OS X 10.4x or later Safari 4 or later Firefox 3 or later 2. Have your Single Sign On Username and Password ready. 3 P a g e

4 3. You are required to answer any question with a red asterisk (*). You may save your request at any time, but you will be unable to submit your request unless all required fields have been answered. 4. To get the best results for all searches ALWAYS use the % symbol at the being and/or end of entered text. 5. Use the navigation buttons at the top of the request form to SAVE, EXIT, PRINT, go BACK/CONTINUE and to JUMP TO specific parts of the request and HIDE/SHOW ERRORS 4 P a g e

5 6. The emta System will timeout after 1.5 hours of inactivity, remember to SAVE your work frequently. 7. Clicking on any hyperlink while working within the emta request will open the link in a new window so you can continue to work on your request without having to go back into it. 5 P a g e

6 Login Process 1. To access the emta system go to mta.ucsd.edu and click the GO button. 2. Once you are directed to the login screen, use your Single Sign On (SSO) username and password to log on to the system. If you do not have a SSO, please use the links listed to get a SSO account or to retrieve your password. 6 P a g e

7 Profile You will be directed to your profile screen you will only have to fill this out once. In order to create your profile, please fill out the information and click APPLY to save changes. This information will be saved and used to process your requests. You may also note that all emta notifications will be sent to your preferred address. You can go back and edit your profile at any time by clicking on your name at the upper right hand side of the screen. 7 P a g e

8 General Inbox Information After completing your profile you will be directed to the INBOX page, which will serve as your personal inbox for managing your MTA requests. If at any time you would like to return to this page, click INBOX in the upper right hand corner. NOTE: Clicking HOME on the left hand side will redirect you to the login screen, so to return to your inbox, simply click INBOX in the upper right hand corner and it will return you to your inbox. 8 P a g e

9 You will only be able to see your own requests and/or requests that you have been named an additional contact on. To open any record, click on the name of the request. You will then be directed to the dashboard and from the dashboard you will be able to enter into the record by clicking EDIT MATERIAL TRANSFER. 9 P a g e

10 You can then toggle to the page you wish to edit using the JUMP TO drop down menu or clicking CONTINUE until you come to the page. Tabs General Information There are four tabs that organize your MTA requests. Any new requests in Pre-submission state are visible in the INBOX tab Request that have been submitted and are being reviewed (by PI or emta Staff) are visible in the OPEN REQUEST tab Fully Executed, Withdrawn or Inactivated requests are visible in the CLOSED REQUEST tab To see a comprehensive list of all of your emtas use the ALL MTA REQUESTS tab Run reports, export to excel and reports by using the REPORTS tab Find templates you created of frequently used requests and to save time in TEMPLATES tab 10 P a g e

11 Within each tab you can FILTER MTA request by either using the FILTER search function (Basic or Advanced). Or you can look up a requests by typing in the ID number remember to ALWAYS use the % sign to get the best search results. 11 P a g e

12 Although, most recent emtas are automatically listed at the top of your list, the hyperlinks across the top of each column allow you to sort by that category. Inbox Tab Contains MTA requests in a Pre-Submission state or with Changes Required, in other words MTAs that requiring additional action or are a work in progress. 12 P a g e

13 Open Requests Tab This tab contains MTA requests that have been submitted for PI Review or MTA Staff Review, MTA Under Negotiation and/or Out for Signature. NOTE: You will be able to see the emta Staff who is processing your request as soon as they are assigned. If the field is blank a staff member has not been assigned yet. 13 P a g e

14 Closed Requests Tab This tab contains MTAs that have been Fully Executed, Withdrawn or Inactivated. All MTA Requests Tab This tab contains all a comprehensive list of all your MTA requests. 14 P a g e

15 Reports Tab This tab gives you a list of reports you can run. By clicking on one of the report links a new window will open and you will be able to sort, export or the report. Templates Tab Only templates that have already been created will be visible in this tab and will be available for your use. For more information on creating templates please see page P a g e

16 emta Request New MTA Request To create a new emta request, click on the NEW MATERIAL TRANSFER button on the left hand side of the inbox. You will then be taken to the first screen. You can use the CONTINUE and BACK button to toggle between screens. You can also SAVE at any time and PRINT your request if you would like to have a hard copy. 16 P a g e

17 Start your request by designating whether you are sending or receiving material and entering in a Name for your request. The Name will be used to help you identify you MTA and can be given any title you like. Then click SAVE. Once you click SAVE the MTA request record has now been created and an ID number has been automatically assigned. The number is found on the upper right hand corner of the screen. 17 P a g e

18 You will also notice that you now have additional functionality. You can now save and EXIT the request if you want to come back to it, HIDE / SHOW ERRORS to see which mandatory fields still need to be completed (before you submit for review) and you can also JUMP TO various screens to avoid clicking through each screen. NOTE: The form will save automatically when you click CONTINUE however, it is recommended that you manually save your information as you go. To complete search fields like use the % sign before and words or partial words to bring back the best search results. You may type directly in the fields and select from the drop down list or if the item is not displayed in the results you may use the SELECT button to conduct a more comprehensive search. 18 P a g e

19 NOTE: If at any time you cannot find the person or institution you are looking for and you have exhausted your searches, use OTHER in the field and contact Additional Contacts If you would like more than one person to be able to work on the emta request or would like to have someone be able to work on it in your absence, you can add an additional contact. The request will then appear in their inbox and they will be able to edit and submit the request as well. 19 P a g e

20 To advance to the next set of questions, click CONTINUE. Once you advance to the next screen, continue to answer the questions, using text boxes as areas for additional explanation. NOTE: Because this system utilizes SmartForm technology you will only be asked questions that apply to your request so the system may differ from the paper forms previously used. 20 P a g e

21 You will also notice that the name of the request, whether it is sending or receiving and the name of the PI is now visible across the top. The JUMP TO field has changed to the new page you are on. 21 P a g e

22 Material Information/ Multiple Materials When you get to the MATERIAL INFORMATION page you will be asked to identify the material(s) you are sending or receiving. If you are only sending/receiving one material answer the questions and continue. If you are sending/receiving multiple materials there are 2 ways to handle the request. 1. For multiple materials of the same or similar origin, list the materials and answer the questions 22 P a g e

23 2. For multiple materials of different origins, list the materials, select OTHER and type a brief description of the materials. Then select type as OTHER and type a brief description. NOTE: If you are sending /receiving large amounts of materials, such as a lab transfer, please contact mtahelpdesk@ucsd.edu. Keep answering the questions and selecting CONTINUE, remembering that if you do not have the information right now or are unsure you can save and return to the request at a later time. NOTE: Some screens may look different depending on the answers to your questions; this is due to the SmartForm technology. 23 P a g e

24 Uploading Documents Once you get to the end of the request, you will have the opportunity to upload any additional documents and add any additional notes you have regarding the request. Once you have answered all the questions you will be directed to a summary screen before finishing the request. NOTE: clicking FINISH does not automatically submit the request; it just completes the record and saves it in the INBOX and you will have the opportunity to make edits and add information until it has been submitted to the central offices for review. 24 P a g e

25 Dashboard After clicking FINISH you will be directed to the dashboard. Here you are able to review any documents that have been uploaded, check for correspondence logged by emta Staff and look that he History of actions taken. You will also see the current state of your emta, be able to Edit, Print, Withdraw the request, Submit for PI review and Copy. Current State Editing Requests Using this button will take you to the first page of the request where you will then be able to make changes by clicking CONTINUE through the pages or JUMP TO in order to go directly to the page where you would like to make edits. 25 P a g e

26 Printing Requests There are two print options 1) is PRINTER VERSION which give a comprehensive list of all questions and answers 2) PRINT SUMMARY which provides a simplified 1 page summary containing high lights of the request. 26 P a g e

27 Withdrawing Request Withdrawing a request cancels it from being processed. All withdrawn requests will be visible under the CLOSED REQUESTS and ALL MTA REQUESTS tabs. Submitting for Review Using the SUBMIT or SUBMIT for PI REVIEW will automatically route the request to the next person who needs to review the request. An automatica notifcation will be sent to the reviewer where they will be directed to the request. 27 P a g e

28 Materials This tab shows a brief summary of the material(s) and allows you to click EDIT which will take you directly to the material information screen of the request. Documents List all documents that have been uploaded, clicking on the hyperlink of the document name allows you to access the document selected. 28 P a g e

29 Correspondence Shows all contact and correspondence that has been logged by the emta Staff. History Shows a date and time stamp of what actions have been taken by whom and if there are any notes tied to the actions. NOTE: All notes appear under the history tab. 29 P a g e

30 Resources Help Desk Technical Support Trouble Shooting Trouble logging on If you have tried logging on to the system using your SSO username and password but are still having trouble logging on, try closing your browser, reopening and logging in again. Unable to log off SSO after clicking log off This is a feature of SSO, you must close your browser in order to log off of SSO Strange error messages If you are receiving error messages of any kind, first double check that you are using the correct browsers and/or operating system that supports the system. You may need to contact your Department Administrator in order to get a browser/system update. If the error persists, contact the emta Technical Support. 30 P a g e