SmartGrant Internal Processing Form (IPF) Step by Step Directions to OPEN the IPF:

Transcription

1 SmartGrant Internal Processing Form (IPF) How to login: Step Action Notes 1 Click SmartGrant site address Production 2 Click Continue 3 Enter Login Id UMASS NETID 4 Enter Password UMASS NIETID password 5 Click Submit Step by Step Directions to OPEN the IPF: 1 Click Pre-Award 2 Click Proposal List Manager 3 Click Get Proposal by GPID 4 Enter the desired proposal number 5 Click on OK 6 Click on Non-Budget Information 7 Click on Print Forms 8 Click on the Edit link, to the right of Internal Processing Form (IPF) to open the IPF for editing. The Internal Processing Form (IPF) has eight major sections. I. Proposal Information II. Sponsor Information III. Subcontractor / Prime Information IV. Budget and Period Information V. Compliance Information (required for all proposals) VI. University Facilities Information (required for all proposals) VII. RTF and PeopleSoft Deptid Distribution Information (required for all proposals) VIII. GAMS Electronically Routed Endorsements The IPF form is designed to not allow submission of incomplete forms. While reviewing the form 1

2 for completeness, please also confirm the accuracy of data entered into the IPF. Incorrect deadlines and sponsor contacts may result in a deadline being missed. Section I. Proposal Information (PI) *R = Required data field Step Data Field R Notes 1 PI Name N This field cannot be changed in the IPF 2 PI Department N This field cannot be changed in the IPF 3 PI Campus Address N Enter the PI address. 4 PI N Enter the PI address 5 PI Proposal Designated If appropriate, enter Contact, , and Tel. 5a Contact N Enter name of proposal designee in Contact field 5b N Enter address of designee in field 5c - Tel N Enter Telephone # of designee in Tel field. 6 Project Type Y Click research, instruction, or other 7 Project Title N Key in the Project Title 8 Proposal Action Type N Select the Proposal Action Type. 9 PI Employee # N PI Employee # cannot be changed in the IPF 10 PI Dept ID N Enter the PI Dept ID 11 PI Speed Type N Enter the PI Speed Type 12 PI Tel N Enter the PI Telephone Number 13 PI Award Designated N If appropriate, enter Contact, , and Tel. 13a Contact N Enter name of award designee in Contact field 13b N Enter address of designee in field 13c - Tel N Enter Telephone # of designee in Tel field. 2

3 Section II. Sponsor Information *R = Required data field Step Data Field R Action / Notes 1 Sponsor Name N This field cannot be changed in the IPF 2 Sponsor Address Y Enter sponsor address 3 Sponsor Contact Contact Y Enter sponsor contact name N Enter sponsor contact address - Tel N Enter sponsor contact telephone number 4 Sponsor Deadline Due Date N Enter sponsor deadline due date Time N Enter sponsor deadline due time (12 hour format) am/pm N Enter sponsor deadline due time am or pm - PI Requested Date N Enter the Proposal Information 5 Sponsor Due type Check all that apply (Electronic Sub., Mail, ) 5a By Electronic Submission N Click if you want to an electronic submission system System - URL (Web address) Y 1 If electronic submission, enter website URL - Login name N Enter login name if this is a single input submission system where the PI needs to create a user name and password. - Password N Enter password if this is a single input submission system where the PI needs to create a user name and password. 5b By Mail (UPS, USPS, Fedex) N Click if you want to send by mail - Postmark Y 2 If By Mail is selected, select Postmark or Receipt - Receipt Y 2 If By Mail is selected, select Postmark or Receipt - Number of copies N If By Mail, enter total of original plus number of 5c By N Click if you want to send by . - Name of Recipient Y 3 Enter Name of Recipient Address Y 3 Enter mail address of recipient - Any cc N Enter cc address addresses/ - Other cc N Enter any other cc addresses Y 1 If By Electronic Submission System is selected, enter the website URL Y 2 If By Mail is selected, be sure to select at least Postmark or Receipt Y 3 If By is selected, be sure to enter Name of Recipient and Address 3

4 Section III. Subcontractor / Prime Information 1 Check if UMASS proposal includes Subcontract For viewing within IPF only, these are not editable entry fields. All Subcontractor data MUST be added at SmartGrant budget entry. See -propxls-smartgrant for entry example 2 Check if UMASS proposal includes Subcontract under Prime Funder For viewing with IPF only, these are not editable entry fields. All Prime data MUST be added at Intro Proposal Data, Additional Information. If the proposal includes subcontracts in the budget, the subcontracts must be added in SmartGrant budget from the subcontractor select list. Please note: If the SmartGrant proposal and IPF are built prior to adding Subcontractor and Prime data, please see above and Reset Form Data as needed to populate the data to the IPF. 4

5 Section IV. Budget and Period Information 1 Review Budget Year 1 Period Figures Review Start Date, End Date, Sponsor Request Direct, Indirect, Total, Cost Share, and Indirect Cost Rate 2 Review Total Project Figures Review Start Date, End Date, Sponsor Request Direct, Indirect, Total, Cost Share, and Indirect Cost Rate Section IV. Cost Share Itemization and Approvals 1. Tuition Waiver Select Yes or No If Yes is selected, also enter the number of students and the number of semesters. Also, add Graduate school to Routing Map. 2. I. First Cost Share Source Within cost share section, be sure to fill in: b. Source of Funds (RTF, State, Other) c. Name of Person d. Total Cost Share e. Speed Type 3. II. Additional Cost Share Source Within cost share section, be sure to fill in: b. Source of Funds (RTF, State, Other) c. Name of Person d. Total Cost Share e. Speed Type 4. III. Additional Cost Share Source Within cost share section, be sure to fill in: b. Source of Funds (RTF, State, Other) c. Name of Person d. Total Cost Share e. Speed Type 5. IV. Indirect cost Cost Share Source Within cost share section, be sure to fill in: b. Waived or Unrecovered c. Total Cost Share If Waived Add VCRE to Routing Map 5

6 Section V. Compliance Information (required for all proposals) Select Yes or No for each. Will this project require or involve the following? 1 Use Human Subjects 2 Dual Use Biologics 3 Use of Vertebrate Animals 4 Custom Antibodies 5 Biological substances 6 Recombinant or synthetic DNA technology or other deliberate manipulation of a gene or genome 7 Particularly Hazardous 8 Carcinogenic Substances 9 Radioactive Materials 10 Select Agents 11 Conflict of Interest 12 I have filed all required COI Disclosures and confirm that they are still up to date and accurate 13 Intellectual Property (IP) 13a If yes to #13, indicate if IP is: Optional response Background IP (pre-existing) requiring protection - To be developed 14 Funds used for lobbying 15 New Faculty and/or Staff which may carry a financial obligation past the end of the funded Project 16 Does this proposal include another Commonwealth of Massachusetts Agency matching funds? 17 Indirect Cost Variance 17a If YES to #17, check either UM waiver or Sponsor Mandated Optional response 18 Sponsor provided Guidelines ; If yes include a copy of guidelines with proposal Select Yes or No for each. Export Control: 19 Does this project involve the delivery of hardware, software, materials or biological to a foreign national/person? 20 Does this project involve employ or train someone who is a foreign national/person? 21 Does this project involve travel to, or visitors from, a foreign country? 22 Does this project involve the exchange of written or verbal data or reports with a foreign national/person (could include foreign students sharing space where project is conducted)? 6

7 Section VI. University Facilities Information (required for all proposals) 1 Is adequate space available for period proposed? Select YES or NO If YES to #1 Enter building name Required, if YES to #1 If YES to #1 Enter room number Required, if YES to #1 If NO to #1 Enter description of space required Required, if NO to #1 If NO to #1 Enter square footage (SQFT) of space required Required, if NO to #1 If NO to #1 Enter source Required, if NO to #1 If NO to #1 Enter name of Approver Required, if NO to #1 2 Will Installation, Space Renovation, Building Modifications be required? If YES to #2 Enter estimate If Yes to #2 If YES to #2 Enter Speedtype If Yes to #2 If YES to #2 Enter Name of Approver The approver must approve electronically. Please be sure that the approver is included in the Routing Map. Section VII. RTF and Peoplesoft DEPTID Distribution Information (required for all proposal) 1 PI and COPI Names This data will populate from proposal. These are not an enterable field. 2 IF PI STANDARD RTF is auto populated PI DEPTID must be entered on Page 1 PI Dept ID field, and will flow to DEPTID 3 If PI NOT STANDARD RTF must be entered 4 PI SPEEDTYPE This can be entered on Page 1. PI Speed Type field and will flow to the PI SPEEDTYPE field on Page 4. 5 DEPTID entry The DEPTID values are managed by, and collected for, the Controller's Office account set up process. The Office of Grants and Contracts does not have access to, and is not able to, validate this information. 5 Description Entry Optional Entry 7