Project Compass Job Aid

Transcription

1 Project Compass Job Aid PeopleSoft Grants 9.0 EPEX: Entering a Continuation Proposal Page 1

2 Procedure A New Proposal has already been entered and routed thru EPEX; an award was received from NIH awarding $500,000 for five years. The first year has been completed and it is now time to route a Continuation Proposal through EPEX. You will now enter a Continuation Proposal with a five year award and the continuation will be for the second year with a Budget Period of 9/1/2010 to 8/31/ Navigate to Proposal Express thru Grants on the Menu List. Click the Grants link. Page 2

3 2. Click the Emory Proposal Express link. Page 3

4 3. Find the Proposal with ID # by doing a search. Click the Find an Existing Value tab. 4. Use the Search function and do a LookUp by Proposal ID. Click in the Proposal ID field. 5. Use a % wildcard to look up the ID number. 6. Type the correct information into the Proposal ID field. For this simulation, type a valid value, for example, "%7513". Click the Search button. 7. Select the Proposal in the Search Results by clicking on the related link. Click the Proposal ID link. Page 4

5 8. The Proposal Page displays. Scroll down the page by clicking the space below the Scrollbar. Release the mouse button. 9. Copy the Proposal to add the Continuation. Click the Copy Proposal button. Page 5

6 10. The Copy Proposal page displays; scroll down the page. Release the mouse button. 11. Click the Copy button. 12. Notice that the Proposal was copied from ID 7513 to Note the number for future reference. Now that the Proposal information has been copied, close this window and return to EPEX to enter the Continuation via the link in the Menu list. Click the Emory Proposal Express link. Page 6

7 13. Click the Find an Existing Value tab. 14. Look up the Proposal ID that was just created when the Proposal was copied by using a % wildcard. 15. Type the correct information into the Proposal ID field. For this simulation, type a valid value, for example, "%7529". Click the Search button. Page 7

8 16. Click the Proposal ID link. 17. When the Proposal is copied, the Title, Description, PI, Sponsor ID, Sponsor Program, Purpose, etc, will default from the original document. This may need to be updated. In this scenario, the Description was done for you. For this scenario, add a note that this is for an Agriculture Study to the description. 18. Add a link to the website for the Continuation study in the Link to RFP field. Click in the Link to RFP field. 19. Multiple links can be added, but for this scenario, just add one website. Type the correct information into the Link to RFP field. For this simulation, type a valid value, for example, "www://agriculturesites.com". 20. The Proposal Type shows as New - change the Type to Continuation by selecting the term from the drop-down menu. Click the dropdown arrow for the *Proposal Type list. Page 8

9 21. Click the Contin list item. 22. Verify that the Deadline Type is Post for Postmark. Page 9

10 23. Change the *Deadline Date year to Click in the Deadline Date field. 24. Type the correct information into the Deadline Date field. For this simulation, type a valid value, for example, "10". 25. Scroll down the page. Click the button of the scroll bar. 26. Add Comments to Question 3 by clicking the "Yes" radio button. Click the Yes option. 27. Enter your comments; remember that any question answered with a "Yes" makes the Comments field a required field. You will not be able to Save the Proposal without completing a required field. Type the correct information into the Question 14 Comments field. For this simulation, type a valid value, for example, "Continuation Year 2, Budget Period 9/01/2010-8/31/2011, $100,000 Total". Page 10

11 28. The Key Word section has been expanded so the Key Word can be viewed; additional words can be added by adding a row (clicking on the plus (+) sign to the right at the end of the row). In this scenario, one Key Word is sufficient. Save the changes to the Proposal page. Until the Save button is clicked, if the window is closed or the page times out, all of the data just entered on the Continuation Proposal will be lost. Click the Save button. 29. The confirmation page is displayed; the Proposal has been updated. Click the OK button. Page 11

12 30. Scroll down the page. Click the button of the scroll bar. 31. Click the Go to Projects link. Page 12

13 32. Update the Title from the defaulted information from the original Proposal. Click in the Title field. 33. Add the Project number to the Title - in this scenario, name it Project 1. Type the correct information into the Title field. For this simulation, type a valid value, for example, "PROJECT 1". 34. Collapse the Menu list so that more of the page can be displayed. Click the Collapse (Ctrl+Y) Menu button. 35. Verify the Title, Department, Subdivision, Institution, PI in the Proposal Project and Professional sections has the correct information and no updates are needed. Also check the Department for the F&A Distribution section, and make sure the Percent Share is 100%. Then save the Projects page. Click the Save button. Page 13

14 36. Click the OK button. Page 14

15 37. Click the Go to Proposal link. Page 15

16 38. Go to the Budget page by clicking on the link at the bottom of the page. Click the Go to Budgets link. Page 16

17 39. Click the button of the scroll bar. 40. Navigate to the Budget Detail page. Click the View/Enter Budgets link. Page 17

18 41. Delete the row of copied information. Click the Delete row 1 button. Page 18

19 42. A confirmation message displays and asks if that row should be deleted; it offers a second chance to reverse an action that may not be needed. Click the OK button. Page 19

20 43. Note that the information now shows a Total Direct Budget of Click the Save button. 44. When the Save function is complete, the detail totals are zeroed out. Click the Take me back to Budget Tool link. 45. Note that Budget Line # 5 is zeroed out. The process for making changes to the Budget period info would include "backing into" this process by zeroing out the lines on the Budget Summary page and then saving those changes to the Budget period info by repeating the process.. Or the other option is to delete the lines at the Proposal Budget Period level up to, but not including, line 1 of the copied Proposal, and adapting the Budget Period information on the Continuation, as in the example that follows. 46. For instance, this frame shows the result of "backing in" and zeroing out each of the Budget periods by repeating the process we just completed for all four budget lines, 2-5. The other option just mentioned would entail deleting each row. Page 20

21 47. Click the Delete row 5 button. Page 21

22 48. Click the OK button. Page 22

23 49. Click the Delete row 4 button. Page 23

24 50. Click the OK button. Page 24

25 51. Click the Delete row 3 button. Page 25

26 52. Click the OK button. Page 26

27 53. Click the Delete row 2 button. Page 27

28 54. Click the OK button. Page 28

29 55. Click in the Begin Date field and change the year from 2009 to Click in the Begin Date field. 56. Highlight the "09" and enter "10". Type the correct information into the Begin Date field. For this simulation, type a valid value, for example, "10". 57. Highlight "10" and change it to "11" in the End Date field. Release the mouse button. 58. Type the correct information into the End Date field. For this simulation, type a valid value, for example, "11". 59. Save the changes to the dates. Click the Save button. 60. Click the Return to Proposal Express link. Page 29

30 61. Now that the Continuation Budget information has been added, preview the workflow that the Proposal will be routed to for review and approval. Click the Preview Workflow button. Page 30

31 62. The Proposal Status page in Workflow notification displays. The Workflow shows that first the Proposal is routed for GM Certification to the PI; then to the Department; and next to the School for review and approval. Click the button of the scroll bar. 63. Then the Proposal is routed to the OSP Analyst for review and final updates, changes, or revisions, and finally to the OSP Manager. If the Proposal received edits or if new PIs were added and it needed to be rerouted for approval for those changes, then the Apply Approval Changes button would be used and the Approval process would start over. But if not, then the Go to Proposal link at the bottom of the page would be clicked. Page 31

32 JOB AID 64. Release the mouse button. 65. Once the Go to Proposal link is clicked, the Proposal page is displayed and the Proposal is ready to be saved and routed through the Workflow list for review and approval. Click the Save & Route button. Page 32

33 JOB AID 66. A confirmation of the save is displayed with the Proposal ID number to show that the updates have been made. Click the OK button. Page 33

34 JOB AID 67. And now the Proposal Status reads "Pending Approval". The Continuation Proposal has been entered and is awaiting approval from the people on the approval list. Click the Pending Approval link. 68. Page 34 Congratulations! You have completed entering a Continuation Proposal. End of Procedure.