Review a Proposal Central Office Quick Guide

Transcription

1 Review a Proposal Central Office Quick Guide 1 P age

2 Table of Contents Reviewing a Proposal... 3 Accessing the epd Record... 3 My Proposals Dashboard... 4 Proposal Search... 5 Inbox... 7 Proposal Review... 8 Proposal Summary... 8 Full Proposal Details Routing Actions Reject Approve P age

3 Reviewing a Proposal Once an epd proposal has been created the proposal manager/aggregator of the proposal will add an ad hoc approver to the first routing stop, which will result in a SPO Analyst being added to the stop. Once the SPO Analyst has been added to the first routing stop, the proposal will appear in the analyst s Proposals In Progress with the status Approval in Progress. This will signal that the proposal has been submitted for approval routing and that the department is asking for a SPO review. Accessing the epd Record To log on go to epd.ucsd.edu/coeus and enter your Single Sign On (SSO) business systems username and password. 3 P age

4 My Proposals Dashboard To access a proposal and/or manage workflow, click the My Proposals dashboard Proposals in Progress or All Proposals. Click on the dashboard you would like to view and look for the appropriate proposal. NOTE: Only proposals that have been Submitted for Approval Routing at least once will appear in the dashboard. By default the most recent appears at the top. To sort the lists click on the hyperlink at the top of that column. The list will sort by alphabetical order. Click on the link again to reverse the order. NOTE: To reset the original order, click out of the dashboard and return into it. 4 P age

5 Proposal Search Proposal Search can be used at any time and is where all proposals can be searched for and retrieved by entering in specific search criteria. Note: you will only be able to view and/or modify proposals for the area where you have permissions and rights (this is set up when an area has been onboarded; or additional access rights contact This is especially useful when trying to locate a proposal record needing a review that has not been Submitted for Approval and is not visible in your dashboard or inbox. This function can be found under My Proposals. This function can also be found under Inbox. NOTE: Always use this Wild Card Search technique of (*) when using the epd System to conduct and return better search results 5 P age

6 Click on the blue hyperlink to open the proposal record. You will then be directed to that proposal record s General Info screen. From here you can choose to go to the Proposal Summary screen or to navigate through the proposal record screen by screen in order to complete the review. 6 P age

7 Inbox epd Records can also be accessed and managed by using the Inbox if you are already working within the system. NOTE: Only proposals that have been Submitted for Approval will show in the Inbox. Click on the blue hyperlink to open the record where you will be then be directed to the Proposal Summary screen. 7 P age

8 Proposal Review There are two places where you can find the proposal information needed to complete a review. Proposal Summary a complete and compiled summary view of the full proposal details Full Proposal Details screen by screen details regarding the proposal Proposal Summary Navigating Proposal Summary Depending on how you access the epd record you may or may not be directed immediately to the Proposal Summary screen. However, you can access the Proposal Summary screen from the full proposal record and vice versa. Once in the Proposal Summary screen you can Show/Hide the sections located in the summary by using the Show/Hide feature on the right hand side. 8 P age

9 Or by using the +/- on the left hand side. epd Lite User Guide for version List of Investigator/Key Persons To determine whether or not a PI has Certified (which acts as a PI Assurance) look for the green if yes or the red x if no. 9 P age

10 Attachments To view the status of attachments, comments or any attachments added to this proposal, look under Attachments. This is where documents such as budget, budget justifications, sponsor packages, Solicitations, COI forms, etc. can be found and viewed individually. NOTE: If you do not see the View link click Full Proposal Details and go to Upload Attachments then look under the Institutional Attachments for the documents. To open the document click View and a new window will open. Click Keep to the message prompt. 10 P age

11 Next, click the document that appears. epd Lite User Guide for version The document will then open and is ready to view, save and/or print. 11 P age

12 Special Review Special Review is where any items that require cooperation with other central offices such as COI, Animal Subjects, EH&S, Diving will be listed. To view comments click View. The comments will open in a new window. Click Close to exit out of the window. 12 P age

13 Questionnaire This is where the answers to each completed questionnaire are visible. To view the answers expand each section. 13 P age

14 To save and/or print a copy of the individual questionnaire click Print. The document will open in a new window where it can be viewed, saved and/or printed. 14 P age

15 Proposal Print This section is where the UCSD Internal Routing form (which contains a summary/signature page and the questionnaires) can be viewed, saved and/or printed. This document can be used as a coversheet for the other proposal documents and also to facilitate offline approvals. To access the full epd Proposal Package, click the tick box and click Print Selected. 15 P age

16 The package will open in a new window and will contain the UCSD Internal Routing Form, a copy of the completed questionnaires and a signature page. 16 P age

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18 Full Proposal Details To get access to the full proposal from the Proposal Summary screen click Full Proposal Details. NOTE: Click Proposal Summary or Full Proposal Details at any time to toggle between areas Once you enter the Full Proposal Details you will be directed to the General Info screen. From here you can access the various areas of the proposal on a screen by screen basis using the left hand navigation links. 18 P age

19 Routing Actions To request changes and reject and/or approve a proposal use the Reject and Reject Comments or the Approve functionality. Reject The Reject function can be used to indicate that the proposal is not ready for approval and that changes need to be made. Using Reject will open the proposal for editing for those with modify permissions on that proposal. Click Reject to enter the rejection screen. Enter the appropriate comments. Then click Reject. 19 P age

20 This will reopen the record for editing and will also trigger an automatic notification to the Aggregator. The body of the will contain any comments written by the sender, some details about the proposal and a hyperlink to that proposal record. 20 P age

21 Approve To approve a proposal so that it can continue through routing and if no more changes are required, simply go to Approval Routing. Click Approve. 21 P age

22 Add any applicable comments and click Approve. epd Lite User Guide for version If you are listed as an approver at more than one stop you will receive the following message. Click OK. You will then be directed back to the routing map screen where you can see the completed approvals and the stops/approvers that have yet to complete routing actions. Additionally, the comments added will be available for anyone listed on the routing map. Once all parties have approved within a stop notifications will be sent to those in the next stop requesting their review and approval. This will continue until all parties have approved. For final SPO Analyst approval see the Final Approval and Submit to Sponsor User Guide. 22 P age