osp service tracker (ost) · ost: osp service tracker osp | jul 2018 osp service tracker (ost)...
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OST:OSPServiceTracker OSP|Jul2018
OSP Service Tracker (OST) Guidelines for DLC Users
OSTisaweb-basedtoolforDLCAdministrativestafftorequestandtrackpost-awardservicesfromtheOfficeofSponsoredProgramsforAwardsandInstituteProposalsinKualiCoeus.Note:thefollowingawardactivitieshaveseparaterequestmechanismsandshouldnotbesubmittedviaOST:
• Requestsfornewsubaward(Subawardrequisitionprocess)• Requestsforinvoices(shouldgotoVPF)• Revisedbudgets(routedasproposalsinKC)
TheDLCFinancialPrimaryAuthorizerassignsOSTrolesforadministrativestaffintheMITRolesDatabase.TherearetwoDepartmentroles:
• OSTDEPTSPECIFICADMINKCàAuthorizationsforassignedunitonly.• OSTDEPTADMINKCàAuthorizationattheassignedunitandalltheunitsbelowit.
Note:dependingonhowyourDLCchoosestosetuproles,informationsubmittedinOSTmaybeviewablebyalloftheOSTAdministratorsinyourDLC.Inthatsituation,confidentialinformationshouldnotbeincludedinanOSTrequestand,ifnecessary,maybesentbyseparateemail.
ConnecttotheOSPServiceTrackervia:https://ost.mit.edu*OSTusesTouchstonetoauthenticateusers.InternetExplorerisnotasupportedweb-browserforOST.
OSTDashboardWhenyouaccessOST,theOSTDashboarddisplaysallowingyoutocreaterequests,viewactiverequests,andsearchforresolvedrequests.
1. Create:clicktocreateanewservicerequest
2. AdvanceSearch:searchActiveandResolvedticketsbystatus,awardnumber,requesttype,etc.Narrowyoursearchbyusingmultiplefields.Usetheasteriskwildcard*tosearchwhenenteringincompletedata.
3. QuickSearch(SearchyourticketsbyID):enterassignedIDnumberforarequestthatyoucreatedorareanassignedWatcher.
4. LogoffandOSTHelp:Click tologout/login.Click?toaccessOSTHelp.
5. DownloadasExcel:downloadspreadsheetofrequestsasdisplayedinDashboardorsearchresults.
Authorizations
AccessOSTviatheweb
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OST:OSPServiceTracker OSP|Jul2018
OSTDashboardhastwotabs:MyRequestslistsallactiverequestsyoucreatedorhavebeenassignedasWatcher.Oncearequestisresolved,itnolongerdisplays(youmaysearchbyIdnumberorAdvancedSearch).
AllRequestslistsallactiveservicerequestsintheunitswhereyouhaveOSTauthorization.
§ Bydefault,listsaresortedbyUpdated(dateandtime)withthemostrecentitemslistedfirst.§ Re-sortthelistbyclickingothercolumnheadings,i.e.Type,Status,Priorityetc.§ StatusprovidesadditionaldetailwhenatOSP(AtDLCindicatesyouareassignednextaction)§ PriorityiconindicatesHigh,NormalorLowpriorityforeachrequestinthedashboard.§ ClickanywhereontherequesttoopenDetails.
§ Id–Numberassignedtosavedorsubmittedrequest.Clicktovieworeditrequest.
§ Type–Awardactivitythatwasselectedfortherequest.
§ Subject–FreetextfieldwithdetailsaddedbyReporter.
§ Department–Unitnameforrequest.
§ CA–ContractAdministratorassignedtorequestbasedonDepartment.
§ Status–requestprocessingdetailsand/orassignment,including:
DLC-NotSubmitted–Draftsavedbutnotsubmitted.
AwaitingCAReview–RequesthasbeensubmittedandemailnotificationsenttoContractAdministratorlisted,requestappearsinCAOSTDashboard.
AtOSP-Processing–OSPContractAdministratorreviewedtherequestandassignedittohis/herselforotherOSPstaffmemberforprocessing.Forexample,theCAmayassigntherequesttoanAssistantContractAdministrator(ACA)orotherOSPstaffforprocessing.Viewrequestdetailstoseethenameofthepersonassignedtheticket.
AssignedtoPOPS–OSPContractAdministratorreviewedtherequestandassignedittothePOPS(Post-AwardOperations)teamforprocessing.
AtDLC–You(DLC)areassignedtotakeactiononrequest.Clicktoopenandviewrequestdetailsforinformationonrequestedactionforprocessing.
AwaitingOSPVerification–RequesthasbeencompletedbyassignedOSP/POPS.TheContractAdministratorwillreviewtherequestandmarkResolved.Note:Resolvedrequestsdonotappearinthedashboard(youwillgetanotificationwithalinktotherequest).
§ Updated–Dateandtimewhenrequestwaslastupdated(defaultsortdisplaysmostrecentlyupdatedrequestsatthetopofthedashboardlist).
§ Priority–Coloriconindicatespriority,high,normal,low,foreachrequestinthedashboard
Priorityicon
Sort
AssignedIDnumber
OST:OSPServiceTracker OSP|Jul2018
View/EditServiceRequestDetailsAccessdetailsbyclickingontherequestintheDashboardorthelinkprovidedinanOSTemailnotification.TheDetailsscreendisplaysrequestdataandprovidesoptionsforfurtheractions.ActionButtonsappearintheredbarsaboveandbelowthemainsectionofthescreen.ActionsavailabletoDepartmentAdministrators:
§ Notify:EnternamesofRecipientswhowillreceiveemailnotificationwithalinktoviewtherequest(recipientsmusthaveavalidMITcertificatetoaccessthesystem).Messagetextenteredisnotincorporatedintotherequesthistorybuttheperson’snamewilldisplayasaWatcher.
§ Reopen[Resolvedrequestsonly]:Reopenarequestforadditionalwork,makingitactive,returningittothelistofopenitemsunder“MYREQUESTS”withthestatusAwaitingCAReview.
§ Save[draftoreditedrequestsonly]:Whenfirstused,createsadraftrequestwithassignedIdandStatus“DLC-NotSubmitted”.Duringediting,saveschangesmade.
§ Submit[draftor“AtDLC”requestsonly]:SubmittotheOSPContractAdministratorforreview,assignmentandprocessing.
§ Delete[draftrequestsonly]:Permanentlydeletedraft/unsubmittedrequest(willnotdisplayinMyRequests).
§ Edit:Usetomakechangestothegeneralfieldsoftherequest(notnecessaryforaddingcommentsoruploadingattachments).
§ Dashboard–exitrequestandreturntotheDashboard.Apop-upwindowwillpromptyoutosavechangesifneeded.
Detailsscreenisdividedintotwosections:MainData(1&2)andInfo-boxes(3,4,&5)ontheright.
1. General-DisplaysrequestID#,Priority,Status,Subject,Award/IPDetails,Category,Type,Department,DescriptionandAttachments.o Status:Indicatesstageinprocessingandwhoisassignedtotakethenextactionontherequest.Whena
requestissubmitted,theinitialstatusis“AwaitingCAReview”.LengthoftimetherequesthasbeeninthatStatedisplaysinparenthesis.
o Attachments:Thumbnailofattachmentsallowspreview.Clickthe+Addicontouploadattachmentsatanytime.
ß Action Buttons à
OST:OSPServiceTracker OSP|Jul2018
2. Comments/History–OncetherequestisSaved,theComments/Historydisplaysactionsandnotesenteredon
therequestinchronologicalorderwiththeusernameandtimestamprelatedtoeachaction.o Comments:clicktheAddNoteiconandatextboxwilldisplay.EntertextandclicktheAddbutton.A
notificationwithcommentswillbesenttotheassignedOSPAdministratorandWatcherswithoutchangingthestatusoftherequest.
o History:viewactionsthathavebeentaken(withoutcomments).
• People:DisplaysReporter(creatoroftherequest),currentOSPAssignee(OSPstaffcurrentlyworkingonrequest),ContractAdministrator(OSPCA)andWatchers(numberinparenthesis).ClickWatcherstoviewcurrentwatchersorAddWatchers(typeKerberosorlastnameintextbox).AWatcherisnotrequiredtotakeactionbutwillreceivenotificationsandmayaddComments.WatcherscanremovethemselvesfromtheWatcherlist.
3. Dates:DisplaysthetimestampsfordateCreatedandthedatetherequestwaslastUpdated.
4. Duration:DisplaystheaggregatedTotaltimeinOSPstatusandTotaltimeinDLCstatus.
TheShowhistorylinkdisplaysalistofthestatus,theuserthattooktheaction,theactiontakenthatchangedthestatusandthetimethattherequeststayedinthatparticularstatus.
EmailNotifications
ActionstakeninOST(submit,assign,addattachments,addnotes,resolve,re-open,etc.)generatenotificationstotheindividualslistedintherequestanditsWatchers.Emailnotificationsprovideabriefdescriptionoftheactiontakenandalinktoopenrequestdetails.TheseemailsprovideawaytoinformyouofprogressonyourrequestswithoutforcingyoutobeloggedintotheOSTsystem.
ClicklinktoOSTrequest
Clicktoview/addWatchers
ClicktochangeDLCReporterperstaffchanges/coverage.
OST:OSPServiceTracker OSP|Jul2018
CreateaServiceRequest1. ClicktheCreatebuttononthedashboardtobeginanewservicerequest.
Anewrequestscreenwilldisplay.ActionButtonsappearintheredbarsaboveandbelowthemainsectionofthescreen.ActionsavailabletoDepartmentAdministrators:
§ Save–Savechangeswhilecreating/editingarequest.Tosaveadraft,clickSavethenclicktheDashboardbuttontoexittherequest.ThesavedrequestwilldisplayinMyRequestswiththeDLC-NotSubmittedstatus.Lateryoucanopen,editandsubmit.
§ Submit–ClicktosubmittotheOSPContractAdministratorforreview,assignmentandprocessing.
§ Dashboard–ExitrequestandreturntotheDashboard.Apop-upwindowwillpromptyoutosavechangesifneeded.
Create RequestMainscreen
2. Requiredfieldsaremarkedwitharedasterisk*.
§ Priority–DefaultstoNormal.UseradiobuttonstoselectHigh,Normal,orLowrequestpriority.ColoriconwilldisplayinDashboardandtextwillappearinnotificationemail.
§ Status[displayonly]–beginsasDLC-NotSubmitteduntilrequestissubmitted.
§ Subject*–EnterasubjectthatwillbeusefultoyouwhenviewingrequestsintheDashboard(maywanttousetheAccountnumber,PIorotherhelpfuldescriptor).
§ Linkto–SelectAwardorInstituteProposalfromthepull-downmenu.TosearchforanAward,selectActive(default)orAllradiobutton.EnterAward/IPdata(i.e.,AwardorIPnumber,Account,PI,AwardTitle,DepartmentName/Number,thenselectfromthedisplayedoptions(donotuse*wildcard).
Onceselected,clickthecurvedarrowtoopentheAward/IPinanewtaborclickthetrashicontodelete.
Click to Save draft
ß Action Buttons à
ß Action Buttons
Clicktoopenawardinnewtab
OST:OSPServiceTracker OSP|Jul2018
OncetheAwardorInstituteProposalislinked,youcanclickonAward/IPtoviewadditionaldetails,includingAnticipatedTotal,AuthorizedTotal,ObligatedStart,ObligatedEnd,andFinalExpiration.
§ Category–(optional)selectAwardActivityorPOPSfromthepull-downlisttonarrowtheTypelist.LeaveasPleaseSelecttoviewthecompletelistofTypes.
§ Type*–clicktoselectfromthepop-uplist.BesuretoselectthecorrectTypeasrequirementsintheDescriptionwillbebasedonyourselection.Clickonthelinkicon toopenrelatedOSPdocumentationinanothertab/window.
§ AwardArrivalDate[displayonly]–UsedbyOSPonlyforSignature–KCNOA.
§ Department*–DefaultstoyourhomeunitbutallowsyoutoselectotherdepartmentswhereyouhaveanOSTadminrole.
§ Description*–BasedonselectedType,theDescriptionwilllistrequiredinformationthatyoumustprovidetocompleteyourrequest.Enterrequesteddataandanyadditionalinformationthatyouwouldliketoinclude.Thereisnovalidationoninfoentered.
Attachments
§ Attachments–Click+Addtoselectanduploadanattachment.IntheAttachmentDetailspop-upwindow,clickChooseFilesandselectthefile(s)toupload.AddtexttotheCommentfieldaswanted.ClicktheSavebuttonandtheuploadedattachmentsandrequestwillbesaved.PleasenotethattakinganyactioninOSTallowsyoutosimultaneouslyaddattachmentsandcomments.
POPS category includes Types for Kuali Coeus request forms
currently located on kc.mit.edu/forms-requests
Filesselectedtouploadasattachments
Uploadedattachmentsdisplayasthumbnailsforpreviewinthemainscreen
DeleteattachmentonUnsubmitted/draft
OST:OSPServiceTracker OSP|Jul2018
PeopleInfopanel
§ Reporter–DLCadministratorcreatingandtrackingrequest.Thisfieldcanbeeditedbytheadministrator.
§ OSPAssignee[displayonly]–BlankuntilOSPContractAdministratorassignstoselforotherOSPstaff.
§ ContractAdministrator[displayonly]–OSPContractAdministratorfortheselectedDepartment.
§ Watchers()-Clicktoaddorviewcurrentwatchers(typeKerberosorlastnameintextbox,select,thenclickSave).AWatcherisnotrequiredtotakeactionbutwillreceivenotificationsandmayaddComments.WatcherscanremovethemselvesfromtheWatcherlist.
Save/Submit
3. Tosaveadraftforcompletionlater,clicktheSavebuttonintheupperleftofthescreen(clickDashboardto“close”therequest).
4. ClicktheSubmitbuttontocompletetherequest.Apop-upwindowwillpromptyoutoconfirmtheyouwant
tosubmittherequest.ClickSubmit(youmayalsouploadanattachmentandcomment).
AgreenPop-upwindowwillindicatethattherequestwassuccessfullysubmitted.ThesystemwillautomaticallysendanotificationtotheOSPAssignee.
Note:Ifyoudecidenottosubmitthedraftrequestforprocessing,clicktheDeletebuttontopermanentlydeletetheservicerequest.YouwillbepromptedtoconfirmdeletingtheServiceRequest.
OST:OSPServiceTracker OSP|Jul2018
AdvancedSearchAdvancedSearchallowssearchingofactiveandresolvedrequestsbasedonanumberofcriteria,includingType,Status,Reporter,Dateranges,OSPAssignee,andAccountNumber.Youmaysearchbymultiplefieldstonarroworexpandyourresults.
Note:Usetheasterisk*asthewildcardwhensearching.
1. ClicktheAdvancedSearchbuttononthedashboard.
TheAdvancedSearchscreenwilldisplaywiththefollowingsearchfields:
§ SearchText–EnterspecifictermsyouwanttosearchforintherequestDescriptionorComments,usetheasterisk*aswildcard.
§ Id–EnterrequestId,useasterisk*aswildcardtoenterincompletenumber.§ Category–SelectAwardactivityorPOPStolimitsearchtoTypeswithinselectedcategory.§ Type–ClickcheckboxforoneormoreTypetosearchforrequestsmatchinganyoftheselected§ Subject–EntertermsusedintheopentextSubjectfield,usetheasterisk*aswildcard.§ Status–ClickcheckboxforoneormoreStatustosearchforrequestsmatchinganyoftheselected§ Reporter–Enterlastname,firstnameofperson,usetheasterisk*aswildcard.§ OSPAssignee–Enterlastname,firstnameofperson,usetheasterisk*aswildcard.§ ContractAdministrator–Enterlastname,firstnameofperson,usetheasterisk*aswildcard.§ AwardArrivalDate[toandfrom]–DatesenteredbyOSPwhensendingNOAforsignature§ CreatedDate[toandfrom]–EnterdaterangeforwhenOSTrequest(s)werecreated§ ModuleItemKey–EnterAwardorInstituteProposalnumber,usetheasterisk*aswildcard.§ AccountNumber–Enteraccountnumber,usetheasterisk*aswildcard.§ Sponsor–Entersponsorname,useasterisk*aswildcard§ Department–Enterdepartmentname,useasterisk*aswildcard.
Help/FeedbackForquestionsorproblemsusingOST,emailra-help@mit.edu.PleaseincludeyourNameandContactInformationinyouremail.
Pleaseusethe“SendFeedback”linkatthebottomoftheOSTscreentosendsuggestionsforenhancements.