proposal processing manual - university of...

PROPOSAL PROCESSINGMANUAL

Using the Peoplesoft Grants Module

August 2003

University of Missouri-ColumbiaOffice of Research

Office of Sponsored Program Administration

Contents

Before You Begin ........................................................................................................... 2

Administrative Information ........................................................................................... 6

Open PeopleSoft Grants .......................................................................................... 7

Create a Proposal Header ....................................................................................... 8Header Panel ............................................................................................................. 9Projects Panel .......................................................................................................... 12Resources Panel...................................................................................................... 14Location Panel ......................................................................................................... 17Reports Panel .......................................................................................................... 18Key Words Panel ...................................................................................................... 19UM Cert Panel ......................................................................................................... 20Checklist Panel ........................................................................................................ 22Saving Your Proposal ............................................................................................... 23Mailing Instructions Panel ........................................................................................ 24New Sponsor Cntct Panel ........................................................................................ 26UM Credit Panel ....................................................................................................... 27

Required Budget Information ..................................................................................... 29

Budget Header ....................................................................................................... 30

Budget Periods ...................................................................................................... 34

Printing a Proposal Signature Routing Sheet ........................................................... 41

Copying a Proposal .................................................................................................... 45

Tracking Your Proposal .............................................................................................. 49

Contents Page 1

Before You Begin

Data often is entered into PeopleSoft fairly late in the proposal development process. Once it’s beenenetered, it is not unusual to seek the required approvals immediately. To facilitate the process, hereare a few things you may want to consider:

• Be sure that you have the PeopleSoft client software on your computer, that you have completed therequired training, and that you have a user id and password for the PeopleSoft grants module. Yourlocal computer support person can help confirm youhave installed, or can install, the software.PeopleSoft training information is available on the Web at http://www.research.missouri.edu/web_research/about_or/PS_grants_info.html or by going to www.research.missouri.edu and clicking onthe PeopleSoft link in the upper left corner of the screen.

• Set aside enough time to finish enough of the proposal entering process to save the proposal–at least ablock of about 60 minutes. You must complete several screens or “panels” before you can save. If youdo not save the proposal and are inactive in PeopleSoft for a period of time, the program will shutdown, losing all the unsaved work.

• Know the phone number for the OSPA Rapid Response team–882-7560.

• Have the DeptIds on hand for all the individuals listed as investigators or other key personnel roles onthe project. The number at the end of the Departmental description is called the Program ClassificationStructure (PCS) Code. These codes correspond to different types of projects as listed below.:

11 or 1100 General Academic Instruction12 or 1200 Occupational and Vocational

Instruction13 or 1300 Community Education Research21 or 2100 Institutes and Research Centers22 or 2200 Individual or Project Research

Public Service32 or 3200 Community Services33 or 3300 Cooperate Extension Services

Academic Support41 or 4100 Libraries42 or 4200 Museums and Galleries43 or 4300 Audiovisual Services

44 or 4400 Computing Support45 or 4500 Ancellary Support46 or 4600 Academic Administration and

Personnel Development (IPA)50 or 5000 Student Services60 or 6000 Institutional Support70 or 7000 Operation and Maintenance of

Plant Schlarships and Fellow-ships

81 or 8100 Scholarships82 or 8200 Fellowships90 or 9000 Hospitals Transfers101 or 10100 Mandatory Transfers102 or 10200 Non-Mandatory Transfers

All grants DeptID descriptions begin with the word “grants.” For example, the Dept ID “GrantsMedicine-Cardiology 2200” is the grant Dept ID that Cardiology would select if the project is forIndividual or Project Research. If the project is for Community Education, then the appropriate DeptID is “Grants Medicine-Cardiology 1300.” Contact the fiscal officer for your department or division to

Before You Begin Page 2

determine the appropriate DeptIDs and to confirm that you aare authorized to enter and save projectsunder those DeptIDs. Divisional fiscal contacts are as follows:

Agriculture Evelyn Lindell 882-8295Arts & Science Barbara Staiger 882-3643Business and Public Affairs Doug Tarwater 882-7474Education Cathy Maupin 882-2080Engineering Barbara Breen 882-2423Human Environmental Sciences Daryl Rogers 882-6018Journalism Rhonda Fallon 882-4643Law Barbara Hill 882-3676Medicine Sue Becklenberg 882-8716Health Professions Beth Hays 882-8425Nursing Patti Wright-Johnson 882-0756Office of Research Fran Malloy 882-6313Veterinary Medicine Vicki Miller 882-4477

If the appropriate Dept ID (along with correct PCS code) is not available for selection, contact yourGrants and Contracts Administrator in the appropriate Sponsored Programs satellite office to establishan appropriate Dept ID in PeopleSoft.

• Be aware that, while some information is listed in this manual as “optional” because it is not required bythe campus Office of Sponsored Program Administration (OSPA), requirements of your division ordepartment may be different. Be sure to check with departmental and division grants personnel toclarify their requirements.

• Proposals are processed through the OSPA satellite office assigned to the Principal Investigator’s (PI’s)department. Those assignments are listed on the Web at http://www.research.missouri.edu/web_research/external_funding/ospa/satofficeopen.pdf. The contact information for the satellite officesis as follows:

Agriculture Satellite Mike Quinata 882-8308Lynn Hartman 882-8456

Engineering Satellite Barbara Savio 882-8985Paula Teel 884-2794

Hill Hall Satellite Sheryl Koenig 882-9587Olga Wells 882-4223

Health Sciences Satellite Rodney Dwyer 882-8307Andrea (Nivens) Winder 882-1290Lee Sturma 882-1328

Before You Begin Page 3

Administrative Information Page 5

Administrative Information


Open PeopleSoft Grants

1. Click Start > Programs > UM PeopleSoft > Financials Production Database.

2. A log-in dialog box will appear – Enter your usernameand password you received via email after success-fully completing the classroom or web-based instruc-tion.

3. Click “OK.”


4. Once PeopleSoft opens – maximize the PeopleSoft screen by clicking the “Maximize” icon in theupper right hand corner of the screen.

5. Select Go > Administer Grants > Establish Proposals.

Create a Proposal Header


Business Unit—Required field. Select the appropriate Business Unit for Columbia—COLUMin most cases.

Proposal ID—Leave the default value (NEXT) in this field. PS Grants will assign next proposal num-ber.

Version ID—Required field. Enter the appropriate Version ID. The default is V1:• V1 = New/renewal proposals• C1 = Continuation with new ChartField• A1 = Amendments• S1 = Supplements• (A2 would be second amendment, S2 the second supplement, and so on)

If this is the first time you have entered information for this proposal, it will be V1. If you are applyingfor additional monies (amendment or supplement) or sending a progress report for additional monies,you would use C1 for continuation of funding for year 2 because V1 would have been used for the initialyear of funding, C2 for year 3, etc.

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Select: Use > Proposal > Header > Add


The Header panel enables you to provide information about the title, sponsor, and dates of the project. Youcan also provide additional information about your proposal that would be of great value to you and yourdepartment, and save time in follow-up inquiries by providing background information to the SponsoredProgram Office.

Header Panel

Version Description—Optional field. Enter the description for this version (New or Renewal). Oncethe proposal is saved, the first 20 characters of the short title will default.

Unit—PeopleSoft populates the Business Unit based on what you selected in creating the header.

Due Date—Required field. This field defaults to the current date. Override this by enteringthe sponsor’s due date or by selecting the due date from the drop-down calendar.

Date Type—Required field. Enter or select the appropriate date type from the drop-down listbox. Blank means self imposed.

Time—Optional field. If desired, enter the time specified by the sponsor.

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Header Panel, continued

Time Zone—Optional field. If desired, enter the time zone or select one from the drop-down list.

PI—Required field. Enter the PI’s EmplID or select one from the drop-down list . If PI is notin the drop-down list, contact the Sponsored Programs office. Note (in the lower window onpage 11) that “%Generic” will call up placeholder titles that can be used temporarily forindividuals who are not yet in the database.

PI Name—This field will populate when you tab out of the PI field, or you may enter the PI’s name inthis field using the standard PeopleSoft naming convention of Last,First Middle Initial [no spaces, noperiod, case sensitive].

Short Title— Required field. Enter as many of the characters of the title as will fit within themaximum of 56 characters.

Long Title—Required field. Click on the upper magnifying glass button to enter the full titleof the project even if it is identical to the short title.

Sponsor—Required field. Select Sponsor from the drop-down list box. If the sponsor is notlisted, select Unlisted Sponsor and contact your Grants and Contracts Administrator.

Budget Express—DO NOT USE.

Type—Required field. Defaults to New. Override if necessary by entering the appropriatetype or selecting one from the drop-down list.

Purpose—Required field. Enter the purpose of the proposal or select one from the drop-downlist.

Status—Defaults to Draft. DO NOT CHANGE.

Begin/End Dates—Required field. Enter actual Begin/End Dates or select the dates from thedrop-down calendar. The dates are for the entire duration of the entire project.

NIH Modular Grant—Click in this box to place a checkmark in it if applicable.

F&A Cost Requested—Defaults as checked. DO NOT CHANGE.

Foreign Application/Component—Click in this box to place a checkmark in it if applicable.

Additional Info—If applicable, enter or select a category from the drop-down list. Click on it and adialog box will appear enabling you to provide additional information depending on the categoryselected. Complete the pertinent information and click OK. If you were not able to enter the PI’s namein item 8 above, PI Change should be selected and the name provided in the text box to the right of thisfield.

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Projects PanelTo move to the Projects panel, click the Projects tab. The Projects panel requires you to provide codes forall the department(s) involved. Choose only Departments that begin with the descriptor of “GRANTS”(i.e. Grants Medicine-Cardiology 2200). If you do not choose a department that starts with“GRANTS,” you will not be able to access your proposal after it is saved.

Proposal—Defaults to NEXT. A proposal number will be assigned when the proposal is saved.The appropriate proposal number will populate if you have accessed a previously saved proposal

PI—PeopleSoft populates the PI name from the Header panel.

Version ID—PeopleSoft populates the Version ID from the Header panel.

Unit—PeopleSoft populates the Business Unit from the Header panel.

Project—Defaults to NEXT. A project number will be assigned when the proposal is saved.

Primary—Required field. Place a checkmark in this box.

Short Title—PeopleSoft populates the Short Title from the Header panel.

Long Title—PeopleSoft populates the Long Title from the Header panel.

Department—Required field. Enter the lead department’s DeptID for the proposal or selectone from the drop-down list.

Institution ID—PeopleSoft populates the Institution ID.

Dept Contact—DO NOT USE.

Dept Rep—DO NOT USE.

Subdivision—PeopleSoft populates the Subdivision from Department.

Department—PeopleSoft populates the Department.

% Share—DO NOT CHANGE. Defaults to 100. When you tab out of this field, the Total %field is populated. NOTE: Shared credit is not identified and detailed on this panel, but on theUM Credit Pnl tab in this panel group.

Location—PeopleSoft populates the Location based on DeptID selected.

Total %—Total must equal 100. Defaults to 100 from the % Share field.

Department Share Comments—DO NOT USE.

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Resources PanelThe Resources panel enables you to provide information about resources that will be used on the projectas well as those that need to be obtained for the project. Subrecipients and project personnel are listedhere.

Proposal—Defaults to NEXT. A proposal number will be assigned when the proposal is saved. Theappropriate proposal number will be shown here if you have accessed a previously saved proposal



Unit—PeopleSoft populates the Business Unit from the Header panel.

Project—Defaults to NEXT-1. A project number will be assigned when the proposal is saved.

Resource Type—Optional field. Select the appropriate Resource Type from the drop-down list asneeded. Insert additional lines for each resource.

Long Edit Box—Optional field. Enter as much additional information as needed to clarify the re-source type you selected.

Subrecipients Box—The fields in this section (items 8 through 13) are optional. If selected, theyare used only if subrecipients (subcontracts) will be involved in the project.

Seq Nbr—PeopleSoft populates the Subrecipients Sequence Number. Click the Insert Lines icon to insert additional rows as needed to add additional subrecipients. When additional lines are

inserted, the number increases incrementally by 10.

Vendor number—Optional field. Enter the vendor number for the proposed subrecipient or selectfrom drop-down list box.

Vendor name—PeopleSoft populates the vendor name when vendor number is selected.

Vendor Details—Optional field. Click this button to enter subrecipient details as needed.

Vendor Location—Optional field. Click this button and select appropriate location from the drop-down box.

Vendor Contact Information—Optional field. Click this button and select appropriate contactsequence from the drop-down list.

Proposed Professionals BoxSeq Nbr—PeopleSoft populates the Sequence Number. Click F7 to insert additional rows as neededto add additional professionals. When additional lines are inserted, the number increases incrementallyby 10.

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ID—Required field. PI information defaults from the Header panel. Add additional lines toenter the EmplID for any Co-Investigators and other key personnel and for individuals whowill receive shared credit. Add additional lines by clicking F7 or clicking the Insert Row icon while this field is highlighted. If a message appears that states an individual is not eligible, please contactyour Grants and Contracts Administrator in the appropriate OSPA satellite office to request eligibility.

Name—PeopleSoft populates the Name when you tab out of the ID field.

Role—PeopleSoft populates the Role when you enter information in the Detail dialog box on the nextpage.

Detail—Required field. Click this button to enter necessary information and ensure that the“role” is appropriate for each individual. Instructions for this panel are on the next page.

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Resources Panel, continued

Detail Screen

Use this screen to assign roles to all personnel listed for the project.


Location Panel

The Location panel records the address and contact information for the location at which the project workwill be accomplished. This panel is optional.


Reports PanelThe Reports panel enables you to enter the abstract for the project.

Proposal—Defaults to NEXT. A proposal number will be assigned when the proposal is saved.The appropriate proposal number will be shown here if you have accessed a previously savedproposal



Unit—PeopleSoft populates the Unit from the Header panel.

Project—Defaults to NEXT. A project number will be assigned when the proposal is saved.

Grants Report Type—Required field. Enter or select Abstract from the drop-down list.

Long Text Box—Required field. Enter the abstract for this proposal. Note that you can cutand paste into this field from other documents such as Word.

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Key Words PanelThe Key Words panel enables you to provide key words regarding your project.




Key Words—Required field. Click on the down arrow to display the key word selection/search screen, labeled Valid Values. Click F7 or the Insert Lines icon to insert additionalrows as needed. To delete key words you have added, press F8. If you need a key word that is not inthe list, send an email request to the Sponsored Programs office ([email protected]) listing thekey word and the desired description of the key word for consideration.

Description—PeopleSoft populates this field when you tab out of the Key Words field.s.

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UM Cert PanelThe UM Cert panel enables you to enter information about certificates for animal and humanexperimentation, as well as other certifications needed for your project. You may return to this panelat a later date to view the status of the approvals for these certifications. If your project uses humansubjects, animals, or involves safety issues you MUST disclose that information on this panel.are those the only ones required or what? need guidance on this one.xxx

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Proposal—Defaults to NEXT. A proposal number will be assigned when the proposal is saved. Theappropriate proposal number will be shown here if you have accessed a previously saved proposal.




Project—Defaults to NEXT. A project number will be assigned when the proposal is saved. Theappropriate project number will be shown here if you have accessed a previously saved proposal.

Certification Code—Required field. When you click in this field, a drop-down arrow displays.Enter or select the appropriate Certification Code from the drop-down list.

Certification Date—PeopleSoft populates the current date. The appropriate certification office willupdate this date.

Indicator—Required field. Click in this field to display a drop-down arrow. Enter or select thecorrect indicator from the drop-down list. This indicates the status of the certification. Addadditional lines as needed by clicking F7 or clicking the Insert Row icon . The followingcertification options must be listed if they apply to your project (others are optional):

Vertebrate Animals PathogensCarcinogens Proprietary/Priviledged InfoHazardous Materials Radioactive MaterialsHuman Subjects Recombinant DNALobbying Act Toxins

Certified By—The appropriate certification office will update this field.

Approval Date—PeopleSoft populates the current date. The appropriate certification office will updatethis date.

Assurance Number—Required field. Enter the protocol number for this proposal.

Exemption Number—The appropriate certification office will update this field if this protocol qualifiesfor an exemption.

Full Review—The appropriate certification office will update this field.

Expedited Review—The appropriate certification office will update this field.

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To view items 10-16, scroll to the right using the scroll bar at the bottom of the panel.

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Chg Since Prev Sub—The appropriate certification office will update this field.

Prev Reported—The appropriate certification office will update this field.

Comments—Enter any comments you feel are appropriate. Click on the Comments button and enteryour text in the box that appears.

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The Checklist panel requires you to provide additional information about your project.

Enter the appropriate response (Yes/No) to each question.


Checklist Panel

If you select “Yes” for release time, date fields appear foryou to indicate the appropriate time period.

After you complete the Checklist panel and all previous panels, you are able to save your data. Do so byclickling the Save icon.


When data are saved, PeopleSoft assigns a proposal number. WRITE IT DOWN. Although it ispossible to locate your proposal in PS Grants by a number of methods, proposal number is the easiest.

If you have not completed all the necessary panels, you will not be able to save. Any missing fields will behighlighted in red. You’ll need to move from one panel to another to identify any missing fields.

Saving Your Proposal


Mailing Instructions PanelUse Mailing Instructions panel to specify the location to which the proposal should be mailed and anyadditional instructions for mailing. If an unlisted sponsor (i.e., a sponsor not in the database) was chosen,this is the place to provide information about that sponsor.

Proposal—Defaults to NEXT. The appropriate proposal number will be shown here if you havepreviously saved the proposal




Due Date—PeopleSoft populates this field from the Header panel. Go back to the Header panel ifthis needs to be changed.

Due Date Type—PeopleSoft populates this field from the Header panel. Go back to the Headerpanel if this needs to be changed. If you selected “NONE” on the Header panel, “Self Imposed”shows here.

Transmission—Required field. Select the transmission method from the drop-down list.

Location—Required field. Enter or select the correct location from the drop-down list . Ifusing an unlisted sponsor, leave this field blank and check the New Sponsor box.

New Sponsor—If you selected the “Unlisted Sponsor” as the sponsor for your proposal, checkthis box and complete the remaining information for this sponsor.

Sponsor Name—If you selected the “New Sponsor” as the sponsor for your proposal, enter the fullsponsor name.

Country—Defaults to USA. Enter or select another country from the drop-down list as needed.

New Sponsor Description—If you selected the “New Sponsor” as the sponsor for your proposal,indicate if it is the proposal, billing, proposal/billing, or correspondence address that will beadded below.

Address—PeopleSoft populates based on location selected. If New Sponsor or location is not inthe system, enter the address information.

Address Line 2—PeopleSoft populates based on location selected. If New Sponsor or location isnot in the system, enter the address information.

Address Line 3—PeopleSoft populates based on location selected. If New Sponsor or location isnot in the system, enter the address information.

City—PeopleSoft populates based on location selected. If New Sponsor or location is not in thesystem, enter the city.

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State—PeopleSoft populates based on location selected. If New Sponsor or location is not in thesystem, enter or select the state from the drop-down list.

County—Optional field. PeopleSoft populates based on location selected. If New Sponsor orlocation is not in the system, enter the county if known.

Zip—PeopleSoft populates based on location selected. If New Sponsor or location is not in thesystem, enter the zip code.

Phone—Required field. PeopleSoft populates based on location selected. If New Sponsor orlocation is not in the system, enter the phone number. Format XXX-XXX-XXXX. Alsoneeded for Federal Express.

Fax—Optional field. PeopleSoft populates based on location selected. If New Sponsor or loca-tion is not in the system, enter the fax number if known. Format XXX-XXX-XXXX

Original—Required field. Enter the number of originals that need to be sent to the sponsor.

Copies—Required field. Enter the number of copies that need to be sent to the sponsor.

Comments—Enter any additional mailing instructions here.

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Proposal—Defaults to NEXT. A proposal number will be assigned when the proposal is saved. Theappropriate proposal number will be shown here if you have accessed a previously saved proposal




Name— Enter the name of the contact at the sponsoring agency.

Title—Enter the title of the contact.

Email ID—Enter the contact’s email address if known.

Phone Type— Enter or select the phone type from the drop-down list.

Telephone—Enter the phone number of the contact. Format XXX-XXX-XXXX

Phone Extension—Enter the phone extension for the contact if available.

The New Sponsor Cntct (Contact) panel enables you to enter contact information if an unlisted sponsorwas chosen via the Header panel or to enter additional contact information for a sponsor that is already inthe system.

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New Sponsor Cntct Panel


The UM Credit panel enables you to show the shared credit distribution for this project.

Proposal—Defaults to NEXT. The proposal number will be shown here if you have previously savedthe proposal.

Version ID—PeopleSoft populates the Version ID from the header panel.

Unit—PeopleSoft populates the Unit from the header panel.

Proposal Project—Defaults to NEXT. A project number is assigned when the proposal is saved.

EFFDT (Effective Date)—Required field. PeopleSoft defaults to the current date. This datecan not be in the past; it must be on or after the current date.

Status—PeopleSoft defaults to Active. Override if necessary by entering or selecting Inactive from thedrop-down list.

Load—Click “Load” to bring forward all investigators and other key personnel from theResources panel. Instructions for this panel are continued on the next page.

Department—Required field. The PI’s department will be brought forward for all personnel.Click on the drop-down box to indicate each person’s department.

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UM Credit Panel


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EmplID—Required field. For key personnel loaded from the Resources panel, the EmplIDfield is populated based on the proposal. Click F7 or the Insert Rows icon to insertadditional rows as needed to add more individuals.

Name—For personnel loaded from the Resources panel, PeopleSoft populates this field.

Department—Required field. For all personnel loaded from the Resources panel, PeopleSoftpopulates this field with the PI’s department. Change as needed by entering the DeptID or byselecting one from the drop-down list.

%Share —Required field. PeopleSoft populates defaults to 100% for the first line. Changeas needed. Note that all % Share entries must total 100.00.

Save!

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UM Credit Panel


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Budget Information Page 29

Required Budget Information


Open Peoplesoft and go to the Budget Header section: Go > Administer Grants > Establish Proposal.

Enter your Business Unit, usually “COLUM.”

Enter the proposal number that was generated when you saved the proposal.

Click the button.

Budget Header Panel

Go to Use > Budget Header > Header..

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Target Sponsor Budget—Required field. Enter the total amount, including F&A, for allbudget periods. This does not have to be an exact figure.

Include in Proposal —Default is checked. DO NOT CHANGE.

Begin/End—Required field. Verify these as the effective dates for the project. Override ifnecessary. This MUST agree with the Begin/End dates on the header panel.

Waived F&A Calc Method—Leave the radio button checked for Institution minus budget.

F&A Set Up—Required field. Click this button to bring up the F&A Set Up box, described onthe following page.

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F&A Rate Type—Required field. Click on the down arrow and choose the correct rate typefor the activity.

Choose the state rate types only if you know the money is all State money. If the sponsoring agency isState government but the funding is flow-through from the Federal government, the rate cannot be aState rate.

Hit theTab key and the system will populate the F&A rates for the Institution, Sponsor, and Budgetboxes. The rates for the Institution and Sponsor cannot be changed. The Institution rate listed shouldbe used unless a sponsoring agency specifically limits F&A to a lower rate.

Budget BoxThe information in the Budget box will be used to calculate the applicable F&A in the budget.

F&A Base—Required field. Leave this at MTDC (Modified Total Direct Cost) if you areusing the Institutional F&A rate. If the sponsoring agency limits the F&A rate, change this toTDC (Total Direct Cost) unless the agency requires the F&A to be applied to the ModifiedTotal Direct Cost.

Eff Date—Required field. This should be the effective date of the proposal or before.

F&A Rate%—Required field. Enter the appropriate F&A rate to be used on this proposal.This number must agree with the Allowable rate entered for item 7 below.

Allowable Box The Allowable information lists what the sponsoring agency allows.

F&A Base—Required field. Same as Budget F&A Base.

Eff Date—Required field. This should be the effective date of the proposal or before.

F&A Rate%—Required field. Enter the F&A rate which is allowed by the sponsor for thisproposal. This number must agree with the Budget rate entered for item 4 above.

Comments—Enter any comments on F&A rate set-up here. If the guidelines limit F&A, note that here.Initial and date your comments.

Click the button.

Save!

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Budget Header Panel, continued

F&A Set Up Screen

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Begin Date—This date is populated by PeopleSoft based on the Budget Header panel.

End Date—This date is populated by PeopleSoft and will be 365 days after the Begin Date.

Target Sponsor Budget—Required field. Enter the total sponsor budget, including F&A, forthe first period.

Pgm Income—If you anticipate that your project will have income, click on this button.

This section allows you to define the budget periods for your project. A budget period is defined as oneyear, beginning on the start date of the project.

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Period 1

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Budget Periods Panel

Program Income Screen

Anticipated Amount —Enter the amount of estimated program income for the budget period.

Source—Enter the source of the program income.

Comments—Enter any comments regarding the program income.

Click the button.



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Periods 2 and Beyond

If your project has more than one budget period, you will need to add rows for additional periods.

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Put the cursor in one of the fields for Period 1. Click on the Insert Rows icon or hit the F7 key toadd a row. Add as many rows as are needed to enter information for each period in the budget.

Begin Date—PeopleSoft will populate this with the day after the end of the prior period.

End Date—PeopleSoft will populate this with the date 365 days after the Begin Date of this period.

Target Sponsor Budget—Required field. Enter the total sponsor budget, including F&A, forthe period.

Pgm Income—Program income information should be entered for subsequent periods in the samemanner as for Period 1.

NOTE: PeopleSoft will only save if the sum of the Target Sponsor Budgets for all periods equals theTarget Sponsor Budget on the Budget Header panel.

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This method provides only total line item amounts. The minimum information required by OSPAfor this panel is one summary line providine the total direct costs for each budget period. If thisminimum amount of data is entered, the Category would be “Other.”

Go to Use > Budget Line Summary

Enter the Business Unit and your proposal number if necessary.

Click the OK button .

Budget Line Summary Panel


Budget Period lists period 1and the effective dates of the first period. List only budget lines for the firstperiod in this panel. Data entry for additional budget periods is addressed on the next page.

Line #—The budget originally has only one line and is labeled “10.” Click on the Insert Rows iconor hit the F7 key to add a row. Add as many rows as are desired to enter information for this period inthe budget.

Category—Required field. Click in the box under the label of “Category” and you will get adrop-down arrow. Click on this arrow to get a listing of the budget categories. Choose theappropriate category. Use the “Other” category if you are entering only one line of totaldirect costs for the budget period. Hit the Tab key twice to move to the Total Direct field.

Description—Hitting the Tab key populates this. Hit the Tab key again.

Detail—Optional field. Click this button to fill in more detail about the category chosen.

Total Direct—Required field. Enter the total amount in this budget period for this category.This includes the request to the sponsor plus any cost share.

Cost Share— If there is cost sharing in the budget, click this button. Instructions for the cost sharingscreen are provided on the following page.

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Cost Share Screen

Cost Share Percent—Required field. If any cost share is included in the budget, or if yoursponsor requires a specific percentage of cost share, enter that percentage here.

You need only enter either item 2 or item 3. PeopleSoft calculates the remaining field.Sponsor Direct—Required field. PeopleSoft populates with the total entered. Changes asother steps are filled out.-OR-Cost Share Direct—Required field. Enter the amount that will be cost shared for this cat-egory.

Cost Share Distribution—Institution BoxDepartment—Required field. Enter the non-grant DeptID from which the cost sharing fundswill be coming. This means that the DeptID must NOT begin with “GRANTS.”

If your project has more than one DeptID for cost sharing, you need to add rows for additional Depart-ments. Click the Insert Row icon or hit F7 to add a new row.

You only need to enter appropriate cost share information into one of the next two boxes, either C/SPct or C/S Direct. After entering a number into one of them, hit the Tab key. PeopleSoft will automati-cally calculate the value for the other field.

C/S Pct—Required field. Enter the percentage of the amount in the “Cost Share Direct” fieldthat will be associated with the DeptID entered.-OR-C/S Direct—Required field. Enter the amount that will be cost shared by the DeptID entered.

Cost Share Distribution—Third Party BoxDescription—Required field. Enter the name of the entity that will be providing the match.

You need only enter either item 8 or item 9. PeopleSoft calculates the remaining field.C/S Pct—Required field. Enter the percentage of the amount in the “Cost Share Direct” fieldthat will be associated with the third party listed.-OR-C/S Direct—Required field. Enter the amount that will be cost shared (matched) by the thirdparty listed.

Distribution Totals— At the very bottom of the Cost Share screen, PeopleSoft provides a running totalof the percentage and amount of cost sharing. The total percentage must equal 100.00 and the totaldollar amount must equal the Cost Share Direct listed in the top portion of the box.

Click on the OK button.

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Budget Line Summary Panel, continued

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Additional Budget Periods

After you have finished entering the numbers for your first budget period, you should go to the panelfor the next period. You can check to see which budget period you are in by looking in the middleof the top box of the Budget Line Summary panel, where the Budget Period number and theeffective dates for that period are listed.

To do move to the next budget period, click on the Next in List icon at the top of the screen.This will take you to the Budget Line Summary panel for the next budget period. Enter the budgetinformation in the same way as for the first period. Do this for all budget periods in the project.

PeopleSoft will not show full project totals, adding all periods together, until you print out theProposal Signature Routing Sheet (PSRS).

Budget Line Summary Panel, continued

Proposal Signature Routing Sheet Page 41

Proposal Signature Routing Sheet


Proposal Signature Routing SheetAfter the proposal and budget have been established, the Proposal Signature Routing Sheet (PSRS) shouldbe printed and routed for appropriate signatures. Signatures required on the PSRS include the following:

•Principal Investigator, Co-Investigators, all other key personnel;•the responsible department chair/supervisor for the PI, Co-Investigators, and all key

personnel; and•the responsible dean or director for the PI, Co-Investigators, and all key personnel.•Signatures are not required for courtesy appointments.

If this is the VERY FIRST time you have used this process, you will need to create it by choosing ADD.Enter a Run Control ID, ALL CAPS, no spaces between words (example SIGNATUREPRINT). This willbecome the name for the process you use when ordering this report, regardless of which proposal you areprinting.

If you have used this process before, go to Establish Proposals > Report > Signature Page > Update/Display All. Enter your the name you assigned to the process.


BU—Required field. Enter the Business Unit or select one from the drop-down list.

Proposal ID—Required field. Enter the Proposal ID or select from the drop-down list.

Version ID—Required field. Enter or select the Version ID from the drop-down list (V1 fornew and renewal proposals).

Justification and Budget with cost share amounts—This radio button should NOT be darkened.

Justification and Budget without cost share amounts— Required field. Darken this radiobutton. The budget will be the sum of all the budget periods. Justification will be for eachbudget period.

Justification and Both Budget reports —This radio button should NOT be darkened.

Omit Justification and Budget report—This radio button should NOT be darkened.

When you have completed the Signature Page panel, click the traffic light icon without the exclamationpoint to proceed.

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Run Location—Required field. Darken the Server radio button.

Server—Required field. Enter or select PSUNX from the drop-down list box.

Output Destination—Required field. Darken the radio button in front of the word Printer.

File/Printer—Required field. Enter “/asp-core/output/fsprd75/”.

Run Date/Time fields: DO NOT CHANGE.

Run Recurrence fields: DO NOT CHANGE.

Description—Required field. Highlight Signature Page.

Click OK to proceed.

This process sends a copy of the Signature Page to the email address of the person who is signed onand running the report.

The file will arrive in .pdf format; it will open using Adobe Acrobat Reader. You may then print it to yourlocal printer and/or emailed to those whose signatures are required.


Proposal Signature Routing Sheet, continued

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Copying a Proposal Page 45

Copying a Proposal

Select the proposal you will copy from the drop-down list or enter the proposal number in the Proposal IDbox.

Copying an extisting proposal can save time in several instrances. When an already-funded project receivesan amendment, a continuation or a renewal, along with a new Proposal Signature Routing Sheet (PSRS),must be created in PeopleSoft. However, the information contained in the original proposal will still bevalid. The only changes will be for items that differ from the original proposal, such as the period of perfor-mance, the amount funded or other changes that an amendment, continuation or renewal would require.Another instance in which copying a proposal may save time would be when a proposed project was notfunded and is being resubmitted for funding.

Open PeopleSoft and click on Go > Administer Grants > Establish Proposals. Click on Use > CopyProposal.

Copying Proposals Page 46

Copying a Proposal

Proposal ID To—Required field. If the proposal you are copying will become an amendment,continuation or a renewal only, then change Proposal ID To from “NEXT” to the same Pro-posal ID as shown on the left hand side of the screen at .If the proposal is going to be the basis of a brand new proposal or a resubmission of a previ-ous proposal, then leave Proposal ID To as “NEXT.”

Version ID To—Required field. If the proposal will become a continuation, amendment orsupplement to an existing award, change Version ID to C1 (continuation), A1 (amendment), orS1 (supplement) for the first continuation, amendment or supplement. Use C2, A2, C2, etc.for subsequent versions. If the proposal is going to be a brand new proposal or aresubmission of a previous proposal then leave Version ID To as V1.

Click “All/No Projects.”

Sub Prop ID—Leave as “NEXT” to get a new chartfield, or change it to the same Proposal Project asshown on the left hand side of the screen at to keep the chartfield the same for the copy as for theoriginal proposal.

Click the box next to “Primary.”

Click on “All/No Budgets.” This button will become active when the first “All/No Projects” is clicked.

Click on Copy.

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Copying Proposals Page 47

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Checking the Copy

Click on: Use > Proposal > Header > Update/Display All,

Notice at the top of the screen the version reads C1, A1, or S1 (depending on which you selected).

Review the information on all of the proposal and budget panels and make any necessary adjustments.

Copying Your Proposal Page 48

Copying a Proposal, continued

Tracking Your Proposal Page 49

Tracking Your Proposal


To determine whether or not your proposal has been processed by OSPA, you can view the status of yourproposal in PeopleSoft. Open PeopleSoft and click Go > Administer Grants>Establish Proposals. Thenclick Use >Proposal Submission > Submission.

Tracking Your Proposal

Information on the five Proposal Submissionpanels—Submission, OSP Signer, UM Rec Storage, and UmSigners Pnl—is entered by Sponsored Programs. Faculty/staff outside of Sponsored Programs will not beable to change/add information on these panels, but you can read them to track on your proposals.


Submit Status—Your proposal has been processed by Sponsored Programs and submitted to thefunder if the Submit Status reads “Submitted.” If the Submit status reads “Not Submitted,” yourproposal has not yet been processed by Sponsored Programs or there are errors that can’t yet becorrected in PeopleSoft. Changes can still be made in PeopleSoft up until the point that the proposalhas been submitted.

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Submission Panel

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Date Received in OSP—This field displays the date that Sponsored Programs received the proposal.

Sponsored Program Signer BoxReviewer Date—The date the proposal was reviewed

Reviewer Name—The name of the individual who reviewed the proposal

Signer Date—The date the proposal received an institutional signature

Signer Name—The name of the administrative official from Sponsored Programs who endorsed theproposal on behalf of the Curators of the University of Missouri

Date Leaves OSP Office—If the proposal has already left Sponsored Programs, then the date theproposal left the office will be posted.

Airbill—If the mailing instructions indicated that the proposal was to be sent via overnight courier, thenairbill information will be displayed. The Airbill field can be used to track your proposal’s delivery.

Comments—The comments will be from the individual from Sponsored Programs who reviewed theproposal. There may also be notes from other Sponsored Programs administrative staff regarding theproposal.

OSP Signer Panel

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This is an internal panel for Sponsored Programs to help track items in storage.

Um Rec Storage Panel

Names of everyone who signed the Proposal Signature Routing Sheet (PSRS) will be displayed on thispanel. Their names will appear along with the date they signed . This includes all investigators,key personnel, chairs, deans, and other supervisors.

You can use the scroll bar on the right-hand side to scroll down and view additional names.

Um Signers Panel


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