review a proposal central office quick guide€¦ · proposal record needing a review that has not...
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ePD Lite User Guide for version 4.5.1
July 1, 2014
1 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
Review a Proposal Central Office Quick Guide
ePD Lite User Guide for version 4.5.1
July 1, 2014
2 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
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 ............................................................................................................................ 18
Routing Actions ........................................................................................................................................... 19
Reject ...................................................................................................................................................... 19
Approve ................................................................................................................................................... 21
ePD Lite User Guide for version 4.5.1
July 1, 2014
3 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
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.
ePD Lite User Guide for version 4.5.1
July 1, 2014
4 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
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.
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: 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.
NOTE: To reset the original order, click out of the dashboard and return into it.
ePD Lite User Guide for version 4.5.1
July 1, 2014
5 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
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 [email protected].) 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
ePD Lite User Guide for version 4.5.1
July 1, 2014
6 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
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.
ePD Lite User Guide for version 4.5.1
July 1, 2014
7 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
Inbox ePD Records can also be accessed and managed by using the ‘Inbox’ if you are already working within the system.
Click on the blue hyperlink to open the record where you will be then be directed to the ‘Proposal Summary’ screen.
NOTE: Only proposals that have been ‘Submitted for Approval’ will show in the ‘Inbox.’
ePD Lite User Guide for version 4.5.1
July 1, 2014
8 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
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.
ePD Lite User Guide for version 4.5.1
July 1, 2014
9 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
Or by using the ‘+/-‘ on the left hand side.
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.
ePD Lite User Guide for version 4.5.1
July 1, 2014
10 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
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.
To open the document click ‘View’ and a new window will open. Click ‘Keep’ to the message prompt.
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.
ePD Lite User Guide for version 4.5.1
July 1, 2014
11 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
Next, click the document that appears.
The document will then open and is ready to view, save and/or print.
ePD Lite User Guide for version 4.5.1
July 1, 2014
12 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
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.
ePD Lite User Guide for version 4.5.1
July 1, 2014
13 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
Questionnaire This is where the answers to each completed questionnaire are visible.
To view the answers expand each section.
ePD Lite User Guide for version 4.5.1
July 1, 2014
14 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
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.
ePD Lite User Guide for version 4.5.1
July 1, 2014
15 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
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.’
ePD Lite User Guide for version 4.5.1
July 1, 2014
16 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
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.
ePD Lite User Guide for version 4.5.1
July 1, 2014
17 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
ePD Lite User Guide for version 4.5.1
July 1, 2014
18 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
Full Proposal Details To get access to the full proposal from the ‘Proposal Summary’ screen click ‘Full Proposal Details.’
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.
NOTE: Click ‘Proposal Summary’ or ‘Full Proposal Details’ at any time to toggle between areas
ePD Lite User Guide for version 4.5.1
July 1, 2014
19 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
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.’
ePD Lite User Guide for version 4.5.1
July 1, 2014
20 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
This will reopen the record for editing and will also trigger an automatic notification to the Aggregator.
The body of the email will contain any comments written by the sender, some details about the proposal and a hyperlink to that proposal record.
ePD Lite User Guide for version 4.5.1
July 1, 2014
21 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
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.’
ePD Lite User Guide for version 4.5.1
July 1, 2014
22 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
Add any applicable comments and click ‘Approve.’
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.