uaccess research proposal routing - rgw.arizona.edu · uaccess research proposal routing dashboard:...
TRANSCRIPT
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UAccess Research Proposal Routing
Sponsored Projects Services - PreAward
626-6000
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Proposal Changes are Coming!
• Proposal Routing Process Goals
(reasons to change)
• Explanation of Process Changes
• Implementation/Enforcement Timeline
• UA Proposal Best Practices
• Tools to help your transition
• Best Practices – group discussion
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UAR Proposal Routing Process Goals
• Transparent Submission Process UAccess Research Proposal Routing Dashboard:
• Campus users can view en route proposal status and see if Sponsored Projects has received access for sponsor submission in real-time
• Proposal Volume Visibility • Incentive to route early
• Better understanding of risks of waiting to route
• Ability to adjust work schedules in order to meet demands during peak proposal volume
• Assurance for campus stakeholders • All approvals are required prior to proposal
submission
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UAR Proposal Routing Process Goals
• Prioritize proposal submission in the order they are fully approved and ready to submit • Investigators won’t be penalized by others cutting in
line
• Accurate and Timely Proposal Reporting Questions can be answered with good proposal data:
• How many proposals are submitted when?
• Who is submitting proposals (investigators and departments)?
• What is our funding rate (UA, unit, investigator)?
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Proposal Routing Process
• Proposal Workflow Changes
• SPS full review and submission at one time
• Only “Major Changes” will require re-routing
• Approval Roles and UAR Provisioning
• Lead Unit Pre-Approvers vs. Department Approvers
• Proposal Routing Dashboard in UAR
• SPS submission “First In, First Out” when proposals are fully approved and ready to submit
• SPS submission queue visible to campus
• Exception Process
• Office for Research & Discovery approval to submit out of order
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Proposal Routing Process
• Proposal Workflow Changes • Lead Unit Pre-Approver will approve first so these
proposal owners have an opportunity for quality control before other approvals
• Sponsored Projects Services will receive initial FYI to allow triage, time permitting, when submissions are done
• SPS full review and submission at one time
• Only “Major Changes” will require re-routing
• Approval Roles and UAR Provisioning • All department approvers were previously
provisioned as both Lead Unit Pre-Approvers and Department Approvers
• Departments will want to clean up who is provisioned for which role
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Department Approval Roles and UAR Provisioning
Lead Unit Pre-Approver
Approve Proposals - Lead Unit Level: Allows access to approve proposals at the Lead Department Pre-Approval level. Department proposal owner reviews for quality assurance before other approvers.
Lead department administrative review allows the proposal owner an opportunity to: • monitor routing progress
• review proposal quality before others approve
• check for major errors
• double check key content and agreements to avoid re-routing
SPS can help determine current personnel in this role
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Department Approval Roles and UAR Provisioning
Department Approvers
Approve Proposals - Department Level: Allows access to approve proposals at the Department Level
Department Head agrees:
• PI is capable of carrying out the proposed project
• Department responsibilities will be adjusted so investigators can commit required project effort
• Department will manage award funds in compliance with UA and sponsor policies
• Cost sharing and/or proposed Facilities & Administrative needs will be provided
• Space and facilities are or will be available
• Project is consistent with the mission of the department, the college, and the University
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Re-route for approvals
only if there are “Major Changes”
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Proposal Routing Process
• Proposal Routing Dashboard in UAR • SPS submission priority is “First In, First Out” as
proposals are fully approved and ready to submit
• SPS submission queue is the dashboard default view
• UAccess Research links to lookup from main menu
• Change the search criteria for en route proposals by • Investigator
• Lead Unit
• Lead College
• Route Stop Department/College
• Etc…
• Exception Process • Late Proposal Approval Request form – Deans can
request ORD (Office for Research & Discovery) approval to cut in line or route after the internal 3-day deadline
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UAR Proposal Routing Dashboard
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UAR Main Menu link to Proposal Routing Dashboard
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Late Proposal Approval Request Form
Deans can request ORD (Office for Research & Discovery) approval to cut in line or route after the internal 3-day deadline
The goal of form content is to provide enough information for the Office for Research & Discovery approver to evaluate the request quickly without having to go to other systems & sources under normal circumstances.
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Implementation Timeline
• Development is in progress
• December, 2015
• Proposal Workflow Changes
• Basic UAR Proposal Routing Dashboard
• January, 2016
• UAR Proposal Dashboard – ‘Ready to Submit’ column
• February, 2016
• Automated UAR Notifications for proposal approvers
• Official communication is forthcoming
• Enforcement grace period (~ 1 month) • Monday, February 8, 2016 enforcement
• Allows time to live with the new tools to gain familiarity and adjust internal practices
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Best Practices – Audience Discussion
Discuss Splits
before routing
Award Credit vs.
F&A Revenue
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UAR Notifications
Coming ASAP but not automatic now
One SPS manual email to new pending approvers sent daily
Department/College Approvers: check & clear entire action list more than once daily
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Future UAR Notification
Sample
Action List Preferences
Notifications can be delivered with different frequency by
Document Type
Possibly as soon as
February, 2016
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UAR Route Log
Allow at least 1 day per route level
or monitor routing and remind approvers
Faculty traveling?
Set up and test VPN and NetID+ before they go! Contact UITS for help
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UAR Route Log
Ad Hoc Routing:
Approve
halts workflow until approved
FYI, Acknowledge
allows workflow to continue
Unit Codes:
Department codes are numbers
College codes are letters
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Timing to meet Deadlines
1 PI, 1 Dept, 1 College is very different than a large collaboration…
Plan accordingly:
• Vacations
• Resources to monitor/remind
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Route ASAP!
Collect enough for approval decisions
• SOW in general terms to classify project, identify compliance needs
Decide basic info and stick to it
Routing does not need to wait for final
polished science
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Proposal Data
Customize your own proposal data collection form or
use ours…
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Research Gateway Resources for
Proposal Preparation
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Best Practices – Audience Discussion
• Discuss Splits early – before routing • Award Credit vs F&A Revenue
• UAR Notifications – coming ASAP but not automatic now • One SPS manual email to new pending approvers sent daily
• Department/College Approvers • Check and clear entire action list more than once daily
• Provision appropriate Lead Unit administrative (pre-) approvers
• UAR Route Log guide
• Routing Timelines – Allow a day /route level • Time required depends on number of approvers, availability and
resources to nudge approvers
• Route ASAP – Proposal Info Collection/Checklist
• RGW Resources
• What else works for you?
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SPS Contacts
• Suggest specific resource/RGW improvements:
Sponsored Projects Services
PreAward