Sponsored Projects Portal, Brio and Electronic Communication Tools

1. Sponsored Projects Portal, Brio and Electronic Communication Tools Sponsored Programs Primer Dan Dwyer

2. Sponsored Data Warehouse History • Initially developed as part of Project 2000 • Launched in March 1999 • Provides access to data for faculty and staff across campus

3. Sponsored Data Warehouse Sponsored Projects Portal Brio Sponsored Data Warehouse Subcontracts Award/Proposals Sponsored Accounting (from ADW) Consulting Agreements

4. Where does the data come from? • Extracted from proposal or award documents (e.g. Form 10) • Entered by SPS staff into SPS operational data system (EZRA) • Collected from electronic communication tools within portal • Updated nightly

5. Enabled Users: 1175 Faculty: 546 Usage – January 2006 434 unique visitors 3103 visits 27662 pages served 1.06 GBs of data downloaded Sponsored Projects Portal

6. Portal Usage Trend • Recent increase in PI users of Sponsored Portal due to technical report notification process with imbedded links to the Portal

7. Sponsored Portal Demo

8. Status Codes • Defines the current state of an award or proposal • In October 2002: • Codes renamed to be more meaningful to users across campus • Codes added to identify more stages in life of project

9. Proposal Status Codes • PURO-PROPOSAL UNDER REVIEW BY OSP (I-In Progress): The proposal is being reviewed. It has not yet been submitted to the sponsor. This is the default status for all new proposal records. • PURS-PROPOSAL UNDER REVIEW BY SPONSOR (was P-Pending Proposal): The proposal has been submitted and is under consideration by the sponsor. This is considered an "pending" proposal. • PPA-PRE-PROPOSAL ACCEPTED a pre-proposal was submitted to sponsor and accepted. The full proposal will be track in new record. • PNF-PROPOSAL NOT FUNDED BY SPONSOR (was D-Declined): The sponsor has notified Cornell that the proposal will not be funded. • PW-PROPOSAL WITHDRAWN BY CORNELL (was W-Withdrawn): The proposal was withdrawn by Cornell before a funding decision was made. • PFUD-PROPOSAL FUNDED UNDER DIFFERENT OSP NUMBER: The project was funded, but different OSP number used. • PG-PROPOSAL FUNDED AS GIFT (was G-Gift): It was determined that the proposal will be treated as a gift and tracked by Foundation Relations. No award record is created in SponsDW. • PA-PROPOSAL AWARDED (was A-Awarded): The proposal was funded. A proposal record will be maintained in SponsDW, but a new award record has been created.

10. Award Status Codes • ANA-AWARD NOT ACCEPTED (was NA-Not Awarded): The proposal was accepted by the sponsor, but Cornell has declined to accept it. • ANF-AWARD NOT FUNDED (was NF-Not Funded): After having initially indicated that the proposal would be funded the sponsor has decided not to fund the project. • AIPS-AWARD IN PROCESS BY SPONSOR (was P-Pending Award): The sponsor has indicated that they wish to fund the proposal. • AURO-AWARD UNDER REVIEW OSP: The sponsor has indicated that they plan to fund the proposal. The award documents are being reviewed by OSP staff. • AIN-AWARD IN NEGOTIATION: The sponsor has indicated that they plan to fund the proposal. Negotiations are underway on terms and conditions of the award. • APC-AWARD PENDING COMPLIANCES: The award acceptance is on hold waiting for all compliance requirements to be completed. • AS-AWARD SIGNED BY CORNELL:The award documents have been signed by Cornell, but not by the sponsor. • ASAP-AWARD SIGNED BY ALL PARTIES (was FE-Fully Executed): The award documents have been signed by all parties. Notification of the award acceptance has been provided to SFA, the department, the PI and others on campus who need to know. The project work is underway. • APA-AWARD PENDING AMENDMENT (was FP-Fully Executed/Pending): The award, previously accepted, is now pending an amendment.

11. Closed Award Status Codes AAC-AWARD AWAITING CLOSEOUT (was H-Holding): The award period has ended, no amendments are pending. OSP is waiting for notification that final deliverables have been provided to the sponsor. ACOSP-AWARD CLOSEDBY OSP: The award period has ended and all deliverables have been submitted except the technical report. The hardcopy award file is archived for a period of time specified in the retention period after which time it is destroyed. AC-AWARD CLOSED (T-Terminated): The award period has ended and all deliverables have been submitted. The hardcopy award file is archived for a period of time specified in the retention period after which time it is destroyed.

12. Status Groups Because of the complexity and number of codes, OSP uses a number of special terms to refer to groups of statuses: • "Pending Proposal": (status of PURS) The proposal has been submitted and is under consideration by the sponsor. • "Pending Award": (status of AIPS, AURO, AIN, AS, APC or APA) The sponsor has indicated that they wish to fund the proposal or amendment. The award documents have not yet been signed. • "Active Award": (status of ASAP or APA) The award documents have been signed. The project work is underway. There may or may not be amendments under consideration. • "Pending & Active Award": (status AIPS, AURS, AIN, AS, APC, ASAP or APA) The sponsors has indicated that they will fund the award or amendment. The award documents may or may not have been signed. • "Pending Proposal or Active Award": (status of PURS, AIPS, AURO, AIN, AS, APC, ASAP or APA) The project is in some stage of activity by the sponsor, OSP office and/or researcher.

13. Status Groups All Proposals & Awards ANA Pending & Active Award ANF Pending Proposal & Active Award PURO Pending Award PFUD AIPS Pending Proposal PA AIN AURO AS APC Active Award APA PPA PURS PNF AAC PW ACOSP ASAP AC PG

14. Electronic Communication

15. Electronic Communication Tools • Award notice distribution • Account request • Subcontract request • Subcontract notice distribution • Consulting agreement request • Change request • Tech report reminder to PI

16. Electronic Communications FY05 • Award Summary Sheets sent: 1697 • NARFs processed: 1776 • Award change requests: 372 • Subcontract requests: 364 • Subcontract change requests: 494

17. Electronic Communications Tools Demo

18. Tech Report Notices: How we do it • Send monthly e-mail to PI for technical reports due in next 45 days or past due • Send summary e-mail to department contacts • PI or department contact enters sent date in Sponsored Portal • E-mail generated to GCO that project may be closed

19. Example e-mail Dear (PI name here),This is an automated message from Sponsored Programs Services.Our system indicates that one of your final technical reports (deliverables) is approaching its due date or is overdue. If the report has been sent, please use the link below to enter the date. If you expect the project to be renewed, the final technical report requirement will likely be postponed. These reminders will be generated on a regular basis to assist you in managing your reporting requirements.Due: 12/31/2004  Project: 33000GCO: Jeffery Corbin jdc37@cornell.edu  Retention period: 3Sponsor: Animal/Plant Hlth Inspec Serv USDAhttp://portal.research.cornell.edu/r.cfm?P=33000&AP=A001        The terms of your award indicated that all relevant information, including final technical reports, must be kept the number of years specified above.  As principal investigator you are responsible for retention of all technical deliverables.        The contact within your department who assists with management of sponsored awards has been notified about this deliverable.  If you have any questions, or if you expect a project to be extended, please contact the Grant and Contract Officer listed with the project above.Sincerely,Sponsored Programs Services

20. Technical Reports • Backlog of past due technical reports has decreased by 45% since inception of monthly notifications to PIs

21. Sponsored Projects Brio

22. Sponsored Portal: A web-based view into Sponsored Projects data, including some Accounting Data Warehouse (ADW) data Data presented in a predefined, fixed format Brio: Brio is a general purpose query tool. Brio allows you to organize data in a variety of formats Data is represented as joined tables Pre-formatted "Standard Reports" of data commonly used are also available Sponsored Portal vs. Brio

23. Why Use the Sponsored Portal: Look up individual awards and proposals based on pre-defined criteria Submit new account request forms, subcontract requests, change requests Why Use Brio: Look up groups of awards and proposals based on criteria you define in queries Present results in a variety of formats including charts or pivot tables Save the queries and reports as templates so you can process them as needed Sponsored Portal vs. Brio

24. Brio Usage • Trained users: 238 • Users in FY04: 146 • Queries executed: 3737 • 44% from preformatted reports

25. Sponsored Brio Demo

26. Furture Enhancements • Electronic Form 10 with routing • Electronic document management • Additional data (e.g. patents) • Electronic proposal submission • Grants.gov • http://www.osp.cornell.edu/grants.gov/

27. References • Overview • http://www.osp.cornell.edu/sponsdw/ • Data access request form • http://www.osp.cornell.edu/Forms/Portal/default.html • Brio training registration • http://www.osp.cornell.edu/Education/Brio/registration.cfm • Portal • https://portal.research.cornell.edu/ • Brio • https://brio.cit.cornell.edu/Brio/browse/Main