WISPER

1. WISPER Electronic Routing of Applications and Agreements

2. WISPER - Overview • What is WISPER? • Why Should I Care? • How Does WISPER Work? • Where Can I Get Help?

3. WISPER - Overview What is WISPER? • WISPER is an electronic replacement for the t-form and other award set up forms: • Create, route & sign routing forms electronically from ANYWHERE in the world • Share attachments with collaborators and administrators (budget, RFP) • Track the record from creation through negotiation and award set-up. Know when the PI signs, when the Division approves and when RSA submits! • Collect award data • No more walking the t-form across campus.

4. WISPER - Overview Why should I care? The T-form and ESIS database are going away. When? • February 2008 • All current documents in process will convert to WISPER so you can start working with any existing documents in WISPER from DAY ONE. • T-forms in process may continue; RSA will enter them. All new forms should be created in WISPER.

5. WISPER – How It Works How Does WISPER Work? • Navigation • Create Records • Attachments • Routing • Approvals • Signatures • Tracking

6. WISPER – Session Overview Overview of Hands-On Session • Environment you can play in. None of the data will move forward to go-live. • Structure for each topic: • Introduction & Highlights • Brief Demo • Hands On Practice

7. WISPER - Navigation

8. WISPER – Navigation • Navigation • Left navigation menu always available but can be minimized to free up space

9. WISPER – Navigation • Navigation Tips & Tricks Avoid using the “Back” button on your Internet browser as your work may not be saved. Use the Tab key to move between fields. When you press Tab to move out of a field, the information in that field is validated.

10. WISPER – Navigation • Timing Out Sessions time out after a period of “inactivity” and you will automatically be logged out of the PeopleSoft system. Periodically save your work!

11. WISPER – Navigation • Signing Out Don’t forget to sign out of the PeopleSoft system at the end of your workday. This ensures that your session and work is secure. To log out simply click the Sign out button on the upper right corner of your screen.

12. WISPER – Login & Preferences

13. WISPER – Login Introduction • How do I get into WISPER? • How to Navigate within WISPER • Adding/Changing a delegate • Changing my email preferences NOTE: Get new personnel, especially faculty, set up in the HR system as soon as possible. They cannot access the system and cannot be selected as a PI until they are in the system!

14. WISPER – User Preferences • Delegates • Can appoint one and only one delegate • They get emails when you would • They have same access to records as you • They see things on their worklist as you do • Email • Can turn off or leave on different types of email

15. WISPER – Login & User Prefs Demonstration • Login at https://authhubqa.wisconsin.edu/?app=SFPRREL2 • Use your PantherID and password • Select UW WISPER • User Preferences • Delegate • Email preferences

16. WISPER – Login & User Prefs Hands On • Login https://authhubqa.wisconsin.edu/?app=SFPRREL2 Update User Preferences • Delegate • Email

17. WISPER – My WISPER Worklist

18. WISPER – My WISPER Worklist Introduction • Your to do list • Email notifications send you to this page

19. WISPER – My WISPER Worklist Demonstration • In Box - Records you own = Paper on your desk - One owner at a time - Pass along via Routing function • Approvals I Need to Complete - Someone is asking a specific question on a record - Stays there until you respond Difference between In Box and Approvals? Approvals = another person owns the record. It can be passed from owner to owner independent of approval.

20. WISPER – My WISPER Worklist • Records for which I am PI - Your PantherID is the PI on these records - Only records “in process” in WISPER • Gone when funding is determined • Gone when negotiations are completed

21. WISPER – My WISPER Worklist Hands On • Navigate to MY WISPER • Imagine what might be in each section

22. WISPER – Create a Record

23. WISPER – Create a Record Introduction • Create records from MY WISPER • Copy record is also available Demonstration • Create page asks for 5 pieces of information • Short Title • PI – defaulted from PantherID if PI eligible • Department • Sponsor (including “Not in List” option) • Business Unit (UWMIL) defaulted in • Click Create button to launch full record

24. WISPER – Create a Record Hands On • Create New Record • Complete (or verify) requested information • Create Record

25. WISPER – General Page (Tab) Introduction • Much of the information formerly requested on T-Form will be entered here • Print functionality available • How much do I enter? • Whatever you can • Return to record & update as you know more Demonstration • Header • ID # assigned for tracking • Document Status

26. WISPER – General Page Demonstration New and Key Fields • Basic Info • Outside Activities Report Submitted – automatically filled in • Effort Training Completed – automatically filled in • Document Type – some familiar; some not • Related Record • Submission Instructions • Campus Contact – immediate access to record • Paper Copy to SPO (RSA) checkbox

27. WISPER – General Page • Compliance • Fewer compliance questions but if any of the first 4 compliance questions is answered “Yes,” protocol details page is launched • Additional Personnel • If NIH proposal with multiple PIs, list all here with role of PI • Budget Details • Direct/F&A amounts • F&A Rate • On/Off Campus – selecting Off Campus launches request for location information • Cost Sharing • Keywords • Comments

28. WISPER – General Page Hands On • Continue entering data on the record you created • Pay attention to the new fields & lookups for old fields • Document type • Related Record • Sponsor lookup

29. WISPER - Attachments

30. WISPER - Attachments Introduction • Accessible only by those with a role, participants, Division and RSA regardless of status • Types of documents recommended to attach • RFP/RFA/Call for proposal documents • Narrative (draft or final) • Budget (draft or final) • Full proposal file (.pdf, .xfd) • Protocol approvals • Draft agreements • Cost share letters of commitment

31. WISPER - Attachments Demonstration • Attachments link • Upload Attachment Button • Browse button • Select file • Upload button • Add description • Add Another Attachment link • Trash Can icon to delete attachment Hands On • Practice uploading file process

32. WISPER – Electronic Signatures

33. WISPER – Electronic Signatures Introduction • PI Signature • PIs must log in with their own PantherID and password • Link is available only to those listed as PI Note: for multiple PIs on NIH proposals, link is available to all PIs who must sign • Can sign any time after record is created and compliance questions are answered • Signature Language - Proposal signature attests to the content of the application, not the content of the WISPER record • Division Signature – similar to signing T-form

34. WISPER – Electronic Signatures Demonstration • Link at the bottom of the page shows up only for PIs • Signature for Award can be performed now but should not be signed unless PI is aware of terms of the agreement.

35. WISPER - Approvals

36. WISPER - Approvals Introduction • Review or confirmation from another user without giving up ownership of record • Tracks situation other than PI or Division Signature • Preconfigured approval types • Can request multiple requests for approval • All at once • Consecutively • Any participant on a record can request an approval • Record can move forward without responses

37. WISPER – Approvals • Requested approver notification • Record is added to requested approver’s MY WISPER worklist • Email sent to requested approver • Responding to request for approval • Any participant can respond • Possible responses • Submit comments only • Approve • Deny

38. WISPER - Approvals Demonstration • Add an Approval • Preconfigured Types of Approvals • PI (or Campus Contact) requesting approval • Chair or Center Director Approval • Budget Review • Request Backstop (Advance Account) • Division Requesting Approval • Dept Credit • Division to RSA Revised Budget • Respond to a Request for Approval • Submit commentsonly, Approve, Deny

39. WISPER - Approvals Hands On • Click “Add Approval” • Click drop down • Review all approval types • Select “Dept Chair Approval” • Search for and select name of your department chair • Click “Add Approval” • See how updates are reflected on Approvals page • See updates to MY WISPER • See updates on Document History

40. WISPER - Routing

41. WISPER - Routing Introduction • Transfers Ownership of Record from User to User • Adds record to new owner’s worklist • Sends email to new owner Demonstration • Route to Individual • Route to Division Hands On • Route to your division (school/college) • Note the document history page

42. WISPER – Award Acceptance

43. WISPER – Award Acceptance Introduction • Process begins when RSA receives award or notice that award is forthcoming • Some fields on Projects and Project Details pages can be completed at any time, but must be completed before RSA can generate an award • RSA will enter most of the information on the Project Details page except for Commitments, Cost Share and Protocol Details information (if any) which must be entered by campus

44. WISPER – Division Actions

45. WISPER – Division Actions Introduction • Division Signatures • For Proposal • For Award • Validation Option • Situations in which Division forwards to RSA • For Submission to Sponsor • Request for Advance Account (Backstop) • Ready for Award (Account) to be Set Up

46. WISPER – Division Actions • After all required project details have been entered and PI has provided signature for award • Advance (Backstop) Account • PI requests Advance Account via Request Approval process • Division approves and forwards request to RSA by clicking button on Division Action page • Project/Award Finalize • Division requests the project/award be set up by clicking button on Division Action page • Both buttons puts record and flag on RSA worklist

47. WISPER – Tracking the Record

48. WISPER – Tracking the Record Introduction • Search Page • SPO Action Page • Where RSA records their actions on a record • Key for tracking progress in submission to Sponsor or Negotiations processes • Document History

49. WISPER – Tracking the Record • Search Page • 11 Search Criteria • Can be used singly or in combination • All use “contains the text you type” • Does not use % or * wildcards • Security controls for Search • Prior to “Submitted to RSA” (in “1-On Campus Status) only participants can see record • If in “2-Forwarded to RSA” status or later • All users can see the record • Only participants can update the record

50. WISPER – Tracking the Record Demonstration • Once record is found • SPO Action Page • Document Status • Funding Status • RSA Owner • Negotiation Tracking Information • Document History • Changes to key fields: PI, Sponsor, Project Details • Routing • Approvals • Changes in Record Status