Transcript Sponsored Projects Portal

Sponsored Projects Portal, Brio
and Electronic Communication
Tools
Sponsored Programs Primer
Dan Dwyer
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
Sponsored Data Warehouse
Sponsored
Projects
Portal
Brio
Sponsored Data Warehouse
Award/Proposals
Consulting
Agreements
Subcontracts
Sponsored
Accounting
(from ADW)
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
Sponsored Projects Portal
 Enabled Users: 1175
 Faculty: 546
 Usage – January 2006
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434 unique visitors
3103 visits
27662 pages served
1.06 GBs of data downloaded
Portal Usage Trend
Sponsored Portal Users
1400
1200
PIs
Other users
1000
Number of Users
800
600
400
200
0
2000
2001
2002
2003
Ye ar
2004
2005
2006
 Recent increase in PI users of Sponsored
Portal due to technical report notification
process with imbedded links to the Portal
Sponsored Portal Demo
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
Proposal Status Codes
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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PW-PROPOSAL WITHDRAWN BY CORNELL (was W-Withdrawn): The proposal
was withdrawn by Cornell before a funding decision was made.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.
Award Status Codes
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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.
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 CLOSED BY 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.
Status Groups
Because of the complexity and number of codes, OSP uses a
number of special terms to refer to groups of statuses:
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"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.
Status Groups
All Proposals
& Awards
PURO
PFUD
ANA
Pending Proposal
& Active Award
Pending & Active
Award
ANF
AIPS
PA
AIN
AURO
Pending Award
AS
APC
Pending Proposal
APA
PPA
PURS
PNF
PW
PG
Active Award
ASAP
AAC
ACOSP
AC
Electronic Communication
Electronic Communication Tools
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Award notice distribution
Account request
Subcontract request
Subcontract notice distribution
Consulting agreement request
Change request
Tech report reminder to PI
Electronic Communications
FY05
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Award Summary Sheets sent: 1697
NARFs processed: 1776
Award change requests: 372
Subcontract requests: 364
Subcontract change requests: 494
Electronic Communications
Tools Demo
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
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: 33000
GCO: Jeffery Corbin [email protected] Retention period: 3
Sponsor: Animal/Plant Hlth Inspec Serv USDA
http://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
Technical Reports
700
600
500
400
300
200
100
0
9/
13
/2
00
11
4
/1
2/
20
1/ 04
11
/2
00
3/
12 5
/2
00
5/
11 5
/2
00
7/
10 5
/2
0
9/ 05
8/
20
05
11
/7
/2
00
5
1/
6/
20
06
3/
7/
20
06
5/
6/
20
06
Count
Technical Report Requests Sent
Date
Reports
PIs
 Backlog of past due
technical reports has
decreased by 45%
since inception of
monthly notifications
to PIs
Sponsored Projects Brio
Sponsored Portal vs. Brio
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
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
Brio Usage
 Trained users: 238
 Users in FY04: 146
 Queries executed: 3737
 44% from preformatted reports
Sponsored Brio Demo
Furture Enhancements
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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/
References
 Overview
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http://www.osp.cornell.edu/sponsdw/
 Data access request form
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http://www.osp.cornell.edu/Forms/Portal/default.html
 Brio training registration
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http://www.osp.cornell.edu/Education/Brio/registration.cfm
 Portal
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https://portal.research.cornell.edu/
 Brio
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https://brio.cit.cornell.edu/Brio/browse/Main