Transcript WISPER 101 - University of Wisconsin–Madison

WISPER 101
Electronic Routing of
Applications & Agreements
Last updated 11/10/2014
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WISPER 101
Brenda Egan
Research & Sponsored Programs
[email protected]
Allison Lynch
Research & Sponsored Programs
[email protected]
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Topics We Will Cover:
• What is WISPER?
• How Does WISPER Work?
• Where Can I Get Help?
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WISPER at RSP
http://www.rsp.wisc.edu/WISPER/
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Login
Notes & Tips from RSP
Manual
Desk References
Webcasts
Test & Training Site Login
This Power Point Presentation
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What is WISPER?
WISPER is an electronic application for routing,
approval and negotiation of applications and
agreements:
– 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
RSP submits!
– Collect award data (WISPER 201)
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WISPER is NOT for:
• Gifts
• Gifts in Kind
• Checks**
• Gift routing form at:
http://www.rsp.wisc.edu/forms/
• Checks:
http://www.rsp.wisc.edu/routing/checks.html
Checks for payment against an invoice should not be routed via WISPER.
Checks for additions to gifts should not be routed via WISPER.
Checks that are themselves the award document from the Sponsor should have a
WISPER record created and the Paper Copy to RSP indicator on the General Page
checked.
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How Does WISPER Work?
• Navigation
• Create Records
• Attachments
• Approvals
• Routing
• Signature
• Tracking
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WISPER – Login, Navigation & User Preferences
Login at https://www.rsp.wisc.edu/WISPER
Today and any time you wish to enter test or play data use
TRAINING link at bottom of the page
Use netID and password
Get new personnel, especially faculty, set up
in HR system as soon as possible. They
cannot access the system and cannot be
selected as a PI until they are in the system!
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Navigation Tips & Tricks
• POP UPS are used. Make sure your pop up
blocker is OFF.
• Avoid using the “Back” button - your work will
not be saved
• Sessions time out after 1 hr. Select ok on the
warning pop up to stay logged in
• Campus login times out after 8 hours
• Remember to sign out at the end of the day
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WISPER – Login, Navigation & User Preferences
• User Preferences
1. Delegates
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Delegate gets same access to records and email
notifications as you
Great for multiple people in one office handling records
for a group
Great for when you are out of the office
PI Signature does not transfer to delegate
2. Emails
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Leave them turned on!!
Controls whether you get emails when someone asks
you to approve or routes a record to you
Use an address that you monitor
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WISPER – My WISPER Worklist
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THIS IS YOUR TO DO LIST
1. In Box
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Records you own = Paper on your desk
When you create it, you are owner
One owner on campus at a time
Pass along via Routing function
2. Approvals
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Someone is asking you a specific question on a record
See the Approval Type on the far right for more
information
Stays there until you respond
Transfer to another approver
Difference between In Box & Approvals? Record
can be passed from owner to owner independent of
an approval. Approvals = another person owns the
record.
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THIS IS YOUR TO DO LIST
3. Records for which I am PI
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Your netID is the PI on these records
Only records in process in WISPER
• Gone when record is awarded or not funded –
Notify RSP if Sponsor refuses so record can be closed
• Gone when negotiations are completed
4. Status 4.5 SPO Negotiation
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Records that RSP is negotiating – FYI only
5. Status 5 SPO Setup
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Records that RSP has fully executed award or
agreement and is in the process of collecting the award
details (subject of WISPER 201)
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Create a Record
• Create records from MY WISPER
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A record copy function is also available
• Create page asks for 5 pieces of
information
1. Short Title
2. PI – defaulted in if you are PI eligible
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Note the ability to send the PI an email telling them
the record is created & needs their signature
3. Department
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Use Dept. ID (UDDS) not name if possible
UDDS lookup
4. Sponsor Name – Use lookup function
5. Business Unit – defaulted in for you
• Create button to launch to the full record
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General Page
• Header
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Record ID # is assigned for tracking (MSN #)
Document Status
• Links & functions
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Route, Print, Sign available at the top of the page
PI Signature Request button
• Allows you to choose to send email to ask the
PI to sign
• Tells if PI has signed Proposal & Award
Signatures
• How much do I enter?
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Whatever you can
Return to record & update as you know more
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General Page
Key Fields
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Outside Activities Report? – Must be completed prior
to submission
Effort Requirements Completed? – Must be
completed prior to submission
Official Title – Must agree with title proposed to
Sponsor
Proposal / Document Type – Drop down list
Related Record – If there is one, add it
Sponsor / Primary Sponsor – Both if there is a Prime
Submission method – What do you want RSP to do
with the proposal and when?
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General Page
Key Fields
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Campus Contact – They get access! This is who RSP
calls if there are any questions!
Paper Copy to RSP? Only if original signature needed.
Required Clearances – Answered by PI
Proposed Budget – Agrees with attached budget
Additional Personnel
• Use this section for multiple PI applications
• Enter fellows & key personnel
Cost Sharing
Outgoing Sub-agreements – Must be answered
Keywords - Optional
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Attachments
Types of Documents to upload
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RFP/RFA/Call for Proposals
Narrative Scope of Work
Budget and justification
Full proposal file (.pdf, .doc)
Protocol approvals
Award documents
Draft agreements (from campus or during
negotiations)
Everything sent to the Sponsor!
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Attachments
• Without attachments, routing electronically would
be for naught as paper would need to be passed
as well. Still is required in some cases but we’re
hoping to reduce this.
• Calls for Proposals is helpful for all administrators
to review deadlines, proposal requirements, F&A
waivers, cost allowability.
• DIVISIONS: What will you recommend or
require? All calls for proposal? Bouncing draft
budgets. You upload or both parties with initials?
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PI Signature
PI’s must log in with their own
NetID & sign
• Link is only available for those listed as PI
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Link at the top of the General tab & the
bottom of all other tabs
• For NIH Multiple PI’s are required to sign
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All see the link
All required to sign
Send Approvals to PI’s needing to sign
• Can sign any time after record is created
& compliance questions are answered
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PI Signature
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Note the PI Signature language
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Proposal signature attests to content of application not
content of WISPER record (dates, exact budget figure)
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Award Signature is available now as well but you
are committing to all terms of the award or
agreement. If you don’t know them, don’t sign.
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Know whether the PI has signed by clicking on
the Request signature button on the General Tab
or in the Document History
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Use the PI request button to see what email requests
have been sent, when/if the PI signed, and to send a
request to sign if necessary
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Approvals
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Confirmation from another user without
giving up ownership
Tracks situation other than PI & Division Signature
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Approver gets notified
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Chair approval
F&A Waivers
Cross department or division resources
Revised budget
Award in Advance request
Record added to approver’s MY WISPER worklist
Sends email to approver (User Preferences)
On response, requester and all commenters receive
copy of email notification
Record can move forward without all approvals being
in place
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Approvals
• Use ADD APPROVAL button to initiate a
new approval
1. Select Approval type
2. Enter additional text
3. Select who should respond
1. Division
2. Employee
3. PI
• Respond to an Approval
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Approve
Deny
Submit comments
Transfer approval
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Approvals
• Chair Approval
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If your unit requires the chair or designee to sign off,
use an approval
• Revised budget
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Do not want to show as Not Funded when only revising
budget
Revised budget approval type goes to Division
Division then notify RSP via “Revised Budget to RSP”
approval
• Cross Department Resources
• JIT Requests
• Request Advance Award
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Set up projects tab first (WISPER 201)
Request goes to Division
Division then notify RSP via Division Action page
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Routing
• Transfers Ownership of the Record
from User to User
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Removes from your worklist
Adds to new owner’s worklist
Sends email to new owner (User Preferences)
You can still locate & edit the record using the
Search
• Route to Individual
• Route to Division
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Security
Security is record by record. Your
access depends on:
1. Your role
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Division, Campus Contact, PI, Router (“participant”)
have full edit access
Approvers can view, add approvals & add
attachments
2. Document Status
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1-On campus - only see it if a participant
2-Forwarded to SPO or greater
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Everyone can see (all except attachments which are not
visible to all)
Edit & update ability then depends on your role
Table of Document Statuses in Manual
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Searching for Record
SEARCH PAGE
Find records by many search criteria
– All are “contains” the text you type
no % or * wildcards are needed
– Note 2 other search tools: WISDM &
InfoAccess
Once you find the record & need more
details, use:
– Document History Page
– SPO Action Page
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WISPER Pre-Award Access
• WISPER Pre-Award feature allows
Department user access to records
they do not own within their UDDS
– Record does not need to be routed to
you for access
– This feature is helpful if you are new to
the department and need access to
multiple records
• Please contact your Dean’s Office if
you feel you may need this access
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Tracking the Record
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Document History
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Changes to key fields: PI, Sponsor,
Projects
PI Signature
Routing
Approvals
Changes in Record Status
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Funding: Pending, Pre-Award, Awarded, Refused,
Withdrawn
Document: 1-On Campus, 4-Sent to Sponsor, 6Completed
SPO Action Page
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Document Status
Funding Status
SPO (RSP) Owner
Negotiation Tracking
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Copy
COPY Functionality from SEARCH
Results
• Copy button at end of each search
result
• Duplicates the existing record for a
resubmission, supplement, renewal,
continuation, etc.
– Does NOT pull forward ALL data (Begin
& End Dates, Submission Instructions,
Compliance Questions, Budget,
Attachments)
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Department Email Contacts
Of note:
• Email notifications will be sent for:
— Completed negotiations on non-financial
documents (MTA, CDA)
— Set up & modifications to awards (Regent &
Non-Regent Notices)
• Tables to whom those emails are sent are
kept in WISPER
• Maintenance is done by Division Role
Members – any updates, contact them
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Division Implementation
Your Division may have specific instructions
on the following items.
Please ensure that you communicate with
your Division Research Administrators to
determine if they recommend any specific
method of:
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User Preferences
Chair or other needed Approvals
Routing path
Attachments expected
Who will enter Projects Tab information &
when?
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Help?!
If you need help, try the following steps:
1. Click on the help icon next to the field in
question
2. Click on the WISPER Help link on the top of each
page to access or consult the WISPER help page
at: http://www.rsp.wisc.edu/WISPER/ for
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4.
Training Manual
Desk References
Webcasts
This presentation
3. Email: [email protected]; [email protected];
[email protected]
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Feedback & Questions
• Anything we didn’t cover that you
would like to see?
• Anything we covered that wasn’t
clear?
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