sponsored portal and brio changes sponsored projects data warehouse user’s group meeting october...

Sponsored Portal and Brio Changes

Sponsored Projects Data Warehouse User’s Group MeetingOctober 10, 2002

Agenda Overview of changes Portal demo Brio demo Upcoming enhancements

Major Changes New data elements Combined award/proposal table Status codes Single investigator table History view Brio changes

SponsDW Basic Structure

GCOProgram Name

Distribution

Department

Deliverable

Award Proposal

F & A Rates History

Status Group

Sponsor

Investigator

New Data Elements More closely matches information

collected on Form 10 F&A information Cost sharing Compliances (limited access)

Key dates Project history

Combined Award Proposal Table Single table containing awards and

proposals Improves response time in Portal Reduces number of Brio documents Allows reports with both awards and

proposals Use Award_or_Proposal field to select only

“AWARD” or only “PROPOSAL”

Status Codes Codes renamed to reflect a more

general campus view Additional codes to identify more

stages in life of project Status code groups to simplify

queries

Proposal 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.

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PW-PROPOSAL WITHDRAWN BY CORNELL (was W-Withdrawn): The proposal was withdrawn by Cornell before a funding decision was made.

PG-PROPOSAL-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 EZRA.

PA-PROPOSAL AWARDED (was A-Awarded): The proposal was funded. A proposal record will be maintained in EZRA, but a new award record has been created.

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.

AIN-AWARD IN NEGOTIATION: The sponsor has indicated that they wish to fund the proposal. Award documents not yet signed.

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. 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.

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.

RD-RECORD DELETED

Status Group Table

Because of the complexity and number of codes, a number of special terms are used 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, 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, 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, AIN, AS, APC, ASAP or APA) The project is in some stage of activity by the sponsor, OSP office and/or researcher.

Status Group Table (cont.) Status code Status description

Pending Proposal (Yes or No) Pending Award (Yes or No) Active Award (Yes or No) Pending & Active Award (Yes or No) Pending Proposal Active Award (Yes or No)

Investigator Table Includes both PI and CoPIs Only one PI per proposal/award Use Investigator Role to limit to PI

only (values PI or CO) Without PI limit, may return multiple

records per project

Project Timeline

Past Present Future

History Table

Status Group Table

Deliverables Table

History Table Event code Date Comment Other event specific fields. Usually those

that changed as a result of the event (e.g., mod number, amount, sponsor, PI)

There will usually be many events per project

History Table (cont.) Types of events recorded

All status changes Award documents: received/reviewed/

approved/distributed Award change: budget revision/key

personnel/no cost extension/scope Award terminated early Compliance use rescinded/reinstated

Brio Changes Must rebuild saved Brio reports Single Award/Proposal subdirectory Status group table Single table for PI and Co-Pis Additional limits on pre-formated

reports Code lookup table moved to

Award/Proposal subdirectory

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.

Generate simple list of awards & proposals based on pre-defined criteria.

Why Use Brio: Look up individual and/or

large batches of awards and proposals based on criteria you define in queries.

Create reports defined by your own criteria, with the option of presenting the data 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 and brio changes sponsored projects data warehouse user’s group meeting october...

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