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Sponsored Portal and Brio Changes

Sponsored Portal and Brio Changes. Sponsored Projects Data Warehouse User’s Group Meeting October 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

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Sponsored Portal and Brio Changes

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  1. Sponsored Portal and Brio Changes Sponsored Projects Data Warehouse User’s Group Meeting October 10, 2002

  2. Agenda • Overview of changes • Portal demo • Brio demo • Upcoming enhancements

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

  4. Investigator Status Group Department Sponsor Program Name Award Proposal GCO F & A Rates History Distribution Deliverable SponsDW Basic Structure

  5. New Data Elements • More closely matches information collected on Form 10 • F&A information • Cost sharing • Compliances (limited access) • Key dates • Project history

  6. 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”

  7. 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

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 • PW-PROPOSAL WITHDRAWN BY CORNELL (was W-Withdrawn): The proposal was withdrawn by Cornell before a funding decision was made.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

  9. 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.

  10. 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

  11. 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.

  12. 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)

  13. 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

  14. Past Present Future History Table Status Group Table Deliverables Table Project Timeline

  15. 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

  16. 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

  17. 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

  18. 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 vs. Brio

  19. Sponsored Portal Demo

  20. Brio Demo

  21. Future Enhancements • New data elements in Portal • Award notification by e-mail • Required use of Portal for • New Account Requests • Subcontract and consulting requests • Other change requests • New Data Marts • Subcontract and consulting agreements • Research expenditures • Patents & licenses • Combined Sponsored/Accounting Brio models

  22. Brio Training Openings Register at http://register.cit.cornell.edu:8000/class_search.cfm

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