era v15 User Guide: PROPOSALS: SECTION II 5, 6, 7

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1 era v15 User Guide: PROPOSALS: SECTION II 5, 6, 7 Updated: 11/3/2017 CONTENTS 5) Personnel Add Personnel (Proposal > Personnel) Change or Remove a PI (Proposal > Personnel) Change a Person s Role ) Requested Budget Initial Set Up of Budget Periods Revise Requested Budget... 7 Add Periods... 7 Delete Periods & Edit Dates Enter F&A ) SubAwards Add SubAwards Add Sub PI to Existing Institution About this document: The purpose of this guide is to introduce Proposal Team members to the major changes they will encounter when using v15. The section numbers correspond to the Proposal Team s Master User Guide. It was developed for the Proposals Team s Training Sessions on 11/6/17 & 11/16. 1

2 5) PERSONNEL Add CU-Boulder PIs and any CU-Boulder Co-PIs/Co-PIs named in proposal. Follow the role naming conventions used on the proposal per sponsor guidelines. For example: For NSF and DOD, personnel should have the role of PI (lead PI) or Co-PI. For NIH, personnel should have the role of PI (lead PI and any other CU PIs if a multi-pi submission) or Co-I. For multi-pi submissions, the lead PI is indicated by Order/Position 0 in the personnel table. For NASA, personnel should have the role of PI (lead PI) and other key/senior personnel assigned roles as assigned in NSPIRES (Co-PI or Co-I). No other personnel need to be entered. Follow sponsor role naming convention for fellowship. For NIH fellowships, for example, the fellow is listed as the PI. In these instances, obtain chair approval for the fellow to be PI and attach approval as an attachment with document tag PI. When the Proposal Development (PD) module is enabled, this information will feed in from the personnel designated in the proposal, which follows the sponsor naming convention. 5.1 Add Personnel (Proposal > Personnel) 1. Open the Personnel folder located under Submissions > [PT Record] > Personnel 2. In the Name field, type in any of the identifiers indicated below to pull up a filtered list to select from. a. Part of their name b. Employee id c. Dept/org number 3. Select the Personnel Type and Role from the drop-down menus. 4. Click the Save button at the bottom. 2

3 5.2. Change or Remove a PI (Proposal > Personnel) 1. Open the Personnel folder located under Submissions > [PT Record] > Personnel 2. Add the person to the proposal record using steps above. 3. Select the PI radio button for the correct person. 4. Select the budget periods for this change on the Change PI form and click Save. You may select a role other than PD/PI according to Sponsor Guidelines. The PI associated for this proposal will update to reflect this person (e.g. the name at the top of the page, name that appears on the PT Search screen) even if their title is something other than PD/PI. 5. If the person initially entered as PI needs to be removed, click the blue arrow under Remove Person on the personnel table. Click Remove, then OK on the next page. 6. If the person initially entered as PI will stay on the project as PI (e.g. multi-pi project for NIH), change their order number to 1. Click Save in the Main Menu. 3

4 5.3. Change a Person s Role 1. Click on the person s name (hyperlink) to open their Contact Information. 2. Select the Personnel Type and Role from the drop-down menus. 3. To apply the change to particular budget periods, click Budget Roles and make selections in the pop-up. 4. Click Save. 4

5 6) REQUESTED BUDGET 6.1 Initial Set Up of Budget Periods 1. Enable Object Codes on budget. (Temporary process a fix is in development to make this default for go-live) Go to Budget > Setup. Under General, check Allow for Object Code Budgeting. 2. Open Budget. << The first time you click on the Budget folder under proposals, a Create Budget pop-up will open.>> 5

6 3. Enter the Project Period (aka Authorized Period of Performance). 4. The Number of Budget Periods field will auto-populate with what the system considers to be a logical division of the Project Period. Alternatively, overwrite with your own value. <<After saving, the Period 1 page will open.>> 5. Enter the Budget Category (e.g. Direct Costs) and Account Code (e.g OP EXP BGT) in the corresponding fields. 6. Click the Add Item button. <<A window will pop-up that allows you to enter the amounts for that budget item for multiple periods.>> 7. Enter the budgeted amount in the Total box for Period Click Save. (Otherwise the amount you entered will be zeroed out.) 9. If you would like to add/copy the budget item across multiple periods, select the link on each period s line. 6

7 10. When entering the amounts in the subsequent period s lines, you have two options: a. Directly enter the amount into the Total field, or b. Enter the percentage of the previous period to copy. 6.2 Revise Requested Budget Add Periods 1. Go to Budget (summary). 2. Click New Period. 3. In the New Period form, select a Budget Status (Proposed, Revised, & Funded) and a Submission Type (Budget Period, Requested Budget, Carryforward, Competing Renewal, Continuation, Initial, Revised Budget, & Time Extension). 4. Enter the Start/End Dates to designate for this period. NOTE: The dates entered here may impact the Project Period, especially when extending the end date. To review and alter Project Period dates, go to Budget > Setup. 7

8 Delete Periods & Edit Dates 1. Go to Budget > Setup > Period/Dates (tab) From the Period/Dates tab, you can perform various functions including: Deleting periods Adjusting period dates Entering a Project Period end date that extends beyond the individual budget periods Creating new periods 8

9 6.3 Enter F&A 1. Each Period s F&A must be entered separately. Go to Budget > Period X > F&A: 2. Check the Base and Rate and edit if needed. 3. Click Apply. o The fields will unlock allowing you to manually enter the desired rate and $ for each item. 4. Enter F&A $ amount in the Direct Costs line. 5. Click Save do not click Apply or Enter as this will reset the information. 9

10 7) SUBAWARDS 7.1 Add SubAwards A SubAward/short form can be added from either main Budget (summary) or the individual Period s pages. 1. You may need to un-hide/show the section: 2. In the SubAwards section, begin typing in the SubAwardee s institution. You MUST select the institution from the picklist typing in the rest of the name does not necessarily associate it with the entity in the system. 3. Begin typing in the PI s name. Again, you MUST select the Person from the picklist. 4. In the pop-up window, Click Add to Period Select the desired periods 5. From the Budget/Period screen, the sub is now listed under SubAwards. 10

11 7.2 Add Sub PI to Existing Institution If the Sub Institution exists in the system, but the PI does not, you can now add the person directly from the SubAwards section. 1. First, you must select the institution. 2. Then click the Add New Profile button. 3. Enter as much contact information as you can for the person. You MUST select the institution again for the Department field. 11

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