Grant Management

Open Grant Management App

How to navigate and use the application -Click here

Executive Summary

The proposal intake form is a mechanism for principal investigators to notify the Pre-Award team of plans to submit a proposal to an external sponsor. The form communicates vital information such as:

1. Application requirements

2. External collaborators

3. Resources and services needed for the project

4. Research protocols and IRBs applicable to the project.

In addition, at the submission of the form, it will create a Google Drive team folder to house the working files, the routing forms, and the final forms to upload to the system. It is designed to minimize unnecessary back and forth communications between the PI and Pre-award by collecting as much required information upfront about an intended proposal. This information is used all the way to time of award and alerts the downstream staff of necessary tasks that may be needed in setting up an award properly. Furthermore, the form is used by the Pre-Award team to complete the official routing of the proposal through the University's Enterprise Research Administration System. By filling out the form in its entirety, it allows the Pre-award team to setup and process the proposal more quickly with the aim of submitting it with minimal disruptions and stress to all parties involved.

Product Owner

Lisa Allen Asst Dir Research Advancement lam130@asu.edu

Stakeholders

  • Laida Restrepo, Assistant Dean & Professor
  • Henry Barto, Director of Information Technology Services

Roadmap

Development of this application is done on a monthly iteration process. Click here to see monthly dates
of migration to test, final production release and other related information is on this calendar

Release Notes

CHS IT performs monthly updates and fixes to the application which are noted below.

August 2021

August 2021

Features and Enhancements

  • The faculty application link has been added to the grant management application menu tab.

  • Submit date/finalized date is now visible to RAs.

  • All steps/pages of the grant management intake form now display new verbiage about finalized buttons.

  • Intake forms that are less than 30 days between finalized date and sponsored deadline, PI will be emailed with the new verbiage that can be found in the public folder.  

 

Bug Fixes 

  • All request pages were not loading before but have now been fixed.

  • JIG was being created by default in' create proposal' step 4 but has now been fixed.

July 2021

July 2021

Features and Enhancements

  • All proposals page now has an IRA status column now to indicate if the proposal was denied/funded 

 

Bug Fixes 

  • All proposals page, in RA view, completed and canceled tabs were missing ERA ID columns but now are visible 

  • All proposals page did not have PI info separate from the complexity column but has now been fixed to have PI info reflected in the PI column

June 2021

June 2021

Features and Enhancements

  • none



Bug Fixes 

  • none

May 2021

May 2021

Features and Enhancements

  • none

 

Bug Fixes 

  • None

April 2021

April 2021

Features and Enhancements

  • None

 

Bug Fixes 

  • None

March 2021

March 2021

Features and Enhancements

  • The ASU Trident has been removed from the bottom of the Homepage

  • Clicking on the Header Logo directs users to the College of Health Solutions website instead of the ASU homepage

  • The Header Logo of the website was changed from ASU to the College of Health Solutions logo

  • Added a question in step 5 when Creating a Proposal titled “Identify a Scientific Discipline” 

  • Reports page now displays “RA Summary” of submitted proposals 

  • Team Drives show JIG in the folder labeled “Working Documents”

  • Email Verbiage sent to the grant review committee closes with “There are no costs associated with grant reviews.”

  • Copying an intake creates a New Team Drive instead of using the original intake 

  • ASU Budget JIG has been updated

  • Reports are now available in both Development and Production sites

Bug Fixes 

  • None

February 2021

February 2021

Features and Enhancements

  • None

 

Bug Fixes 

  • None

January 2021

January 2021

Features and Enhancements

  • Added new user(s) to the Biostats group

  • Added justification for the Research Space question on Step 6

Bug Fixes 

  • none

December 2020

December 2020

Features and Enhancements

  • Buyout Emails are now rerouted to be sent to CHSGrantAwards@asu.edu instead of chsresearch@asu.edu 

  • On Step 1 of the Intake Form the Award Type labeled RO1 has been changed to Federal 

  • Added pop-up window with verbiage describing the different application types on Step 1 of Intake Form

  • Added definitions for each of the Complexity levels 1-5 on Step 1 of Intake Form

Bug Fixes 

  • Tabs titled “Completed and Cancelled” of the Grant Proposals section used to have Principal Investigators under complexity. This has been corrected.

August - November 2020

August - November 2020

Features and Enhancements

  • none

 

Bug Fixes 

  • none

July 2020

July 2020

Features and Enhancements

  • The JIG has been updated with the 2021 version

Bug fixes

  • Previously unable to fill out the intake form as the PI name could not be pulled. This has been corrected.

June 2020

June 2020

Features and Enhancements 

  • Updated verbiage on email triggered by step 6 for the intake form (CHS Services)

  • The last field on the first step of the intake form is now labeled “Description or Delivery Instruction”. 

  • A report section was added to menu including a report that describes total number of intakes of all stages 

  • A new field exists to indicate the complexity of the award worked on by RA {visible only to RA team members)

  • Project length in intake form is now entered in number of years and months

  • I card was added to “Project Start Date” on step 1 of intake form

 

Bug Fixes

  • none

May 2020

May 2020

Features and Enhancements

  • Under the google folder created for the intake form, the title was changed from “Routing Documents to “Budget Documents”

  • The email sent to the appropriate contacts based on the answers on Step 6 of the intake form, has the reminder set to 7 business days before the sponsor deadlines along with other verbiage changes.

  • Lisa Allen, the product owner of Grant Management application now receives emails from COVID related intakes.

  • On step 1 of the intake form, Primary sponsors the ability to share collaborating organizations when ASU is a sub recipient.

  • RA’s view now has a column indicating the type of award as per the classification indicated by Nancy Oswood. R01,Non-Profit,Supplemental,Industry and Charitable Gift.

  • A Report menu tab is now created with the Grant review committee summary, listing the total reviews requested, pending, total proposals and proposals with no review request. This is viewable for members in “grant review committee” role

Bug fixes

  • “All proposals” page view for non RAs had the issue with the way it was displaying which is now fixed.

  • Step 6 when filled and submitted had the order different from the form which is now fixed

April 2020

April 2020

Features and Enhancements

  • On step 1 of the intake form-In view of COVID-19, any intake with the title Corona virus or Covid-19 will have the ability to choose additional 6 application types related to the same.

  • Covid-19 related intakes to trigger email to the grant reviewer role members indicating the same.

  • On Step 1 of the intake form will no long have the PI allocation.

  • Supplementary budget choice added to the dropdown on step 1 for application types

  • RAs now have the content managers or the team drive which enables them to add/move files in the budget folder of the Intake forms

  • Sponsor/submitting institution deadline is now 7days

  • Icard is updated for funding announcement link requesting the PI to include “https//” as a prefix when adding the link 

  • Icard for delivery instructions on Step 1 is updated with the request to provide a point of contact.

  • On the “All Proposals” page for the RA view, a column was added called “ERA ID”. This is the placeholder for the identifier created in the ERA system when the RAs add the information of the intake to it. This feature will further be enhanced in future iterations.

  • On Step 1 of the intake form a state, a note question was added in parentheses next to PRIMARY SPONSOR helping the PI choose the agency with the originating source of funds. 

Bug fixes

  • The new budget template is now being created correctly in the budget folder.

  • Issues with creating an intake form was fixed by eliminating the red bar showing up when the PI tried to save the intake form.

March 2020

March 2020

Features and Enhancements

  • Budget sheet created when the intake is completed would now be the “JIG” budget sheet that is more user friendly.

  • Email will be triggered to the PI when  the RA changes the STAGE to EXECUTED which will include a survey to fill.

  • Few clean up tasks were completed which removed the names of people who no longer work for CHS 

Bug fixes

  • None

January - February 2020

January - February 2020

Features and Enhancements

  • None

Bug fixes

  • None

December 2019

December 2019

Features and Enhancements

  • Step 2 of the intake form - “ ASU Personnel” changed to “REC/RID/Allocation”  and added a note to let the user know the reason for the error due to restriction of numbers between 0-100 and a threshold of 100% must be met in order to proceed. 

  • Step 5 of the intake form to include question marks at the end of the questions to keep consistency across the form

  • Step 6 of the intake form - on the question for grant review committee, an email will be triggered when it is answered and appropriate team members notified

  • Step 3 - Add button moved to the left and “consultant” was added to the drop down choices for  project role. Subaward when chosen on this step also to reflect on the budget sheet created.

  • Step 1 - information card added to “Sponsor/submitting institution Deadline”

Bug fixes

  • None

November 2019

November 2019

Features and enhancements

Research Administrators are now able to get more accurate information and in the order needed on the Intake form with UI changes made below.

  • Step 5 now contains "Details" and Step 6 now contains "CHS services" related questions.
  • On Step 1(Overview) the title "Sponsor" was changed to "Primary Sponsor".
  • On Step 1 (Overview) the "Sponsor/submitting Institution Deadline" was moved above two steps, just below collaborating Sponsor.
  • On Step2 (ASU personnel) % sign was added next to the number for Unit allocation.
  • On Step 6 (CHS Services) verbiage to require all lines to be answered was added.

The Google Drive folder naming convention is changed to Last Name of the PI, Primary Sponsor, Project Title and Deadline date.

E.g. Morales - National Science Foundation(NSF) - Juanita's Test Project - 2019 11 25

Bug fixes

  • None

October 2019

October 2019

Features and Enhancements.

  • None

Bug fixes

  • Resolved an issue that was preventing CHS service owners from viewing grant proposals.

September 2019

September 2019

Features and enhancements

  • The form has new questions for PIs to indicate CHS Services needs.
  • CHS Services owners will receive automated emails based on responses in the form.
  • CHS Services owners have the ability to review, approve, and leave notes on proposals based on their service budget requirements

Bug fixes

  • None

Page updated on Aug 26, 2021 11:06 am MST