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Grant Management
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
Release Notes
CHS IT performs monthly updates and fixes to the application which are noted below.
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
Last page update: February 26, 2021 - 2:42pm