Creating Grant Proposals in PeopleSoft

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Creating Grant Proposals in PeopleSoft

• Getting Started

Created in conjunction with Training
Development and Information Systems
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Todays Agenda

• Overview
• Navigating PeopleSoft
• UF Start Proposal Page
• Budget Line Summary
• Submitting a Proposal

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Objectives

• By the end of this session you will be able to
• Create a grant proposal using the UF Start
  Proposal Page
• Create a proposed budget for a grant using the
  budget line summary
• Submit a completed proposal

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Prerequisites

• Basic Web Navigation Skills
• Working knowledge of grant proposal development
  at the University of Florida

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Navigation Tips

• Sign in through the MyUFL Portal page
• Use GatorLink ID and password

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Navigation Tips

• Main navigational tools
• Left-Hand Expanding Menus

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Slide Title
Navigation Tips

• Main navigational tools
• Left-Hand Expanding Menus
• Folder Tabs

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Navigation Tips

• Main navigational tools
• Left-Hand Expanding Menus
• Folder Tabs
• Hyperlinks at bottom of page

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Navigation Tips

• Avoid using the back button
• Back button often fails to produce the desired
  results
• Instead, use the navigational tools noted above

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PeopleSoft Benefits

• Query a central database to create reports easily
• Pull faculty information from HR data
• Reduce amount of calculation needed to complete a
  grant

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UF Start Proposal Page

• Create a grant proposal using the UF Start
  Proposal Page

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Start Proposal Page

• Key Points to remember
• Enter information on page from top to bottom
• You must finish the page and create the proposal
  in one sitting
• Before beginning the UF Start Proposal process,
  you will want to know the Total Budget and FA
  Rate being requested for the proposal.

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Start Proposal Page

• Key Points to remember
• An asterisk () next to a field label designates
  a required field.
• Information entered here will populate the
  proposal page tabs you will edit and add
  information from that location.
• At the end of the UF Start Proposal process,
  write down the system assigned Proposal and
  Project s.

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To Begin

• Begin at MyUFL Portal page (my.ufl.edu)
• Sign on using GatorLink ID and password
• Grants gt Proposals gt UF Start Proposal

For todays training use http//patrn.erp.ufl.e
du along with the ID and password provided by the
instructor
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my.ufl.edu For todays training use
http//patrn.erp.ufl.edu
Enter GatorLink Username and Password For todays
training use ID and password provided by the
instructor
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Using left-hand navigation, click Grants gt
Proposals gt UF Start Proposal.
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• Type in due date or use calendar feature to
  choose date.

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If you use the calendar feature to enter date
first choose the year, then select month, then
click on the specific date you need.
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Use drop-down list to identify due date type.
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Use Lookup to enter Principal Investigator
Employee ID or type ID directly in field. This
lookup pulls from HR data and displays only
employees who are eligible to act as a PI.
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Please note There is a search feature in this
lookup. We will discuss the search functionality
in a moment.

• Select Principle Investigator by clicking on ID

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• Enter Short Title of proposal (field limit of 56
  characters) and, if necessary, Long Title.

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Enter Sponsor ID or use Lookup to enter Sponsor
ID.
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Use the advanced lookup for more search options.
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To search by part of a name, click the drop down
next to the name field and choose contains.
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Type a word from the name or even a part of a
word.
Click the lookup button
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Select the sponsor by clicking either the ID or
the name
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Use drop-down list to enter proposal Type.
Use Lookup to enter Purpose (Research,
Instruction, Extension, etc.)
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Type date or use calendar feature to enter
proposed start date for the project and proposed
end date for the project.
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If the proposal is the result of a solicitation,
enter that information (RFP Number, etc.) in this
section. These fields are free text.
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If the proposal is related to a previous award
(supplemental, competing continuation, or
renewal), enter information related to that award
here. The Business Unit for sponsored research is
GRANTS.
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If you did a pre-proposal, enter the number in
this field.
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Is this a resubmission? If so, change the N to Y
in the comments section.
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If different proposals are being submitted to the
sponsoring agency jointly, enter the information
for the related proposals in the information
section.
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Remember, to add another related proposal, simply
click the add-a-row button.
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When cost sharing is required by the sponsoring
agency, check the Required by Sponsor box.
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Who has approved the cost sharing? Use the
lookup to enter Employee ID of approver. Use
calendar function or type in the date of
approval.
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What is the funding source for the cost sharing?
The Department? The College? Type that
information in the source field.
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Both Transmission Code and Mailing Instructions
are required fields. You must enter some
information in the Mailing Instructions section.
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Please note It is important to enter
Institution ID before Department in this Project
header section. Enter Institution ID
identifying either IFAS, Engineering, or Main.
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Every proposal must have a primary project.
Checking this box denotes the project as Primary.
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Use the Lookup or type in Department ID and
Department Contact (if applicable) ID. The
College field should populate automatically based
on the Department selection.
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List the personnel who will be working on the
project.
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Use the add-a-row button to add project personnel
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Use the Lookup or type the Employee ID and Dept
ID.
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Use the drop-down to choose the appropriate role.
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Clicking the Lookup under Certification Code
provides a list that includes brief descriptions
of each certification.
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Under Indicator, you must say whether or not a
certification is required for each category.
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For conflict of interest, identify the
professional associated with the COI
certification by putting their Employee ID number
in the exemption number field.
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If the proposal requires additional
certifications, click the add-a-row button
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Use the lookup to choose the certification code.
Do not duplicate codes.
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You can add professionals, departments, or
centers using the add-a-row button, but the
totals must not exceed the limits noted.
Enter FA allocations in this section
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The Begin Date and End Date fields will populate
automatically based on the dates entered in the
proposal header section.
You can adjust these periods by changing dates
and using the add-a-row button or delete-a-row
button.
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You must fill in the Target Sponsor Budget
amount.
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Enter Rate Type (such as On-Campus Research,
Off-Campus Research, On-Campus Instruction, etc.)
and FA Base (such as Total Direct Cost, Modified
Total Direct Cost, Salary, etc.)
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Lookup results for Rate Type click an option
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Click lookup to choose correct FA Base.
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Based on the choices for Rate Type and FA Base,
the Facilities and Administrative Rate Percent
and Rate Effective Date populate automatically.
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If you need to adjust the rates, type correct
percentages in fields below. Do not change the
Rate Effective Dates leave them as is.
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To add another project, click on the expand arrow
for Project 2 and enter the project information.
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Click the Create Proposal button
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Review

• T or F If necessary, I can save information on
  the Start Proposal Page and return later.
• T or F If I have multiple COI certifications,
  all must be labeled COI1.
• T or F On the Project Header, I enter
  Institution before Department.

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Activity

• Creating a grant proposal using the UF Start
  Proposal Page

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Budget Line Summary

• Create a proposal budget using Budget Line Summary

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Budget Line

• Key Points to Remember
• You can return to the Budget Line Summary by
  using the navigation
• Grants gt Proposals gt Budget Line Summary

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Budget Line

• Key Points to Remember
• PeopleSoft initially adds lines in increments of
  10 (10, 20, 30, 40, etc)
• You can add lines between existing lines using
  the add-a-row button

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Budget Line

• Key Points to Remember
• Total Sponsor Budget on this page should equal
  the amount entered for Target Sponsor Budget from
  the UF Start Proposal Page
• You cannot change the category for a line once
  you have entered it. Instead, you will need to
  delete the row and add a new row

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Demonstration

• Grants gt Proposals gt Budget Line Summary

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Type in or use the Lookup to select the category
for line 10.
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Choose a category
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You can enter the amount directly into the Total
Direct field. In many cases, you will want to
use the Details button.
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Click the Row Number Lookup to choose the
employee.
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Only those employees listed on the project will
show up on this list. Click to select the
appropriate employee.
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The employees information will automatically
populate (ID, Empl Rcd, Job Code, Role, and Rate
Type, Salary Information, and Fringe amounts)
based on your selection.
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If the professional has multiple jobs, you will
need to click the Lookup for Empl Rcd and choose
the appropriate job code.
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Adjust the Beginning and Ending dates to reflect
the period the person will be working on the
project.
Adjust the Effort Pct field to reflect the
percentage of that persons total time she or he
will be spending on the grant.
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Please note the date defaults in at 1901 so you
will need to enter the date you anticipate the
COL increase becoming effective.
Cost-of-living increase percentage defaults in at
3, you may want to adjust that accordingly.
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Totals will recalculate based on changes in
fields above
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Click the add-a-row button to enter
information for each additional employee working
on the grant.
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Please note after clicking the add-a-row button,
the page displays only the employee being added.
To see personnel details for all employees click
the view all button.
Click the ok button to return to the budget line
summary.
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To add a new line, click add-a-row button.
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Budget amounts, including both direct costs and
FA, will calculate and recalculate automatically
based on your selections
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Save the page.
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Review

• T or F There is no way to view all of your
  personnel detail records at the same time.
• T or F For each additional professional, add a
  PERSON line to the Budget Line Summary.

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Activity

• Create a proposal budget using Budget Line Summary

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Submitting a Proposal

• Submit a proposal into workflow using PeopleSoft

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Proposal Submission

• Key Points to Remember
• There is one required field submit status
• change the submit status field to submitted
• confirm other information on page
• click save button

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Proposal Submission

• Key Points to Remember
• Once submitted, the proposal enters workflow. It
  will show up on the next level approvers
  worklist.
• Use the following navigation
• Grants gt Proposals gt Submit Proposal

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Demonstration

• Grants gt Proposals gt Submit Proposal

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Use drop-down to change Submit Status to
Submitted.
Click the Save button at the bottom of the page.
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Note Standard warning appears
If you are ready to submit the proposal, click ok.
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Review

• T or F In order to submit a proposal, simply
  change submit status and click save.
• T or F If you get a message after saving, you
  have made a mistake

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Activity

• Submit a proposal into workflow using PeopleSoft

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What We Did Today!

• Created a grant proposal using the UF Start
  Proposal Page
• Created a proposed budget for a grant using the
  budget line summary
• Submitted a completed proposal

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Want More Practice?

• For additional practice, you will have access
  tohttp//pilot.erp.ufl.edu
• Use GatorLink ID and password
• Grants menu available in about 5 business days

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Thank You!