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ONBASE PI EXCEPTION (PIE) TRAININGAPRIL 2020-PILOTOffice of Research Affairs (ORA) and VCHS Research Service Core (RSC)
Introductions
Office of Research Affairs
Cory Davis
Jenn Bourque
VCHS Research Service Core
Ari Widjaja
Alan Perez
Eric Rosenzweig
Isabella Bryant-Parkinson
Agenda
•Pilot & Training Expectations
•PI Exception Process
•Form Demo
•Explore OnBase ePIE
•Test your own PIEs!
•Resources & FAQs
TIMELINE
PILOT EXPECTATIONS
Pilot Phase: March – June 15
• Attend April Training
• Submit PIEs through OnBase Production
• Test using OnBase QA
• Ask Questions
• Submit feedback: pulse surveys, Pilot Wrap survey, May meeting, email
Campus Rollout: June 15
PI ELIGIBILITY POLICY
No changes to existing policy (PPM 150-10).
Automatically eligible PIs:
• Members of the Academic Senate• Research Scientists
• Salaried Adjunct Professors, with the exception of the Instructor rank*
• Appointees salaried at 50% or more of full time in the Clinical Professor series, with the exception of the Instructor rank*
• Assistant, Associate and full Project Scientists serving as Co-PI with professorial and research scientist appointees*
*note conditions on eligibility
TYPES OF PIES
If an employee is in a non-eligible title code, they may submit one of three types of PI Exception requests (PIEs).
1. Normal ExceptionRequest to submit a proposal for extramural funding for an individual who is not PI eligible. *Most PIEs will be Normal Exception requests.
2. Blanket PI ExceptionRequest to submit multiple proposals over the approved period.
3. External Co-PI ExceptionRequest for faculty members from outside institutions listed as Co-PIs on an NSF UC San Diego’s proposal.
WHEN TO SUBMIT A PIE?
KR will flag if a PIE is necessary. Fund manager works with ORA with PI eligibility questions.
Title Codes Groups
Information Process a PI Exception
AutomaticallyEligible
• UCSD Employees in a title that automatically confers PI eligibility (academic senate, research scientists, etc.)
• PI Exception is NOTNecessary; no flag in KR
Eligible undercertain conditions
• UCSD Employees in a title that mayconfer eligibility if condition is met (salaried adjunct professors, 50% or greater clinical professors, etc.)
• PI Exception confirmation required; full PIE may be required; critical criteria flagged in KR
Not eligible• UCSD Employees that are NOT
eligible to submit a proposal without an approved PI Exception
• PI Exception ISNecessary; critical criteria flagged in KR
CHANGES TO PRACTICE
• PI Eligibility as critical criteria
• With the implementation of Kuali Research (KR), PIEs must be approved PRIOR to proposal submission.
• More efficient and standardized workflow
• Reduce volume of individual PIEs by using IT solution to
• eliminate full review of requests that meet conditional eligibility
• increasing use and duration of Blanket exceptions
• Delegate review of Assistant Project Scientist to Dept. Chair/ORU Director.
ONBASE PIE IMPROVEMENTS
Smart Form: Autofill data from KR records and HR data
PI Eligibility Check: immediate confirmation of automatic and conditionally eligible title codes
Workflow:Automatic routing and email notifications based on VC area
Reporting:Realtime Form Tracking
Data Analytics on all stages of the form based on VC Area, Dept. PI, FM
WHEN DO I SUBMIT A PIE?
Proposal Record is Created in
KR
Paper PI Exception Processed via email
Completed PI Exception is Uploaded
in KR
Current Process
Proposal Record is Created in
KR
Electronic PI Exception
Processed in OB
Completed PI Exception is Uploaded in
KR
New Process
Same process except paper forms are now processed in the OnBase.
PIE FORM DEMO
TEST ONBASE PIE YOURSELF!Ask questions in chat and with microphone.
LOGGING INTO ONBASE
1. Log in to VPN2. Enter the following URL into your browser:
https://obweb.ucsd.edu/AppNet/Login.aspx.3. Log in using Active Directory (AD) credentials. AD
Username defaults to ALL CAPS. AD Password remains case sensitive.
4. In left margin, click on 2nd dropdown menu that has ‘Document Retrieval’ as the default option.
5. Select ‘New Form’ option.6. Click on PIE to launch new form.
NOTE: only the form initiator needs to log into VPN. All other reviewers access the form through the emailed link.
TEST CASES
Some PD# examples to practice with:
• 25706: Assistant Project Scientist in Health Sciences
• 21502: Clinical Professor unpaid in Health Sciences (multiple appointments)
• 25383: Project Scientist in Health Sciences (add a faculty member Co-PI with title code 1100)
• 25246: Staff member in Academic Affairs
• 23568: Staff member in Marine Sciences
• 25083: Postdoc in Academic Affairs submitting an NIH K99 (update mechanism)
Test your own PIs!
REGROUP
How did it go?
What problems did you run into?
Other reactions to the form?
Other questions?
TIPS & TRICKS
• Start a KR record first
• Use Lookups
• Complete the form in order
• Reset the form prior to making changes
• 1-person & 1-form at a time
• Reference the End User Manual
RESOURCES
Blink PIE site
blink.ucsd.edu/research/finding-funding/pi-eligibility.html
PIE OnBase End User Manual & Slides
blink.ucsd.edu/research/finding-funding/pie-onbase.html#Resources
Email Support
Technical Questions – hsrsc.ucsd.edu/help/ (Ari, Alan, Eric)
Policy and Process Questions – [email protected] (Cory)
FAQS
How is the OnBase process different from the previous paper process?
The basic process remains the same. OnBase simplifies the data entry, routing, and approval.
How does this work with KR?OnBase and KR are two independent systems. KR data is pulled into Cognos each night, which is then pulled into OnBase.
What happens after the OnBase process (once the PIE is approved)?Notifications will be sent out with a link to the final PDF. Fund managers will need to upload the approved PIE into KR.
NEXT STEPS
• Submit real PIEs (OnBase Prod) • well ahead of deadline
• Work with PIs and reviewers
• Submit blanket requests (Assist. Project Scientists, etc.)
• Keep testing the form (QA)
• Encourage colleagues in your unit to attend training
• Send Feedback
