OSP Service Tracker (OST) OSP Service Tracker OSP | Jul 2018 OSP Service Tracker (OST) Guidelines for DLC Users OST is a web-based tool for DLC Administrative staff to request and

OST:OSPServiceTracker OSP|Jul2018

OSP Service Tracker (OST) Guidelines for DLC Users

OSTisaweb-basedtoolforDLCAdministrativestafftorequestandtrackpost-awardservicesfromtheOfficeofSponsoredProgramsforAwardsandInstituteProposalsinKualiCoeus.Note:thefollowingawardactivitieshaveseparaterequestmechanismsandshouldnotbesubmittedviaOST:

• Requestsfornewsubaward(Subawardrequisitionprocess)• Requestsforinvoices(shouldgotoVPF)• Revisedbudgets(routedasproposalsinKC)

TheDLCFinancialPrimaryAuthorizerassignsOSTrolesforadministrativestaffintheMITRolesDatabase.TherearetwoDepartmentroles:

• OSTDEPTSPECIFICADMINKCàAuthorizationsforassignedunitonly.• OSTDEPTADMINKCàAuthorizationattheassignedunitandalltheunitsbelowit.

Note:dependingonhowyourDLCchoosestosetuproles,informationsubmittedinOSTmaybeviewablebyalloftheOSTAdministratorsinyourDLC.Inthatsituation,confidentialinformationshouldnotbeincludedinanOSTrequestand,ifnecessary,maybesentbyseparateemail.

ConnecttotheOSPServiceTrackervia:https://ost.mit.edu*OSTusesTouchstonetoauthenticateusers.InternetExplorerisnotasupportedweb-browserforOST.

OSTDashboardWhenyouaccessOST,theOSTDashboarddisplaysallowingyoutocreaterequests,viewactiverequests,andsearchforresolvedrequests.

1. Create:clicktocreateanewservicerequest

2. AdvanceSearch:searchActiveandResolvedticketsbystatus,awardnumber,requesttype,etc.Narrowyoursearchbyusingmultiplefields.Usetheasteriskwildcard*tosearchwhenenteringincompletedata.

3. QuickSearch(SearchyourticketsbyID):enterassignedIDnumberforarequestthatyoucreatedorareanassignedWatcher.

4. LogoffandOSTHelp:Click tologout/login.Click?toaccessOSTHelp.

5. DownloadasExcel:downloadspreadsheetofrequestsasdisplayedinDashboardorsearchresults.

Authorizations

AccessOSTviatheweb

1 22

3 4

5


OSTDashboardhastwotabs:MyRequestslistsallactiverequestsyoucreatedorhavebeenassignedasWatcher.Oncearequestisresolved,itnolongerdisplays(youmaysearchbyIdnumberorAdvancedSearch).

AllRequestslistsallactiveservicerequestsintheunitswhereyouhaveOSTauthorization.

§ Bydefault,listsaresortedbyUpdated(dateandtime)withthemostrecentitemslistedfirst.§ Re-sortthelistbyclickingothercolumnheadings,i.e.Type,Status,Priorityetc.§ StatusprovidesadditionaldetailwhenatOSP(AtDLCindicatesyouareassignednextaction)§ PriorityiconindicatesHigh,NormalorLowpriorityforeachrequestinthedashboard.§ ClickanywhereontherequesttoopenDetails.

§ Id–Numberassignedtosavedorsubmittedrequest.Clicktovieworeditrequest.

§ Type–Awardactivitythatwasselectedfortherequest.

§ Subject–FreetextfieldwithdetailsaddedbyReporter.

§ Department–Unitnameforrequest.

§ CA–ContractAdministratorassignedtorequestbasedonDepartment.

§ Status–requestprocessingdetailsand/orassignment,including:

DLC-NotSubmitted–Draftsavedbutnotsubmitted.

AwaitingCAReview–RequesthasbeensubmittedandemailnotificationsenttoContractAdministratorlisted,requestappearsinCAOSTDashboard.

AtOSP-Processing–OSPContractAdministratorreviewedtherequestandassignedittohis/herselforotherOSPstaffmemberforprocessing.Forexample,theCAmayassigntherequesttoanAssistantContractAdministrator(ACA)orotherOSPstaffforprocessing.Viewrequestdetailstoseethenameofthepersonassignedtheticket.

AssignedtoPOPS–OSPContractAdministratorreviewedtherequestandassignedittothePOPS(Post-AwardOperations)teamforprocessing.

AtDLC–You(DLC)areassignedtotakeactiononrequest.Clicktoopenandviewrequestdetailsforinformationonrequestedactionforprocessing.

AwaitingOSPVerification–RequesthasbeencompletedbyassignedOSP/POPS.TheContractAdministratorwillreviewtherequestandmarkResolved.Note:Resolvedrequestsdonotappearinthedashboard(youwillgetanotificationwithalinktotherequest).

§ Updated–Dateandtimewhenrequestwaslastupdated(defaultsortdisplaysmostrecentlyupdatedrequestsatthetopofthedashboardlist).

§ Priority–Coloriconindicatespriority,high,normal,low,foreachrequestinthedashboard

Priorityicon

Sort

AssignedIDnumber


View/EditServiceRequestDetailsAccessdetailsbyclickingontherequestintheDashboardorthelinkprovidedinanOSTemailnotification.TheDetailsscreendisplaysrequestdataandprovidesoptionsforfurtheractions.ActionButtonsappearintheredbarsaboveandbelowthemainsectionofthescreen.ActionsavailabletoDepartmentAdministrators:

§ Notify:EnternamesofRecipientswhowillreceiveemailnotificationwithalinktoviewtherequest(recipientsmusthaveavalidMITcertificatetoaccessthesystem).Messagetextenteredisnotincorporatedintotherequesthistorybuttheperson’snamewilldisplayasaWatcher.

§ Reopen[Resolvedrequestsonly]:Reopenarequestforadditionalwork,makingitactive,returningittothelistofopenitemsunder“MYREQUESTS”withthestatusAwaitingCAReview.

§ Save[draftoreditedrequestsonly]:Whenfirstused,createsadraftrequestwithassignedIdandStatus“DLC-NotSubmitted”.Duringediting,saveschangesmade.

§ Submit[draftor“AtDLC”requestsonly]:SubmittotheOSPContractAdministratorforreview,assignmentandprocessing.

§ Delete[draftrequestsonly]:Permanentlydeletedraft/unsubmittedrequest(willnotdisplayinMyRequests).

§ Edit:Usetomakechangestothegeneralfieldsoftherequest(notnecessaryforaddingcommentsoruploadingattachments).

§ Dashboard–exitrequestandreturntotheDashboard.Apop-upwindowwillpromptyoutosavechangesifneeded.

Detailsscreenisdividedintotwosections:MainData(1&2)andInfo-boxes(3,4,&5)ontheright.

1. General-DisplaysrequestID#,Priority,Status,Subject,Award/IPDetails,Category,Type,Department,DescriptionandAttachments.o Status:Indicatesstageinprocessingandwhoisassignedtotakethenextactionontherequest.Whena

requestissubmitted,theinitialstatusis“AwaitingCAReview”.LengthoftimetherequesthasbeeninthatStatedisplaysinparenthesis.

o Attachments:Thumbnailofattachmentsallowspreview.Clickthe+Addicontouploadattachmentsatanytime.

ß Action Buttons à


2. Comments/History–OncetherequestisSaved,theComments/Historydisplaysactionsandnotesenteredon

therequestinchronologicalorderwiththeusernameandtimestamprelatedtoeachaction.o Comments:clicktheAddNoteiconandatextboxwilldisplay.EntertextandclicktheAddbutton.A

notificationwithcommentswillbesenttotheassignedOSPAdministratorandWatcherswithoutchangingthestatusoftherequest.

o History:viewactionsthathavebeentaken(withoutcomments).

• People:DisplaysReporter(creatoroftherequest),currentOSPAssignee(OSPstaffcurrentlyworkingonrequest),ContractAdministrator(OSPCA)andWatchers(numberinparenthesis).ClickWatcherstoviewcurrentwatchersorAddWatchers(typeKerberosorlastnameintextbox).AWatcherisnotrequiredtotakeactionbutwillreceivenotificationsandmayaddComments.WatcherscanremovethemselvesfromtheWatcherlist.

3. Dates:DisplaysthetimestampsfordateCreatedandthedatetherequestwaslastUpdated.

4. Duration:DisplaystheaggregatedTotaltimeinOSPstatusandTotaltimeinDLCstatus.

TheShowhistorylinkdisplaysalistofthestatus,theuserthattooktheaction,theactiontakenthatchangedthestatusandthetimethattherequeststayedinthatparticularstatus.

EmailNotifications

ActionstakeninOST(submit,assign,addattachments,addnotes,resolve,re-open,etc.)generatenotificationstotheindividualslistedintherequestanditsWatchers.Emailnotificationsprovideabriefdescriptionoftheactiontakenandalinktoopenrequestdetails.TheseemailsprovideawaytoinformyouofprogressonyourrequestswithoutforcingyoutobeloggedintotheOSTsystem.

ClicklinktoOSTrequest

Clicktoview/addWatchers

ClicktochangeDLCReporterperstaffchanges/coverage.


CreateaServiceRequest1. ClicktheCreatebuttononthedashboardtobeginanewservicerequest.

Anewrequestscreenwilldisplay.ActionButtonsappearintheredbarsaboveandbelowthemainsectionofthescreen.ActionsavailabletoDepartmentAdministrators:

§ Save–Savechangeswhilecreating/editingarequest.Tosaveadraft,clickSavethenclicktheDashboardbuttontoexittherequest.ThesavedrequestwilldisplayinMyRequestswiththeDLC-NotSubmittedstatus.Lateryoucanopen,editandsubmit.

§ Submit–ClicktosubmittotheOSPContractAdministratorforreview,assignmentandprocessing.

§ Dashboard–ExitrequestandreturntotheDashboard.Apop-upwindowwillpromptyoutosavechangesifneeded.

Create RequestMainscreen

2. Requiredfieldsaremarkedwitharedasterisk*.

§ Priority–DefaultstoNormal.UseradiobuttonstoselectHigh,Normal,orLowrequestpriority.ColoriconwilldisplayinDashboardandtextwillappearinnotificationemail.

§ Status[displayonly]–beginsasDLC-NotSubmitteduntilrequestissubmitted.

§ Subject*–EnterasubjectthatwillbeusefultoyouwhenviewingrequestsintheDashboard(maywanttousetheAccountnumber,PIorotherhelpfuldescriptor).

§ Linkto–SelectAwardorInstituteProposalfromthepull-downmenu.TosearchforanAward,selectActive(default)orAllradiobutton.EnterAward/IPdata(i.e.,AwardorIPnumber,Account,PI,AwardTitle,DepartmentName/Number,thenselectfromthedisplayedoptions(donotuse*wildcard).

Onceselected,clickthecurvedarrowtoopentheAward/IPinanewtaborclickthetrashicontodelete.

Click to Save draft

ß Action Buttons à

ß Action Buttons

Clicktoopenawardinnewtab


OncetheAwardorInstituteProposalislinked,youcanclickonAward/IPtoviewadditionaldetails,includingAnticipatedTotal,AuthorizedTotal,ObligatedStart,ObligatedEnd,andFinalExpiration.

§ Category–(optional)selectAwardActivityorPOPSfromthepull-downlisttonarrowtheTypelist.LeaveasPleaseSelecttoviewthecompletelistofTypes.

§ Type*–clicktoselectfromthepop-uplist.BesuretoselectthecorrectTypeasrequirementsintheDescriptionwillbebasedonyourselection.Clickonthelinkicon toopenrelatedOSPdocumentationinanothertab/window.

§ AwardArrivalDate[displayonly]–UsedbyOSPonlyforSignature–KCNOA.

§ Department*–DefaultstoyourhomeunitbutallowsyoutoselectotherdepartmentswhereyouhaveanOSTadminrole.

§ Description*–BasedonselectedType,theDescriptionwilllistrequiredinformationthatyoumustprovidetocompleteyourrequest.Enterrequesteddataandanyadditionalinformationthatyouwouldliketoinclude.Thereisnovalidationoninfoentered.

Attachments

§ Attachments–Click+Addtoselectanduploadanattachment.IntheAttachmentDetailspop-upwindow,clickChooseFilesandselectthefile(s)toupload.AddtexttotheCommentfieldaswanted.ClicktheSavebuttonandtheuploadedattachmentsandrequestwillbesaved.PleasenotethattakinganyactioninOSTallowsyoutosimultaneouslyaddattachmentsandcomments.

POPS category includes Types for Kuali Coeus request forms

currently located on kc.mit.edu/forms-requests

Filesselectedtouploadasattachments

Uploadedattachmentsdisplayasthumbnailsforpreviewinthemainscreen

DeleteattachmentonUnsubmitted/draft


PeopleInfopanel

§ Reporter–DLCadministratorcreatingandtrackingrequest.Thisfieldcanbeeditedbytheadministrator.

§ OSPAssignee[displayonly]–BlankuntilOSPContractAdministratorassignstoselforotherOSPstaff.

§ ContractAdministrator[displayonly]–OSPContractAdministratorfortheselectedDepartment.

§ Watchers()-Clicktoaddorviewcurrentwatchers(typeKerberosorlastnameintextbox,select,thenclickSave).AWatcherisnotrequiredtotakeactionbutwillreceivenotificationsandmayaddComments.WatcherscanremovethemselvesfromtheWatcherlist.

Save/Submit

3. Tosaveadraftforcompletionlater,clicktheSavebuttonintheupperleftofthescreen(clickDashboardto“close”therequest).

4. ClicktheSubmitbuttontocompletetherequest.Apop-upwindowwillpromptyoutoconfirmtheyouwant

tosubmittherequest.ClickSubmit(youmayalsouploadanattachmentandcomment).

AgreenPop-upwindowwillindicatethattherequestwassuccessfullysubmitted.ThesystemwillautomaticallysendanotificationtotheOSPAssignee.

Note:Ifyoudecidenottosubmitthedraftrequestforprocessing,clicktheDeletebuttontopermanentlydeletetheservicerequest.YouwillbepromptedtoconfirmdeletingtheServiceRequest.


AdvancedSearchAdvancedSearchallowssearchingofactiveandresolvedrequestsbasedonanumberofcriteria,includingType,Status,Reporter,Dateranges,OSPAssignee,andAccountNumber.Youmaysearchbymultiplefieldstonarroworexpandyourresults.

Note:Usetheasterisk*asthewildcardwhensearching.

1. ClicktheAdvancedSearchbuttononthedashboard.

TheAdvancedSearchscreenwilldisplaywiththefollowingsearchfields:

§ SearchText–EnterspecifictermsyouwanttosearchforintherequestDescriptionorComments,usetheasterisk*aswildcard.

§ Id–EnterrequestId,useasterisk*aswildcardtoenterincompletenumber.§ Category–SelectAwardactivityorPOPStolimitsearchtoTypeswithinselectedcategory.§ Type–ClickcheckboxforoneormoreTypetosearchforrequestsmatchinganyoftheselected§ Subject–EntertermsusedintheopentextSubjectfield,usetheasterisk*aswildcard.§ Status–ClickcheckboxforoneormoreStatustosearchforrequestsmatchinganyoftheselected§ Reporter–Enterlastname,firstnameofperson,usetheasterisk*aswildcard.§ OSPAssignee–Enterlastname,firstnameofperson,usetheasterisk*aswildcard.§ ContractAdministrator–Enterlastname,firstnameofperson,usetheasterisk*aswildcard.§ AwardArrivalDate[toandfrom]–DatesenteredbyOSPwhensendingNOAforsignature§ CreatedDate[toandfrom]–EnterdaterangeforwhenOSTrequest(s)werecreated§ ModuleItemKey–EnterAwardorInstituteProposalnumber,usetheasterisk*aswildcard.§ AccountNumber–Enteraccountnumber,usetheasterisk*aswildcard.§ Sponsor–Entersponsorname,useasterisk*aswildcard§ Department–Enterdepartmentname,useasterisk*aswildcard.

Help/FeedbackForquestionsorproblemsusingOST,emailra-help@mit.edu.PleaseincludeyourNameandContactInformationinyouremail.

Pleaseusethe“SendFeedback”linkatthebottomoftheOSTscreentosendsuggestionsforenhancements.

Documents

OSP Service Tracker (OST) OSP Service Tracker OSP | Jul 2018 OSP Service Tracker (OST) Guidelines for DLC Users OST is a web-based tool for DLC Administrative staff to request and