PeopleSoft Grants Basics Training Guide

PeopleSoft Grants Basics Table Of Contents

Logging In to PeopleSoft Grants ................................................................3 General Information ....................................................................................3 Establishing Proposals

Proposal header and non-financial information.................................4 Budget Set-Up Budget Header............................................................................12 Budget Line Summary................................................................13

Printing signature page ......................................................................16 Copying A Proposal .....................................................................................18 Maintaining Professionals ...........................................................................19 Setup Procedures in Maintain Professionals .............................................27 Maintain Professional Reports ...................................................................28 Appendices

Appendix A - Minimum Data Entry Required Before Saving ..........30 Appendix B – Establishing Proposals Example.................................31 Appendix C – Course Itinerary ..........................................................35 Appendix D – Course Evaluation ......................................................36

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Logging Into PeopleSoft Grants

1. Select: Start >UM Peoplesoft Training > Financial Training Databases > Financial Training DB 1

2. A log-in dialog box will appear – Enter “CGRANT” and the number on your computer for the username (example: “CGRANT42”)

3. Enter the same thing for the password (example: “CGRANT42”) 4. Click “OK” 5. Once PeopleSoft opens – maximize the PeopleSoft screen by clicking the

“Maximize” icon in the upper right hand corner of the screen. General Information The overall process In order to establish a proposal, you will take the following steps:

1. Create a proposal header and fill in other non-financial information. 2. Create a budget header and budget line summary. 3. Print signature page and turn in to OSPA along with proposal, appropriate number

of copies, and other supporting documentation. OSPA will then submit your proposal to the agency When the award comes in, submit to OSPA for review/account set up The first point at which you can save and record the proposal number is after completion of the Checklist Panel. You can save as often as you like after that point. Minimum input required to save is found in Appendix A. For security purposes, PeopleSoft times you out after 30 minutes of inactivity. Complete Training Guides and FAQ’s are posted at: http://www.research.missouri.edu/web_research/external_funding/index.html - follow the PeopleSoft links.

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Establishing Proposals In order to establish a proposal, you will take the following steps:

1. Create a proposal header and fill in other non-financial information. 2. Create a budget header and budget line summary. 3. Print signature page and turn in to OSPA.

1. Create a proposal header and project profile

1. Select: Go > Administer Grants > Establish Proposals 2. Select: Use > Proposal > Header > Add 3. Select the appropriate Business Unit (Columbia [Colum] in most cases). Leave the default criteria in the Proposal ID- PS Grants will assign next proposal number. 4. Enter appropriate Version ID:

V1 = New/renewal proposals C1 = Continuation with new ChartField A1 = Amendments S1 = Supplements (A2 would be second amendment, S2 the second supplement, and so on)

Header Panel The Header panel enables you to provide information about the title, sponsor, and dates of the project. There is also the capability to provide additional information about your proposal that would be of great value to you and your department, and save time in follow up inquiries by providing background information to the Sponsored Program Office.

Header Panel Fields and Descriptions Version Description Enter the description for this version (New or Renewal). Once the proposal is saved

the first 20 characters of the short title will default. Unit PeopleSoft populates the Business Unit based on what you selected in Step 3. Due Date Required field. PeopleSoft populates today’s date. Override if necessary by

entering the appropriate due date or selecting the appropriate due date from the drop-down list box.

Date Type Required field. Enter or select the appropriate date type from the drop-down list box. Blank means self imposed.

Time This is an optional field. If desired, enter the time. Time Zone This is an optional field. If desired, enter the time zone or select one from the drop-

down list box.

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PI EmplID Required field. Enter the PI’s EmplID or select one from the drop-down list box. If PI is not in the drop-down list, contact the Sponsored Programs Office.

PI Name This field will populate when you tab out of the PI field, or you may enter the PI’s name in this field using the standard PeopleSoft naming convention of Last,First Middle Initial.

Short Title Required field. Enter as many of the characters of the title as will fit. Maximum of 56 characters.

Long Title Required field. Click on the magnifying glass button to enter the full title of the project even if it all fit in the short title field.

Sponsor Required field. Select Sponsor from the drop-down list box, if the sponsor is not listed, select Unlisted Sponsor 1.

Budget Express DO NOT USE.

Type Defaults to New. Override if necessary by entering the appropriate Type or selecting one from the drop-down list box.

Purpose Required field. Enter the purpose of the proposal or select one from the drop-down list box.

Status Defaults to Draft—DO NOT CHANGE. Begin/End Dates Required field. Enter actual Begin/End Dates or select the dates from the drop-

down list box. The dates are for the entire duration of the proposal, if a multi year proposal.

NIH Modular Grant Place a checkmark in the checkbox if applicable. F&A Cost Requested Defaults checked—DO NOT CHANGE. Foreign Application/ Component

Place a checkmark in the checkbox if applicable.

Additional Info If applicable, enter or select a category from the drop-down list box. When you do

this a button that looks like this will display. Click on it and a dialog box will appear enabling you to provide additional information depending on the category selected. Complete the pertinent information and click OK.

Projects Panel The Projects panel enables you to provide information about the department(s) involved.

Project Panel Fields and Descriptions

Proposal Defaults to NEXT. A proposal number will be assigned when the proposal is saved. The appropriate proposal number will be shown here if you have accessed a previously saved proposal.

PI PeopleSoft populates the PI name from the Header panel. Version ID PeopleSoft populates the Version ID based on what you selected in Step 3. Unit PeopleSoft populates the Business Unit based on what you selected in Step 3. Project Defaults to NEXT. A project number will be assigned when the proposal is saved. Primary Required field. Place a checkmark in this checkbox. Short Title PeopleSoft populates the Short Title from the Header panel.

Long Title PeopleSoft populates the Long Title from the Header panel when the proposal is saved.

Department Required field. Enter the lead department’s DeptID for the proposal or select one from the drop-down list box. The purpose is assigned at the DeptID with the PCS coding.

Institution ID Required field. Enter the Institution ID or select one from the drop-down list box.

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Dept Contact DO NOT USE. Dept Rep DO NOT USE. Subdivision Required field. Enter or select from the drop-down list box the same DeptID in

Subdivision as Department (below). Department Defaults the DeptID from the Department field above. % Share Default 100. DO NOT CHANGE. When you tab out of this field the Total % field is

populated. (NOTE: Shared credit is not identified and detailed on this panel, but on the UM Credit Pnl tab in this panel group.)

Total % Total must equal 100—Defaults from the % Share field. Location PeopleSoft populates the Location based on DeptID selected.

Department. Share Comments

DO NOT USE.

Resources Panel The Resources panel enables you to provide information about resources that you have available to use on the project as well as those you will need to obtain to work on the project. Subrecipients and co-investigators (if any) are listed here. Additional people involved on the project can be listed here if you want to include detail about them in the budget.

Resources Panel Fields and Descriptions

Proposal Defaults to NEXT. A proposal number will be assigned when the proposal is saved.

The appropriate proposal number will be shown here if you have accessed a previously saved proposal

PI PeopleSoft populates the PI name from the Header panel. Version ID PeopleSoft populates the Version ID based on what you selected in Step 3. Unit PeopleSoft populates the Business Unit based on what you selected in Step 3. Project Defaults to NEXT. A project number will be assigned when the proposal is saved. Res Nbr PeopleSoft populates the Resource Number.

Click to insert additional rows as needed to add additional resources. When additional lines are inserted, the number increases incrementally by one.

Resource Type Select the appropriate Resource Type from the drop-down list box as needed. Insert additional lines for each resource. Please provide information about the resources you have and additional resources you will need for your proposal to be carried out. The Resources that you have will be printed on the NIH forms page and eventually on other sponsors’ forms as those become available.

Long Edit Box Enter as much additional information as needed to clarify the resource type you selected.

Subrecipients Seq Nbr

PeopleSoft populates the Subrecipients Sequence Number.

Click to insert additional rows as needed to add additional subrecipients. When additional lines are inserted, the number increases incrementally by 10.

Vendor number Enter the vendor number for the proposed subrecipient or select from drop-down list box.

Vendor name Vendor name fills in when vendor number is selected.

Vendor Details Click this button to enter subrecipient details as needed.

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Vendor Location Click this button and select appropriate location from the drop-down list box.

Vendor Contact Information

Click this button and select appropriate contact sequence from the drop-down list box.

Seq Nbr PeopleSoft populates the Sequence Number. Click to insert additional rows as needed to add additional professionals. When additional lines are inserted, the number increases incrementally by 10.

ID PI information defaults from the Header panel. Enter the EmplID for the Co-PI’s, Co-Investigators, and other individuals you wish to have listed specifically in the budget.

Name PeopleSoft populates the Name when you tab out of the ID field. Role PeopleSoft populates the Role when you enter information in the Detail dialog box

(below).

Click this button to enter necessary information in the Detail dialog box.

Location Panel NOTE: Use this panel only if you are completing NIH application forms. (See the NIH example in the Appendix for instructions and details.) The Location panel enables you to enter your campus address. Reports Panel The Reports panel enables you to enter the abstract for the project.

Reports Panel Fields and Descriptions

Proposal Defaults to NEXT. A proposal number will be assigned when the proposal is saved. The appropriate proposal number will be shown here if you have accessed a previously saved proposal

PI PeopleSoft populates the PI name from the Header panel. Version ID PeopleSoft populates the Version ID based on what you selected in Step 3. Unit PeopleSoft populates the Unit based on what you selected in Step 3. Project Defaults to NEXT. A project number will be assigned when the proposal is saved. Grants Report Type Required field. Enter or select Abstract from the drop-down list box. This function

may be used for other documents, but the abstract is required. Long Edit Box Enter the abstract for this proposal. If choosing another report type enter as much

information as needed. Note that you can cut and paste from other documents into this field.

Key Words Panel

The Key Words panel enables you to provide key words regarding your project. At least one Key Word is required.

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Key Words Panel Fields and Descriptions PI PeopleSoft populates the PI name from the Header panel. Version ID PeopleSoft populates the Version ID based on what you selected in Step 3. Unit PeopleSoft populates the Unit based on what you selected in Step 3. Key Words Required field. Enter or select at least one key word from the drop-down list box.

Click to insert additional rows as needed to add additional key words. If you need a key word that is not in the list, send an email request to your Sponsored Programs Office (grantsdc@missouri.edu) listing the key word and the desired description of the key word and they will add it.

Description PeopleSoft populates this field when you tab (or mouse click) out of the Key Words field.

UM Cert Panel

The UM Cert panel enables you to enter information about animal and human experimentation, as well as other certifications needed for your project. You may return to this panel at a later date to view the status of the approvals for these certifications.

UM Cert Panel Fields and Descriptions Proposal Defaults to NEXT. A proposal number will be assigned when the proposal is saved.

The appropriate proposal number will be shown here if you have accessed a previously saved proposal

PI PeopleSoft populates the PI name from the Header panel. Version ID PeopleSoft populates the Version ID based on what you selected in Step 3. Unit PeopleSoft populates the Unit based on what you selected in Step 3. Project Defaults to NEXT. A project number will be assigned when the proposal is saved.

The appropriate project number will be shown here if you have accessed a previously saved proposal.

Certification Code When you click in this field a drop-down arrow displays. Enter or select the appropriate Certification Code from the drop-down list box.

Certification Date PeopleSoft populates the current date. The appropriate Certification office will update this date.

Indicator When you click in this field a drop-down arrow displays. Enter or select the correct indicator from the drop-down list box. This indicates the status of the certification. If the Certification Code is selected then this is required.

Certified By The appropriate Certification office will update this field. Approval Date PeopleSoft populates the current date. The appropriate

Certification office will update this date. Assurance Number Enter the Protocol Number for this proposal. Exemption Number The appropriate Certification office will update this field if this

proposal qualifies for an exemption. Full Review The appropriate Certification office will update this field. Expedited Review The appropriate Certification office will update this field. Chg Since Prev Sub The appropriate Certification office will update this field. Prev Reported The appropriate Certification office will update this field. Comments Enter any comments as necessary.

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Cheklist Panel

The Checklist panel enables you to provide additional information about your project. After you complete the Checklist Panel – you are able to save your data. When data are saved, PeopleSoft assigns a proposal number. Although it is possible to locate your proposal in PS Grants by a number of methods, proposal number is the easiest. When you wish to relocate your proposal its number will appear in a list of many others. If you write down your proposal number, relocation of your proposal will be mort efficient.

Checklist Panel Fields and Descriptions Enter the appropriate response (Yes/No) to each question. Note: If you select “Yes” for release time, date fields appear for you to indicate the appropriate time period. Mailing Instructions Panel

The Mailing Instructions panel enables you to indicate the sponsor’s location to which the proposal should be mailed, and any additional instructions for mailing. If an unlisted sponsor was chosen, this is the panel to provide information about what that sponsor.

Mailing Instructions Panel Fields and Descriptions Proposal Defaults to NEXT. A proposal number will be assigned when the proposal is saved.

The appropriate proposal number will be shown here if you have accessed a previously saved proposal

PI PeopleSoft populates the PI name from the Header panel. Version ID PeopleSoft populates the Version ID based on what you selected in Step 3. Unit PeopleSoft populates the Unit based on what you selected in Step 3. Due Date PeopleSoft populates this field based on what you entered previously on the Header

panel. Go back to the Header panel if this needs to be changed. Due Date Type PeopleSoft populates this field based on what you entered previously on the Header

panel. Go back to the Header panel if this needs to be changed. If you selected “NONE” on the Header panel, “Self Imposed” shows here.

Transmission Required field. Enter or select the Transmission method from the drop-down list box.

Location Required field. Enter or select the correct Location from the drop-down list box. If using an unlisted sponsor, leave this field blank and check the New Sponsor box.

New Sponsor If you selected the “Unlisted Sponsor” as the sponsor for your proposal, check this box and complete the remaining information for this sponsor.

New Sponsor Name This field shows only if you checked “New Sponsor.” Enter the full sponsor name. Country Defaults to USA. Enter or select another country from the drop-down list box as

appropriate.

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New Sponsor Description This field shows only if you checked “New Sponsor.” Indicate if it is the proposal, billing, proposal/billing, or correspondence address that will be added below.

Address PeopleSoft populates based on location selected. If New Sponsor or address is different than any listed, enter the address information.

Address line 2 PeopleSoft populates based on location selected. If New Sponsor or location is not in the system, enter the address information.

Address line 3 PeopleSoft populates based on location selected. If New Sponsor or location is not in the system, enter the address information.

City PeopleSoft populates based on location selected. If New Sponsor or location is not in the system, enter the city.

State PeopleSoft populates based on location selected. If New Sponsor or location is not in the system, enter or select the state from the drop-down list box.

County PeopleSoft populates based on location selected. If New Sponsor or location is not in the system, enter the county if known (optional).

Zip PeopleSoft populates based on location selected. If New Sponsor or location is not in the system, enter the zip code.

Phone PeopleSoft populates based on location selected. If New Sponsor or location is not in the system, enter the phone number. Format XXX-XXX-XXXX

Fax PeopleSoft populates based on location selected. If New Sponsor or location is not in the system, enter the fax number if known. Format XXX-XXX-XXXX

Original Required field. Enter the number of originals that need to be sent. Copies Required field. Enter the number of copies that need to be sent. Comments Enter any additional mailing instructions here.

New Sponsor CNTCT

The New Sponsor CNTCT panel enables you to enter contact information if an unlisted sponsor was chosen or enter additional contact information for a sponsor that is already in the system.

New Sponsor CNTCT Panel Fields and Descriptions Field Description/Instructions Proposal Defaults to NEXT. A proposal number will be assigned when the proposal is saved.

The appropriate proposal number will be shown here if you have accessed a previously saved proposal

PI PeopleSoft populates the PI name from the Header panel. Version ID PeopleSoft populates the Version ID based on what you selected in Step 3. Unit PeopleSoft populates the Unit based on what you selected in Step 3. Name Enter the name of the contact at the Sponsor. Title Enter the title of the contact. Email ID Enter the contact’s email address if known. Phone Type Enter or select the phone type from the drop-down list box. Telephone Enter the phone number of the contact. Format XXX-XXX-XXXX Phone Extension Enter the phone extension for the contact if applicable.

UM Credit Panel The UM Credit panel enables you to show the shared credit distribution for this project.

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UM Credit Panel Fields and Descriptions

Proposal Defaults to NEXT. A proposal number will be assigned when the proposal is saved.

The appropriate proposal number will be shown here if you have accessed a previously saved proposal

Version ID PeopleSoft populates the Version ID based on what you selected in Step 3. Unit PeopleSoft populates the Unit based on what you selected in Step 3. Proposal Project Defaults to NEXT. A project number will be assigned when the proposal is saved. EFFDT (Effective Date)

PeopleSoft populates the current date. Override if necessary by entering the effective date for shared credit distribution or selecting one from the drop-down list box. If distribution changes at a later date, use this to indicate the date the change should take place.

Click to insert additional rows as needed. Note: This date can not be in the past Status PeopleSoft populates the Status field with Active. Override if necessary by entering

or selecting Inactive from the drop-down list box.

Press the Load button to load the PI’s and Co-PI’s listed on the Resource Panel.

EmplID The PI field is populated based on the proposal. Once the button is clicked

the other Co-investigators from the resource panel will be displayed. Click to insert additional rows as needed to add more individuals and DeptID’s.

Name PeopleSoft populates this field based on what loaded. Click to insert additional rows as needed to add more individuals and DeptID’s.

Department The PI’s Department is populated based on the proposal. Once the button is clicked the Department will display for each investigator. Change as needed. Enter the DeptID for the individual whose EmplID you entered or select one from the drop-down list box.

%Share PeopleSoft populates the % Share field with 100% for the first line. Change % as needed. Total must equal 100%.

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2. Budget Set Up - Creating a budget header and budget line summary 1. Select: Go > Administer Grants > Establish Proposals 2. Select: Use > Budget Header > Header 3. A dialog box will appear. Click “Search” to display possible proposal matches. 4. Highlight the appropriate proposal from the list. Click: “OK”. Budget Header Panel

The Header panel enables you to associate a budget ID and title, target sponsor amount, and begin and end dates to a proposal budget. This panel defines the key fields of a proposal budget and links the budget to a proposal.

Budget Header Panel Fields and Descriptions

Budget ID PeopleSoft populates this field with 1. Budget ID Description PeopleSoft populates this field with 1. Target Sponsor Budget Required field. Enter the total sponsor budget for the entire time period. Estimate

high, then decrease to actual budget after you have calculated budget. Include in Proposal Defaults as checked. DO NOT CHANGE. Begin/End PeopleSoft populates the dates from proposal Header panel. Override if necessary by

entering or selecting dates from the drop-down list box. Contributed F&A Calc Method

Defaults a check in the Institution minus Budget radio button. DO NOT CHANGE.

Required. Click this button to enter F&A information. See instructions in the next step.

F&A Rate Screen The F&A screen allows you to set up the Institution, Budget, and Allowable F&A rates that will apply to your proposal budget.

F&A Screen Fields and Descriptions F&A Rate Type Required field. Enter an F&A Rate Type or select from the drop-down list box

based on type of activity. Institution F&A Base Required field. Enter or select MTDC from the drop-down list box for the

Institution. Sponsor F&A Base Required field. Enter or select an F&A Base from the drop-down list box based on

sponsor’s base type. Budget F&A Base Required field. Enter or select a Budget F&A Base from the drop-down list box

based on the base for this budget.

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Allowable F&A Base Required field. Enter or select an Allowable F&A Base (based on what the sponsor allows) from the drop-down list box based on the base for this budget

Budget Eff Date Required field. Enter or select from the drop-down list box the begin date of the proposal.

Budget F&A Rate % Required field. Enter the F&A rate % for this proposal. – This is the % you will actually charge on the budget.

Allowable Eff Date Required field. Enter or select from the drop-down list box the begin date of the proposal

Allowable F&A Rate % Required field. Enter the F&A rate based on what is allowed by the sponsor for this proposal.

Comments Enter any comments on F&A rate set up here. Periods Header Panel

The Periods panel enables you to define the budget periods for your projects.

Periods Panel Fields and Descriptions Period

PeopleSoft populates the Period number. Click to insert additional rows as needed to add additional budget periods.

Begin Date PeopleSoft populates the begin date from the proposal Header panel. Override if necessary by entering the begin date for the first period or selecting one from the drop-down list box.

End Date PeopleSoft populates the end date from the proposal Header panel. Override if necessary by entering the end date for the first period or selecting one from the drop-down list box.

Target Sponsor Budget Required field. Enter the Target Sponsor Budget for the first period. Total of Target Sponsor Budgets for each period must equal the Target Sponsor Budgets on the Budget Header.

Click this button to enter Program Income information.

Proposal Budget Line Summary To Enter the Proposal Budget Line Summary:

1. Select: Go > Administer Grants > Establish Proposals 2. Select: Use > Budget Line Summary 3. A dialog box will appear. Click “Search” to display possible proposal matches. 4. Highlight the appropriate proposal from the list. Click: “OK”.

For each line, enter a description and amounts to calculate total direct costs and sponsor direct costs in the selected budget category for non-personnel budget lines. During line

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entry, totals display to show the target budget amount and a breakdown of the current budget amount.

Click to insert additional rows as needed to add additional lines.

Budget Line Summary Fields and Descriptions Field Description/Instructions Proposal PeopleSoft populates the Proposal Number and the title of the proposal based on the

proposal ID selected. Version ID PeopleSoft populates the Version ID based on the proposal ID selected. PI PeopleSoft populates the PI based on the proposal ID selected. Project PeopleSoft populates the Project Number based on the proposal ID selected. Budget ID PeopleSoft populates the Budget ID based on the proposal ID selected. Budget Period & Begin/End Dates

PeopleSoft populates the budget period number and begin and end dates based on the proposal ID selected.

Modular A checkmark will default in this checkbox from the Proposal Header panel if applicable.

Target Sponsor Budget PeopleSoft populates the Target Sponsor Budget based on the proposal ID selected.

Click this button to view what was entered for F&A rate set up during data entry using the Budget Header panel.

DO NOT USE—Cost sharing is recorded on another panel.

Line # PeopleSoft populates the Line # in increments of 10. Click to insert additional rows as needed to add additional budget lines.

Category Required field. Enter the correct category of expense or select one from the drop-down list box. The drop-down list will only display the categories that are assigned to the sponsor selected for this proposal. Note that each expense must be entered on

its own budget line. Click to insert additional rows as needed to add additional budget lines.

Description PeopleSoft populates the Description based on the category selected.

Click this button to enter more detail on the expense category

Total Direct Required field. Enter the total amount to be spent in this category, including any cost sharing amount.

Sponsor Direct PeopleSoft sums the lines on the panel for sponsor’s direct costs. This button enables you to enter cost sharing information for this specific line item.

See the information in directly following this table for details. Institution C/S Populates based on the Cost Share panel. Third Party C/S Populates based on the Cost Share panel. Map Dtl DO NOT USE. Details - personnel/salary The budget Personnel Detail dialog box enables you to enter multiple personnel budget lines for a single person or for multiple people. This feature provides a way to calculate the compensation cost for individuals with multiple

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appointments. The Personnel Detail panel will only be displayed if you have selected a budget category marked as a personnel budget category. Only personnel listed in the Proposal Professionals portion on the resource panel will be displayed using this feature. Pers Nbr Enter the Personnel Number or select from the drop-down list box. Appointment Type For informational purposes only. For each period added, indicate the type of

appointment. Begin/End Enter the begin and end date for the current period from what was entered

previously for this budget line. DO NOT CHANGE. Months PeopleSoft populates the number of months in the budget periods. Effort Pct PeopleSoft populates the Effort Percentage. COL Incr Pct Enter cost of living increase percent. COL Dt Enter effective date for cost of living increase to take effect. Merit Incr Pct Enter merit increase percent. Merit Dt Enter effective date for merit increase. Annualized Salary PeopleSoft calculates the Annualized Salary based on the person selected. Fixed Salary amount Enter exact salary amount here if you don’t want to use a percent of actual salary. Budget Salary PeopleSoft calculates the amount of salary for that person for that time period. Annual Fringe Amt. Leave blank if using fringe rate to calculate fringe. Fringe Rate Fringe Rate will default and automatically calculate Budget Fringe based on the

Annualized Salary. Fixed Fringe Amt Enter exact fringe amount here if you don’t want to use a percent of actual salary. Budget Fringe PeopleSoft calculates the fringe for that person for that time period. Total Salary PeopleSoft calculates the salary of all the people added through this panel. Total Fringe PeopleSoft calculates the fringe of all the people added through this panel. Avg Effort Pct PeopleSoft calculates the average percent effort of all people added through this

panel. Entering Cost Share

Click from a line number on the Budget Line Summary panel. Budget Period and Begin/End Dates

PeopleSoft populates the Budget Period and begin and end dates.

Budget Line Number PeopleSoft populates the Budget Line Number. This number indicates which line of the budget is being referenced.

Category PeopleSoft populates the Category from the budget line. Cost Sharing: Total Direct

PeopleSoft populates the overall cost sharing Total Direct costs.

Cost Sharing: Sponsor Direct

PeopleSoft populates the overall cost sharing Sponsor Direct costs.

Cost Sharing: Cost Share Percent

If you enter the Cost Share Percent, the Cost Share Direct will calculate as a percent of the Sponsor Direct (total project costs).

Cost Sharing: Cost Share Direct

If you enter an amount here, the Cost Share Percent will calculate.

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Cost Sharing Distribution/Institution: Department

Enter the DeptID to provide the funds for the match or select one from the drop-down list box. Use F7 to add rows for additional departments if needed.

Cost Sharing Distribution/Institution: C/S Pct

If you enter the percentage of the cost shared amount attributed to the Institution in this field, PeopleSoft will calculate the Cost Share Direct amount.

Cost Sharing Distribution/Institution: C/S Direct

If you enter an amount here, the Institution Cost Share Percent will calculate.

Cost Sharing Distribution/Third Party: Description

Enter source of Third Party match. Use F7 to insert additional lines.

Cost Sharing Distribution/Third Party: C/S Pct

If you enter the percentage of the cost shared amount attributed to the Third Party in this field, PeopleSoft will calculate the Cost Share Direct amount.

Cost Sharing Distribution/Third Party: C/S Direct

If you enter an amount here, the Third Party Cost Share Percent will calculate

Distribution Totals PeopleSoft sums information from the dialog box and displays it here.

3. Print Signature Page

1. Select: Go > Administer Grants > Establish Proposals 2. Select: Report > Signature Page > Add or Update/Display All (use Add the first

time you do this process) 3. Enter a Run Control ID, ALL CAPS, no spaces between words. This will be the

name for the report you are setting up, you only have to do this the first time you do this process.

4. Fill out the appropriate fields according to the chart below:

Signature Page Fields and Descriptions

Field Description/Instructions Business Unit Enter the Business Unit or select one from the drop-down list box. Proposal ID Enter the Proposal ID or select from the drop-down list box. Version ID Enter or select the Version ID from the drop-down list box (V1 for new and renewal

proposals). Justification and Budget with cost share amounts

This radio button should NOT be darkened. (It defaults darkened, but when you select the option described below this checkmark will disappear.)

Justification and Budget without cost share amounts

DARKEN THIS RADIO BUTTON. The budget will be the sum of all the budget periods. Justification will be for each budget period.

Justification and Both Budget reports

This radio button should NOT be darkened.

Omit Justification and Budget report

This radio button should NOT be darkened.

5. When you have completed the Signature Page panel, click to proceed. 6. A “Scheduler Request” dialog box will appear, do the following:

Run Location: Darken the radio button in front of the word Server.

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Server: Enter or select PSUNX from the drop-down list box. Output Destination: Darken the radio button in front of the word Printer. File/Printer: Enter /asp-core/outtut/fsprd75/. Run Date/Time fields: DO NOT CHANGE. Run Recurrence fields: DO NOT CHANGE. Description: Highlight Signature Page.

Click to proceed. This process sends a copy of the Signature Page to the email address of the person who is signed on and running the report. The file will arrive in .pdf format; it will open using Adobe Acrobat Reader. You may then print it to your local printer.

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Copying a Proposal You can copy a Proposal ID, any number of its projects, and selected proposal budget headers and periods from one proposal to another without having to duplicate effort you have already expended. 1. Select: Go > Administer Grants > Establish Proposals 2. Select: Use > Copy Proposal 3. A dialog box will appear. Click “Search” to display possible proposal matches. 4. Highlight the proposal you would like to copy from the list. Click: “OK”. 5. Fill in the appropriate fields according to the chart below. 6. After copying, make note of proposal number.

Copy Proposal Panel Tab Field Descriptions Field Description/Instructions Proposal ID To Defaults to NEXT—DO NOT CHANGE. PeopleSoft will assign the next available

number when saved. Version ID To Enter the correct Version ID for the proposal:

V1 = New/renewal proposals C1 = Continuation with new ChartField A1 = Amendments S1 = Supplements

Click this button.

Proposal Project PeopleSoft populates the Proposal Project number. Copy (checkbox)

Once you click the Copy checkbox is automatically checked. Sub Prop ID To Here you are assigning a project number to the sub-proposal you are creating.

PeopleSoft will assign the next available number when saved. Primary (checkbox) Place a checkmark in the checkbox in front of the word Primary.

Click on this button to copy the budget information in addition to the proposal information.

Budget ID PeopleSoft populates the Budget ID number. Copy (checkbox)

Once you click the Copy checkbox is automatically checked. To Budget ID Here you are assigning an ID number to the budget you are creating. Enter 1.

Click on this button.

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Maintaining Professionals The use of Maintaining Professionals is optional. In the future, this information will be linked to the Faculty Accomplishment System. Maintaining Professionals enables you to enter, track, and print reports based on information for individual investigators. The system is able to generate a Biosketch report and Other Support Documentation report. Maintaining Professional Data

1. Select: Go > Administer Grants > Maintain Professionals 2. Select: Use > Job and Employment Data > Job Data 1 > Update/Display All 3. A dialog box will appear. Click “Search” to display possible name matches. 4. Highlight a name from the list. Click: “OK”.

Viewing Job and Employment Data The panels in this group store basic information regarding an employee’s job and employment. The data is tied to the Human Resources database. The Job Data 1 panel stores basic information concerning the position held by the employee as well as compensation information. The Employment panel stores length of service information. Review this information and report any needed corrections to Human Resources. Advisor/Advisee Data

1. Select: Use > Advisor/Advisee > Update/Display All 2. Enter the appropriate information based on the field descriptions below 3. Save

The professional advisor/advisee panel contains information both about the people a professional advises and those who have advised the professional. The fields on this panel are used for reporting purposes and are maintained at the end user level. Additionally, the panel can be used as desired for tracking advisor/advisee relationships.

Advisor/Advisee Panel Tab Field Descriptions

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Field Description/Instructions ID PeopleSoft populates the employee name and ID number. Effective Date Enter the effective date or select it from the drop-down list box.

Additional Effective Dated rows can be inserted as needed. To insert additional rows place the cursor in the Effective Date field and press F7 or

click . Note that information from the previous row is repeated in the newly added row. Modify the repeated information as appropriate for the new row.

Entered By PeopleSoft populates this field based on who is logged in. Graduate Students Advised Enter the number of graduate students advised by the faculty member. Doctoral/Post Doc Sponsored Enter the number of doctoral/post doc students sponsored by the faculty member. Seq Nbr Enter a Sequence Number to help in ordering the list of students added. Additional

rows can be inserted as needed. To insert additional rows place the cursor in the Sequence Number field and press

F7 or click . PeopleSoft defaults to incrementing the Sequence Number by 10s. You can, however, override the default numbering sequence to allow the list to come up in the faculty member’s preferred order.

Type Enter the type or select it from the drop-down list box. If the professional referenced at the top of the panel acts as an advisor to the individual to be entered, choose Advisor. If the professional were recording a relationship in which they themselves are being advised they would choose Advisee.

Advisor Role Chose a role from the drop-down list box that best represents the relationship involved.

Institution Enter the institution if other than the University of Missouri. Name If the relationship being recorded is with an individual who already exists in the

University’s PeopleSoft database their name can be selected from the drop-down list box. If the individual is not already in the PeopleSoft database their name can be added in the second field as long as the name is entered according to the PeopleSoft naming convention (i.e., Lastname,Firstname – no space between and a comma are necessary).

Start Date Enter the start date for advising. End Date Enter the end date for advising. Collaborator Data 1. Select: Use > Collaboration 2. Enter the appropriate information based on the field descriptions below 3. Save You use the Collaborators panel to store a list of persons, including their organizational affiliation, who have collaborated with a professional over a period of time on a book, article, report, paper, patent, copyright, software system, or other project. This panel is used to add or update data about collaborations when collaborator data will be used to produce PeopleSoft reports to accompany proposals. The panel can also be used for tracking these relationships, as desired.

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Collaboration Panel Tab Field Descriptions

Field Description/Instructions ID PeopleSoft populates the employee name and ID number. Sequence Enter a sequence number to help in ordering the list of students added. Additional

rows can be inserted as needed. To insert additional rows place the cursor in the Sequence field and press F7 or click

. PeopleSoft defaults to incrementing the sequence number by 10. You can, however, override the default numbering sequence to allow the list to come up in the faculty member’s preferred order.

Collaborator Name If the relationship being recorded is with an individual who already exists in the University’s PeopleSoft database their name can be entered or selected from the drop-down list box. If the individual is not already in the PeopleSoft database their name can be added in the second field as long as the name is entered according to the PeopleSoft naming convention (i.e., Lastname,Firstname – no space between and a comma are necessary).

Institution Enter the institution where the collaborator works. Type Defaults to Other. Override if necessary by entering or selecting the type of

collaboration from the drop-down list box. Start Date Enter the collaboration start date or select the date from the drop-down list box

calendar. End Date Enter the collaboration end date or select the date from the drop-down list box

calendar. Comments Enter any comments regarding the collaboration. Education Data 1. Select: Use > Education 2. Enter the appropriate information based on the field descriptions below 3. Save The Education panel enables you to enter and maintain degrees that a professional has earned.

Education Panel Tab Field Descriptions

Field Description/Instructions ID PeopleSoft populates the ID number and professional’s name. Degree Earned Enter the type of degree earned or select one from the drop-down list box.

Place your cursor in this field and press F7 or click to enter additional Degrees as needed. Use the outer scroll bar to view additional rows.

Date Acquired Enter the date the degree was conferred or select one from the drop-down list box calendar. If the degree is in progress, enter the estimated completion date.

Graduated Place a checkmark in this checkbox if the professional has graduated with this degree.

Major Code Enter the code for the academic major or select it from the drop-down list box (if the appropriate code exists).

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Field Description/Instructions Major If a Major Code was selected this field is populated based on the selection. If the

appropriate description is not found in the list of codes, then the Major Code field can be left blank and the appropriate description can be entered into this field.

School Code Enter the school code or select it from the drop-down list box (if an appropriate choice exists).

School If School Code was found in the list of codes this field will be populated based on that selection. If an appropriate value is not available then the School Code field can be left blank and the appropriate school name can be entered into the school field.

Country Enter the country or select it from the drop-down list box. State Enter the state or select it from the drop-down list box. Academic Advisor Enter the name of the professional’s academic advisor. Note that the drop-down list

box is populated with the names of University of Missouri faculty. If the professional’s advisor is not a University of Missouri faculty member, enter the name of the advisor in the unlabeled field to the right of the Academic Advisor field.

Place your cursor in this field and press F7 or click to enter additional Advisors as needed. Use the inner scroll bar to view additional rows.

Institution Enter the name of the institution where the degree was earned. Start Date Enter the start date for this degree or select one from the drop-down list box

calendar. End Date Defaults grayed out. When you enter a Start Date this field becomes available. Enter

the end date for this degree or select one from the drop-down list box calendar. Work Experience Data 1. Select: Use > Experience 2. Enter the appropriate information based on the field descriptions below 3. Save The Work Experience panel enables you to track the work history, training, and experience of professionals.

Work Experience Panel Tab Field Descriptions

Field Description/Instructions ID PeopleSoft populates the professional name and ID. Experience Type Enter the experience type or select one from the drop-down list box.

Place your cursor in this field and press F7 or click to enter additional Experience as needed. Use the scroll bar to view additional rows.

Employer Enter the employer. City Enter the employer’s city. Country Enter the employer’s country or select one from the drop-down list box. State Enter the employer’s state or select one from the drop-down list box. Telephone Enter the employer’s phone number in this format: 555-555-5555. Start Date Enter the starting date for this position or select one from the drop-down list box

calendar. End Date Enter the ending date for this position or select one from the drop-down list box

calendar. Ending Job Title Enter the ending job title for this position.

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Field Description/Instructions Description Enter a job description for this position. Honors/Awards Data 1. Select: Use > Honors and Awards 2. Enter the appropriate information based on the field descriptions below 3. Save The Honors and Awards panel enables you to keep track of professional achievements. If you need to enter an Honor or Award that is not already on the drop down list, contact OSPA to get the Honor or Award added to the list.

Honors and Awards Panel Tab Field Descriptions

Field Description/Instructions ID PeopleSoft populates the professional name and ID number. Honor/Award Select the Honor or Award from the drop-down list box. If an appropriate

classification doesn’t exist refer to the following section entitled, “Setup Procedures in Maintaining Professionals.”

Place your cursor in this field and press F7 or click to enter additional Honors and/or Awards as needed. Use the outer scroll bar to view additional rows.

Formal Description PeopleSoft populates this field from the Honor/Award field. Date Received Enter the date the Honor or Award was received or select the date from the drop-

down list box calendar. Grantor Enter the individual or institution that granted the honor/award. Reason Conferred Enter the award criteria. Comments Enter any comments here. Key Words Data 1. Select: Use > Keywords 2. Enter the appropriate information based on the field descriptions below 3. Save The Key Words panel enables you to associate key words with a professional. Key words are used to track professionals by subject. Professionals can have multiple key words. The baseline set of keywords was provided by NSF. If the key word you need is not listed in the drop-down list you will need to email your Sponsored Programs Office and request that it be added.

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Key Words Panel Tab Field Descriptions

Field Description/Instructions ID PeopleSoft populates the professional’s name and ID number. Key Word Enter the key word or select one from the drop-down list box.

If you need to enter more than one key word, place the cursor in this field and click

to insert a new row to add each additional key word. Note that if the key word you are looking for is not listed on the drop-down list you will need to send an email message to your Sponsored Programs Office requesting that it be added. Be sure to include the key word (maximum of 20 characters) and a description of the key word (maximum of 30 characters).

Description PeopleSoft populates the description based on the key word selected. Languages Data 1. Select: Use > Languages 2. Enter the appropriate information based on the field descriptions below 3. Save With the Languages panel you can track the language competencies of professionals and enter multiple language combinations. Enter as many languages as you need to describe a professional’s linguistic competencies, using the drop-down lists to specify level of competency for speaking, reading, and writing.

Languages Panel Tab Field Descriptions

Field Description/Instructions ID PeopleSoft populates the professional’s name and ID number. Language Enter the language or select from the drop-down list box.

Place the cursor in this field and click to add additional rows for multiple languages.

Native Click this checkbox if this language is native to the professional. Able to Translate Click this checkbox if the professional is able to act as a translator for this language. Speak Enter or select from the drop-down list box the proficiency rating for this

professional with regards to speaking this language; choices are high, low, or moderate.

Read Enter or select from the drop-down list box the proficiency rating for this professional with regards to reading this language; choices are high, low, or moderate.

Write Enter or select from the drop-down list box the proficiency rating for this professional with regards to writing this language; choices are high, low, or moderate.

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Memberships Data 1. Select: Use > Memberships 2. Enter the appropriate information based on the field descriptions below 3. Save The Memberships panel enables you to assign relevant memberships and association memberships to professionals. You can add a membership that is not contained in the drop down list (see Membership – Set-Up). Memberships Panel Tab Field Descriptions Field Description/Instructions ID PeopleSoft populates the professional’s name and ID number. Organization Enter the name of the organization or select it from the drop-down list box. If the

organization is not found on the drop-down list refer to the following section called “Setup Procedures in Maintaining Professionals.”

Place the cursor in this field and click to add additional rows for multiple memberships.

Issue Date If there is a date the professional’s membership was issued or a certification date enter it here or double click in the field to select the date from the pop up calendar.

Memb./Assoc. Type Enter the type of membership or association held by the professional. Position Held Enter the position held by the professional, if applicable. Begin Date Enter the date the professional’s membership began or double click in the field to

select the date from the pop up calendar. End Date Enter the date the professional’s membership ended or double click in the field to

select the date from the pop up calendar, if applicable. Otherwise, leave blank. Names Data 1. Select: Use > Names > Update/Display All 2. Enter the appropriate information based on the field descriptions below 3. Save The Names panel enables you to store professional names other than the primary name. The name used on a proposal does not have to match the professional’s name in the PeopleSoft Human Resources database. If a faculty member wants his or her name to be reported differently on proposals than it appears in the Human Resources database he or she can designate this preference in the Names panel and it will then default on proposals. Names Panel Tab Field Descriptions Field Description/Instructions ID PeopleSoft populates the professional’s name and ID number.

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Field Description/Instructions Name Type PeopleSoft populates Primary from the PeopleSoft Human Resource database.

Place the cursor in this field and press F7 or click to add row(s) for additional name(s). Enter the name type for the additional names or select it from the drop-down list box. Use the outer scroll bar to view multiple rows.

Effective Date Enter the effective date for this professional name or select the date from the drop-down list box.

Place the cursor in this field and press F7 or click to insert additional effective dated rows. Use the inner scroll bar to view multiple rows.

Name Enter the professional’s name. Prefix Enter the prefix or select it from the drop-down list box. First Name Enter the first name. Middle Name Enter the middle name or initial. Last Name Enter the last name. Suffix Enter the suffix or select it from the drop-down list box. Publications Data 1. Select: Use > Publications 2. Enter the appropriate information based on the field descriptions below 3. Save If kept up-to-date, this panel maintains a complete bibliography for each professional in the PeopleSoft system. You can enter multiple publications for each professional. Professionals must be listed as an author in the publications they select from the list. Publications Panel Tab Field Descriptions Field Description/Instructions ID PeopleSoft populates the professional’s name and ID number. Publication ID Enter the publication ID or select it from the drop-down list box. PeopleSoft

populates the publication details based on the Publication ID. If the publication is not on the list refer to the following section called “Setup Procedures in Maintaining Professionals.”

Place the cursor in this field and press F7 or click to insert additional rows for multiple publications. Use the scroll bar to view multiple rows.

(Publication Detail)

Clicking this button will bring up a summary of details about the publication.

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SETUP PROCEDURES IN MAINTAINING PROFESSIONALS _ End Users have access to set-up additional memberships and publications. Once set up, these memberships and publications will be available on the drop down lists in the “Use > Memberships” and “Use > Publications” areas so that they can be associated with an individual investigator. Memberships Setup Data 1. Select: Go > Administer Grants > Maintain Professionals 2. Select: Setup > Membership Table > Add 3. Enter a short description (must be eight characters or less) for the membership/accomplishment/organization and click OK to access the panel. 4. Enter the appropriate information based on the field descriptions below. 5. Save

Membership Table Panel Tab Field Descriptions

Field Description/Instructions Organization PeopleSoft populates the organization based on what was entered in Step 3. Description Enter a description of the organization. Maximum of 30 characters. Note that this is

how the information will appear on the professional’s Biosketch. Short Description Defaults as the first 10 characters you entered for the description. Override if it is

preferred to have these items differ. Maximum of 10 characters. Publications Setup Data 1. Select: Go > Administer Grants > Maintain Professionals 2. Select: Setup > Publications Table > Add 3. Enter a short description (must be ten characters or less) for the publication and click OK to access the panel. 4. Enter the appropriate information based on the field descriptions below. 5. Save

Publications Panel Tab Field Descriptions

Field Description/Instructions Publication ID Defaults to NEXT. PeopleSoft assigns a numerical Publication ID once the

publication set up is saved. Publication Title Enter the publication (article) title. Publication Name Enter the publication name. Publisher Enter the publisher. Publication Type Enter the publication type or select it from the drop-down list box. Publication Status Enter the publication status or select if from the drop-down list box.

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Field Description/Instructions Publication Date Enter the publication date or select the date from the drop-down list box calendar. Issue Enter the publication issue number. Volume Enter the publication volume number. Page Number(s) Enter the page number(s) the article appeared on. Comments Enter any comments in this field. Seq. Num. Enter a sequence number.

If there is more than one author for a publication, place the cursor in this field and

press F7 or click to insert a new row and add each additional author on a new row. Note that each author entry will have a different sequence number and that you can determine the sequence in which the authors will be listed.

Author Type Enter the type of author or select it from the drop-down list box. Author Enter the author’s name. Maintain Professional Reports PeopleSoft Grants provides two professional reports, one that produces a biographical sketch for proposals, and one that produces a report on current and pending research support. Generating a Biosketch 1. Select: Go > Administer Grants > Maintain Professionals 2. Select: Report > Biosketch > Add 3. Enter a Run Control ID (must be 30 characters or less) and click OK to access the panel. HINT: The word BIOSKETCH would be a perfect Run Control ID for this report! NOTE: A Run Control ID is like a password that lets you into the process of defining parameters and running a report in PeopleSoft. You need to add a Run Control ID one time, the very first time, you run any particular report (in this case the Biosketch report). The next time you attempt to print a biosketch, even if it is for a different proposal to a different sponsor, you can use the same Run Control ID to access the report parameters. 4. Enter the appropriate information based on the field descriptions below. 5. Click the Run Button (looks like a stoplight in the upper left hand of the screen) 6. A print dialog box will pop up. Do the following:

Run Location: Place a checkmark in the radio button in front of the word Server. Server: Enter or select PSUNX from the drop-down list box. Output Destination: Place a checkmark in the radio button in front of the word File. File/Printer: Enter /tmp/ Click: OK

Once the process is complete, the Biosketch document will be emailed as a PDF file to the person who ran it. The name of the PDF file will be similar to: GMPER034-XXXX. Once the email containing the file is received, double-click on the PDF file, which opens the document in the Adobe Acrobat Reader. The Biosketch document is ready to print to your local or network printer.

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Print BioSketch Panel Tab Field Descriptions

Field Description/Instructions Operator ID PeopleSoft populates the Operator ID. Run Control ID PeopleSoft populates the Run Control ID. ID Enter or select from the drop-down list box the EmplID of the investigator you wish

to run the report for and then tab out of the field. As of Date Enter or select the date you wish the report to run as of. Note that to select a date

you may click on the drop-down list menu or double-click in the As of Date field and either way a calendar will pop up. Highlight the appropriate date.

Printing Other Support Documentation 1. Select: Go > Administer Grants > Maintain Professionals 2. Select: Report > Other Support > Add 3. Enter a Run Control ID (must be 30 characters or less) and click OK to access the panel. HINT: The word OTHERSUPPORT would be a perfect Run Control ID for this report! NOTE: A Run Control ID is like a password that lets you into the process of defining parameters and running a report in PeopleSoft. You need to add a Run Control ID one time, the very first time, you run any particular report (in this case the Biosketch report). The next time you attempt to print a biosketch, even if it is for a different proposal to a different sponsor, you can use the same Run Control ID to access the report parameters. 4. Enter the appropriate information based on the field descriptions below. 5. Click the Run Button (looks like a stoplight in the upper left hand of the screen) 6. A print dialog box will pop up. Do the following:

Run Location: Place a checkmark in the radio button in front of the word Server. Server: Enter or select PSUNX from the drop-down list box. Output Destination: Place a checkmark in the radio button in front of the word File. File/Printer: Enter /tmp/ Click: OK

Once the process is complete, the Other Support document will be emailed as a PDF file to the person who ran it. The name of the PDF file will be similar to: GMPER034-XXXX. Once the email containing the file is received, double-click on the PDF file, which opens the document in the Adobe Acrobat Reader. The Other Support document is ready to print to your local or network printer.

Print Other Support Panel Tab Field Descriptions

Field Description/Instructions Operator ID PeopleSoft populates the Operator ID. Run Control ID PeopleSoft populates the Run Control ID. ID Enter or select from the drop-down list box the EmplID of the investigator you wish

to run the report for and then tab out of the field. As of Date Enter or select the date you wish the report to run as of. Note that to select a date

you may click on the drop-down list menu or double-click in the As of Date field and either way a calendar will pop up. Highlight the appropriate date.

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Appendix A – Minimum Data Entry Required Before Saving _ Before PeopleSoft Grants will allow you to save, you must at a minimum, complete the following fields: Header Panel PI Short Title Sponsor Begin/End Date Projects Panel Click “Primary” Checkbox Department ID Institution ID Subdivision (same as Department ID) Checklist Panel You must answer all questions either Yes or No.

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Appendix B – Establishing Proposals Example The following information can be used to practice establishing a proposal. Start with Basic Proposal – Unlisted Sponsor, and work your way through Multiple PI’s, Items Exempt from F&A, Agency Limits F&A (Cost Share F&A), Cost Sharing – Direct Costs, and Multiple Year Budget. Basic Proposal Institution ID: Columbia Header Panel V1 – Training Example Due Date: 11/30/02 Postmark PI: Alexander A Shnyra Short Title: Liver in Fatty Acids Long Title: The Role of Liver in the Production of Fatty Acids Sponsor: Abbott Labs Type of Proposal: New Purpose: Research Basic Begin/End Dates for Study: 12/01/02 – 11/30/04 Projects Panel This is the primary project Department: C2610090 – Grants Dean of Medicine Business Unit is Columbia Subdivision is C2610090 Resources Panel There are no Resources/ Subrecipients needed on this proposal Reports Panel Enter whatever you want for the Abstract KeyWords Panel Keywords: “Cancer and Carcinogenesis” and “Liver Disorders” UM Cert Panel Approval to use vertebrate animals is needed. Approval is pending. CheckList Panel This is not a multi-campus project No release time is requested Proposal is not related to a license or patent No classes or workshops or seminars involved No inventions or discoveries expected to result in a patent Principal Investigator is not requesting extra compensation (Note: you can now save, be sure and write down your proposal number)

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Mailing Instructions Panel This is to be mailed overnight to location #1 You want to send 1 original and 5 copies New Sponsor CNCT Panel Jane Doe who is the president of Abbott Labs is the contact person. Her email address is doej@abbott.com and business phone number is 320-234-5678 UM Credit Panel The PI will get 100% shared credit Budget Header Panel Total Budget is $100,000 F&A Set Up F&A Rate Type is Research Rate On Campus F&A Base is MTDC (Modified Total Direct Cost) The budget and allowable are 45% Periods Tab Enter target sponsor budget of $100,000 Budget Line Summary Salary is $50,000 Fringe is $10,916.66 Supplies are $8,049 Click save, if a message appears that says “Total sponsor budget does not equal target sponsor budget”, just click “OK” – this is just a warning. At this point you would print a signature page, obtain signatures, and turn it in to OSPA along with other proposal materials. Multiple PI’s On the Resources Panel, add Michael Clinton Perry as a co-investigator Add Michael Metzler III as a co-investigator On the UM Credit panel, click “Load” Assume that Metzler has a split appointment – add his name again (so it appears a total of 2 times) and enter the department code of C2610079 for his other department. Assign Alexander 50%, Perry 25%, Metzler department C2610079 25%, and the other Metzler department 0%– total must equal 100%. Save Items Exempt from F&A Enter a subcontract for $30,000. (To do this correctly, you must enter $25,000 in the budget category “Sub < 25,000”, then enter $5,000 in the budget category “Sub > 25,000). Enter $500 for Rent (Rent is exempt from F&A) Save

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Agency Limits F&A (F&A Cost Sharing) Assume that the agency has a published policy that they do not pay more than 10% F&A. -On the Budget Header Panel, Click “F&A Set Up” -Enter 10% on the Budget Line -Enter 10% on the Allowable line -Click “OK” -Save -Go to the budget line summary panel -Click the “F&A” button and look at “waived F&A” – this is the amount of F&A that is cost shared.

Cost Sharing – Direct Costs Assume that you will be cost sharing on Salaries/Supplies -On the Budget Line Summary, click the “Cost Share” button on the Salaries line -Enter 10% on the cost sharing % line -Under Cost Sharing Distribution, enter the Department which is providing the cost share- C2610090 -Enter the % of the cost sharing total this department will be providing – in this case 100% -Click “OK” -Click “Cost Share” on the Supplies budget line -Enter $1,000 on the cost share direct line -Enter C2610090 for the department -Enter 100% for the cost share distribution %. -Click “OK” -Save Multiple Year Budget On the Budget Header - Periods Tab, click on the begin date Click “F7”, or “Insert New Row” button Ensure the dates for period one are 12/01/02 to 11/30/03 Ensure the dates for period two are 12/01/03 to 11/30/04 Enter the amount of $50,000 for each period Save Click Use > Budget line summary > OK Notice two budget periods came up for this one proposal In our example, the budget for period one remains the same as we have already entered If you click on budget period two, you could enter an itemized budget for period two Continuation/Amendment/Supplement Assume a continuation, amendment or supplement came in on our proposal -Click on Use > Copy Proposal -Select the proposal you will copy

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-Change “Proposal ID to” from “Next” to the same proposal ID as shown on the left hand side of the screen -Change Version ID to C1 (continuation), A1 (amendment), or S1 (supplement) -Click “All/No Projects” -You can leave “Sub Prop ID” as “Next” , OR change it to the same proposal project as shown on the left hand side of the screen to keep the chartfields the same. -Click the box next to “Primary” -Click on “All/No Budgets” -Click on the Copy button located at the bottom of the screen -Click on: Use > Proposal > Header > Update/Display All -Notice at the top of the screen the version reads C1, A1, or S1 (depending on which you selected) -Now you would just review the information on all of the panels and make any necessary adjustments. -Save

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Appendix C – Course Itinerary

PeopleSoft Grants Basics End User Training

Itinerary For Morning Classes: 8:00 Welcome & Introduction 8:15 Maintaining Professionals 9:30 Break 9:45 Establishing/Processing Proposals 10:45 Proposal Examples 11:45 Wrap-up/ Questions

For Afternoon Classes: 1:00 Welcome & Introduction 1:15 Maintaining Professionals 2:30 Break 2:45 Establishing/Processing Proposals 3:45 Proposal Examples 4:45 Wrap-up/ Questions FAQ’s will be posted at: http://www.research.missouri.edu/web_research/external_funding/index.html

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Appendix D – Course Evaluation

UNIVERSITY OF MISSOURI – Columbia PeopleSoft Training Course Evaluation

Instructor: Course Title: PeopleSoft PS Basics

Date: Functional Area: Grants

Please use the following scale to evaluate the course: (Strongly (Disagree) (Neutral) (Agree) (Strongly (Space provided to make comments on the reverse side.) Disagree) Agree)

1 2 3 4 5

COURSE CONTENT / TRAINING MATERIALS (Please circle only one number per question)

1. My expectations regarding course content were met 1 2 3 4 5

2. I will be able to apply the knowledge acquired in the

class

1 2 3 4 5

3. The activities solidified my understanding of the subject 1 2 3 4 5

4. The training guide was clear 1 2 3 4 5

5. The training guide was easy to follow 1 2 3 4 5

6. The training guide was well organized 1 2 3 4 5

7. The training guide was relevant to the instruction 1 2 3 4 5

8. I was satisfied with the content overall 1 2 3 4 5 COURSE DELIVERY/ ENVIRONMENT (Please circle only one number per question)

9. The trainer effectively communicated knowledge of the subject matter

1 2 3 4 5

10. The trainer was prepared for the course 1 2 3 4 5

11. The presentation of material was helpful 1 2 3 4 5

12. The trainer allowed adequate time for questions 1 2 3 4 5

13. The trainer’s response to questions was adequate (e.g. ability to answer clearly or find out from others)

1 2 3 4 5

14. The trainer provided personalized attention to participants 1 2 3 4 5

15. The learning environment was non-threatening and comfortable

1 2 3 4 5

16. I was satisfied with the delivery and environment overall 1 2 3 4 5

OVERALL

(Please circle only one number per question)

17. I was satisfied with the training experience overall 1 2 3 4 5

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18. Do you feel adequately prepared to use PeopleSoft? �Yes �No 19. Did you run the PeopleSoft Pre-Class Tutorial before class? Yes No

COMMENTS:

20. The thing(s) I liked most about this course were: ________________________________________________

___________________________________________________________________________________________

___________________________________________________________________________________________

21. The thing(s) I liked least about this course were: ________________________________________________

___________________________________________________________________________________________

___________________________________________________________________________________________

22. The topics I would like to see added to this course are: ____________________________________________

___________________________________________________________________________________________

___________________________________________________________________________________________

23. The topics I would like to see removed from this course are: _______________________________________

___________________________________________________________________________________________

___________________________________________________________________________________________

24. In what ways did this course successfully prepare you to use PeopleSoft? _____________________________ ___________________________________________________________________________________________ 25. In what ways could we improve this course to better prepare you to use PeopleSoft? ____________________

___________________________________________________________________________________________

___________________________________________________________________________________________

26. Please make any comments or suggestions about content, materials, delivery, environment and/or

improvements:_______________________________________________________________________________

___________________________________________________________________________________________

Your Name (Optional): ________________________________

Thank you for attending the training session and for taking the time to give us your feedback!

PLEASE RETURN THIS FORM BEFORE YOU LEAVE!