Project Compass Job Aid - Emory Department of Pediatrics · 2018-07-10 · JOB AID EPEX: Entering a Simple Proposal Page 4 Last changed on: 7/23/2009 1:30 PM Step Action 4. Enter

JOB AIDEPEX: Entering a Simple Proposal

Last changed on: 7/23/2009 1:30 PM Page 1

Project CompassJob Aid

PeopleSoft Grants 9.0

EPEX: Entering a SimpleProposal


Page 2 Last changed on: 7/23/2009 1:30 PM

Procedure

In this lesson, you will enter a Proposal in EPEX with one Project and one Budget.

Step Action

1. Navigate to Grants in the Menu list.

Click the Grants link.

2. Select Emory Proposal Express from the Icon Menu.

Click the Emory Proposal Express link.



Step Action

3.Click the Add button.



Step Action

4. Enter a Title in the *Title(82) field that reflects the name of the Proposal.

Type the correct information into the Title(82) field. For this simulation, type avalid value, for example, "PROPOSAL FOR TESTING".

5. Enter a description that will encapsulate the purpose of the study. This is a 254character field. The Description can be the same as the Title or it can be morecomprehensive and include other details.

Type the correct information into the Description field. For this simulation, type avalid value, for example, "THIS STUDY IS FOR GENDER-RELATEDBLOOD COMPARISONS".

6.Click the LookUp Principal Investigator button.

7. Select PI DEMO 2 by clicking on the PI ID link.

Click the PI DEMO 2 link.



Step Action

8. Select a Sponsor ID.

Click the LookUp Sponsor ID button.

9. On the LookUp Page there are LookUp fields with drop-down menus that allowyou to select a search feature. The default will be "begins with" but you canselect "contains" so that you can specify a word or partial phrase that the searchfunction can look for contained in a name or description that should narrow thesearch.

In this scenario, by choosing "contains" for the name and using "NationalInstitute" for a partial search, the system will look for every name with thosewords contained in that field.

10. For this scenario, LookUp National Institute in the Name field.

Type the correct information into the Name field. For this simulation, type a validvalue, for example, "NATIONAL INSTITUTE".

11.Click the LookUp button.

12.Click the 00002510 link.

13. Tab to or click in the Sponsor Program field.

Click in the Sponsor Program field.



Step Action

14. Enter the appropriate Sponsor Program information as applicable. For thisscenario, enter the RFA number. This is not a required field.

Type the correct information into the Sponsor Program field. For this simulation,type "RFA-OD-09-009".



Step Action

15. Tab out of the Sponsor Program field to the Link to RFP field.

Press [Tab].

16. The Link to RFP field allows you to capture a link to an RFP document or relatedinformation. This field can be used as needed; it is not required.

17. Select a Purpose using the menu list in the LookUp table.

Click the LookUp Purpose button.

18.Click the Research link.

19. Select beginning and end dates for the Proposal by using the Calendar LookUpicon.

Click the Choose a date button.

20. For this scenario, choose July 15, 2009 as the Begin Date.

Click the desired date.



Step Action

21. Select the End Date; for this scenario, use July 14, 2010.

Click the Choose a date button.

22. First, change the year from 2009 to 2010 by using the drop down list.

Click the dropdown button to activate the menu.

Step Action

23.Click the 2010 list item.



Step Action

24. Select the 14 in the calendar.



Step Action

25.Click in the No. of Budget Periods field.

26.Type the correct information into the No. of Budget Periods field. For thissimulation, type a valid value, for example, "1".

27.Click the Build Periods button.

28. Notice that when the Build Periods button was selected and the Budget Toolcompleted its work behind the scenes that the Being and End Date, *No. ofBudget Periods field and the Build Periods button become greyed out.

29.Click the LookUp Deadline Type button.

30.Click the POST link.

31.Click in the Deadline Date field.



Step Action

32.Click the Choose a date button.

33.For this simulation, select 15.

34. Now answer the Submission Information Questions by choosing the Yes or Noradio button at the end of each question.

Click the No option.

35.Click the No option.


37. Complete the Miscellaneous Information Questions by clicking on the Yes orNo radio button at the end of each question. Select the No option for all questionsexcept Question 6.






42.Click the Yes option.

43. When a question is answered "Yes" then the Comments field becomes a requiredfield in order to Save the Proposal.

Click in the Question 6) Comments field.



Step Action

44. The question is asking for a page range to identify the Confidential informationin the Proposal. For this scenario, use Pages 15-25.

Type the correct information into the Question 6) Comments field. For thissimulation, type a valid value, for example, "PAGES 15-25".

45.Click the No option. Select “No” for all questions on this page for this scenario.


47. NOTE: If a Yes answer is chosen for question #9 - workflow is triggered toYerkes for Approval.

For this scenario, select No.





51. Drag the Scrollbar down to see the bottom of the page.

Click the scroll bar.

52. Question 13 should be answered "Yes" if any investigators have not completedthis form required by Emory, and their names should be added to the Commentsbox along with a reason why the form has not been completed.


53. Question 14 can be used to provide any other Comments that need to be added tothe Proposal.



Step Action

54. Complete the 4-part Export Control Information question regarding research,payments, and shipments outside of the US with a Yes or No but remember that aYes answer requires a detailed list of information to accompany the Proposal.Click the No option.

55. Proposals will be tracked by Key Words, and this function will involve choosingfrom a list of identified terms in order to standardize the option and prevent mis-spellings or multiple formats by end users.

Click the Expand section button.

56.Click the LookUp Key Word button.

57. In every search list, only the first 300 rows of the search results can be listed, butyou can access all the data by using the search fields at the top of the page andusing the drop down menu next to the fields that can be searched to drill downinto the database for information. In this case it is the Key Word or theDescription.

Another way to look at the results is to use the options in the header of the resultslist. For example, you can scroll thru the list of the first 100 results, or use theright/left arrows to choose to see another section of the list.

Click the Show next rows button.



Step Action

58. The drop-down menu contains the terms "begins with", "=", "contains", ">","not =", "between" or "in".

These options allow you to select different ways to narrow the search for a term orkey phrase or other piece of data in the database. This was covered in more detailin PeopleSoft navigation.

Click an entry in the list.



Step Action

59. Do a Partial Search by limiting the search to a Description that contains theword Blood.

Type the correct information into the Description field. For this simulation, theterm, "BLOOD".


61. Notice that the search results were limited to five entries.

Click the HM_BLOODDISEASES link.

62. Now add another Key Word to this Proposal for future tracking purposes.

Click the Add a new row at row 1 button.

63.Click the LookUp Key Word button.



Step Action

64. The Description search parameter was changed to "contains".

Click in the Description field.

65. Look for a Description that contains the term "AIDS".

Type the correct information into the Description field. For this simulation, type avalid value, for example, "AIDS".


67.Click the HM_AIDS link.



Step Action

68. The Scroll down function has been performed for you - at the bottom of the pageis the Save button.

TIP: If the Proposal is not saved, or the window is closed prior to a Save, all datawill be lost that was just entered on this page.

Click the Save button.

Step Action

69.Click the Go to Projects link.



Step Action

70. The Projects page displays. The Title for the Proposal has defaulted to theProject page and the Title field; it can be changed, but for this scenario andentering just one project it is not necessary.

Click in the Title field.

71. Add: Project 1 to the Title.

Type the correct information into the Title field. For this simulation, type a validvalue, for example, "PROJECT 1".

72. All of the fields on the page have information that defaults from the Proposal;when the PI is selected, the Department, Subdivision and Institution isautopopulated; if these fields need to be updated with information relevant to theProject, it is possible to make changes but typically, it won't be necessary.

Click the LookUp Department button.

73. Search for SOM by doing a LookUp by Description.

Type the correct information into the Description field. For this simulation, type avalid value, for example, "SOM".



Step Action


75.Click the SOM: Cell Biology link.

76.Click the LookUp Subdivision button.

77.Click the Description dropdown button to activate the menu.

Step Action

78.Click the contains list item.



Step Action

79.Click in the Description field.

80.Type the correct information into the Description field. For this simulation, type avalid value, for example, "DEAN".


82.Click the SOM: Dean's Office link.

83. In order to see more of the page, collapse the menu.

Click the Collapse (Ctrl+Y) Menu button.

84. The full page displays.

Click in the Effort % field.



Step Action

85.Type the correct information into the Effort % field. For this simulation, type avalid value, for example, "45".

86.Click the LookUp Department button.

87.Click the Description list.

Step Action

88.Click the contains list item.



Step Action

89.Type the correct information into the Description field. For this simulation, type avalid value, for example, "CELL".


91.Click the SOM: Cell Biology link.

92. Review the Percent Share for the F & A Distribution: it should be 100%; if hasnot populated with that data, enter it. In this scenario, the field autopoulated soentry was not necessary.

93. Open the Attachments section and attach a document to the Project information.

Click the Expand Section toggle button.

94. Click the PaperClip icon and attach a document.

Click the Add Attachment button.



Step Action

95. Browse the documents from the drives/folders accessible to the system and choosea document to upload.

Click the Browse... button.

Step Action

96. Attach the Status Report.

Click the JUN 6-09_Test Status Rpt list item.

97.Click the Open button.



Step Action

98.Click the Upload button.

99. Save the updated Projects page with the attachment.




Step Action

100. Note the Grants Proposal number for future reference: 0000007530.

Click the OK button.



Step Action

101.Click the Go to Proposal link.



Step Action

102. Scroll down the page.

Click the Space below the Scrollbar.

103. At the bottom of the page, click the link to the Budgets page.

Click the Go to Budgets link.



Step Action

104. Add information to the FA section.

Click the LookUp FA Rate Type button.

105. Select the On Campus Organized Research FA Rate Type from the searchresults.

Click the ONRES link.

106.Click the LookUp FA Base button.

107. Select Modified Total Direct Costs for the FA Base from the search results.

Click the MTDC link.

108. The FA Rate Effective Date (Rate Effdt) and *FA Rate % are auto-populated bythe *FA Base that is chosen.




Step Action

109. Navigate to the Emory Budget Entry tab.

Click the View/Enter Budgets link.

Step Action

110. Add a *Budget Category to the Budget Line Summary section.

Click the LookUp Budget Category button.

111.Click the 1DCWFA link.

112.Click in the Total Direct Budget field.



Step Action

113. Enter 1000 in the Total Direct Budget field by typing 1000 in front of the thedollar amount.

Type the correct information into the Total Direct Budget field. For thissimulation, type a valid value, for example, "1000".

114.Click the Save button.

115. Notice that the TDB (Total Direct Budget) now reads 10,000.00. Navigate backto the Budget Tool page.

Click the Take me back to Budget Tool link.



Step Action

116. The Emory Budget Tool tab displays.Notice that the Total Sponsor Budget now reads 15,500.00; the Sponsor Directreads 10,000.00; and that the Sponsor FA reads 5,500.00.

Click the Return to Proposal Express link.

Step Action

117. Go to the Workflow page and review the list of Approvers and Reviewers.Click the Preview Workflow button.



Step Action

118. The Proposal Status page for Smart ERP Workflow notification displays. Thisshows you the status of the Proposal getting ready to be issued to the Approvers atevery level for review and approval.

The current status is "Not Routed" but the Proposal has been Initiated. Collapsethe Menu list to view more of the page.

Click the Collapse (Ctrl+Y) Menu button.

119. View the Approvers on the list at the Department Level by clicking on theMultiple Approvers link in the Attributes box.

Click the Multiple Approvers link.



Step Action

120.Click the Internet Explorer Main Window window.



Step Action

121.Click the Multiple Approvers link.



Step Action

122.Click the Internet Explorer Main Window window.



Step Action

123. View the OSP Manager Approvers list.Click the Multiple Approvers link.



Step Action

124. Close the window with the list.

Click the Exit button.



Step Action

125. The list has been reviewed; go back to the Proposal page and route the Proposal tothe Approvers/Reviewers.

Click the Go to Proposal link.



Step Action

126. The Proposal page displays. At the bottom of the page is the button that will savethe updated proposal and route the proposal to all of the approvers that need to benotified as part of the automatic workflow process.

Click the Save & Route button.



Step Action

127. A confirmation displays to show the Proposal has been saved.

Click the OK button.



Step Action

128. The Proposal has been entered in EPEX with a single Project and a singleBudget. The Approval workflow process has been initiated, and the Proposal willgo out to the PI, the department, the school, and to the OSP analyst for review,edits and approval. Go back to the main menu for other transactions by using theHome link at the top right of the page.

Click the Home link.

129. Congratulations! You have learned how to enter a Proposal in EPEX.End of Procedure.

Documents

Project Compass Job Aid - Emory Department of Pediatrics · 2018-07-10 · JOB AID EPEX: Entering a Simple Proposal Page 4 Last changed on: 7/23/2009 1:30 PM Step Action 4. Enter