Sponsored Projects Office 1 RAPID Data Quality Phyllis M. Housel Gale Sponsored Projects Office SPO Process Review Meeting August 25, 2008

1Sponsored Projects Office

RAPID Data Quality

Phyllis M. Housel Gale

Sponsored Projects Office

SPO Process Review Meeting

August 25, 2008


RAPID Data QualityMenu Driven RAPID

Menu Driven RAPID is Mechanism specific:

WFO – Work for Others

Federal

NIH

Non Federal (includes NIH and other Federal

subawards from universities)

User Agreements

Gifts

DOE Indirect Funding

CRADAs


RAPID Data Quality Menu Driven RAPID

NOT

Menu Driven RAPID Menu Driven RAPID

Cannot create a proposal from “Proposals”



WFO Menu Driven RAPID then has 3 sub-sections for type of Sponsor



Each Mechanism and WFO Sponsor has its own set of panels and actions that are specific to the information requirements of that mechanism.



Information is Mechanism Specific – for example Federal Proposal Review Factors does not have a panel for IP Review FCTRS, but Non-Federal does. A federal flow-through from a university is non-federal and these flow-through questions are here.



Examples are Mechanism Specific

Federal Non-Federal




Federal Non-Federal




Federal Non-Federal


RAPID Data Quality Maintain Proposal - Header

Title

• Needs to make scientific sense

• Needs to stand alone (not just truncated from a very long title)

• Do you want DOE or GAO to read this title? Will they understand it?





Update “Draft” → “Approved by Division”

when proposal is ready for SPO

Update “Draft” → “Discontinued”

if proposal is cancelled



Status needs to be correct when submitted to SPO

Update “Draft” → “Approved by Division”

when proposal

is ready for SPO



Proposal Status Maintenance

~ 6 months:

“Draft” moves to “Discontinued”

~ 14 months

“Approved by Institution” moves to “Not Funded”


RAPID Data Quality Maintain Proposal - Projects

Dept Rep

is the division Director or designee signing the SPPF

must be the same as on the Approvals Page


RAPID Data Quality Maintain Proposal - Projects


RAPID Data Quality Maintain Proposal - Resources

• Professional needs to include fellow as the PI and the mentor as mentor on fellowships

• Co-Investigators should also be included



Divisions set up PI status for fellows and Co-Investigators in the Professional Data Panel



Click to provide Eligible PI status in RAPID.

Note: Must follow the division guidelines and procedures for who is an eligible PI or a fellow on a fellowship.


RAPID Data Quality Maintain Proposal - Certification

On New Proposals

• Division Staff only enter information for Animals and Humans.

• Only one possible answer for division staff to enter.

• N/A = “not applicable” = there are no human or animal research subjects



• All other lines should be left in default status and will be answered by others.



• Only one possible answer for division staff to enter.

• N/A = “not applicable” = there are no human or animal research subjects

Should have date and the PI’s name if the answer is “N/A”

This is the date the PI indicated that there are no human or animal research subjects involved with this research



Date is missing here.



•Division Staff does not determine “yes” or “no”

•PI determines “pending” or “N/A”

•final determination is only made by HARC.



On Amendments and Supplements

(additional statement of work)

• Update Humans, Animals, and NEPA/CEQA.–Divisions update Humans and Animals for the new

work and the new work only.–Division requests NEPA/CEQA review.–SPO enters the NEPA/CEQA approval



NEPA/CEQA

is correctly updated

(this data is entered

by SPO)



• Humans and Animals were NOT updated correctly.

• The date is the same as on the original proposal.

• New work requires new certification by PI about animals and humans.



On continuation progress report

• Only update Human and Animals if there has been a change to the research.

• SPO will accept the PI’s signature that the annual review is in place and conforms to NIH requirements for continuation progress reports.

• Do not update the NEPA/CEQA because a new statement of work is not being reviewed.

• If required, these dates need to be updated before the proposal is submitted to SPO.

• No other information is changed by the division.



New SPPF language is being developed for the non-competing continuations above the signature line for the PI to provide affirmative confirmation that all approvals are in place according to NIH requirements.

More on this to come…..



Division does NOT removed approvals from the certification page that are carried forward when the continuation proposal is created.

correct

incorrect


RAPID Data Quality Proposal Review Factors – DOE Review FCTRS

Work with/within DOE Mission

Includes B&R code and description

Must be the same as the related B&R page



Subcontract Justification

narrative justification is required by DOE



BAA

1. Title

2. Reference #

3. URL



Human/Animal Involvement

requires narrative description


RAPID Data Quality Proposal Review Factors – NEPA Review FCTRS

Location should include all locations where research will take place, LBNL and subcontract locations



For LBNL – use the building #


RAPID Data Quality Proposal Review Factors – Related B&Rs

• Do NOT use the “WFO” BNR code. It is not the DOE Related Program Related B&R.

• Tab out to ensure name is correct. (We use the Budget Office B&R table)

• If the title is incorrect or the B&R is not in the look-up list, please call Direct Budget Office and request the update.

• This must be done prior to the proposal being submitted to SPO.



Must match the B&R code(s) listed in the DOE Review FCTRS

You can have

more than one



Always TAB out of the B&R code field so the title appears for your review.


RAPID Data Quality Proposal Review Factors – Proposal Burdens

• Refer to the Burden Matrix

• Burden questions should be referred to the Budget Office

• Field Operations personnel are responsible for the correctness of the Burdens.

• The SPO cannot update the burdens in RAPID, only the Field Operations personnel.


RAPID Data Quality Proposal Review Factors – Background/Property IP

For Non-Federal Sponsors



Policy

Non-Federal sponsors will receive title to LBNL inventions under this project, unless one of a. through f. applies. Provide explanation for a "Yes" answer:

Sponsor Declines

The Sponsor declines its right to title in LBNL inventions. Provide reason and reference correspondence below.



Research Tools

Likely inventions would be research tool(s), which should be available to many organizations. Indicate research tools and why below:

Field of Use

A domestic Sponsor's interest to appropriately commercialize is in fewer fields of use than are realistically commercially feasible for the invention. Provide explanation below:



Federal Flow Thru

Sponsor's funding is from a Federal agency. Provide Agency below:

UC

Sponsor is UC.



Special

There are special facts and it is not in the best interests of the United States. Provide explanation below:

Other Issues

Is there LBNL background intellectual property (IP) that may be used in the proposed project? Are there any other issues that need to be considered in allocating IP rights? Provide explanation below.



This must also be completed for non-federal sponsors

If the answer is “yes”, must provide explanation.

SPPF is being updated to print this correctly.


RAPID Data Quality Submit Proposal - Approvals

• Dept Rep is the division Director or designee signing the SPPF.

• Dept Rep must be the same as used on the Maintain Proposals – Projects Page


RAPID Data Quality Submit Proposal - Approvals

Correct SPO CO must be selected

before proposal is place in

Approved by Division Status


RAPID Data Quality Submit Proposal - Submission

Sponsor Proposal ID

Complete whenever ID # is known



Sponsor Proposal ID

• Known for NASA and DOD CDMRP

• Known for NIH non-competing continuations

• If proposal # is identified by the sponsor when the proposal is being submitted; it should be entered here



Transmission Code



• U. S. Postal Service plus email

• U. S. Postal Service

• Express Mail

• Sponsor Online System

• Email only

• Fax

• Grants.gov



Mailing Instructions

Use for narrative information



Mailing Instructions

No longer use this box for contact information

– use the contact panel instead


RAPID Data Quality Submit Proposal - Contact

This is REQUIRED information





• ADMINAdmin personnel including NIH SRA or person a proposal is “submitted” to.

• ADVINVAdvance Invoice Address (for non-federal)

• LEGALSigns and/or negotiates contracts on other end

• PIPI at prime institution when LBNL is subaward

• PRGRAMSponsor Program Official

Documents

Sponsored Projects Office 1 RAPID Data Quality Phyllis M. Housel Gale Sponsored Projects Office SPO Process Review Meeting August 25, 2008