OSP Staff Brio Update

1
OSP Staff Brio Update

• November 20, 2002

2
Agenda

• 930-1030
• Overview of changes
• Brio demo
• Upcoming enhancements
• 1030 1130
• QA
• Hands-on time with assistance from support staff

3
Major Changes

• New data elements
• Combined award/proposal table
• Status codes
• Single investigator table
• History view
• Brio changes

4
SponsDW Basic Structure
5
New Data Elements

• More closely matches information collected on
  Form 10
• FA information
• Cost sharing
• Compliances (limited access)
• Key dates
• Project history

6
Combined Award Proposal Table

• Single table containing awards and proposals
• Improves response time in Portal
• Reduces number of Brio documents
• Allows reports with both awards and proposals
• Use Award_or_Proposal field to select only
  AWARD or only PROPOSAL

7
Status Codes

• Codes renamed to reflect a more general campus
  view
• Additional codes to identify more stages in life
  of project
• Status code groups to simplify queries

8
Proposal Codes

• PURO-PROPOSAL UNDER REVIEW BY OSP (was I-In
  Progress) The proposal is being reviewed. It has
  not yet been submitted to the sponsor. This is
  the default status for all new proposal records.
• PURS-PROPOSAL UNDER REVIEW BY SPONSOR (was
  P-Pending Proposal) The proposal has been
  submitted and is under consideration by the
  sponsor. This is considered an "pending"
  proposal.
• PNF-PROPOSAL NOT FUNDED BY SPONSOR (was
  D-Declined) The sponsor has notified Cornell
  that the proposal will not be funded.
• PW-PROPOSAL WITHDRAWN BY CORNELL (was
  W-Withdrawn) The proposal was withdrawn by
  Cornell before a funding decision was made.
• PG-PROPOSAL-GIFT (was G-Gift) It was determined
  that the proposal will be treated as a gift and
  tracked by Foundation Relations. No award record
  is created in EZRA.
• PA-PROPOSAL AWARDED (was A-Awarded) The proposal
  was funded. A proposal record will be maintained
  in EZRA, but a new award record has been created.
  

9
Award Status Codes

• ANA-AWARD NOT ACCEPTED (was NA-Not Awarded) The
  proposal was accepted by the sponsor, but Cornell
  has declined to accept it.
• ANF-AWARD NOT FUNDED (was NF-Not Funded) After
  having initially indicated that the proposal
  would be funded the sponsor has decided not to
  fund the project.
• AIPS-AWARD IN PROCESS BY SPONSOR (was P-Pending
  Award) The sponsor has indicated that they wish
  to fund the proposal.
• AIN-AWARD IN NEGOTIATION The sponsor has
  indicated that they wish to fund the proposal.
  Award documents not yet signed.
• APC-AWARD PENDING COMPLIANCES The award
  acceptance is on hold waiting for all compliance
  requirements to be completed.
• AS-AWARD SIGNED BY CORNELLThe award documents
  have been signed by Cornell, but not by the
  sponsor.
• ASAP-AWARD SIGNED BY ALL PARTIES (was FE-Fully
  Executed) The award documents have been signed
  by all parties. Notification of the award
  acceptance has been provided to SFA, the
  department, the PI and others on campus. The
  project work is underway.
• APA-AWARD PENDING AMENDMENT (was FP-Fully
  Executed/Pending) The award, previously
  accepted, is now pending an amendment.

10
Closed Award Status Codes

• AAC-AWARD AWAITING CLOSEOUT (was H-Holding) The
  award period has ended, no amendments are
  pending. OSP is waiting for notification that
  final deliverables have been provided to the
  sponsor.
• AC-AWARD CLOSED (was T-Terminated) The award
  period has ended and all deliverables have been
  submitted. The hardcopy award file is archived
  for a period of time specified in the retention
  period after which time it is destroyed.
• RD-RECORD DELETED

11
Status Group Table

• Because of the complexity and number of codes, a
  number of special terms are used to refer to
  groups of statuses
• "Pending Proposal" (status of PURS) The proposal
  has been submitted and is under consideration by
  the sponsor.
• "Pending Award" (status of AIPS, AIN, AS, APC or
  APA) The sponsor has indicated that they wish to
  fund the proposal or amendment. The award
  documents have not yet been signed.
• "Active Award" (status of ASAP or APA) The award
  documents have been signed. The project work is
  underway. There may or may not be amendments
  under consideration.
• "Pending Active Award" (status AIPS, AIN, AS,
  APC, ASAP or APA) The sponsors has indicated that
  they will fund the award or amendment. The award
  documents may or may not have been signed.
• "Pending Proposal or Active Award" (status of
  PURS, AIPS, AIN, AS, APC, ASAP or APA) The
  project is in some stage of activity by the
  sponsor, OSP office and/or researcher.

12
Status Group Table (cont.)

• Status code
• Status description
• Pending Proposal (Yes or No)
• Pending Award (Yes or No)
• Active Award (Yes or No)
• Pending Active Award (Yes or No)
• Pending Proposal Active Award (Yes or No)

13
Investigator Table

• Includes both PI and CoPIs
• Only one PI per proposal/award
• Use Investigator Role to limit to PI only (values
  PI or CO)
• Without PI limit, may return multiple records per
  project

14
Project Timeline
15
History Table

• Event code
• Date
• Comment
• Other event specific fields. Usually those that
  changed as a result of the event (e.g., mod
  number, amount, sponsor, PI)
• There will usually be many events per project

16
History Table (cont.)

• Types of events recorded
• All status changes
• Award documents received/reviewed/
  approved/distributed
• Award change budget revision/key personnel/no
  cost extension/scope
• Award terminated early
• Compliance use rescinded/reinstated

17
Brio Changes

• Must rebuild saved Brio reports
• Single Award/Proposal subdirectory
• Status group table
• Single table for PI and Co-PIs
• Additional limits on pre-formated reports
• Code lookup table moved to Award/Proposal
  subdirectory

18
Sponsored Portal vs. Brio

• Why Use the Sponsored Portal
• Look up individual awards and proposals based on
  pre-defined criteria.
• Submit new account request forms, subcontract
  requests, change requests.
• Generate simple list of awards proposals based
  on pre-defined criteria.

• Why Use Brio
• Look up individual and/or large batches of awards
  and proposals based on criteria you define in
  queries.
• Create reports defined by your own criteria, with
  the option of presenting the data in a variety of
  formats including charts or pivot tables
• Save the queries and reports as templates so you
  can process them as needed.

19
Brio Demo
20
Future Enhancements

• New data elements in Portal
• Award notification by e-mail
• Required use of Portal for
• New Account Requests
• Subcontract and consulting requests
• Other change requests
• New Data Marts
• Subcontract and consulting agreements
• Research expenditures
• Patents licenses
• Combined Sponsored/Accounting Brio models