Electronic Routing of Applications

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WISPER 101

• Electronic Routing of Applications Agreements

Last Updated July 7, 2008
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WISPER 101

• Stephanie Gray
• Administrative Officer
• Vince Borleske
• Grants Contract Specialist
• Research Sponsored Programs
• WISPER_at_rsp.wisc.edu

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WISPER 101

• WISPER _at_ RSP
• What is WISPER?
• How Does WISPER Work?
• Where Can I Get Help?

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WISPER 101

• WISPER at RSP
• http//www.rsp.wisc.edu/WISPER/
• Login
• Warnings notes from RSP
• Updates page
• Manual
• Desk References
• Webcasts
• Test Training Site Login

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WISPER 101

• What is WISPER?

• WISPER is an electronic replacement for the
  t-form and other award set up forms
• Create, route sign routing forms electronically
  from ANYWHERE in the world
• Share attachments with collaborators and
  administrators (budget, RFP)
• Track the record from creation through
  negotiation and award set-up. Know when the PI
  signs, when the Division approves and when RSP
  submits!
• Collect award data (WISPER 201)

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WISPER 101

• WISPER will not handle routing of
• Gifts
• Gifts in Kind
• Checks
• Service Agreements (Business Services)
• Gift routing form at http//www.rsp.wisc.edu/form
  s/
• Checks http//www.rsp.wisc.edu/routing/checks.ht
  ml
• Checks for payment against an invoice should not
  be routed via WISPER.
• Checks for additions to gifts should not be
  routed via WISPER.
• Checks that are themselves the award document
  from the Sponsor should have a WISPER record
  created and the Paper Copy to RSP indicator on
  the General Page checked.

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WISPER - Electronic Routing of Applications
Agreements

• How Does WISPER Work?
• Navigation
• Create Records
• Attachments
• Approvals
• Routing
• Signature
• Tracking

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WISPER Login, Navigation Preferences
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WISPER Login, Navigation User Preferences

• Login at http//www.rsp.wisc.edu/WISPER/
• Today any time you wish to enter test or play
  data use TRAINING link at bottom of page
• Use netID password

Get new personnel, especially faculty, set up in
HR system as soon as possible. They cannot
access the system and cannot be selected as a PI
until they are in the system!
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WISPER Login, Navigation User Preferences

• Navigation
• Left navigation menu always available but can
  minimize for space

Left Nav Menu
Menu
Page
Tab
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WISPER Login, Navigation User Preferences
Navigation Tips Tricks

• LOTS OF POP UPS are used. Make sure your pop up
  blocker is OFF
• Avoid using the Back button - your work will
  not be saved
• Sessions time out after 1 hr. Select ok on the
  warning pop up to stay logged in.
• Remember to sign out at the end of the day

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WISPER Login, Navigation User Preferences

• User Preferences
• Delegates
• Delegate gets same access to records and email
  notifications as you
• Great for multiple people in one office handling
  records for a group of faculty
• Great for when you are out of the office
• PI Signature does not transfer to delegate
• Emails
• Leave them turned on!!
• Controls whether you get emails when someone asks
  you to approve or routes a record to you

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WISPER - My WISPER Worklist
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WISPER - MY WISPER Worklist

• THIS IS YOUR TO DO LIST
• In Box
• Records you own Paper on your desk
• When you create it, you are owner
• One owner on campus at a time
• Pass along via Routing function
• Approvals
• Someone is asking you a specific question on a
  record
• See the Approval Type on the far right for more
  information
• Stays there until you respond

Difference between In Box Approvals? Approvals
another person owns the record. It can be
passed from owner to owner independent of the
approval.
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WISPER - MY WISPER Worklist

• 3. Records for which I am PI
• Your netID is the PI on these records
• Only records in process in WISPER
• Gone when record is award or not funded
• Gone when negotiations are completed
• Status 4.5 SPO Negotiation
• Records that RSP is negotiating FYI only
• Status 5 SPO Setup
• Records that RSP has fully executed award or
  agreement and is in the process of collecting the
  award details (subject of WISPER 201)

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WISPER - Create a Record
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WISPER - Create a Record

• Create records from MY WISPER
• Remember that copy is also available
• Create page asks for 5 pieces of information
• Short Title
• PI defaulted in if you are PI eligible
• Note the ability to send the PI an email telling
  them the record is created needs their
  signature
• Department
• Use Dept ID (UDDS) not name if possible
• No A anymore
• Sponsor
• Business Unit defaulted in for you
• Create button to launch to the full record

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WISPER General Page
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WISPER - General Page

• Header
• ID is assigned for tracking
• Document Status
• Links functions
• Route, Sign, Print available at the top of the
  page
• PI Email Request button
• Tells if PI has signed Proposal Award
  Signatures
• Allows you to choose to send email to ask the PI
  to sign
• How much do I enter?
• Whatever you can
• Return to record update as you know more

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WISPER - General Page

• Key New Fields
• Outside Activities Report?
• Effort Training Completed?
• Document Type
• Related ID
• Campus Contact They get access! This is who
  RSP calls!
• Paper Copy to RSP
• New Compliance Questions Stem Cells
  Equipment/Buildings
• Additional Personnel
• Enter fellows key personnel
• Budget Details
• Keywords

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WISPER - Attachments
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WISPER - Attachments

• Types of Documents to upload
• RFP/RFA/Call for Proposals
• Narrative Scope of Work
• Budget
• Full proposal file (.pdf, .xfd)
• Protocol approvals
• Award documents
• Draft agreements (from campus or during
  negotiations)

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WISPER - Attachments

• Attachments Link or Tab
• Upload Attachment Button
• Browse
• Select file
• Upload
• Add description
• Label what is DRAFT what files to SUBMIT
• Add another attachment link at end of each row
• Trash Can to delete

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WISPER PI Signature
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WISPER - PI Signature
PIs must log in with their own NetID sign

• Link is only available for those listed as PI
• Link at the top of the General tab the bottom
  of all other tabs
• For NIH Multiple PIs are required to sign
• All see the link
• All required to sign
• Can sign any time after record is created
  compliance questions are answered

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WISPER - PI Signature

• Note the PI Signature language
• Proposal signature attests to content of
  application not content of WISPER record (dates,
  exact budget figure)
• Award Signature is available now as well but you
  are committing to all terms of the award or
  agreement. If you dont know them, dont sign.
• Know whether the PI has signed by clicking on the
  Request signature button on the General Tab or in
  the Document History
• Use the PI request button to see what email
  requests have been sent, when/if the PI signed,
  and to send a request to sign if necessary

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WISPER - Approvals
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WISPER - Approvals

• Confirmation from another user without giving up
  ownership
• Tracks situation other than PI Division
  Signature
• Chair approval
• FA Waivers
• Cross department or division resources
• Revised budget
• Award in Advance request (88-1)
• Approver gets notified
• Record added to approvers MY WISPER worklist
• Sends email to approver (User Preferences)
• On response, requester and all commenters receive
  copy of email notification
• Record can move forward without all approvals
  being in place

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WISPER - Approvals

• Use ADD APPROVAL button to initiate a new
  approval
• Select Approval type
• Enter additional text
• Select who should respond
• Division
• Employee
• PI
• Respond to an Approval
• Approve
• Deny
• Submit comments

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WISPER - Approvals

• Chair Approval
• If your unit requires the chair or designee to
  sign off, use an approval
• Revised budget
• Do not want to show as Not Funded when only
  revising budget
• Revised budget approval type goes to Division
• Division then notify RSP via Revised Budget to
  RSP approval
• Cross Department Resources
• JIT Requests
• Request Advance Award
• Set up projects tab first (WISPER 201)
• Request goes to Division
• Division then notify RSP via Division Action page

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WISPER - Routing
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WISPER - Routing

• Transfers Ownership of the Record from User to
  User
• Removes from your worklist
• Adds to new owners worklist
• Sends email to new owner (User Preferences)
• You can still locate edit the record using the
  Search
• Route to Individual
• Route to Division

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WISPER Tracking the record
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WISPER - Security

• Security is record by record. Your access
  depends on
• Your role
• Division, Campus Contact, PI, Router
  (participant) have full edit access
• Approvers can view, add approvals add
  attachments
• Document Status
• 1-On campus - only see it if a participant
• 2-Forwarded to SPO or greater
• Everyone can see (all except attachments which
  are not visible to all)
• Edit update ability then depends on your role
• Table of Document Statuses in Manual

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WISPER Tracking the Record

• SEARCH PAGE
• Find records by many search criteria
• All are contains the text you type no or
  wildcards are needed
• Note 2 other search tools WISDM InfoAccess
• Once you find the record need more details,
  use
• Document History Page
• SPO Action Page

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WISPER Tracking the Record

• Document History
• Changes to key fields PI, Sponsor, Projects
• PI Signature
• Routing
• Approvals
• Changes in Record Status
• Funding Pending, Pre-Award, Awarded, Refused,
  Withdrawn
• Document 1-On Campus, 4-Sent to Sponsor,
  6-Completed
• SPO Action Page
• Document Status
• Funding Status
• SPO (RSP) Owner
• Negotiation Tracking

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WISPER Copy

• COPY Functionality from SEARCH results
• Copy button at end of each search result
• Duplicates the existing record for a
  resubmission, supplement, renewal, continuation,
  etc.
• Does NOT pull forward ALL data (Begin End
  Dates, Submission Instructions, Compliance
  Questions, Budget, Attachments)

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WISPER - Department Email Contacts

• Of note
• Email notifications will be sent for
• Completed negotiations on non-financial documents
  (MTA, CDA)
• Set up modifications to awards (Regent
  Non-Regent Notices)
• Tables to whom those emails are sent are kept in
  WISPER
• Maintenance is done by Division Role Members
  any updates, contact them

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WISPER Division Implementation

• Your Division may have specific instructions on
  the following items. Please ensure that you
  communicate with your Division Research
  Administrators to determine if they recommend any
  specific method of
• User Preferences
• Chair or other needed Approvals
• Routing path
• Attachments expected
• Who will enter Projects Tab information when?

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WISPER Feedback Questions

• Anything we didnt cover that you would like to
  see
• Anything we covered that wasnt clear

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WISPER Help!?

• If you need help, try the following steps
• Click on the help icon next to the field in
  question
• Click on the WISPER Help link on the top of each
  page to access or consult the WISPER help page
  at http//www.rsp.wisc.edu/WISPER/ for
• Training Manual
• Desk References
• Webcasts
• This presentation
• Email WISPER_at_rsp.wisc.edu