SPEX-PM_User Manual
Contents
1. The system will respond better with more memory If possible set the preferred memory size to a higher number based on your CPU s memory If you need help figuring out how much memory you can allocate to FileMaker Pro contact Joseph Sullivan in OSR x8 1161 B Setting FileMaker Pro Preferences Set the following preferences within FileMaker Pro using the following procedure 1 Open the FileMaker Pro application 2 Go to Preferences under the Edit Menu 3 Look at the User Name section If your name does not appear in the system option please enter your name in the custom option 4 Look at the Network Protocol box If it is not set to tcp ip please reset selection to tcp ip 5 Quit the application 6 Restart Filemaker Pro when you are ready to work in the system C Setting up a Department Specific Pl Employee Table Each user needs to copy a separate department file emptable fp3 from the Sponsored Research Server to customize who will be included in the PI pull down menu on the initial proposal screen and in the employee pull down menu on the Effort screen Using a customized table improves performance by making the table smaller and prevents you from needing to scroll through a long list to find the Pls and employees in your department The emptable file resides permanently on the user s machine and is set up specifically for a user and by the user The user selects which employees they would like to add from the universi2. button to access the exported file e Edit or enter the project dates for each period if necessary they will be pre filled based on the project begin and end dates if you are entering a New proposals e For each line click on the account code field farthest left once to get a pull down menu of applicable codes or click twice and enter the account code e You can edit the text or use the default account code titles e To get additional lines in a section of the budget tab to the end of the last line or use the scroll bar on the far right of the budget section e Each line can be deleted individually using the Delete button on the right of the line e Enter the dollar amounts for each project year line and year totals will be calculated automatically e Enter cost sharing as a negative number n _ 393 nm EH TAGARTCIUTADWEURE MM TX aa BENT LE 17771 KIGI Site ADMPITTRATwE PT 4 i ral E En 124 Gia P i rin 124 nnn nat we EI AT T ae t T I 1072 OF tha lr Pence 1 253 1451 15 41 1917 EQUIPMENT CAPITAL EXOPUERT m TOTAL EQUIPMENT a1 1 1 a TOTAL DIRECT COST 525 mo am 195 796 mr 53 55 813 TOTAL PROJECT COST m2 nua 95 mon OST SHARING _ OTAL BPONSOR CO WW 11224 mm munt Woo prep er Ut edet os bere 1116 B Copege I rpts
3. Request for additional funds to be spent over a new project term but to continue similar research direction treated by sponsor as a new proposal in terms of critical review competing request Many fields copied can edit as appropriate choice to copy budget Many fields copied can edit as appropriate choice to copy budget Many fields copied can edit as appropriate choice to copy budget Many fields copied can edit as appropriate choice to copy budget Many fields copied can edit as appropriate choice to copy budget related to proposal used as the source through Find related to proposal used as the source through Find related to proposal used as the source through Find related to proposal used as the source through Find Page 9 SPEX PM User Manual If you are entering a proposal that is not New you will be prompted to use the Find function to locate the source proposal If the original or source proposal is not entered into the system due to it being submitted prior to July 1995 you have two options You can either enter it to have a complete record of the proposal history or you can enter the proposal as a New proposal and change the Proposal Type as appropriate If you choose the later option you will not see the complete family on line All newly entered proposals will have a status of Work In Progress Once the proposal is checked by OSR and OSR enters a date under Date Checke
4. also print the list 5 If at any time when entering a proposal you find that a given PI is not included in your list use the Add PI button to add new Pls to your personal employee table emptable ll Logging into SPEX Each user will be given their own user ID and password when they attend a SPEX training session This ID and password gives the user access to the appropriate proposals based on their department or college affiliation If a new user in your office needs to start accessing SPEX contact Joseph Sullivan in OSR so that they can be assigned their own ID and password IDs and passwords should not be shared under any circumstances You have the option to change your ID when you first log in If you want to change it at another time please contact Joseph Sullivan 1 Open the FileMaker Pro application 2 Click on the circle next to the text Open an existing file and then click on OK on the right hand side of the screen 3 Select the Hosts option on the right hand side of the window This table includes all faculty and select job class codes If you have a PI who is not included in this list contact Joseph Sullivan in OSR x8 1161 to have them added to the table and you can add them to your department employee table Version 1 5 Page 5 2 26 98 SPEX PM User Manual Highlight SPEXDB fp3 and click on Open SPEXDB fp3 should be listed in the top half of the screen which is labeled Hosts under the OSR Server
5. are as follows Work in Progress not reviewed by OSR yet or submitted to sponsor Pending Declined Awarded Withdrawn Resubmitted a revised budget has been submitted and this original proposal is no longer active Type refers to the proposal type and values include New Renewal non competing continuation Continuation Supplemental Funds Version 1 5 Page 27 2 26 98 Work in Progress piprop fp3 8 1 97 8 31 97 SPEX PM User Manual Return to Perform ADDITIONAL Main Menu Find CRITERIA pul m 0 HOO aad Find uj For example in a given report summarizing PI activity for a given month you may want to exclude Work in Progress Withdrawn and Resubmitted proposals To do this enter the date range as shown above and click Additional Criteria Click on the Omit box in the middle of the new line and select Work in Progress in the Status box as shown above Click Additional Criteria Click on the Omit box in the middle of the new line and select Withdrawn in the Status box as shown above Click Additional Criteria Click on the Omit box in the middle of the new line and select Resubmitted in the Status box as shown above Then click the Perform Find button located at the bottom of the screen and the report will automatically be sent to your printer If you get into this screen in error or make a mistake when you are entering your criteria use
6. the Return to Main Menu button then reselect Reports and initiate the request again Version 1 5 2 26 98 Page 28 SPEX PM User Manual Records found with the specified date range Withdrawn Resubmitted Work In Progress How the find worked in the previous example 1 We want to start with criteria that will be true for all records that we want to report on The above drawing represents all the records that fall within a specific period We specified these records by identifying the range of dates in the first request when we set Submission date to 8 1 97 8 31 97 2 We want to omit any records that we do not want to appear in our report We eliminated the gray areas by identifying the Status box and selecting omit 3 Now we are left with only the records that have been submitted in August and are still Pending Awarded or Declined Version 1 5 Page 29 2 26 98 SPEX PM User Manual piprop fp3 MERGER 8 1 97 8 31 97 Return to Perform Main Menu Find Another example in a given report summarizing PI proposal activity still pending for a given month To do this enter the date range and also enter Pending in the Status box as shown above Then click the Perform Find button located at the bottom of the screen and the report will automatically be sent to your printer Version 1 5 Page 30 2 26 98
7. 8 3 31 99 SPONSOR NSF 980643 BLANTON RONALD D REGULAR CONTROL UNIT DESIGN AND TEST Main Menu E Reports sot Find Print Sorting the Proposals Once the data is selected use the Sort button to sort the data as desired for your report When you click on Sort you will see a standard FileMaker Pro dialog box for sorting The default sort is proposal number You can remove this by highlighting it in the right hand box and selecting the Clear button in the center You can select any field for sorting by highlighting it on the left and selecting Move to move it to the right as a sort criteria You can use the buttons at the bottom of the box to indicate whether this field should be sorted in ascending or descending order Once your criteria is set click on Sort and the records will be sorted You can add an unlimited number of fields which will act as nested sorts Version 1 5 Page 21 2 26 98 SPEX PM User Manual Sort Records Current File RsrchMN_ fp3 Y Sort Order Proposal number Clear All Proposal number Proposal Type Status Sponsor Move division _ Title Begin Date End Date Total sponsor cost Total cost sharing awarded arnount 910 Custom order based on value list P Type O Override field s language for sort English v There are four files with fields that you will likely use as sort options The first f
8. February 1998 rch ipa EB m PROPOSAL MONITORING SPEX PM User Manual Version 1 5 Page 2 2 26 98 SPEX PM User Manual Table of Contents Getting Started Setting the Memory Allocation B Setting FileMaker Pro Preferences C Setting up your Employee Table ll Logging into SPEX I SPEX PM Main Menu Options Exiting SPEX V SPEX Conventions A Moving Around the System B Using Pull down Menus Entering a Proposal Selecting the Proposal Type B Data elements to Enter a Proposal C Setting up Sub departments D Updating College or Department Data Finding a Proposal Viewing Proposal Data IX Updating Proposal Status X Retrieving Data Standard Reports A Selecting the Proposals B Sorting the Proposals C Printing a Report Appendix A Sample Report Formats Version 1 5 Page 3 2 26 98 SPEX PM User Manual Getting Started one time actions A Setting the Memory Allocation To use SPEX you need to have FileMaker Pro 3 0 installed on your computer Once installed we recommend that you allocate a minimum of 5 MB in memory to FileMaker Pro using the following procedure Go to your FileMaker Pro application Click on the icon once to select the application From the File menu select Get Info In the FileMaker Pro Info window in the lower right hand box labeled Memory Requirements set the Preferred Size to 5000 K by typing in 5000 5 Close the FileMaker Pro Info box TUS De cS
9. Local Hosts should also be highlighted in the lower half of the screen If you do not see the database call OSR You will be prompted for your password enter it and click OK You will be prompted for your ID after the database is opened Enter your ID and click on enter or press return From the main menu select the appropriate option e PM to enter the Proposal Management system The system will take about 5 minutes to load all required files from the server e Edit to set up your department employee table e Updates to view system announcements SPEX PM Main Menu Options Once you have entered the Proposal Monitoring module you will see the following menu options Enter Proposal Enters data into the system generates a new proposal number when used Find Proposal Find an existing proposal which was already assigned a proposal number to edit the proposal look up information about the proposal revise the proposal or run a report on a group of proposals Reports Allows you to enter the Administrative Reports module which prints a variety of reports Appendix B has step by step instructions Edit Tables Allows you to enter tables which control a variety of system parameters Within the Edit Table section departments can enter the following types of information Version 1 5 Page 6 2 26 98 SPEX PM User Manual e Employee Used to update the employee table maintained by each user user selects employees from a
10. Page 25 SPEX PM User Manual Appendix B Reports Module SPEX PM BY PI Reports E mafi Ez RsrchMn fp3 See SENET an NN SS N Z 77 Af A T A 2 2 22 Browse To provide a summarized view of all activity related to PIs in your employee table use the BY PI button to get a report which shows a single line for each proposal submitted in the specified date range sorted by PI There is also a new field which we have started to track Award Received Date This field will be populated whenever an award is received It will aid in identifying what proposals were awarded in a given period However you can only run one set of dates for each report either Submission or Award If you select this button you will see the foaling screen which allows you to enter criteria for the report Version 1 5 Page 26 2 26 98 SPEX PM User Manual piprop fp3 8 1 97 8 31 97 Return to Perform Main Menu Find For the above example the request specifies all proposals submitted between August 1 1997 and August 31 1997 Dates can be entered as ranges such as shown above or using a greater than or less than sign such as 77 1 97 for all proposals submitted for this fiscal year To further customize the report you can include or exclude certain types of awards based on their status or type The values
11. access to view or change the data as well deptable fp3 Department Information creation date modification date 5 7 96 1 29 98 Dept number 5002 Dept name Biological Sciences Short name Biology Department Head Wiliam E Brown College MCS admin 5814 DAVIS CYNTHIA J Find at f Susan A Henry Browse fe P VII Finding a Proposal The Find function gives you a variety of options on which to select a proposal You can enter data in any of the fields listed and you will retrieve a sub set of proposals which match that criteria The and relationship is assumed e g if you enter Status of Pending and Sponsor as Navy you will get a list of all pending proposals submitted to the Navy As noted on the screen you can enter a range of values in any field Version 1 5 Page 17 2 26 98 SPEX PM User Manual D Perch 5 1 5 Please enter the information you E n wish to do a search on Proposal Number zs zid Proposal Wunber E 5ubtission bate Begin Dote Subbeparteent Principal Izvwestigator L restion Date 7 Mdditionel Fetuth to The Additional Criteria button allows you to use an relationship If you enter sponsor as NSF and then Additional Criteria and then enter sponsor as NIH you will get a list of all proposals that are for NSF or for NIH Security limits your access to proposals which list your department as o
12. artments can all access the proposal e Budget Information Summarizes the more detailed budget screen in the categories used in the Detailed Budget System you can look at the more detailed SPEX information using a button at the bottom of the card e Sponsor Information Summarizes the sponsor name division program and solicitation number Also if you have information about the sponsor contacts which you would like to keep on line with the proposal you can enter it in the free form fields provided on this card e PI Information Lists the Pls working on the proposal including their home department room phone and email if provided in HRIS e Status Information Completed by OSR to track the OSR contact the date the proposal was checked the date a hard copy was received and filed and subsequent status or action items relating to the proposal OSR the Provost office or the departments can enter status updates on this card e Rates amp Totals Summarizes the fringe and overhead rates and the total project and sponsor cost On the Status screen there is a button for Reps and Certs which contains a number of agency forms which OSR will prepare as appropriate An Early Center Request form is also available on that screen for use by business managers SPEX PM will generate the form including all appropriate data Version 1 5 Page 19 2 26 98 SPEX PM User Manual Some other features of the information screens are e At the bottom o
13. campus wide database e Department Used to update basic data about departments data maintained primarily by OSR but menu item accessible to all users e Sub department Establishes sub departments if the department is interested in sorting their proposals beyond the department level maintained by departments but accessible to all users Within the Edit Table section OSR enters the following types of information e Sponsor Maintains the sponsor table used exclusively by OSR e Division Maintains the division data for each sponsor used exclusively by OSR College Updates basic data about colleges data maintained primarily by OSR but menu item accessible to all users Version 1 5 Page 7 2 26 98 SPEX PM User Manual IV Exiting SPEX If you will not be working on the system for some time but want to keep it open you can hide FileMaker Pro This will eliminate the initial wait to open all the files when you need to use the system again You can exit the system from any screen by choosing Quit from the pull down menu under File from the menu bar This closes all associated tables and exits you from FileMaker Pro V SPEX Conventions A Moving Around the System You can move around SPEX by selecting a field with the mouse point and click or by tabbing through the fields B Using Pull down Menus There are pull down menus for key elements such as sponsor account codes and department If you click on a f
14. d the status is changed to Pending Once you have selected Enter a Proposal from the main menu a proposal number is automatically generated If you realize you do not want to enter a proposal or use that number you will need to delete it using the button at the bottom of the initial edit screen B Data elements to Enter a Proposal Proposal Number Screen copy on next page e Proposal Number assigned by the system as the next available number also generates date of creation shows in upper left on the screen e Old Pr This will be filled in for proposals entered from OSR files indicating the number given to the proposal under the old numbering system prior to FY97 Do not fill in this field for any proposals submitted after July 1 1996 e Center Enter the applicable center if one has already been set up applies to renewals supplements and continuations e Contract Number Can be entered as reference for renewal continuation or supplemental fund proposal types e Proposal Title free form text e Begin and End dates delineate with or e Submitting Organization will be pre filled to CMU change to MPC for Mellon Pitt Corporation e PI Click the boxed field on the left to view the pull down menu containing your department employee table Begin typing a name or use the scroll bar to move to the relevant part of the list When you locate the PI click on his or her name and wait until the system inserts
15. dE Set Perera propensi Gareesytucget Clear 79 gt a Budget Penentage Body Budget OL Lae me Version 1 5 Page 12 2 26 98 Effort Screen This screen is optional If you wish to enter effort data for your proposals you will be able to generate pending reports automatically If this would be useful to you please complete this screen by selecting the Effort Percentage button at the bottom of the Budget screen Entering the Effort screen opens some new tables so you will not move to it as quickly as you do to the other proposals screens SPEX PM User Manual e Use the button at the bottom of the screen to automatically pre fill the Pls entered on the first screen if appropriate e Select AY SU CY as applies for each e Enter the effort must be equal to or less than 1 and edit the of months if required e The program will calculate the person months e You can add other senior personnel from the pull down menu which contains your department employee table o RsrchMN fp3 Percentage of Effort on Proposal 960065 12 30 98 12 30 99 12 30 00 12 29 98 12 30 99 12 30 00 31105 ACKER CAROLINE 6403 of effort 25 Person Months 3 00 of Months 12 000 30165 ADOLPH KAREN E of effort 10 10 10 Person Months 0 90 0 90 0 90 of Months 9 000 9 000 9 000 9 000 X Make sure that you have set up
16. f the cards you can see the family of related proposals showing any revisions continuations etc You can click on any of the related proposals in this box to view another proposal in the family e You can print any screen in this section using the button at the bottom of the screen IX Updating Proposal Status All proposal are created as Work In Progress and changed to the status of Pending when they are checked and officially signed in OSR Other status codes are e Resubmitted status will be automatically changed to resubmitted if a proposal is used to create another Revised Budget proposal e Awarded OSR will change the status to Awarded if they receive paperwork from the sponsor They will enter the amount funded and date for information purposes e Declined OSR or the departments can change the status to Declined if they receive notice from the agency or through the PI In this way we are asking departments to help us keep records up to date e Withdrawn OSR or the department can change the status to Withdrawn if they are required to withdrawn a given proposal for any reason To update Status to Declined or Withdrawn click on STATUS in the upper right hand corner of any Inquiry screen If you change the status your name is automatically entered so there is a record of who made the change X Retrieving Data Standard Reports A Selecting the Proposals To retrieve data you select Find a Proposal from the main menu Us
17. ield once you can then scroll and make a selection from the menu You can also begin typing to move quickly to a certain section of the list which is alphabetical If you double click on a field you can just enter the data For example if you know the account code you wish to enter double click on the account code field and type in the 4 digit code The associated text title will appear automatically Version 1 5 Page 8 2 26 98 VI Entering a Proposal A Selecting the Proposal Type SPEX PM User Manual To enter a proposal choose Enter a Proposal from the main menu You will be prompted through a series of questions to enter the appropriate proposal type The proposal types and their characteristics are outlined below Type other proposals proposal blank Duplicate Revised Budget Renewal Supplemental Version 1 5 2 26 98 Not related to any other proposal but use one as a starting point to avoid rekeying most commonly used when submitting the same proposal to multiple agencies Overrides original proposal agency will not approve both revision changes the status of original proposal to resubmitted Request for subsequent years of funding for a previously awarded proposal non competing minimal chance that funds will not be awarded augmentation of a budget Primarily for NIH DOE Request for supplemental funding for the same research project typically does not extend project term competing request
18. ile is the default and the others can be selected by using the pull down menu under Current File e RsrchMN fp3 includes fields such as Proposal number Proposal type Proposal status Sponsor Begin date Total cost e includes PI name e deptprop includes Department and Sub department e spontbl includes the sponsor and category for example used to sort by type of sponsor e g Industrial Federal etc If there are other fields that you wish to sort on and can not find them listed contact Joseph Sullivan in OSR Version 1 5 Page 22 2 26 98 SPEX PM User Manual C Printing a Report Once the records are selected and sorted use the Print option to print the format you see on the screen or use the Reports button to select the Listing or PI format samples included in Appendix A Version 1 5 Page 23 2 26 98 SPEX PM User Manual Appendix A Sample Report Formats Proposal List k m Proposal List 970454 SPONSOR NASA DATES 4 1 97 8 31 97 TSC 349 097 STATUS iiuna Discovery Mission Feasibility Siudy PRINCIPAL INVESTIGATOR S Pending WHITTAKER WILLIAM RED L DEPT Robotics FRC 370453 SPONSOR Navy DATES 4 30 97 4 28 02 TSC 6 473 990 STATUS jniegrabed Coginitve Computabona and Biolog ca Assessment PRINCIPAL INVESTIGATOR S Resubmitte of in Decision Making JUST MARCEL ADAM DEPT Psychology SPONSOR NSF DATES 4 15 07 4 14 98 TSC 56 500 Research Expenence for U
19. ing the find function you can select the proposals you wish to include in your report based on a variety of criteria Version 1 5 Page 20 2 26 98 SPEX PM User Manual Li RsrchMN fp3 E SELECT THE PROPOSAL YOU WISH TO USE 980668 PAUSCH RANDY F Interaction Techniques for High Dimensional Spatial Input New Work in Progress SPONSOR COST 498 027 DATES 9 1 98 8 31 01 SPONSOR NSF 980664 THORPE CHARLES Obstacle Detection in Alogorithm Research New Work in Progress SPONSOR COST 380 043 DATES 9 1 98 8 31 01 SPONSOR NSF 980663 PENNY SIMON G CAUCUS A Robot Group in Which Social Behavior Arises New VELOSO MARIA MANUELA Message Exchange Pending SPONSOR COST 393 648 DATES 10 1 88 9 30 01 SPONSOR NSF 980654 VALDES PEREZ RAUL Concise and Intelligible Profiling of Typologies in Scientific New Datasets Work in Progress SPONSOR COST 333 506 DATES 9 1 98 8 31 01 SPONSOR NSF 980650 RUTENBAR ATTACHING PHYSICAL DESIGN PROBLEMS BOOLEAN New SATISFIABILITY METHODS Pending SPONSOR COST 638 389 DATES 4 1 98 3 31 01 SPONSOR NSF x 980647 NOURBAKHSH ILLAH Representation Designer New Pending SPONSOR COST 177 455 DATES 8 1 98 7 31 00 SPONSOR NSF 980644 DAVIDSON CLIFF Preparing Engineering Faculty of the Future The Continuation AMBROSE SUSAN A Engineering Education Scholars Workshop Year 3 Work in Progress SPONSOR COST 107 144 DATES 4 1 9
20. ne of the sponsoring departments If you select Perform Find without specifying any criteria you will retrieve all proposals for which your department is listed However you must enter at least one selection criteria if you have an ID which gives you access to more than one department If you can cancel a find in progress the criteria for the record being searched at the moment you cancel will be entered into the search fields The best way to clear this data is to return to the main menu using the button on the screen and reselect find Vill Viewing Proposal Data After selecting a proposal through Find or after entering a proposal you are presented with a screen which resembles a set of index cards each containing information about the proposal At the top of the screen you can see the proposal number the title the first two Pls and the proposal status The cards contain additional information as follows Version 1 5 Page 18 2 26 98 SPEX PM User Manual ZES Thee etd a sen prrpona utod qo sun campis mports prachio sog pes Of STATUS Ressbmitied input WO Goog hoe Te 309 adeo OF vanas Gone 105 vem son Very Tun 121100 A Caput THO Medion omiy PR RELATED PROPOSALS e Department Information Summarizes the impacted departments includes the administrator for reference and any sub department assigned by any of the departments These dep
21. rdemraduates in Data Storage PRINCIPAL INVESTIGATOR S Systenis KRYDER MARK H DEPT ECE WILLIAMS JAMES E SPONSOR Army DATES 3 1 97 9 30 00 TSC 164 620 Charactenzabon of the Disinbuton and Assessment of the PRINCIPAL INVESTIGATOR S Bioavailabitiy of Hydrophobic Organic Contaminants on LUTHY RICHARD DEPT Civ E Environmental Engineering amp Science TOTAL PROPOSALS 4 TOTAL SPOHSOR COST 7 044 207 Version 1 5 Page 24 2 26 98 SPEX PM User Manual Appendix A Sample Report Formats PI Report Principal Investigator Information Department Sub Department Sponsor Title Dates Department Sub Department Sponsor Title Dates Department Sub Department Sponsor Title Dates TOTAL PROPOSALS 3 Version 1 5 2 26 98 Engineering amp Public Policy National Science Foundation Understanding changes in land use and land cover information analysis and future scenarios development 9 1 97 8 31 00 SPONSOR COST 493 635 Civil amp Environmental Engineering National Science Foundation ENRES Center Engineering Research for the Environmenta nd Sustainability 5 1498 430 03 SPONSOR COST 10 000 000 Graduate School of Industrial Administration ENVIRONMENTAL PROTECTION AGENCY Application for Cooperative Agreements to Study Economic Research on the Implications of Environmental Policy on Design 10 1 86 1071 01 SPONSOR COST 650 000 TOTAL SPOHSOR COST 11 143 635
22. roposal entry your work is saved as soon as you enter data You will not be permitted to print the routing sheet unless you have answered all of the questions C Setting up Sub departments At the request of business managers we added the option for you to set up sub departments within your department If you set these up and assign them as you enter new proposals you can use this data to sort proposals in your department by sub department for reporting purposes To set up sub departments choose Sub department Information from the edit table menu You can then enter sub departments which will be specific to your department only Version 1 5 Page 15 2 26 98 SPEX PM User Manual When you are entering proposal data your department will be pre filled To select a sub department click on the department name and you will get a pull down menu of the sub departments that you entered Select the appropriate one Version 1 5 Page 16 2 26 98 SPEX PM User Manual D Updating College or Department Data Basic information about each college and department is kept on line From the main menu you can view and update this information if for example your department head changes If you want to Find your department choose the Find button from within the College or Department Information menu options enter your department number and then Enter not return or find OSR has primary responsibility for maintaining this data but you have
23. t behind the sponsor If yes indicate the original federal source of funds e Enter the fringe and overhead rates type as percentages 1 3 ni zl 260065 1096 Proposa Type Lorngnuabon d Tte Ihi adibe 2 test proposal used to sample reports and practice dong pes cCnpul We are seeing bas Soe o0 xou Period ot Perfomance Begn 11 26 122102 d Principal investigators mpacted DOP i cas dpsed eed bara be ci mil 1212 Dice cf Sponsored Research Robotics insthute FRC Budget Dion a aptos eng fru amy ot shove mers ante Fiscal Year Rates Erro Rate Ts IH TET vertea Mabe MTDC On PI and also list them as a non CMU PI as a reminder by typing their name in this free form field You can not add to the sponsor or division tables If you do not find the sponsor or division you are looking for contact any staff member in OSR so that the sponsor and or division can be added The sponsor table ties to the sponsor table in the Effort Email system Version 1 5 Page 11 2 26 98 SPEX PM User Manual Budget Screen If the Sponsored Research Proposal Budgeting System was not used to calculate the budget complete the following steps otherwise use the Import Budget
24. their data into the field The PI number is the HRIS system ID which assures the integrity of this data If you do not see the name of the PI you wish to add use the Employee List button to add the employee to your department employee file If they are not on the master university list contact Joseph Sullivan in OSR Until they are added we recommend you select one of the first two entries in the department employee table 99998 Non CMU employee for a faculty member who has not arrived yet on campus or 99999 Not in table for a non faculty Version 1 5 Page 10 2 26 98 SPEX PM User Manual e Non CMU Pls These free form fields are provided for you to track up to two Pls who are not CMU faculty members e Department s Your department will be pre filled enter any other departments who should have security access to this proposal Sub departments Click on the department name to select a sub department from your pre defined list See part C of this section about how to set up sub departments e Sponsor and Division select from those listed on the pull down menu e Program Select a program or add to the list using the Edit option You can type in the list at any point Once you add a program using Edit you need to select it e Solicitation number add if applicable free form text e Indicate if the proposal represents flow through funds from a non federal government sponsor but with a federal government prime agreemen
25. ty employee list Each user should select the Version 1 5 Page 4 2 26 98 SPEX PM User Manual people who are most commonly the Pls or senior personnel on their proposals You are not limited to selecting employees in your department If more than one person in your department uses SPEX PM one of you can create this file and can share it with the other users The following steps are required to install and set up the employee table 1 Log into the Sponsored Research server If you do not have the server set up as an icon you can connect to the server through the AS AppleTalk zone the server is named Sponsored Research Log in as a Registered User with the name research and the password sponsor 2 Open the Research folder open the SPEX Updates folder Copy the file emptable_ fp3 to your FileMaker Pro folder 3 When you log into SPEX PM using the normal login procedures you can begin to populate the table by using the Edit button on the main menu If the system says you do not have an emptable file click continue and you will be prompted to locate the file for FileMaker Pro 4 Once in the entry function you will see a list of all employees on the right hand side of the screen Scroll through the list and click on each employee who you want to include on your personal list Once you are finished you can sort your personal list for ease of use so that it will be displayed in alphabetical order in the pull down menu You can
26. your employee file WARNING before you enter a persons effort Tem Tem ay of effort Person Months of Months Tem 4 Detailed Budget Add Pl s Employee List AJ Inquiry Screens D Routing Sheet Copyright 1996 Camegie Mellon University Al Rights Reserved Browse f you do not see the name of the employee you wish to add use the Employee List button to add the employee to your department employee table university list contact Joseph Sullivan in OSR Version 1 5 2 26 98 If they are not on the master Page 13 SPEX PM User Manual Routing Sheet Screens Enter the questions on the three routing sheet screens Pull down menus are provided where appropriate Many are pre filled based on answers in prior screens IBM Comegu Abie Unten 8 Fer EN a Sad Paget Version 1 5 Page 14 2 26 98 SPEX PM User Manual Bn WerchmN Tes proposal NOT muti pasiborm not taad eslattihed within Tw dgprepos rg fepoetmertin et diii enc Af you have completed the information needed to generate routing sheet you can now print the routing sheet using the p B Lope Wid Came Malo Serene EE After you complete the 3 screens you can view the routing sheet print the routing sheet or continue to review the data At any time you can exit the system and return to complete the p
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