SIMS Web-Based Data Entry Manual For OSP Users
Contents
1. Partial None Waiver Explanation options Explanation of why PSU is not collecting Full F amp A Ben Franklin Technology Partners Clinical Trials 26 TDC Domestic non profit with published guidelines Gifts and charitable contributions IPA agreement Mixed state federal funding F amp A on federal funds only PennDOT cap 25 MTDC State funding no federal funds State funds flowed through local gov or school board Federally imposed restriction e g DoD USDA USDE Waiver approved Unrestricted Grant 15 total costs Later NEGOTIATION MANAGER Records Located 1 Record s Found Received 19 21 2006 Why people hate bugs 0110434 Sponser Frimary Investigator National Science Foundation 1 Forstmeier Kenneth G Title Terme Why people hate bugs Recewed 0981 2006 145 000 07 01 2007 to 06 30 2008 College Department Agricultural sciences Entomology Award notice has been received for this proposal D aD O lt gt SIMSbpudgets Page 38 of 38 5 25 20102. NOTE If you are entering large amounts of data save the page often so you do not lose anything Once you have saved the page you might have revisions later or find that you made a mistake Click the Edit button to modify the PIAF Page 3 Once in edit mode you can add or delete names change assignment of credit values change the sort order or set the table values back to all zeros Click the red X icon to the left of any name other than the Principal Investigator or Project Correspondent while in edit mode to delete them from the table You will get the following message to confirm that you wish to delete the person https devbud sims psu edu GI o re you sure you want to remove Broking Emily H SPNPROG ehb37 Cancel NOTE The only way delete a Principal Investigator or Project Correspondent is to change them to someone else on the PIAF Page 1 Form Page 22 of 38 5 25 2010 Submit to OSP After PIAF Form Entry Ready for Submit to OSP Subm io OS i Submit to OSP To Do To Do List What is required to use Submit to OSP Click on Submit to OSP Fully executed PIAF affirmation SIMS budgets Once Pages 1 3 of the PIAF form are entered into SIMSbudgets and it is signed by all appropriate people the information can be submitted to OSP using the Submit to OSP button The Submit to OSP button takes the PIAF data entered int
3. Status doesn t Change To Contract File Contract negotiations completed Closing To Hold File Places document in hold until next trigger In Process Action To Negotiator Negotiator action required In Process action To Pre Review Sent to college risk management or research accounting for pre review Pre Review Action To Staff Assistant To a staff assistant In Process action Two Signed Copies Received Agreement received and awaiting PSU signature Status doesn t Change Contract Detail Allows negotiators to input data that will later be used to create the award statement Status doesn t Change Page 36 of 38 5 25 2010 To Risk Management Award is sent to Risk Management for review In Process Action NOTE Choosing any of the above activities EXCEPT Fully Executed Received Sponsor Follow Up Status Update or Two Signed Copies Received will remove the record from the negotiators assigned list on the log in screen Click on From the record you are workin on in Negotiation Manager click on the Activity tab The tab turns to Activity purple and the activity screen is displayed You can either view a previous action that is displayed or Tab enter a new action Viewing Clicking on one of the Activities in the Activities box will display pertinant details about the action Activities below it such as Date Staff Assistant Action and commen
4. gt Log Number OSP Number College Unit ID Proposal Received Notice Received 443373 No Link NIA 07 07 2009 Sponsor EN The Walt Disney Company Prime Sponsor Federal Flow Thru N A Primary Investigator Amount DSillanpa Susan D SPNPROG sus14 30 College Start End Date Liberal Arts Not Specified Department Function Women s Studies Program Outreach Award Type Award Number Other Award Number Info Grant Title Testing Fun Team Affiliation Staff Assigned Hipple Lindsay Holyfield Lori Cole Current Status 07 07 2009 Assigned by Team Leader Last Update Information 07 07 2009 01 49 44 PM made by Susan Sillanpa DD O D cD Gp The following information must be filled in Sponsor Faculty Function College Award Type Department Title Action Team Leader If other information is available that is not listed above as mandatory it should be included Enter data click Save and the record will get an assigned a log number NOTE When PSU receives funds from an organization that organization is identified as PSU s Sponsor If our Sponsor receives its funds from yet another organization its original funding source is known as the Prime Sponsor e Example 1 If USDA issues an award to Cornell and Cornell issues a subaward to PSU then Cornell is the Sponsor and USDA is the Prime Sponsor e Example 2 If USDA issues an award to Amgen Amgen issues an award to Cornell and Cornell i
5. Commitment of University Investigator Securty Classification will be imposed Intemat IP a Intellectual Property or Background ia dren o Right i ign igts Medical Surveillance or Biological FI Sponsor is Foreign Owned Company or a F G RAIS F Company Confidential Information will be Monitoring Required oreign Government ided to Uni it ipi provided to University oO Radioactive tutsterials Fi Subcontractors or Subrecipients are F Continuing and Distance Ed Prog AD 3 proposed F Recombinant DNA Select Agents or Other Fi Technical Data amp Computer Software F HIPAA Covered Data Required RAZ2 Biohazards S 24 Restrictions Human Embryonic Stem Cell Fetal F Research is subject to export controls Fi Clinical Trial Fj ITAR EAR RAI8 Research Approval required c ei G Trial FI Restrictions on University 7 Investigator COPAIN Lroup ine Publication or Intellectual Property Rights Group Name PRINCIPAL INVESTIGATOR PROJECT CORRESPONDENT DISCLOSURES AND ASSURANCES By signing below or on the Additions Anprovals Page Page 3 certify that have read the following statements and those contained on the Propgosa stema Aopmual Fom Assurances Page Pages 5 6 7 and I further certify that the statements contained herein are accurate and truthful to the best of my knowledge and belief Yes No Fi All applicable tems contained in the Special Review Checklist have been identified Investigator
6. DATA Total Project Period Applicable F amp 4 Rates or Managment Fee F amp A Basis Other F amp A Basis LL Oa Omre Oretal Amount end sd O toc O other Initial Project Period p rece Initial Amounts Total Amounts ie Requested Direct O Requested Direct __ Requested Fee si Requested Fee C g Total Requested C g Total Requested 4 niversity Cost Sharing Check all that apply d Includes Committed Cost Sharing O College Unit is Providing Cost Sharing Central is Providing Cost Sharing Documentation of Commitment Responsibility of College Units Attached Committed Cost Sharing includes both mandatory sponsor required cost sharing and voluntary cost sharing committed in the proposal see R4G10 REMARKS OR SPECIAL INSTRUCTIONS Entered by on 14 0001 SIMSdudgets v 2 0 2009 Penn State University Contact SIMS Support Page generated by amp on Monday May 17 2010 11 18 58 AM 9 25 2010 PIAF Page 1 Ready for New PIAF Record College Proposal ID After clicking New PIAF a blank PIAF will appear and the cursor location will Number College Proposal ID No OSP No OSF No Creation Date Creation Date default to the first available field which is College Proposal ID No This is not a mandatory field This number in the past has been used to identify the proposal within a Department Subunit until an OSP unit has been assigned by the Office of Sponsored Programs OSP If you choose to utilize enter an a
7. Hold 6421 Subcontract 79468 Continuum Dynamics Ine Brentner UNNUMBERED New Status0425 2005 Status Update Requested copy of ENOS0293 proposal budget and PAF 80624 Pennsylvania College of Technology Burnett 2508 PCT COP 4730 5c PS Status0512 20085 Status Update Release of Final Payment Subcontract 81322 Mo Sponsorship Indicated Chehab os 014 Mew Status06 27 2005 Status Update Revised budget pages rovd fram F Butts B21 22357 Midland Asphalt Materials Inc Chehab apagar Mew Done dev sims psu edu 4 Adblock Click on the LOG that you want to go to that record You can also sort the Record List oy LOG Sponsor Faculty Name or Agreement by clicking on that column header Finding Finding a record using Quick Query is very similar to using Record Locator except Records that the fields are more specific to records that are already in negotiation manager Quick Query Click on SIMS budgets Page 32 of 38 5 25 2010 Quick Query Enter search criteria in fields NEGOTIATION MANAGER Quick Que College Nota Colleqe Unit Code v Department ho Department ka Title String Sward Humber Received Range CollegeUnit ID Action Agreement Type Negotiation Staff Entering New Information for Existing Award Award Previously Received Select record and click Go if award already received SIMSbudgets The next scenario for located records
8. PIAF Record Delete a Only the owner of a PIAF record can delete it The record owner is indicated at the bottom of Record the PIAF form after Entered by Entered by wewt op SA 1V2010 Last edited by wasg on 541172010 243 PM 3 To delete the record select the Edit button The delete icon will appear After selecting the Delete PIAF icon you will be asked to confirm the deletion Upon eg confirmation the record will be deleted Submitting a PIAF to OSP Submit to OSP Once a PIAF has been completed with all mandatory fields the PAIF is ready for Submit to OSP If any mandatory fields are not completed properly a message will detail all issues preventing the action gl Required to The following fields are required to create and or save a PIAF record Create Fields e Principal Investigator e Department Subunit e Title Mandatory All mandatory fields are shown with a yellow background Some mandatory fields require data Fields validation or using the lookup tool to acquire an existing person sponsor or department The following fields are mandatory input fields Principal Investigator PI Notification Email Department Subunit College Unit Notification Email Type of Project Title Type of Submission Previous College Unit ID OSP No if applicable If not new list Current Grant Contract or PSU Account Info if applicable Sponsor Name Submitted by Number of Copies Sent or to be Sent if app
9. comes into the office See Entering a Proposal for instructions on how to enter the data Once a proposal is entered into SIMSbudgets and you have verified that the copy received by OSP is a fully executed PIAF document click on Submit to OSP At this point the proposal is considered a Proposal in Transit and will appear on your Proposal in Transit PIT report A proposal in transit is a proposal that has been submitted to OSP by either the College Unit or OSP Staff that does not have all the information needed in SIMSreports Proposal Manager to become a Pending Proposal When an OSP Staff Assistant clicks on Submit to OSP after entering the information from the paper PIAF form into SIMSbudgets a pop up proposal manager window will appear with the corresponding PIAF information in edit mode as follows https ifdev sims psu edu SIMS Proposal Manager Mozilla Firefox PROPOSAL MANAGER Edit Record OSP Number College Unit ID Solicitation RFP Agency ID CFDA Number 110419 Sponsor Information Proposal Processing OSP only National Science Foundation 09 15 2006 Primary Investigator Received Submitted Forstmeier Kenneth G Office of Sponsored Programs i 2000 Revised OSP Staff Engineering BS z Department None Tyson Helen v Aerospace Engineering Deadline Function Campus None Research None Subjects Title None Anticipated Terms Isdfds Type of Submission Not Specifi
10. is funded and accepted by the University will conduct the project in accordance with the terms and conditions of the a sponsoring agency and the policies of the University and will be fully responsible for meeting the requirements of the award including but not limited to providing the proper stewardship of sponsored funds submitting all required technical reports and deliverables on a timely basis properly disclosing all inventions to the University s Intellectual Property Office and adhering to all federal compliance requirements e g Export Control HIPAA Human Research Participants etc Cancel Save Note that the paper PIAF must still be printed out and SIGNED by the PI Click Save to record the answers to all checklist questions into the database When you click Save the program will ask you if you are sure as shown https devbud sims psu edu 9 re you sure you are ready to Save Cancel Click OK and you will see your changes in read only mode At this time you can click edit again to make more selections or changes or you can continue on to another page Page 20 of 38 5 25 2010 PIAF Page 3 Assignment of Credit Navigate to Page 3 Edit Edit Adding Participants SIMSbudgets Once you have saved a new proposal or located an existing one you can access the PIAF Page 3 by clicking on the blue Page 3 hyperlink on the menu under the PIAF header 17 D ua
11. is if the located record has the status Received In this case you can select the record and click Go to go to the record You can then make changes or add activities to the record This will be covered in the next section Page 33 of 38 5 25 2010 Negotiation Manager Assignment of New Awards New Awards must be assigned by Team Leader Team Leader Assignments Assignment Link from Team Leader Assignment Report SIMS budgets Once a new award is entered the team leader will assign the document This assignment must be made before any activities can be entered for the record There are two ways to assign a record Link from Team Document Assignments Report Activity Tab When a new award is entered into SIMSreports a team leader is automatically notificed of receipt via a report on the top left side of their SIMSreports Welcome Screen Team Document Assignments Leader 82461 07 08 2005 U S Department of Health and Human Services Greenberg 22459 07 08 2005 U S Deparment of Health and Human Services king 82458 07 08 2005 U S Deparment of Health and Human Services king 82450 07 07 2005 COP Historical and Museum Commission Carroll 32444 0707 2005 COP Department of Environmental Protection Urquidi Wacdonald B2442 0707 2005 COP State System of Higher Education Zinn 82433 OF 072005 National Science Foundation Zha 82431 07 07 2005 By The Numbers Van Horn 82424 OF 082005 Association for Institutio
12. 2006 Sponsor National Sc Creating amp Editing Budget Records Create a Click on New Budget to start a new Proposal ee S M Sbudgetspeveopmen Lene muine hew eus Dos ot get PIAF BUDGET LINE ITEMS BUDGET SUMMARY Mew Budget Save Once you complete the PIAF Page 1 Page save the proposal by clicking the Save Proposal button The program will not let you save unless all necessary fields are complete Save Editing an To edit an existing budget type in an existing OSP Number or College Proposal ID No Existing and click on the Find Budget button on the top menu Proposal Pind Budget De EE SIMSbu dge denssstopment 2 Find Budget w Budget Log out ee PIAF BUDGET LINE ITEMS BUDGET SUMMARY Read Only Page 1 of the budget will display in read only mode when you first access it The fields View will be grayed out and you will not be able to type in the fields Edit Click on the Edit button to begin editing an existing proposal Some fields may not be Proposal editable once you save the PIAF Page 1 and or begin entering budget line items Edit Edit Mode When you begin a new proposal or start to edit an existing proposal the data fields that View are editable will have white editable or yellow mandatory editable background colors Menu and Field Types Menu Each budget has a menu that will allow the user to see in which portion of a record that they are currently working PIAF BUDGET LINE ITE
13. MS BUDGET SUMMARY PAGE 1 PAGE 2 PAGE 3 NOTES CENTERS PROGRAM AREAS KEYWORDS REPORTING PARAMETERS The top line is the main header If highlighted gray the items underneath are sub categories of that header Text Input Input data into text input fields by typing free form text into the field Text input fields will Fields be white or yellow fields when in edit mode that do not have icons to the right of the field boxes SIMSbudgets Page 4 of 38 5 25 2010 Menu and Field Types continued Data Picker Fields Hi Lookup Verify Fields A Lookup Verified Radio Buttons f mToc Total Amount Orpc Oother Check Box official Budget Conditional Mandatory Fields Saving Data Save Update SIMSbudgets The date picker calendar icon functionality displays a calendar that will allow date choice in the appropriate format If Today is selected then the current date is inserted into the date field Once you have the correct month and year on the calendar click on the correct date to select it Popup Date Picker E Hay 2006 lt lt Today gt gt gt Back one year lt Back one month Note If you decide that it is easier and quicker to type in the date the format should JE JE be MM DD YYYY 11 gt gt Forward one year Mon Tue Wed Thu gt Forward ane month Lookup Verify Fields wil
14. R press NO for normal reassignment For records that are amendments or continuations of a previous award check to see which staff was assigned to the former agreement Click on the look up magnifying glass icon to the left of the Staff Assigned field This will bring up a list of the history of this award and the negotiator assigned to that record Negotiation Manager Assignment History for Log Status Agreement Staff S22 4O40G 22 2006 Assigned by Team Leader Bucha Stacey S24 S09 22 2006 to Contract File Tyson Helen o2 O27 0922 2006 to Contract File Tyson Helen After the team leader assigns the record it will appear under the Staff Document Assignments report on the Welcome Screen of the person it was assigned to Staff Document Assit nments Calest Seeds Calftvest Seeds Harkeom Harkcaom Canaan Valley Institute Brooks COP Fish amp Boat Commission Key DLF TRIFOLIUM Harkcom Doeblers Inc Harkcom Energizer Holdings Inc Puri Environmental Protection Agency Decoteau National Science Foundation Forstmeier Tri County Easter Seals Baggett U S Bepartment of Agriculture Beegle Page 35 of 38 5 25 2010 Assignment From the Activity Page The next method of assignment Proposal Award 6o is also accessed from the negotiator record after opening e gt 494 hi0441 National Science Foundation FORSTMEIER K G OSP it From the negotitation Funding for the Penn State Ann
15. SIMS Web Based Data Entry Manual For OSP Users SIMSreports and SIMSbudgets SIMS budgets Page 1 of 38 5 25 2010 Contents SIMS Documentation Organization cccccccccssssseececeeeeeeeeeeeeeeeeeeeeeasecceeeeeseaeeseeeeeeeesseeeseeeeeeessaageseeeeeeees 3 SIMS budgets Navigation ccccccccccsseseeeceeeeceeaeeeeeeeceeeeeeeeeseeeeeesseeeueeeeeeeeseueeseeeeeeesssaaaeeeeseeeeessaaaeeeeeeeees 4 LOONIE MIA ER EEE EE EE SE EE 4 Creating amp Editing Budget RecordS rrrrnnrnnnrrnnnnnnnnorvnnrrnnnnnnnnssnnnnnnnnnnnnnssnnnnrnnnnnnnnesennnnnnnsnnsennnnnnnnnsnnsee 4 Menu and gg 3 0 EE NR NO NE 4 SIMS reports Navigation cccccccssscessseececeecccccesseeeeeeececccsnsecceeseecceeaneeceesesceeeeteceeesescossseneeesesccccesenseeees 6 Eee 01100 WI PENE EEE EE 6 6 0 EE EE 6 Navigating Proposal Manage uanndanamsmmnemedknrsukggaamnkeknmevminnkdeemkvsbassdensdle dd damnvkvene 7 Components of Proposal Manager rrrnnrnnnnnnvvnnrnnnnnrrnrnnnnnnennnnnnnnsennnnnnnnsennnnnnnnssnnnnnnssennnnnnnsrennnnnnnseennnnne 8 SIMSbudgets Entering PIAF 1 Information ccccccccccccsssseeeceeeeeceeeeeeeeeeeeeeeseeseeeeeeeessseeaseseeeeeessaaaaaeeeees 9 EK ENN Me 9 PIAF Page Ready lor New PIAF ee 11 PIAF Paga PSN PN rekke 11 PIA ade Ne FN Jr 12 PIAF Page t TDN 13 FPAFPT BIN 16 PIAF Page 1 Deleting a PIAF Record rrnnannennnnnnrvnvnnnnvnnnnnnrnnvnnnsrnnnnnrnnnnnnsnnnnnnnsnnnnnnsnnnnnnennnn
16. Team Leader Last Update Information 07 07 2009 01 49 44 PM made by Susan Sillanpa The addition of a stimulus reporting flag labeled ARRA for American Recovery and Reinvestment Act ARRA was added for reporting on negotiation and award managers That flag will be used for all stimulus fund reporting Indicators have been added to the log and statement of award Page 34 of 38 5 25 2010 Check Team Affiliation and make Staff Assignment Reset Processing Date or Reassignment Check on former Agreement Assignment E Record appears in Staff Document Assignment SIMS budgets The Assign Record page has the Team Affiliation and Staff Assinged fields automatically populated from information from data in Proposal Manager Check that the record has the correct Team Affiliation The Staff Assigned can remain the same or pull done the drop down box to select a new staff member Team Affiliation Staff Assigned Stodart Peck vend A Frestash Patty Primrose Paul Current Status 09 22 7006 Assigned by Team Leader After making the appropriate selections click Assign A pop up window will appear asking your to Press YES to reset begin processing date to today s date OR press NO for normal reassignment The team leader will pick the appropriate choice https dey sims psu edu Ass f m Ed Press YES to reset begin processing date to 09 22 2006 O
17. anana morm ae SIMSbudgets PIAF Locator will appear in a new browser SIMSbudgets Proposal Manager window when selected Sandbox Propos Created 110180 08 09 2006 Negotiation Manager Award Manager ponsor own 110182 08 09 2006 Sponsor National Sq New Budget Click on New PIAF to generate a blank PIAF form SIMS BUDGETS PIAF LOCATOR f Zs are Ret ad wales peers LAP 5 de foe yu ee ed ee that ee OT ben mre io OF SIMSbpudgets Page 9 of 38 5 25 2010 Blank May 17 2010 SIMSBUDGETS PIAF PAGE 1 Logout PIAF 1 Eo Page 1 PIAF New Help Locator PIAF Form Cancel College Proposal ID No Creation Date INVESTIGATOR DATA Principal Investigator Project Correspondent PI Notification Email Department Suburt Consortiumdnstitute Center etc College Unit Notification Email CollegeUnit Project Location Building Name PROPOSAL DATA Type of Project O Research O Instruction O Outreach Service for Hershey use only Title P Type of Submission Previous College Unit ID OSP No If not new list Current Grant Contract or PSU Account Info O New Proposal O Continustion pp Supplement Grant Transfer O Renewal O Resubmission O Revision SPONSOR DATA Sponsor Name Submitted by L dog O coteyent Prime Sponsor O OSP Doo dg Number of Copies Sent or to be Sert Program Ld Address Dealine Mailing Date Clive a Due in Hands of Sponsor ZIP Code Country Contact Sponsor Protocol No CFDA No BUDGET
18. ce Foundation Primary Investigator Document Type a Pending sie O O O award Agricultural Sciences Ww O ai Proposal Auard Number Feriod BE o o Click Searc r ED dD dD If If there are records that meet your search criteria the list will appear on the NEGOTIATION MANAGER Records Located screen NEGOTIATION MANAGER Records Located 6 Record s Found Fending 01 11 2002 Herbivory as Menage a Trois Arabidopsis Responses to 079091 Fending 01 26 2001 LTREB Long Term Study of a Gypsy Moth lmpacted Forest 0 4225 Fending 0714 2003 GEIB Collaborative Research on Coexistence and Succes 0074198 Pending 09 01 2006 sdfsd 0110433 Pending 09 21 2006 VW people hate bugs 0110434 Sponsor Frimary Investigator National Science Foundation 1 Forstmeier Kenneth G Title Terms hy people hate bugs Pending 09 21 2006 145 000 07 01 2007 to 06 30 2006 College Department Agricultural Sciences Entomology D M amp do Page 28 of 38 5 25 2010 Entering Award for Existing Proposal No Prior Award Select record and click Commit if no prior award Creating GG New Negotiatio n Manager Record SIMS budgets If no prior award has been made on the record selected any status other than received the click the Commit to create a new negotiation manager record When creating a new negotation manager record when creating from a previously entered proposal the foll
19. cial amp Non Financial Locating Records Access First open negotiation manager from either the SIMSreports Welcome page or from a Negotiation link from within one of the managers Manager Checking for Click on the New button from the https dev sims psu edu Ne 0 S prior entries negotiation manager window A new pop up Located window will appear Click on the Locate Waw Racord Creation Method button This will bring up the NEGOTIATION MANAGER Record D dD Locator screen dev sims psu edu 4 Adblock SIMSbpudgets Page 27 of 38 5 25 2010 Record Locator Screen Using the Record Locator Screen Fill in Search Parameters and click Search lt p Records Located SIMS budgets NEGOTIATION MANAGER Record Locator Sponsor OSFrCollege ID Primary Investigator Document Type E Pending si O anara Mota Colleqe Unit Code w Oan Department No College Selected Ww Tithe String Froposal Award Humber ep DD do The record locator screen has fields or search parameters that you can use to narrow your search for prior record entries Sponsor Name Primary Investigator Collge Unit Department Title String Proposal Award Number Period Dates OSP College ID Document Type Pending Award All Fill in the search parameters and click Search to locate records NEGOTIATION MANAGER Record Locator Sponsor OSF College ID CB National Scien
20. confirm by selecting Ok NOTE Do not click OK if you do not have a complete and fully executed PIAF for this submission Page 23 of 38 5 25 2010 SIMSreports Proposal Manager Integration Reporting Overview Now that SIMSbudgets and SIMSreports share data there is a need to be able to manage proposals that have been created SIMSbudgets and the corresponding information that is then transferred into to SIMSreports This is handled through Integration Reporting This section will cover the various reports that you will use to navigate proposal data in both applications This documentation will focus on the role of Staff Assistant and follow the process of proposal submitted in the following ways College Unit submits proposal via paper copies to OSP College Unit enters their own PIAF data directly into SIMS budgets Once proposals are entered into SIMSbudgets the proposals must become Pending through data entry in Proposal Manager in SIMS reports Login Procedure for Proposals College Unit Submitting ONLY Paper Copies of PIAF College Unit Submits on Paper Enter the Proposal Submit to OSP What is a Proposal in Transit Accessing a Proposal in Transit in Proposal Manager SIMS budgets If the college unit does not submit a proposal electronically via SIMS budgets then OSP Staff Assistants enters the data from the fully executed PIAF form into SIMS budgets when it physically
21. ditable and or mandatory based on your selections from other fields For instance if you choose New Proposal for Type of Submission then no other entry is needed and all the fields in the row remain inactive However if Resubmission is selected then you must enter a previous College ID or OSP number in the next field Type of Submission Select One Previous College Unit GASP No If not new list Current Grant Contract or PSU Account Info O New Proposal O Continuation C Supplement I EN ay Grant Transfer O Renewal amp Resubmission O Revision After you enter data you can save the new information in your proposal by clicking Save if it is a new proposal or Update if you have changed information in an existing proposal SIMSbudgets will let you know if you have missed mandatory information or entered data in an incorrect format Page 5 of 38 5 25 2010 SIMSreports Navigation Overview This is an overview on how to navigate within SIMSreports Logging In Go to URL seme mito Using Firefox as your browser login to SIMSreports using your Penn State Login pen EE WebAccess Password and ID Icons The glasses icon that will appear on the upper right hand corner of Manager windows 6O indicates that the record is Read Only Read Only The Pencil icon that will appear on the upper right hand corner of Manager windows indicates that the record is editable and data may be entered on the pa
22. e Requested Fee sO RequestedFee 4 Total in the second value Total Requested 0 Total Requested Requested direct is mandatory for Submit to OSP NOTE The total values will be auto populated with the same values from the Initial Amounts column If you are inputting a multi period proposal remember to change the values in the Total column to the appropriate values The University Cost Sharing mirrors the same fields on the paper PIAF form Check Page 17 of 38 5 25 2010 Sharing any all that apply niversity Cost Sharing Check all that apply d Includes Committed Cost Sharing Colegellnit is Providing Cost Sharing d Central is Providing Cost Sharing Documentation of Commitment Responsibility of CollegesUnits Attached Committed Cost Sharing includes both mandatory sponsor required cost sharing and voluntary cost sharing committed in the proposal see RAGTON Remarks or This section is reserved for any additional information that you feel needs to be Special provided just as you can on the paper PIAF Form You have up to 2000 characters of Instructions free from text that you may enter If F amp A Basis is N A this field is required for Submit to OSP End of Data If you have gone through the previous steps then you are done with the data entry Entry for PIAF portion of the PIAF Page 1 Form The PIAF Page 1 can now be saved and an OSP Page 1 number will be assigned Deleting a
23. ecord will indicate that the proposal is now Pending Page 26 of 38 5 25 2010 SIMSreports Negotiation Manager Locating Existing Records and Entering New Awards Overview The following section will cover the procedures for logging in an award into SIMSreports and other actions that are completed using Negotiation Manager This section will cover Receipt of new Award or Award Action Locating existing records various methods Creating Negotiation Manager records for new awards Using Copy to create new awards from similar existing records Receipt of Award Log In Procedure for New Awards Locating Records Award is Negotiation Manager is used once a sponsor makes an award An award document Received may arrive at Sponsor Programs in one of the following ways e By mail e Electronically from the sponsor Log In Once the award is received it is directed to the Contractual Mail Coordinator This Procedure for person checks to see if the award is associated with a proposal and checks that a Awards duplicate award was not previously received Types of New Awards Fixed cost agreement Awards that Additional funds to existing awards Master Agreement 0 are logged in Administrative changes No Cost Extensions Ben Franklin Non Financials Billing purposes only Penn State Subs Budget revisions PIDA Change of PI RFPs Decrease in funds Subcontracts Final reports Other Finan
24. ed New Proposal Initial Requested F amp A Initial Requested Direct or Management Fee Initial Total Requested Initial Period 07 01 2007 06 30 2008 100 000 45 000 145 000 Total Requested F amp A Total Period Total Requested Direct or Management Fee Total Requested 07 01 2007 06 30 2008 100 000 45 000 145 000 You have locked this record at 09 19 2006 11 47 31 AM 1995 2006 Penn State University Generated September 19 2006 11 47 AM by Melissa Contact SIMS meee Mo Rohan Support NS These data are proprietary to The Pennsylvania State University and are not for release to the public a n are Done dev sims psu edu 4 Adblock Note Some users may experience problems with pop up windows If this window does not appear see Alternate Instructions Page 24 of 38 5 25 2010 College Unit Submitting ONLY Paper Copies of PIAF Continued Alternate Instructions Accessing a Proposal in Transit in Proposal Manager Send proposal to Pending status SIMSbudgets If you click on Submit to OSP and the proposal manager window as described above does not pop up 1 Return to the SIMSreports Welcome Page 2 Refresh the screen by clicking on the refresh icon or hitting F5 on your keyboard amp 3 Locate your proposal in the Proposal in Transit report Team Unassigned 3 Team Hipple 4 OTa Tyson 177 Refresh Icon in Firefox OSP FI Ovner 110087 B
25. first period These fields are mandatory for Submit to OSP The fields that relate to F amp A are combined in this section since they are dependent on each other Although the next fields available when tabbing through are Applicable F amp A Rates or Management Fee do not fill these out First fill out the F amp A Basis to see which of these fields become editable and or mandatory Here are the different scenarios to choose from N A MTDC TDC Total Amount Other MTDC Applicable FAA Rates or Managment Fee FA Basis Other F amp 4 Basis pl pels Omme OTota amount i Ope other TDC Applicable F amp A Rates or Managment Fee F A Basis Other F amp 4 Basis fe pene O mtoe O Tota amount 4 Toc O other Total Amount Applicable F amp A Rates or Managment Fee FA Basis Other F amp 4 Basis pl pOss Ome Totaamout O Toe other Other Applicable F amp 4 Rates or Managment Fee F amp A Basis Other FA Basis fe pla O mtoe Oretalamount O Toe other NA Applicable F amp 2 Rates or Managment Fee FAA Basis Other F amp A Basis o eee pa MTDC Total Amount TDC Other Required fields are mandatory for Submit to OSP Input the Initial Amounts in the Initial Amounts Total Amounts first column dollar values for the Requested Direct O Requested Direct _ first period only Dollar values for Reauested F amp A Of RequestedFaa 4 the entire project go under th
26. g an Existing Record to Create a New One nnnrnnnnnnvvnrnnnnnnvvrnnnnnrennnnnnnnrnnnnnnnnnrvnnnnnnsennnnnnsnsennnnnnsnnee 30 Entering New Award No existing proposal or previous award rrnrnrnnnnnnvnnnnnnrnnnnnnrnnnnnnennnnnnrnnnnnnnen 30 Alternative ways of Locating Negotiation Manager RECOIdS cccccsseeeeeeeseeeeneeeeeeseeeeesaeeeeesneaeess 32 Entering New Information for Existing Award Award Previously Received cssccceeeseeeeeeeeeeees 33 Negotiation Manager Assignment of New Awards ccccccseseeeceeeeeeeeeeeeeeseeseeeseeeeeeseeeeseeeeeseaes 34 Activities Page Adding Activities cccccccccssseececcceeeeeeeccseaueeeeesseassecessaueeeeeesuauseeeessuaaeeeesseageeesessaaaes 36 SIMS budgets Page 2 of 38 5 25 2010 SIMS Documentation Organization Overview This document is intended for OSP staff and users in other offices that have the ability to do data input It assumes that you have reviewed the SIMSreports Users Manual and available SIMSbudgets documentation Please have your computer set appropriately as outlined in that document This document only addresses input procedures other SIMSreports and SIMSbudgets features are outlined in the User s Manual and other documentation NOTE Note that what was referred to just SIMS previous will now be referred to as SIMSreports Although there are several ways to access Proposal Negotiation and Award managers in SIMS t
27. ge in allowable fields The SIMSreports Magnifying Glass icon indicates that the field is a lookup field When this icon is displayed in front of a field click on it to find a correct entry for the field For example try typing in Smith and then clicking on the icon A pop up window will be displayed with a list of all faculty members with smith in their name along with their department affiliation _ When this icon is displayed in front of an entry field you can use the calendar feature to select dates Click on the icon and a calendar will appear where you can click on the appropriate date for that field The default is today s date Click the desired date you Date Picker would like inserted By clicking on the arrows on the bottom you can navigate the calendar ahead by a month or a year Click close when the desired date is selected Today s Date 1 Su Mon Tue Wed Thu Fri 8 ilala Le Ls Le 8 9 Ao 11 12 23 124 Move by one month 15 16 17 18 19 20 z Ae Move by one year fe lt Close gt SS SIMSbudgets Page 6 of 38 5 25 2010 Navigating Proposal Manager Overview From the Application s Menu From Negotiation or Award Manager SIMSbudgets There are many ways to access Proposal Manager It can be accessed from the applications menu from other managers negotiation and award modules within SIMSreports and from SIMSbudgets This is an overv
28. h either the Date Picker icon or by manually typing a date in the format MM DD YYYY PIAF Page 1 Budget Data Budget Data Fields Total and Initial Project SIMS budgets The budget data section should have the following fields Total Project Period Applicable F amp A Rates or Managment Fee FAA Basis Other F amp A Basis Begin Lf Cia OMTDC Total Amount End s Ope O other sen o A Initial Amounts Total Amounts aes Requested Direct l Requested Direct End Requested F amp A dl Requested F amp A dl Total Requested OjTotal Fequested dl University Cost Sharing Check all that apply d Includes Committed Cost Sharing d Colegellnit is Providing Cost Sharing d Central iz Providing Cost Sharing Documentation of Commitment Responsibility of College Units Attached Committed Cost Sharing includes both mandatory sponsor required cost sharing and voluntary cost sharing committed in the proposal see RAG10 For the Total Project Period the begin date is the day the entire project is proposed to begin The end date specifies the last day of the last period of the total proposed life Page 16 of 38 5 25 2010 Period Begin End F amp A Rate and F amp A Basis Initial Total Amounts University Cost SIMS budgets span Total Project Period The Initial Project Period is to be specified in these fields This begin date is the first day of Period 1 The end date specifies the last day of the
29. his document will access these modules from the log on page Other ways to access these modules are outlined Sections of the Manual SIMS Navigation SIMSbudgets Proposal Manager Negotiation Manager Award Manager SIMS budgets This manual covers entering proposals via SIMSbudgets and the four modules in SIMSreports that allow user input Proposal Manager Negotiation Manager and Award Manager List Maintenance Manager instructions will be included in another document SIMSbudgets is the latest addition to the SIMS product This program can be used by units colleges to create budgets or just to enter PIAF data electronically for submission to OSP Budget creation will not be covered in this manual since OSP staff will not typically use this functionality The Proposal Manager maintains a running log of all proposals that are submitted by Penn State Proposal Manager is populated with information that is submitted through SIMSbudgets Proposal Manager information is then used to populate the negotiation manager when an award is received The Basic functions of the Proposal Manager are e To provide access to proposal information that can be sorted by PI department or college e To access Faculty Credit information The Negotiation Manager maintains a running log of all activities associated with the individual grant and contract related documents including RFPs and non financial in a database that the research admi
30. ib Cai Click Edit to begin completing the PIAF Page 3 Form Focus on the left side of the screen under the columns Investigator and Role Do not worry about the Sort Order column until all the names are added The Principal Investigators name and role will already be inputted Continue to add all personnel who should be included on the assignment of credit form and their roles Cancel without Committing Investigator Sort Order Role Clear Rohan Melissa L SPNPROG mlr2 Principal Investigator ye MibslIGPOPROD WAG dem ba deca Princival Investigator Co PI Use Lookup Icon to input personnel Cancel without Committing Rese arch Assaeigte from the Generated Tuesday 6415 2006 5 06 28 PM by Hermione Research Assistant drop down Granger Other menu Faculty Associate Once personnel are entered onto the form fill in the percentages for assignment of credit under the appropriate categories You can hand type in numbers manually for each line or you can use the Even Button To use this feature Ants amp Children Environmental Life Materials Social College Based Total Humanities Youth amp Science Sciences or PI Initiatives Families a L D L d Even z5 z5 z5 z5 O 100 T E E O T 100 Put a check box in the category or categories that apply Click the Even button to distribute credit evenly amongst personnel listed Click the Clear button to se
31. icitation RFF Agency ID CFDA Humber Drong Sponsor Information Proposal Processing COSP only National Science Foundation 09 15 2006 Primary Investigator Received Submitted DForstmeler Kenneth G Office of Sponsored Programs Mone None College Revised OSPF Staff Engineering None Helen Tyson Depatment Deadline Function Aerospace Engineering Mone Fesearch Campus Subjects None None Title Type of Submission Anticipated Terms sdfds New Proposal Not Specified Initial Requested F amp A Initial Period Initial Requested Direct or Management Fee Initial Total Requested 0701 2007 06 30 2008 100 000 445 000 145 000 Total Requested F amp A Total Period Total Requested Direct or Management Fee Total Requested 0701 2007 06 30 2008 100 000 445 000 145 000 Last Update Information 19 15 2006 02 10 07 PM made by Emily Broking QE 8 D DD D D This proposal is in transit 21995 2006 Fenn State University pr dev sims psu edu jaj Adblock The status of the proposal will be indicated in red at the bottom of the proposal manager window In the above example the proposal is in transit This proposal is in transit By clicking on the statement icon the user can access the particular statement regarding this proposal A proposal statement is provided if it is not yet fully executed once it is a fully executed award an award statement is shown Quick Query allows the user to search for a different record If the proposal is in o
32. iew of various methods of accessing Proposal Manager From the SIMS Welcome page mouse over Applications to get menu selections Select Proposal Manager PENNSTATE 5 serving the Penn State Research Community Srubegic Information Managereant Sysben Gee of faster ch floraen Syre Applications Funding Inform i Fe gr a Research Admi ksieni Staff Document J amp i EG OSP Deadline 115932 Unknown From the SIMS Negotiation Manager or Award Manager click on the blue Proposal link on the top right hand side of the manager window INFORMATION DOCUMENTS Proposal Award NEGOTIATION MANAGER Browse Record j Leg Number OSP Number College Unit ID Froposal Received Notice Received Sponsor Action Prime Sponsor Federal Flow Thru Primary Investigator Amount College Start End Date Function Deparment Award Type Award Number Other Award Number Info Team Affiliation Ta hon arare Staff Assigned Current Status Page 7 of 38 5 25 2010 Components of Proposal Manager Proposal Manager Record Proposal Status Statement Icon D Quick Query Link to other Managers Negotiation Award Link to Fact Sheets D SIMS budgets I https fdev sims psu edu SIMS Proposal Manager Mozilla Firefox INFORMATION FACULTY CREDIT Negotiation Awward PROPOSAL MANAGER Browse Record History List Forms Quick Query OSF Number College Unit IC Sol
33. l look like normal text input fields but will initially have a lookup icon to the right magnifying class over a piece of paper This icon is used to search the SIMSbudgets database for values that may match the value that you have typed into the field For instance if you type in the Last Name Smith in the Principle Investigator field it will bring up a list of all people with the last name Smith from the database Click on the correct entry to input it into the field Note Once a value has been selected from the lookup function the field is Verified lookup icon becomes a red checked checkbox This eliminates the possibility of users entering the same names departments or sponsors with typographical errors or in different formats If a field contains radio buttons only one selection in the grouping can be made For instance in F amp A Basis you must choose only one from MTDC TDC Total Amount and Other Clicking on another radio button in the field will negate your original selection If a field is a check box it will either be checked or not checked Usually if you see a group of check boxes together they will function independently Meaning each one can either be checked or unchecked regardless of each other The only exception to this is the Submitted by field Only one selection can have a check If OSP is selected then College Unit cannot be checked at the same time and vice versa Some fields are only e
34. licable SIMSbpudgets Page 18 of 38 5 25 2010 SIMSbudgets OSP Instructions if applicable Deadline if applicable Mailing Date if applicable Due in Hands of Sponsor if applicable Total Project Period Begin Total Project Period End Initial Project Period Begin Initial Project Period End F amp A Basis F amp A Rates if applicable Other F amp A Basis if applicable Initial Amounts Requested Direct Total Amounts Requested Direct Page 19 of 38 5 25 2010 PIAF Page 2 Special Review Checklist Disclosures amp Assurances Navigate to Page 2 Edit Edit Answer Questions Save Save Successful Save SIMSbudgets Once you have saved a new proposal or located an existing one you can access the PIAF Page 2 by clicking on the blue Page 2 hyperlink on the menu under the PIAF header Q Page 2 Click Edit to fill out the PIAF Page 2 Form Answer the questions on Page 2 as directed by the Principal Investigator Principal Investigator Sillanpa Susan Debra SPNPROG sus14 Unit Proposal ID SUZFEB13 Official Sponsor National Institutes of Health OSP Number 133768 Title fun stuff Budget Start End 5 41 2009 4 30 2011 SPECIAL REVIEW CHECKLIST Cancel Save The Proposal Submitted herewith involves the following ver Mo ver Ho ver No F Animal Use RAIS F Human Research Participants RAIF CI Retired Faculty Participation RAGO9 requires specialized training
35. list Current Grant Contract or PSU Account Info Mew Proposal Continuation Supplement O Grant Transfer Renewal Resubmission Revision Grant Transfer Type of Submission Previous College Unit ID fOSP No If not new list Current Grant Contract or PSU Account Info Mew Proposal O Continuation 0 O Supplement Grant Transter Renewal Resubmission O Revision Renewal Type of Submission Previous College Unit ID 08P No If not new list Current Grant Contract or PSU Account Info O New Proposal Continuation E eee O Supplement Grant Transter Renewal C Resubmission Revision Resubmission Tyge ot Submission Previous College Unit ID 08P No If not new list Current Grant Contract or PSU Account Info O Mew Proposal O Continuation i O Supplement O Grant Transfer Oo Renewal Resubmission D Revision Revision legacy records only Type of Submission Previous College Unit ID fOSP No If not neve list Current Grant Contract or PSU Account Info Mew Proposal Continuation O Supplement O Grant Transfer C Renewal DO Resubmission Revision Previous If this field is required type in either a College Unit ID in the first field or an OSP College Unit ID number in the second field If applicable this field is mandatory for Submit to OSP OSP No Previous College Unit ID OSP No SSONE I 109742 If not new list If this field is required type in a valid previous grant cont
36. llege Unit ID Solicitation RFP Agency ID 110419 Sponsor Information Proposal Processing OSP only National Science Foundation 09 15 2006 Primary Investigator Received Submitted Forstmeier Kenneth G Office of Sponsored Programs ICollege Engineering Revised OSP Staff DP epastment None Tyson Helen v Aerospace Engineering Deadline Function Campus None Research Title None sdfds Type of Submission Anticipated Terms New Proposal Not Specified Initial Requested F amp A Initial Period Initial Requested Direct or Management Fee Initial Total Requested 07 01 2007 06 30 2008 100 000 45 000 145 000 Total Requested F amp A Total Period Total Requested Direct Cor Management Fee Total Requested 07 01 2007 06 30 2008 100 000 45 000 145 000 You have locked this record at 09 19 2006 11 47 31 AM 1995 2006 Penn State University Generated September 19 2006 11 47 AM by Melissa Contact SIMS a E MO Rohan Support wW These data are proprietary to The Pennsylvania State University and are not for release to the public 3 Done dev sims psu edu 4 Adblock Select the appropriate OSP Staff Enter the Received Date This is the date that the proposal was received in the OSP office Enter the Submitted Date This is the data that the proposal was actually submitted to the sponsor by either the actual College Unit or by OSP Save the record in proposal manager The status message at the bottom of the proposal manager r
37. lpha numeric combination and must be unique SIMSbudgets will automatically assign an OSP number to the PIAF upon saving so the College Proposal ID No is no longer mandatory and or necessary The field has been left in place in case the Department Subunit will continue using this field When first creating a new budget you will note that there is a space labeled OSP No with no field or point of entry This number will be generated when you first save PIAF Page 1 You can note the number once it is generated This field will be auto populated with today s date upon save PIAF Page 1 Investigator Data Principal Investigator Project Correspondent SIMSbudgets The first field to complete in the Investigator Data section is Principal Investigator This is a required field to create a PIAF record To complete this field type ina portion of the person s name and click on the lookup icon or hit the Enter key to match the string to one of the names in the database If only one choice is available it will automatically be inserted Otherwise a pop up window will appear with either a list of possible name selections or a message that no matching name was found This field is mandatory for Submit to OSP and required to create a PIAF record If you cannot find a person name for your PIAF email simslists psu edu with the person s name PSU User ID abc123 and department affiliation this will expedite the process to
38. n name Sponsor Protocol No can be manually typed into the field CFDA No can be manually typed into the field PIAF Page 1 Sponsor Data continued Submitted by SIMSbudgets This section identifies whether a proposal is being submitted by the College Unit or if it is to be submitted by OSP Page 15 of 38 5 25 2010 Number of Copies Sent or to be Sent OSP Instructions Deadline Mailing Date Due in Hands of Sponsor Submitted by submitted by College Unit o Colegellnit O osp O osp Number of Copies Sent or to be Sent Number of Copies Sent or to be Sent OSP Instructions OSP Instructions Dealne Mailing Date Dealine hailing Date Ove Ld ives Due in Hands of Sponsor Due in Hands of Sponsor The first screenshot shows Submitted By College Unit In this case the rest of the fields are optional The second screenshot shows Submitted by OSP If this selection is made you must enter the information needed for OSP to be able to submit your proposal properly and on time Type in the number of copies required to be sent to the Sponsor If Submitted by OSP this field is required for Submit to OSP Type in submission instructions for OSP If Submitted by OSP this field is required for Submit to OSP If Submitted by OSP this field is checked automatically If Deadline is checked at least one of these fields must be completed and is required for Submit to OSP Fill these fields in wit
39. nal Research Wo lhaweini 22411 0708 2005 Tuscarora Intermediate Unit Van Horn 82408 07 06 2005 KCF Technologies Inc Rahn 82385 07 05 2005 U S Department of Health and Human Services Cavigelli B2367 07 05 2005 U S Department of Health and Human Services Preston 22362 0705 2005 U S Department of Health and Human Services Vogler 82361 0708 2005 U S Department of Health and Human Services Vogler The team leader can click on any record in the Team Document Assignments Leader report to access that particular record in Negotiation Manager After confirming that they have selected the correct record the team leader clicks the Assign button at the bottom of the page This will take you to the Assign Record screen of Negotiation Manager INFORMATION ACTIVITY DOCUMENTS Proposal Award NEGOTIATION MANAGER Browse Record Record List History List Forms Quick Query Leg Number OSF Number College Unit ID Proposal Received Notice Received 3443373 No Link N A 07 07 2009 Sponsor The Walt Disney Company New Prime Sponsor Federal Flow Thru N A Frimary Investigator Amount Sillanpa Susan D SPNPROG sus14 30 College Start End Date Liberal Arts Not Specified Department Function Women s Studies Program Outreach Award Number Other Award Number Info Testing Fun Team Affiliation Staff Assigned Hipple Lindsay Holyfield Lori Cole Current Status 07 07 2009 Assigned by
40. name of the Department or Subunit that is actually submitting the proposal This is a required field to create a PIAF record Type in part of the Department or Subunit name and click on the lookup icon to select and verify the Department Subunit This field must be validated prior to save to enforce proper access This field is mandatory for Submit to OSP Department Subunit Consortiumdnstitute enter etc ffice of Sponsored Programs id This field is filled in with the email address associated with the Department Subunit inputted into the Department Subunit field If the email is already contained in the SIMSbudgets database then the field will be auto populated with the appropriate email address If this is not the correct email address you can delete the one provided and type in a new one If no email address is available then manually type in the correct email address This field is mandatory for Submit to OSP The College Unit is not an editable field It will be auto populated based on the selection that was made in Department Subunit Every Department Subunit is automatically associated with the correct College Unit Any discrepancies can be reported by emailing simsadmin psu edu PIAF Page 1 Proposal Data Type of Project Project Title Type of Submission SIMSbudgets The Type of Project can be designated by clicking on one of the radio buttons to the left of the appropriate project type Only one
41. nistrators can access using the Web This reduces the need for phone and email communications between research administrators and negotiators in Sponsored Programs since status can be checked in SIMSreports The Negotiation Manager fulfills two basic functions e It permits negotiators in Sponsored Programs to maintain an electronic log of negotiation activities e t provides access to project histories for example award records and amendments relevant to the subject negotiation The Negotiation Manager accesses only those records for which awards have been received and have reached or passed the negotiation phase This is the last step in the award process in SIMS This module allows the completion of data input to create the Statement of Award Page 3 of 38 5 25 2010 SIMS budgets Navigation Overview This is an overview on how to navigate within SIMSbudgets More detailed information regarding functionality will be covered in later sections Logging In Go to URL ee Using Firefox as your browser login to SIMSreports using your Penn Login met State WebAccess Password and ID Access Applications Access SIMSbudgets from the applications menu Profile Manager SIMSbudgets ZI sonsiz SIMSbudgets will appear in a new browser window when RUE eee ip custom Report Proposal Manager S e ected Sandbox Propos Created Negotiation Manager 110180 08 09 2006 Award Manager Sponsor Unknown 110182 08 09
42. nnsnnnnnnnsene 18 PIAF Page 1 Submitting a PIAF to OSP rronnnnnneennnrrnnnnnnnnnrnnnrrnnnnnnnnsnnnnnnnnnnnnsnnnnnnnnnnnnnnssnnnnnnnnnnnnnsnnnnn 18 PIAF Page 2 Special Review Checklist Disclosures amp ASSUurances rrrrrrrrvrrnrrnnnnrrvrvnnrnnnnnrrnreennnn 20 PIAF Page 3 Assignment of GEN ea 21 Submit to OSP After PIAF Form Entry rrrnnrnnnnrnnnnnnnnovvnnnnnnnnnnsvnnnvrnnnnnnnnssrnnnnnnnnnnnnssrnnnnnnnsnnsssnnnsennnnnnn 23 SIMSreports Proposal Manager Integration Reporting rrrrrrrrrrrnnnnnrnrvvnnrrrnnnnnnnnvrnnrnnnnnnnrsrnnnnnnnnnsnnnee 24 Login Procedure for Proposals College Unit Submitting ONLY Paper Copies of PIAF 08 24 Login Procedure for Proposals College Unit Submitting Electronically through SIMSbudgets 26 SIMSreports Negotiation MAnage ccccccccsssssseececeeeceeeeeeeeeeeeseaeeeeeceeeeeeseeessseceeeeeessaeaseeeeeeeesssagseeeeeees 27 Locating Existing Records and Entering New Awards rrrnrrnnnnnnvnnnnnnnvvnnrnnnnnvnnnnnnnnnrnnnrnnnsennnnnnnnnennnnnnsnee 27 Receipt of Award Log In Procedure for New Awards Locating RECOIdS cccsseeeeseeeeeeeeeeeeeees 27 Locating FNS CONG EEE E ES 27 Entering Award for Existing Proposal No Prior Award rrrnrnnnnevvnnnnnvnnnnnnennnnnnennnnnnrennnnrennnnenennnnnnnen 29 Entering New Award using Copy No existing award Use similar record cccccesseeeeeeeeeeeees 30 Usin
43. o SIMSbudgets and records it into SIMSreports This button will only appear on PIAF Page 1 of a record in SIMSbudgets in Read Only mode when all necessary fields for submission to OSP are complete If all information needed for Submit to OSP is NOT completed you will not see the Submit to OSP button Instead you will only be able to view the Submit to OSP To Do button Click on the Submit to OSP To Do button to generate a list of items that still need completed AN Submit To Osp To Do Submitting Unit College or O5P must be selected Assignment of credit Page 3 must be at 100 All PIAF page 2 questions must be answered Complete all Mandatory Information on PIAF Page 1 In the Submitted by field on the PIAF Page 1 select either College Unit or OSP All PIAF Page 2 questions must be answered The Page 3 Assignment of Credit form must be completed and add up to 100 The PIAF form must be signed by all appropriate personnel When all Submit to OSP requirements are met the button will change to Submit to OSP Submit to OSP NOTE The Submit to OSP button will only appear in Read Only Mode on Page 1 When you click on the Submit to OSP you will get the following message https devbud sims psu edu e By clicking this button you affirm that you have a Fully executed PIAF for this submission Record will be locked Please
44. owing fields should already be populated Check for accuracy OSP Number Proposal Submitted Date Notice Received today s date Sponsor Prime Sponsor Primary Investigator College and Department Award Type defaults to Contract INFORMATION ACTIVITY 7 DOCUMENTS Record List History List Forms Log Number OSP Number College DUnit ID E 13372 No Link Sponsor The Walt Disney Company Prime Sponsor Primary Investigator MSillanpa Susan D SPNPROG sus14 College Liberal Arts Department Women s Studies Program Award Type Award Number Grant 1234 Title testing Is fun Team Affiliation Hipple Current Status 07 07 2009 Assigned by Team Leader Last Update Information 07 07 2009 12 45 06 PM made by Susan Sillanpa NEGOTIATION MANAGER Browse Record Title Team Affiliation Action defaults to New Amount Initial period amount Start End Dates Function Team Affiliation Proposal Award t 1G Quick Query Proposal Received Notice Received N A 07 07 2009 Action Additional Funds Federal Flow Thru A133 ARRA N A N A No Amount 50 Start End Date 07 01 2009 to 06 30 2010 Function Outreach Other Award Number Info LTR DID 05 01 2008 Staff Assigned Faith Norris Lori Cole DD D OD DD cD cp Fill in the Award Number Other Award Number Info if needed and Staff Assigned Click Save to complete the entry A status mes
45. ponsor Names are all entered in the exact same way for accurate reporting later For example without verification we could end up with some records with the sponsor as NSF and others as National Science Foundation Once the Sponsor Name is selected and verified the Prime Sponsor field becomes available for use This field would be used in cases where the ultimate sponsor where the money coming from is different than the proposing sponsor This may be the case if Penn State is a subcontractor for a project for example You use the lookup function to choose an existing sponsor or request a sponsor from simslists psu edu The Program field only becomes available once the Sponsor Name field is completed Some sponsors may have specific programs within their organizations that act as their own entity You may type free form into this field or use the lookup function to choose from Programs that are already associated with the Sponsor you selected It is always recommended that you verify Prime Sponsors and Programs This will ensure that names are consistent and make for more reliable reporting If the Sponsor or Program you would like to use is not already in the SIMSbudgets database we recommend that you email simslists psu edu to have it added PIAF Page 1 Sponsor Data continued Sponsor Address Fields SIMSbudgets Sponsor Address consists of three lines for the street address information City State ZIP code and Country The
46. r has completed negotiations navigation to Negotiation Manager can done by clicking the blue Negotiation Manager link in the upper right portion of the screen If the proposal has been fully executed clicking on the blue Award Manager link in the upper right portion of the screen will navigate to the award manager screens Clicking on the i icons next to the sponsor or PI s name will link to Information Sheets Sponzor Information National Science Foundation Primary Investigator Forstmeier Kenneth G Office o Page 8 of 38 5 25 2010 SIMS budgets Entering PIAF Page 1 Information Overview SIMSbudgets 2 0 allows the capture and submission of Proposal Internal Approval Form PIAF information to OSP electronically This is an overview on how to fill out the PIAF Page 1 for OSP Office Staff OSP staff will enter PIAFs through SIMSbudgets when OSP is the submitting authority and the college or unit submits their PIAF to OSP office via hardcopy This step is not necessary if the college or unit enters the PIAF electronically via SIMSbudgets Logging In Starting a New PIAF Go to URL Go to the SIMS web site http www Sims PSUu edu and Login ia fous Login to SIMS using your WebAccess Username and Password nee Password If you do not have an account email simsadmin psu edu for more information Applications Applications gt memara Access SIMSbudgets from the applications menu Menu Select p
47. ract or other PSU account Current Grant information If applicable this field is mandatory for Submit to OSP Contract or PSU Account Info lf not new list Current Grant Contract or PSU Account Info PIAF Page 1 Sponsor Data Sannn Sponsor Name Prime Sponsor and Program are fields that consist of the necessary Sponsor Name information to completely identify a sponsor Program SIMS budgets Page 13 of 38 5 25 2010 Sponsor Name Prime Sponsor Program NOTE Verifying Prime Sponsors amp Programs Sponsor Name Prime Sponsor Program The Sponsor Name must be entered to open additional sponsor data To complete this field type in a portion of the sponsor name and click on the lookup icon or Enter to match the string to one of the names in the database If only one choice is available it will automatically be inserted Otherwise a pop up window will appear with either a list of possible name sponsor name selections An unvalidated sponsor name can be entered but a validated sponsor name is mandatory for Submit to OSP If you cannot find a sponsor name for your PIAF email simslists psu edu to request that it be added providing sponsor name address and web site to expedite the process If the sponsor has a conflict of interest additional instructions are provided below the sponsor name Sponsor Mame National Institutes of Health fs NOTE Lookup and verification ensures that S
48. re are also fields available for Contact Name and CFDA No where applicable All fields can be filled in manually with free form text However if you use the lookup icon you can choose from a selection of addresses that are already available for that Sponsor If you choose from the lookup feature all these fields will be automatically populated Page 14 of 38 5 25 2010 Sponsor Address City State ZIP Code Country Contact Sponsor Protocol No CFDA No Sponsor Name National Institutes of Health Prime Sponsor a Q Program Address ZIP Code Country Contact sponsor Protocol Mo CFDA Mo NOTE The following address field instructions will assume that the information was not already populated If you used the lookup feature and the fields are already filled in Skip the instructions Type in up to three lines of street address manually if not already populated Type in the City Name manually if not already populated Choose a state from the drop down menu if not already populated Type in a ZIP Code manually if not already populated This field will auto populate with the value United States if a State is selected from the drop down menu in the State field If this is an international address and the State selection is not applicable you can type in a Country Name manually Choose a contact from the lookup menu If appropriate contact name is not available type i
49. request that it be added to the persons list The person must have a PSU User ID and SIMS administration will ask for all applicable information not provided BEFORE Principal Investigator Q AFTER Principal Investigator Gindhart David Charles SPMPROG clliet2 NOTE the red check mark that appears next to the field This indicates that the PI name has been verified and matches an existing person in the database After saving the PIAF you will notice that the Project Correspondent Field is auto populated with the exact same information and cannot be edited The reason for this is that the Project Correspondent is typically the same person as the Principal Page 11 of 38 5 25 2010 PI Notification Email Department Subunit College Unit Notification Email College Unit Investigator This can be changed on PIAF page 3 This field is filled in with the email address associated with the name inputted into the Principal Investigator field If the PI s email is already contained in the SIMS budgets database then the field will be auto populated with the appropriate email address If this is not the correct email address you can delete the one provided and type in a new one If no email address is available then manually type in the correct email address This field is mandatory for Submit to OSP PI Motification Email dim B psuedu The department Subunit field should be filled in with the
50. roking Emily HISPNPROG ehb3 Broking Emily Unit Engineering Aerospace Engineering Sponsor Cornell University Tysons 110419 Fortmeier Kenneth amp SPHPROG kgf1 Rohan Melissa Unit Engineering Aerospace Engineering Sponsor National Science Foundation Tysond 4 Click on the OSP number to open this record in proposal manager 5 Click Edit to access the record in Edit Mode Now that you have your proposal record open in Proposal Manager the following information must be complete for the proposal to become Pending Select the appropriate OSP Staff Enter the Received Date This is the date that the proposal was received in the OSP office Enter the Submitted Date This is the data that the proposal was actually submitted to the sponsor by either the actual College Unit or by OSP Save the record in proposal manager The status message at the bottom of the proposal manager record will indicate that the proposal is now Pending If you do not have the information yet to complete all necessary fields the proposal will remain In Transit until the information is completed Page 25 of 38 5 25 2010 Login Procedure for Proposals College Unit Submitting Electronically through SIMS budgets College Unit Enters Proposal Submits to OSP What is a Proposal in Transit Proposal in Transit PiT Report Click on proposal in PiT report to access the record in Proposal Manager Send p
51. roposal to Pending status SIMS budgets Once a proposal is entered into SIMSbudgets by the College Unit they will click on Submit to OSP At this point the proposal will go to a Team Leader report for assignment Staff assistants will not see the proposal until it has been assigned Once the team leader assigns the proposal it is considered a Proposal in Transit and will appear on your Proposal in Transit PiT report A proposal in transit is a proposal that has been submitted to OSP by either the College Unit or OSP Staff that does not have all the information needed in SIMSreports Proposal Manager to become a Pending Proposal When the paper copy of a fully executed PIAF that was entered electronically via SIMSbudgets is received by OSP locate the proposal in the PiT report under the appropriate Team as shown below Proposals in Transit OTeam Unassigned 3 Team Hipple 4 OTa Tyson 177 OSP FI Ovner 110087 Broking Emily HSPNPROG ehb3 Broking Emily Unit Engineering Aerospace Engineering Sponsor Cornell University Tysons 110419 Forstmeier Kenneth SPHPROG kgf1 Rohan elissa Unit Engineering Aerospace Engineering Sponsor National Science Foundation Tysornd I The record will open in Proposal Manager as shown below TT Proposal Manager Mozilla Firefox PROPOSAL MANAGER Edit Record CFDA Number A OSP Number Co
52. s Quick Query Log Number OSPF Number CollegeUnit ID Proposal Submitted Hotice Received Le No Link NIA 09 21 2006 Leas Sponsor Action National Science Foundation Hew Primary Investigator MES OF orstmeier Kenneth ML eal A BEB MAA College Agricultural Sciences New Record Creation Method Department ee gt DM E gt ee ward Type Contract devising psu edu 4 Adblock Title hy do we love bugs Team Affiliation Stat Assigned Stodart Wendy Peck Faith Norris Current Status 19 21 2006 Assigned by Team Leader Last Update Information 19 21 2006 01 39 58 made by Melissa Rohan OD bd amp cD DD You can then modify the record to reflect the information in the new Negotiation Manager record that is created Entering New Award No existing proposal or previous award SIMSbudgets Page 30 of 38 5 25 2010 No former It is possible that an award will arrive at OSP that has no prior proposal or award records documented or associated with it After you have confirmed that no prior records by available using the steps above it is necessary to insert a new record This is done from the Negotiation Manager page by clicking New and then Blank A new blank negotiation manager record will appear You must enter the following fields to save the record Completing INFORMATION Y ACTIVITY Y DOCUMENTS New Proposal Award Lr Record NEGOTIATION MANAGER Browse Record Record List History List Forms
53. s agree to abide by any obligations that university policies or legal requirements goveming these items may evoke e g obtaining approval for protocols abiding by export laws maintaining confidentiality etc Fi l investigators have read and understood Penn State s conflict of interest and Investigator Significant Financial or Business Interests Disclosure Policies HR91 RAOS RAIZ RAZO and RAZ1 have made all disclosures required by them and prior to the expenditure of any award funds shall have reached an agreement with the University which provides for conditions or restrictions necessary to manage reduce or eliminate conflicts of interest under University policy Cl The proposal submitted herewith is 1 complete in its technical content i adheres to the rules of proper scholarship including specifically the proper attribution and citation for all text and graphics iii complies with federal standards for the integrity of research e g NSF Misconduct in Science Policy see Penn State Policy RAID and IAF PO3 Instructions and iw is in accordance with specifications established by the sponsoring agency CI The facilitties space and other University resources necessary to complete the proposed project are available to the project or provisions have been arranged with Department College Unit to make such space or other University resources available in the event an award is made ivi F If the proposal submitted herewith
54. sage will appear on the bottom of the screen stating Record Inserted Page 29 of 38 5 25 2010 NOTE When PSU receives funds from an organization that organization is identified as PSU s Sponsor If our Sponsor receives its funds from yet another organization its original funding source is known as the Prime Sponsor e Example 1 If USDA issues an award to Cornell and Cornell issues a subaward to PSU then Cornell is the Sponsor and USDA 1s the Prime Sponsor e Example 2 If USDA issues an award to Amgen Amgen issues an award to Cornell and Cornell issues an award to PSU then Cornell is the Sponsor and USDA is the Prime Sponsor Entering New Award using Copy No existing award Use similar record Using an While trying to locate a previous record when entering award information you may Existing find a record that has been entered previously and most of the data is similar to the Record to data to be entered If this is the case you can use Copy to create another record Create a New just like it and modify it with any information that is different One Select the record using Records Locator select Go to bring up the similar Negotiation Manager Record Click New from this screen to bring up the New lt gt Record Creation Method and select Copy INFORMATION ACTIVITY DOCUMENTS Proposal Award ou NEGOTIATION MANAGER Browse Record Record List History List Form
55. selection is allowed This field is mandatory for Submit to OSP Type of Project Research O Instruction Outreach O Service far Hershey use only Type in the Title of the project into this field This is a required field to create a PIAF record This is a freeform text field that can have up to 200 characters This field is mandatory for Submit to OSP Title Computer Instruction Techniques for Adult Learners Type of Submission is used to designate whether the proposal is new or of another type Only one selection is allowed Click on the radio button to the left of the appropriate selection If the submission type is New then no further information is required in the Proposal Data Section However other information is required if the Page 12 of 38 5 25 2010 submission type is not new This field is mandatory for Submit to OSP See below for illustrations New Proposal Type of Submission Previous College Unit ID fOSP No If not newy list Current Grant Contract or PSU Account Info Mew Proposal Continuation i O Supplement O Grant Transfer Renewal Resubmission Revision Continuation Type of Submission Previous College Unit ID 05P No If not neve list Current Grant Contract or PSU Account Info Mew Proposal Continuation f O Supplement O Grant Transfer oO Renewal Resubmission Revision Supplement Type of Submission Previous College Unit ID 08P No If not newy
56. ssues an award to PSU then Cornell is the Sponsor and USDA is the Prime Sponsor SIMSbudgets Page 31 of 38 5 25 2010 Alternative ways of Locating Negotiation Manager Records Other ways to Ways of finding available records include find records Go Button covered partially in previous section Record List Quick Query Finding Use the Go Button to locate records by Log Number At the negotiation manager Records click the Go button A screen will appear where you can enter the Contract Log Go Button number https dev sims psu edu e Input Contract Log Number to retrieve iS Finding When you first access Negotiation Manager from the Application Menu a record is Records not initially associated with the screen Click Record List to find records that are Record List currently in progress Only records that the user has access to depending on their user profile will be available J https dev sims psu edu SIMS Remote List Window Mozilla Firefox Siz Lid Negotiation Manager Record List 94 Record s Found LOG Sponsor FI Agreement 32456 National Science Foundation Assmann 123456 New Status 09 18 2006 to Contract File 81506 U S bepartment of the Army Bre ak all WISP7T 05 0 P525 Mew Status 06 29 2008 to Negotiator scanning orderawmard summangdchanges to agt 79534 Wisconsin University of Brenizer JR 2401 UE DOE d423 f06r PS Status 06 30 2005 to Hold File
57. t all values back to zero NOTE The assignment of credit numbers must either add up to 100 or the table must be completely cleared to save the page Page 21 of 38 5 25 2010 Choose a role PIAF Page 3 Assignment of Credit continued Sort Order Save Save Edit Edit Delete F SIMSbudgets If you need the personnel to be in an order other than how they were entered Use the Sort Order column The PI will always have the value 1 The Project Correspondent if used will always have the value 2 The next number generated is 4 To change the order type in the value of the place where you want each participant to be starting with the number 4 Once the page is saved with the new Sort Order values the names will be rearranged as specified Once you have the table completed and are happy with the results then click the Save button to record your Assignment of Credit entries It will ask you Are you sure you are ready to save Click OK to accept the changes or click Cancel to decline If you click OK you will get the following message across the top of the screen Save of Credit Successful If you click Cancel it will take you back into edit mode where you left off If you decide after manipulating data that you do not want to save any of the changes you made and revert to the original data click Cancel without Committing Cancel without Committing
58. ts Adding a New To enter anew action click on New at the bottom of the page iV n INFORMATION DOCUMENTS Activity Proposal Award oc NEGOTIATION MANAGER View Activi Log Number OSF Number Sponsor Frimary Investigator Cbo Dhi0441 National Science Foundation FORSTMEIER K G OSP Title Funding forthe Penn state Annual Bug Fair Activities U9 fee 2006 03 22 45 PM Assigned by Team L Os 22 200b6 02 51 12 FM Assigned by Team Leader Stacey Bucha NY 22006 02 51 11 PM Document Recelved Stacey Bucha Date Trigger Statt Assistant Oo feefe0Ub 03 22 45 stacey Bucha stacey Bucha Action Assigned by Team Leader Comments Last Modified 09 22 2006 03 22 45 PM by Melissa Rohan SIMSbudgets Page 37 of 38 5 25 2010 Contract The following changes will be made to Negotiation Manager Contract Detail Detail Activity activity and Award Manager based on a request from OSP July 2009 and Contract Waiver options will only be available for financial documents that receive a File Statement new OSP number of Award Negotiation Manger Contract Detail activity and Award Manager will be validated for proper waiver input before save Contract Detail Award Manager New Record Amount of F amp A Collected Waiver Explanation Amount of F amp A Collected options default to blank selection and force data entry Full with Industry Premium explanation options not available Full explanation options not available
59. ual Bug Fair manager record click on the a Ala ASSIQGNE eam Leader ace ucna Activity Tab and then the 09 22 2006 02 51 11 PM Document Received Stacey Buche New button at the bottom of E B l the View Activity tab 09 22 2005 03 22 45 ER Bee el Action Assigned by Team Leader Commen ts Last Modified 09 22 2006 03 22 45 PM by Melissa Rohan DD o gt D Activities Page Adding Activities Actions The Activity Tab on a Negotiation Manager Record is used to record any actions taken with a particular record The following shows actions that may be taken with a brief description SIMSbudgets Document Dead No further action to be taken on this record Closing Action Fully Executed Received Document received from Sponsor and is awaiting OSP action Status doesn t Change In Typing Self explanatory In Type Mailed to Sponsor Waiting for response from Sponsor Hold Emailed to Sponsor Waiting for response from Sponsor In Process Action Out for Signing Awaiting PSU Signature Hold To College Unit Award Note is sent to college for approval In Process Action To Research Accounting Award Clearance is sent to Research Accounting for approval In Process Action Sponsor Draft Received Negotiations on Sponsor initiated agreement This action will put the record into DRAFT status In Process Action Status Update Miscellaneous actions to record
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