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Leveraging Cayuse SP for other purposes

  • 1.  Leveraging Cayuse SP for other purposes

    CAYUSE CHAMPION
    Posted 06-07-2021 15:25
    I am particularly interested in the routing capabilities of SP.

    Here at OU, historically speaking, other-than-proposal approvals have been handled ...ummmm..... let's go with "in a variety of ways."  So, if you needed an advance account, or to waive F&A, or to incur pre-award spending, you talked to someone.  Maybe someone in post-award - maybe the Vice President for Research when you ran into him at the grocery store.  (true fact - that happened).  Maybe the request was email.  Maybe it was on the phone.  No telling.  Their approval, and the approvals of the affected departments, were recorded as "obtained" but no paper trail (electronic trail) was gathered.

    I don't want to create routing just for the pure heck of it, but this hurts my head.  Since I got here, we've "upgraded" the system using a homegrown, mid-19th century (I could swear) routing program that the University has.  It's an improvement.  But can we do better?

    Is there a way to route for approvals for non-proposal things, using Cayuse SP?  (We also have 424, Fund Manager, and the compliance modules, but I can't imagine they will be very useful in this quest.)  Is this clear as mud?

    Andrea

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    Andrea Buford
    Director, Office of Sponsored Programs
    Oakland University
    Rochester MI
    (248) 370-3789
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  • 2.  RE: Leveraging Cayuse SP for other purposes

    TEAM CAYUSE
    Posted 06-07-2021 15:43
    You have a true way with words, Andrea :) I'll give real users a chance to chime in before I bug my coworkers here to share their thoughts. I think it's pretty neat you're doing routing with a telegraph, though, for whatever that's worth!

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    Simon Helton
    He/him
    Community Manager
    Cayuse
    Portland OR
    5416198827
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  • 3.  RE: Leveraging Cayuse SP for other purposes

    CAYUSE CHAMPION
    Posted 06-08-2021 06:05
    A telegraph would be an upgrade. Smoke signals, on a  good day.

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    Michael Spires
    Research Development Officer
    Oakland University
    Rochester, MI
    (he/him)
    mspires@oakland.edu
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  • 4.  RE: Leveraging Cayuse SP for other purposes

    Posted 06-08-2021 06:25
    Hi Andrea,

    We are just beginning to build our instance of Cayuse on the new platform with plans to address the very items you have mentioned.  I will be watching this thread with keen interest and will share our information as our processes evolve.

    Cheers,

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    Charna Howson
    Director of Sponsored Programs
    Appalachian State University
    Boone NC
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  • 5.  RE: Leveraging Cayuse SP for other purposes

    CAYUSE CHAMPION
    Posted 06-08-2021 06:57
    Andrea, we use SP to route internal competitions, preproposals, proposals, awards, even zero dollar agmts such as MTA's or Confidentiality Agmt's.  I will say that K-State is extremely unique in the way we designed and implemented our instance of SP and I'm not certain Cayuse would love for us to share our ways, especially with the upgrade to Sponsored Projects (new platform) coming so soon.  In the new platform you can easily accommodate multiple types of 'things' but it may create a bit of a mess to modify your current SP instance so close to the move.  Your data/reporting would be affected greatly by a big shift at this point.

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    Mollie Robbins
    eRA Systems Manager & Training Coordinator
    Kansas State University
    Manhattan KS
    785-532-6804
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  • 6.  RE: Leveraging Cayuse SP for other purposes

    CAYUSE CHAMPION
    Posted 06-09-2021 06:43
    Mollie,

    I'd love to get together in person some time to chat about your "unique" implementation!  Thanks for sharing this information.

    We also use SP to route MOUs, zero dollar value agreements, etc.  And Cayuse knows that our primary concern has historically been the routing capability.

    We do not use Cayuse for internal proposals, but I would like to in the future.  The internal competitions are not handled by our office, so we need to work with others to show how this will benefit the process overall.

    Have a great day, all!

    Pam

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    Pamela Vargas
    Director, Research & Grant Development
    Southeast Missouri State University
    Cape Girardeau MO
    573-651-2018
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  • 7.  RE: Leveraging Cayuse SP for other purposes

    CAYUSE CHAMPION
    Posted 06-15-2021 13:17
    Hi Mollie,
    This is a great idea, we are not currently routing non-monetary agreements in Cayuse SP but I am intrigued. 


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    Vibeke Svensson
    Director, Office of Sponsored Programs
    American University
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  • 8.  RE: Leveraging Cayuse SP for other purposes

    CAYUSE CHAMPION
    Posted 06-11-2021 13:33
    For some things the Proposal Managers (PM) will get an email approval and upload that documentation to the Cayuse record. More recently, we've modified our processes so things like F&A waivers and matching funds are part of the approvals process. We just create a unit within the org structure and add it to the routing chain. ​This has worked well for us.
    We do route internal faculty awards, and document student internal awards but don't route them (no student time/effort). Provost startup packages are also routed in SP under the department chair, the award is then added under the new faculty once they've arrived. 
    We've done a couple MOUs or MTAs and $0 proposals to document the activity. We just try to be clear in the notes or budget section what the record is and why it needs approval. 
    Our Business Affairs office at one point tried to figure out if they could start tracking their contracts through Cayuse (non-SPA related activity). I was not keen on that as it would mess with our metrics, and they've found another way to track their work.

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    Augusta Isley
    Senior Proposal Manager
    Ball State University
    amwray@bsu.edu
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  • 9.  RE: Leveraging Cayuse SP for other purposes

    CAYUSE CHAMPION
    Posted 06-15-2021 13:15
    Hi Andrea,
    American University is very interested in routing capabilities beyond the proposed routes. In particular, the non-financial items that require contractual changes such as no-cost extensions, change in key personnel, etc. It is my understanding that it is possible to build these types of routes into the new SP platform. 


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    Vibeke Svensson
    Director, Office of Sponsored Programs
    American University
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  • 10.  RE: Leveraging Cayuse SP for other purposes

    CAYUSE CHAMPION
    Posted 06-22-2021 09:39
    At UA, we create a project for MOU's, Master Agreements, NDAs, MTAs, etc.  So, we do not route them but they housed within Cayuse and searchable and documents can be attached to them as well as even notes.  With the Master Agreements, we then put each task that comes in under that project so that we can keep up with every new task and modification even if different PI's are working on it.  For internal funding, we also capture that and route it as well and mark it as internal funding for proposal type.  Our office does not manage those proposal and awards so we have worked with the office that manages those to create a system they can monitor and manage them.  It makes it easier for our Compliance office to approve IRB's etc. because the information is in Cayuse like any other proposal.

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    Jennifer Mills
    Senior Grants and Contract Specialist/ERA Administrator
    University of Alabama - Tuscaloosa
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