General Discussions

Hello everyone,

We are just transitioning to SP from Grants. Grants had the functionality of sending reminder notifications to PIs (and us) when program or financial reports are due. How are you managing this process in SP? We are trying to create an internal workflow/process for tracking reports due, along with sending reminders to PIs. We would be so grateful for any suggestions!

Thank you!

Funda

Hello everyone,

We are just transitioning to SP from Grants. Grants had the functionality of sending reminder notifications to PIs (and us) when program or financial reports are due. How are you managing this process in SP? We are trying to create an internal workflow/process for tracking reports due, along with sending reminders to PIs. We would be so grateful for any suggestions!

Thank you!

Funda

Hello everyone,

We are just transitioning to SP from Grants. Grants had the functionality of sending reminder notifications to PIs (and us) when program or financial reports are due. How are you managing this process in SP? We are trying to create an internal workflow/process for tracking reports due, along with sending reminders to PIs. We would be so grateful for any suggestions!

Thank you!

Funda

Hi everyone,

Milestone functionality (which could be used to monitor and track financial and non-financial reports/obligations) is on the roadmap for SP. This will be critical for us to ensure we meet contractual obligations so we have been following it closely. In the meantime, we have added a question to our SP forms asking for a milestone type, description and due date. There is an ability to add multiple rows in order to capture all milestone dates. Then we use the reporting to identify when milestones are due and currently send manual reminders. 

We looked into using tasks, but since the task reminder emails are sent immediately rather than when the task is due, this won't work for us. We have projects running for many years and need to have reminders sent at the time that the tasks are due, not when they are created. Tasks also need to be assigned to a particular person, rather than a team which also didn't work for us. 

Hello everyone,

We are just transitioning to SP from Grants. Grants had the functionality of sending reminder notifications to PIs (and us) when program or financial reports are due. How are you managing this process in SP? We are trying to create an internal workflow/process for tracking reports due, along with sending reminders to PIs. We would be so grateful for any suggestions!

Thank you!

Funda

Hi everyone,

Milestone functionality (which could be used to monitor and track financial and non-financial reports/obligations) is on the roadmap for SP. This will be critical for us to ensure we meet contractual obligations so we have been following it closely. In the meantime, we have added a question to our SP forms asking for a milestone type, description and due date. There is an ability to add multiple rows in order to capture all milestone dates. Then we use the reporting to identify when milestones are due and currently send manual reminders. 

We looked into using tasks, but since the task reminder emails are sent immediately rather than when the task is due, this won't work for us. We have projects running for many years and need to have reminders sent at the time that the tasks are due, not when they are created. Tasks also need to be assigned to a particular person, rather than a team which also didn't work for us. 

Hello everyone,

We are just transitioning to SP from Grants. Grants had the functionality of sending reminder notifications to PIs (and us) when program or financial reports are due. How are you managing this process in SP? We are trying to create an internal workflow/process for tracking reports due, along with sending reminders to PIs. We would be so grateful for any suggestions!

Thank you!

Funda

Yikes, we absolutely need this function.  We used the heck out of Events in 3.9 to schedule these things at award set-up, for the life of the project.  If Tasks can't send scheduled emails, that's a missed opportunity, for sure.

Hi everyone,

Milestone functionality (which could be used to monitor and track financial and non-financial reports/obligations) is on the roadmap for SP. This will be critical for us to ensure we meet contractual obligations so we have been following it closely. In the meantime, we have added a question to our SP forms asking for a milestone type, description and due date. There is an ability to add multiple rows in order to capture all milestone dates. Then we use the reporting to identify when milestones are due and currently send manual reminders. 

We looked into using tasks, but since the task reminder emails are sent immediately rather than when the task is due, this won't work for us. We have projects running for many years and need to have reminders sent at the time that the tasks are due, not when they are created. Tasks also need to be assigned to a particular person, rather than a team which also didn't work for us. 

Hello everyone,

We are just transitioning to SP from Grants. Grants had the functionality of sending reminder notifications to PIs (and us) when program or financial reports are due. How are you managing this process in SP? We are trying to create an internal workflow/process for tracking reports due, along with sending reminders to PIs. We would be so grateful for any suggestions!

Thank you!

Funda

Hello everyone,

We are just transitioning to SP from Grants. Grants had the functionality of sending reminder notifications to PIs (and us) when program or financial reports are due. How are you managing this process in SP? We are trying to create an internal workflow/process for tracking reports due, along with sending reminders to PIs. We would be so grateful for any suggestions!

Thank you!

Funda

Tasks are only functional when you need something immediately. You can put dates in the Award form for annual reports, financial reports, etc., but they don't send a reminder to anyone. Also, when you send a task and it's marked complete, there is no notification to the assigner that it has been completed. Instead of decreasing email load, Cayuse has actually increased it. 

As for a workaround, we've resorted to using our Outlook calendars and Teams reminders to prompt award administrators, PIs and grant accounting about important dates. 

Hello everyone,

We are just transitioning to SP from Grants. Grants had the functionality of sending reminder notifications to PIs (and us) when program or financial reports are due. How are you managing this process in SP? We are trying to create an internal workflow/process for tracking reports due, along with sending reminders to PIs. We would be so grateful for any suggestions!

Thank you!

Funda

Hello everyone,

We are just transitioning to SP from Grants. Grants had the functionality of sending reminder notifications to PIs (and us) when program or financial reports are due. How are you managing this process in SP? We are trying to create an internal workflow/process for tracking reports due, along with sending reminders to PIs. We would be so grateful for any suggestions!

Thank you!

Funda

------------------------------
Funda Alp
Executive Director
Research & Sponsored Programs

Sacred Heart University
West Campus – West M305
5151 Park Avenue
Fairfield, CT 06825
O: 203-396-8241
http://www.sacredheart.edu/rsp
------------------------------

Hello Funda,

As a member of Product Management at Cayuse, I can speak for the team here that we absolutely hear your concern. Know that we have started developing a feature called "Milestones" that builds on the functionality of Tasks others have mentioned. Milestones will help you to track project deliverables, send time and event-based reminders, etc. While we don't have a release date yet, rest assured it's a high priority.

In the meantime, you might setup time with your Customer Success Manager to explore more ways to address these needs. Additionally, please attend the Connect conference because we'll be showcasing the plans for Milestones (and other upcoming features) in the SP Roadmap session.

Your feedback is greatly appreciated as we continue to build out SP. Please feel free to reach out directly to me if you have any more questions, concerns, or ideas!

------------------------------
Sara Sell
Sr. Manager of Product
Cayuse
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Original Message:
Sent: 08-01-2023 11:04
From: Funda Alp
Subject: Post Award - Report reminders & tracking

Hello everyone,

We are just transitioning to SP from Grants. Grants had the functionality of sending reminder notifications to PIs (and us) when program or financial reports are due. How are you managing this process in SP? We are trying to create an internal workflow/process for tracking reports due, along with sending reminders to PIs. We would be so grateful for any suggestions!

Thank you!

Funda

------------------------------
Funda Alp
Executive Director
Research & Sponsored Programs

Sacred Heart University
West Campus – West M305
5151 Park Avenue
Fairfield, CT 06825
O: 203-396-8241
http://www.sacredheart.edu/rsp
------------------------------