Hi Cayuse Community,
Our institution is one of the first to implement Cayuse in Canada. We are running into some process related challenges and are hoping to hear how other institutions are managing. I have questions about SP4 and Human Ethics; I've shared the SP questions here and will start a new discussion thread on HE.For context, Queen's University is a research-intensive institutions (medical school, all levels of post-graduate training) in Canada, but we have a relatively smaller faculty cohort of about 850.
I look forward to learning from you!
Hello Augusta,Thanks for your replies.1) Am I understanding correctly that you ask PIs to email their NOA (when your office is not copied on it) to a general email inbox; i.e. they do not give you the NOA in the SP platform? How tricky is it to then determine which proposal file the award is for when a PI has many pending decision at the same time or NOAs coming in for subsequent years?
4) Can you explain what your current process is? SP4 does not allow us to indicate who the second approver would be when the applicant is already listed as that person. Our process is 1) Dept Head, 2) Associate Dean Research. We can't list Dean as the alternative 2) when the ADR is the applicant. Sounds like you have a way around that.Much appreciated.
------------------------------Karen SamisDirector, Grants and Research OperationsQueen's University,Kingston, Ontario, Canada------------------------------
------------------------------Karen SamisDirector, Grants and Research OperationsQueen's University,Kingston, Ontario, CanadaOriginal Message:Sent: 06-20-2022 09:49From: Augusta IsleySubject: Sponsored Projects: Process managementHi Karen!1. Award notifications come from all manner of places. We've tried to streamline notifications into our shared AVPR email inbox, but sometimes that isn't possible given the submission method (i.e. the PI submits on their own). Mostly we try to communicate to the PI while we are in the development stage, prior to submission, that it's REALLY important that they share any (any) communication with the sponsor that they get to avoid delay or an award denial. The long game of education seems to have been mostly successful. There will always be outliers though.2. The way BSU uses Cayuse SP is a bit different than the software was designed. The SPA contact fills in about half of the Proposal Record information, including the sponsor and program information on that General Information page. If we know the information, we will enter it.3. PIs work with their Grant Manager (post-award administrator) when there is a need for an NCE or change to the award, a supplement or changes to the project team. Once that is changed/updated in Banner (our financial system), they would update Cayuse SP with the new information.4. Yes, we require a proposal to be fully routed and approved through the level of the AOR prior to submission. .....Of course, I say that and there are 'extenuating circumstances' on a fairly regular basis. Like "well this one is a contract that has been in negotiations so we couldn't route it until the sponsor agreed on the budget number" or "This is a student proposal and the student didn't know they needed to contact SPA before, but now it's awarded and the check is made out to BSU" or "ope, this VP has been working on a super sekrit proposal for months and it's due tomorrow but didn't know they needed SPAs help because there's 1:1 cost-share required." Those types of things happen and we do the best we can to get email approvals for documentation purposes, but those generally are all after-the-fact situations.4.1 - If the Dean or VP or AD is the applicant, I will manually add in other approving units as appropriate (i.e. a college budget director) so there is at least one other approval. *Technically* if the PI is also the approver for the department, a proxy should approve on behalf of the unit (imho) but that doesn't always happen.------------------------------Augusta IsleySenior Proposal ManagerBall State Universityamwray@bsu.eduOriginal Message:Sent: 06-16-2022 11:50From: Karen SamisSubject: Sponsored Projects: Process management
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