PROPOSAL LIFE CYCLE

Creation of Institute Proposals in Coeus

An Institute Proposal is created by the system at the time a development proposal is submitted to the sponsor.  Generally a new Institute Proposal number will be generated (in the form YYMMSSSS, where YY = fiscal year, MM = fiscal month, SSSS = sequential number).  However, if the proposal is a revision, and the user supplies an original Institute Proposal number, a new sequence number will be created for the existing Institute proposal. (Note:  A submitted proposal must always be linked to an Institute proposal.  In the case of revisions, if no existing Institute proposal is provided, a new Institute proposal number will be created.)

Details

When the last stop in the routing chain of the development proposal has been approved, and if the approver has the right to submit a proposal to the sponsor, the status of the development proposal will be set to “Submitted”.  (If the approver does NOT have the right to submit a proposal to a sponsor, then the status of the proposal will be set to “Approved”.  It can be submitted to the sponsor later directly from the development proposal sheet.)

If the proposal is eligible for EDI submission, the user will be given the option of submitting the EDI transaction at submission time.  The EDI submission can also be done at a later time directly from the development proposal sheet.

At the time the status of the development proposal is set to ‘Submitted’, the Institute Proposal is created.

In addition, an entry is made into OSP$PROPOSAL_ADMIN_DETAILS.  Rows are also inserted into the OSP$PROPOSAL_INV_CERTIFICATION table for each investigator and the certified flag is set to No.

The data brought forward to the Institute proposal from the development proposal is:

            PROPOSAL_TYPE_CODE,

            TITLE,

            SPONSOR_CODE,

             PRIME_SPONSOR_CODE,  

            ROLODEX_ID,

            NSF_CODE,                             

            NOTICE_OF_OPPORTUNITY_CODE,

            ACTIVITY_TYPE_CODE,

            REQUESTED_START_DATE_INITIAL,

            REQUESTED_START_DATE_TOTAL,

            REQUESTED_END_DATE_INITIAL,

            REQUESTED_END_DATE_TOTAL,

            TOTAL_DIRECT_COST_INITIAL,

            TOTAL_DIRECT_COST_TOTAL,

            TOTAL_INDIRECT_COST_INITIAL,

            TOTAL_INDIRECT_COST_TOTAL,

            NUMBER_OF_COPIES,

            DEADLINE_DATE,

            DEADLINE_TYPE,

            MAIL_BY,

            MAIL_TYPE,

            MAIL_ACCOUNT_NUMBER,

            SUBCONTRACT_FLAG,

            COST_SHARING_INDICATOR,

            IDC_RATE_INDICATOR,

            SPECIAL_REVIEW_INDICATOR,

            SCIENCE_CODE_INDICATOR, 

            STATUS_CODE,

            CREATE_TIMESTAMP,  

                     INITIAL_CONTRACT_ADMIN,     

                  IP_REVIEW_ACTIVITY_INDICATOR

Also information is brought forward into the following tables:

OSP$PROPOSAL_SPECIAL_REVIEW

OSP$PROPOSAL_COST_SHARING

OSP$PROPOSAL_IDC_RATE

OSP$PROPOSAL_SCIENCE_CODE

OSP$PROPOSAL_INVESTIGATORS

OSP$PROPOSAL_UNITS

OSP Procedures for non-Coeus proposals

When a development proposal does not come through Coeus, but just “walks in the door”, an Institute proposal log is created (with minimum information).  Then when the proposal is ready to be submitted to the sponsor, a copy is sent to the PI for mailing to the sponsor, and a copy of the Proposal is placed in the back room.  It is then logged into the system – an Institute proposal is created through Coeus.  (To create a new Institute proposal, you must choose an existing proposal log.)  Information from the development proposal is entered manually into the Institute Proposal.

Awards

When a new award is created, an Institute proposal can be selected so information can be brought forward from the Institute Proposal to the award.

If the award is an EDI transaction (future), the award information will be fed directly into Coeus.