Structuring Grants

This chapter provides an overview of Grants implementation and discusses how to:

• Establish institution controls.

• Establish sponsor controls.

• Establish professional controls.

• Establish proposal controls.

• Establish milestones.

• Set up the Grants forms printing solution.

Understanding Grants Implementation

Before you can use Grants, you must establish the basic information that the system uses in its processing. Most of the implementation procedures are one-time sequences of data entry that provide the system with core information about the institution, professional researchers, and sponsors.

This section discusses:

• Grants ChartFields.

• Commitment control setup steps for Grants.

• Journal Generator setup for Grants processing.

• System-delivered budget items.

• Consortium budget item usage.

• Activity types.

• Analysis types and groups.

• Resource types, categories, subcategories, and groups.

• Transactions.

• Accounting rules.

• Integration templates.

• Award and project controls.

• Locations.

• Products.

• Billing cycle date ranges.

Grants ChartFields

Grants delivers these charts of accounts:

• Fund

• Department

• Program

• Class

• Account

• Budget Period

• Project/Grant

• Statistical Code

• Affiliate

• Scenario

Note. Configurations to ChartFields require supporting modifications to the Grants F&A (Facilities and Administration) application engine process (GMFACS), which calculates overhead based on Project Costing transactions.

This table provides information about these ChartFields:

You have flexibility in establishing the business unit structure within Grants. Institution-specific needs drive business-unit structure requirements, so you need to decide which options to use for setting up the business units during implementation.

See Also

Grants Implementation

Defining Grants Rules and Business Units

Defining and Using ChartFields

Commitment Control Setup Steps for Grants

This table explains the basic steps that you may want to follow to set up commitment control options for Grants. This list is not a comprehensive procedure for setting up commitment control options.

You can find a more detailed and thorough explanation of the steps in the PeopleBooks that are referenced in the Additional Documentation column in the table:

Journal Generator Setup for Grants Processing

The Journal Generator is a program that takes accounting entries from Grants and formats them into journal entries. The journal entries are then transferred to the appropriate ledger in General Ledger.

Grants and Contracts deliver two accounting entry definitions that the system uses for this process. You cannot edit these definitions:

Grants and Contracts also deliver two sample journal entry templates that the system uses to summarize accounting entries and creates journals.

To book revenue to General Ledger, you must run a series of application engine processes. These processes refer to the delivered Accounting Entry Definition pages to identify accounting entry layouts—specifically, it uses the record and field names to extract data from the Contracts and Projects Accounting Line table (CA_ACCTG_LN_PC) for creating the journal header and lines. Journal Generator then takes these accounting entries and, using the Journal Generator Templates, creates the accounting entries that are booked to General Ledger.

See Also

Setting Up for Journal Generator

Generating Journal Entries

Processing Contracts Billing

System-Delivered Budget Items

Sponsoring agencies normally define the budget items that you use in proposals. The system stores these budget items in a control table with an effective date and status. After you establish budget items in the control table, you can map them to sponsors so that when you prepare a proposal budget for a sponsor, only the mapped items appear in the prompt table.

Note. The system displays all budget items if items are not specifically defined for a sponsor. After you define any budget item for a specific sponsor, you can enter all allowable items for the sponsor. For form mapping reasons, you want to use the budget items as they are reflected in the following table when the National Institutes of Health (NIH) is the sponsor.

PeopleSoft delivers these budget items:

Note. Grants delivers the values in the preceding table as system data. The values map specifically to proposal forms, so you should not modify them.

The budget items SUB<25, SUB>25, SUB<25F, and SUB>25F support the system calculation of the proposal F&A where subreceipient funding is involved. F&A will only be computed on the first 25,000 USD. Multiple budget items exist for subrecipients as these are necessary to provide the needed information in printing subrecipient details on the sponsor forms.

A primary institution is limited to recovering indirect costs that are related to consortium expenditures for a base amount not to exceed 25,000 USD.

To calculate indirect cost recovery, include the SUB<25 and SUB>25 categories in the organization-defined F&A base types. You should include SUB<25 and SUB>25 in the F&A base types that you use to calculate indirect cost recovery (TDC = Total Direct Cost).

Consortium Budget Item Usage

Example 1:

You have established a consortium agreement with a subrecipient for a total of 20,000 USD. Of this amount, 15,000 USD represents direct costs and 5,000 USD represents indirect costs that were incurred by the subrecipient. The primary institution has an indirect cost recovery rate of 50 percent.

We recommend the usage outlined in this table:

This usage maps to form PHS 398, page HH. Consortium and contractual costs are:

• Direct Costs = 15,000 USD.

• Indirect Costs = 5,000 USD.

Example 2:

You have established a consortium agreement with a subrecipient for a total of 100,000 USD. Of this amount, 60,000 USD represents direct costs and 40,000 USD represents indirect costs that were incurred by the subrecipient. The primary institution has an indirect cost recovery rate of 50 percent. You can complete this transaction in two ways.

Here is the first way:

Here is the second way:

This usage maps to PHS 398 Page HH. Consortium and contractual costs are:

• Direct Costs = 60,000 USD.

• Indirect Costs = 40,000 USD.

Activity Types

All projects that you create contain activities. Activity types are the labels that identify and group projects in Grants. If you assign activity types consistently throughout the Grants system, you can analyze and report on all similar activities across all projects institution wide.

To set up activity types, define the types of activities by which you want to identify and group projects in the Grants system.

Instructions on setting up activity types appear in the PeopleSoft Enterprise Project Costing 8.9 PeopleBook.

See Also

Creating and Modifying Activities

Analysis Types and Groups

Each award is composed, at the most basic level, of resource transactions. Resources contain the quantity and amounts that are associated with each transaction and all of the identifying information that accompanies those costs.

You assign analysis types to individual resources to identify the different types of transactions in Grants, such as estimated costs, budgeted costs, actual costs, and billed costs.

Multiple resources may be created as a transaction moves through the system.

For example, you may budget 1,000 USD for labor for a project. The actual cost of labor might be 1,500 USD. You may bill for that labor at 1,500 USD. The result would be three resource transactions that recorded the same labor resource as it moved from stage to stage through an award. See the example in the following table:

Grants delivers the following values as system data. Do not modify them.

• CFA (Cost Sharing F&A).

• SCH (Scheduled Bill Lines).

• SFA (Sponsor F&A).

• OFA (Revenue Offset Lines).

• WFA (Waived F&A).

To set up analysis types and groups:

1. Enter descriptions of analysis types (for example, scheduled bill lines).

2. Create analysis groups.

3. Enter comments about an analysis group.

Instructions on setting up analysis types and groups appear in the PeopleSoft Enterprise Project Costing 8.9 PeopleBook.

See Also

Understanding Transaction-Related Control Data

Resource Types, Categories, Subcategories, and Groups

Resources in Grants enable you to track, analyze, and report on all costs, both actual and planned, in awards. Assign resource types to individual resources to identify the purpose of individual transactions.

Resource types can be as general or as specific as you want, depending on your needs. For example, you can create a resource type of Personnel to track total personnel costs in your awards, or you can create resource types of Full-time Labor and Consultant Labor to track overtime and standard labor separately.

Resource categories and resource subcategories enable you to identify resources at a more detailed level.

Thoroughly map out the needs of the organization using resource types, resource categories, resource subcategories, and resource groups before you actually create them.

Resource Types

The following resource types are necessary for the resource groups, reports, and processes that are delivered with Grants for Grants to function properly. If you do not implement these resource types, you must configure the features that use them:

• AFUDC (AFUDC interest)

• DIRCT (direct costs)

• LABOR (labor)

• MATER (materials)

• OVER (overhead)

Resource Groups

The following resource groups are necessary for certain award analyses and processes that are delivered with Grants for Grants to function properly. If you do not use the resource types that are delivered with Grants, you must configure these resource groups or create new ones to be used with the features that use them:

• ITEMS (inventory items)

• LABOR (total labor)

• MATER (total material)

To establish resource types, categories, subcategories, and groups:

1. Define resource types.

2. Create resource categories.

3. Create resource subcategories.

4. Combine multiple resource types for award analysis and billing.

5. Add descriptions to resource groups.

Relationships

Resource types, resource categories, and resource subcategories provide you with the flexibility to identify resources in specific ways. In addition, Grants enables you to define relationships between these fields to control data entry and reduce errors.

You can set relationships between:

• Resource types and resource categories.

• Resource categories and resource subcategories.

Note. Setting relationships between resource types, categories, and subcategories is optional.

Setup Rules

These rules apply to defining relationships between resource types, categories, and subcategories:

• If a resource type and a resource category are related, then when that specific resource type is entered into a resource transaction, you can enter only those resource categories for which a relationship has been defined for that resource transaction.

  For example, if you have a resource transaction with a resource type of Labor, you can enter only a resource category that you have defined as relating to labor. The same is true for relationships between resource categories and resource subcategories.

• If you don't establish relationships, then the resource category or subcategory that you can enter are not limited.

• If you set up relationships between resource types, categories, and subcategories, you must adjust the Grants business unit definition to account for the dynamic edit tables that the system uses to enforce the relationships.

• The relationships can be one-to-one or one-to-many.

  You can also relate multiple resource categories to a single resource type or a single resource category to a single resource type.

To relate resource types, categories, and subcategories:

1. Define relationships between resource types and resource categories.

2. Define relationships between resource categories and resource subcategories.

Instructions on establishing and relating resource types, categories, and subcategories appear in the PeopleSoft Enterprise Project Costing 8.9 PeopleBook.

See Also

Setting Up Project Costing Control Data

Transactions

Grants uses transaction types (for example, adjustments) and transaction codes to regulate specific kinds of transactions and to define accounting rules.

The system uses accounting rules to translate resource transactions into General Ledger entries. Transaction types are the foundation of accounting rules. Defining transaction types in a separate table saves time and reduces errors when you define accounting rules.

Standard transactions are transactions that involve moving money from one account to another within the same general ledger business unit. Intercompany transactions involve moving money from an account in one general ledger business unit to an account in another general ledger business unit. Additional transaction lines are required for intercompany (or institution) transactions.

To define transactions:

1. Define the transaction types that you want to use in accounting rules.

2. Define transaction codes that you use in accounting rules.

3. Define accounting rules.

Instructions on setting up transactions appear in the PeopleSoft Enterprise Project Costing 8.9 PeopleBook.

See Also

Setting Up Project Costing Control Data

Accounting Rules

You define standard accounting entries or rules for project-based transactions based on a combination of business units, contracts, project types, activities, analysis types, ChartFields, project transaction types, and project transaction codes.

These rules are necessary to process accounting information from project transactions. You can minimize the rules by using a wild card in all the fields except PC Business Unit (projects business unit) and Resource GL Bus Unit (resource general ledger business unit). You can make accounting rules more specific by using additional fields on the page.

For example, a timesheet entry may need pricing for a billable row (analysis type = BIL) and a cost row (analysis type = CST). These two rows may require different accounting entries using two accounting rules: one for BIL, and one for CST. You can copy accounting rules to the various business unit combinations that are defined in the framework by clicking the Copy Accounting Entries To link on the Accounting Rules page and entering the new header criteria.

Instructions on setting up accounting rules appear in the PeopleSoft Enterprise Project Costing 8.9 PeopleBook.

See Also

Setting Up Accounting for Projects

Integration Templates

Integration templates define the integration between Grants, Project Costing, and General Ledger. Before you can begin to track awards and the costs that are associated with awards, you must define integration templates. They also establish the business units that Grants assigns to transactions by default.

Assign each new award an integration template.

For example, if the institution has an aerospace research center and an astronomy department, set up a general ledger business unit for each department. Then set up two integration templates, one for each business unit.

Grants also uses integration templates to restrict access to general ledger business units. You can post resource transactions for an award only to a general ledger business unit that is specified in the integration template that is assigned to that award.

Note. If you want to prevent users from adding resource transactions to an award, select an integration template for which you have defined no general ledger business units.

Each award must be assigned an integration template.

To set up integration templates:

1. Define the integration template by selecting Setup Financials/Supply Chain, Product Related, Project Costing, Project Options, Integration Templates.

2. Identify the default business units in Purchasing and Asset Management that interact with the awards process in Grants.

   Select Setup Financials/Supply Chain, Product Related, Project Costing, Project Options, Integration Templates, General Integration.

3. Define the general ledger business unit or units for each integration template.

   Select Setup Financials/Supply Chain, Product Related, Project Costing, Project Options, Integration Templates, GL Integration Detail.

Instructions on setting up integration templates appear in the PeopleSoft Enterprise Project Costing 8.9 PeopleBook.

See Also

Setting Up General Control Data

Award and Project Controls

Here's how award and project controls work in Grants:

• Project types are labels for grouping projects within awards.

  Setting up project types and assigning them to awards enables you to analyze all projects of a certain type in relation to one another.

• Activity types are the labels that identify an activity in Grants.

  If you assign activity types consistently throughout Grants, you can analyze and report on all similar activities across all awards institution wide. All awards that you create will contain activities.

• Status types are one-character, alphanumeric identifiers that you use to track changes in the status of awards and activities.

  You also use status types for defining award events, which are the actual changes in status that require approval. Use the Status Types page to set control actions to limit transactions coming into Grants from cost feeder applications.

• Phase types are used to identify what phase of the award a date can represent when you enter dates in award schedule.

  For example, if you create a phase type of cleanup, you can enter a begin cleanup date and an end cleanup date in the award schedule, and track time that is spent specifically on cleanup.

• Award events represent a change in the status of an award, a project, or an activity.

  For example, a change in the status of a project or an activity from proposed to approved can be defined as an award event that requires approval. An award event can be a change in status between two consecutive status types such as proposed and approved, or two nonconsecutive status types such as proposed and closed. Award events can be an important part of workflow if you have set up workflow within Grants.

• Work breakdown structure is a hierarchical structure that you can use at the activity level to aid in reporting and analyzing similar activities throughout the institution.

  The work breakdown structure typically includes several levels, and you can use it to roll up detail values from lower levels. For example, you may want to roll up details about all clinical research for all awards within a business unit for outcome comparisons. Because only a subset of work breakdown structure elements is typically used for a given award, you use Tree Manager to define the tree that contains valid work breakdown structure elements for an award. Each activity that you then add to that award can be associated only with the work breakdown structure elements on that tree.

To establish award and project controls:

1. Create project types.

2. Create activity types.

3. Define the status types that you want to use for awards and activities.

4. Identify what phase of the award is represented when dates are entered in the award schedule.

5. Define an award event.

6. Enter work breakdown structure values.

Instructions on setting up award and project controls appear in the PeopleSoft Enterprise Project Costing 8.9 PeopleBook.

See Also

Setting Up Project Costing Control Data

Locations

When working with proposals and awards, you can specify the address information for each project within a research proposal as well as information about where the research for a project will be conducted. This information maps to Page BB of form PHS 398 as performance sites.

You might also need to specify multiple research performance sites for each activity. Before you can specify the research location information, you must define your locations on the Location Code control table. Select Set Up Financials/Supply Chain, Common Definitions, Location.

During implementation, make sure that all of the facilities that you are using to perform research are defined in your PeopleSoft system.

See Also

Setting Up Locations

Products

To set up the products that are used for billing purposes, use the Product Definition pages. On these pages, you define the products and services that you use on the contract lines.

For Grants, you must first set up a product on the Product - Definition page and then select a price type of Rate and a revenue method of As Incurred on the Product - Contracts Options page.

Instructions for defining products appear in the PeopleSoft Enterprise Contracts 8.9 PeopleBook and the PeopleSoft Enterprise Order to Cash Common Information 8.9 PeopleBook.

See Also

Setting Up Products

Setting Up Products

Billing Cycle Date Ranges

The Bill Cycle Schedule page enables you to establish date ranges for a cycle ID. For example, if the cycle ID were monthly, you would define a range of dates for the beginning and end of each month: 01/01/2002 and 01/31/2002; 02/01/2002 and 02/28/2002; and so on.

These values are used in the billing process to indicate the from and to date range that the system sends to the billing header records. Each time the billing process runs, Grants retrieves the dates based on the maximum date of the to date that is less than or equal to the system date.

Instructions on setting up billing cycle date ranges appear in the PeopleSoft Enterprise Billing 8.9 PeopleBook.

See Also

Defining Billing Cycles

Establishing Institution Controls

To set up institution controls, use these components:

• Institution Types (INSTITUTION_TYPES).

• Attribute Types (ATTRIBUTE_TYPES).

• Audit Types (AUDIT_TYPES).

• Certification (CERTIFICATION).

• Budget Items (GM_BUD_ITEMS).

• Budget Category Type (GM_BUD_CAT_TYPE).

• Activity Type (GM_ACTIVITY_TYPE).

• FA Rate Types (FA_RATE_TYPES).

• FA Base Details (FA_BASE_DTL).

• CFDA (GM_CFDA).

Institution control pages enable you to establish institution types, attribute types, audit types, certifications, and F&A rate and base types for the institution. These controls are also used in other areas of Grants, such as proposal and award preparation and sponsor profiles.

This section discusses how to:

• Create institution types.

• Create the institution attribute type.

• Create audit types.

• Create certification and compliance types.

• Create budget item types.

• Create budget items.

• Create budget IDs.

• Define F&A rate types.

• Create the institution F&A base types.

• Create CFDA tracking numbers.

Pages Used to Establish Institution Controls

Creating Institution Types

Access the Institution Types page.

If necessary, you can define a set of institution-specific values. PeopleSoft delivers these institution types with the system:

• FOP: For-Profit Organization (NSF).

• NOP: Private Nonprofit (NIH).

• GEN: General For Profit (NIH).

• SED: Socially and Economically Disadvantaged.

• STA: State Institution (NIH).

• SMB: Small Business (NIH & NSF).

• LOC: Local Institution (NIH).

Note. Grants delivers these values as system data. The values are used to map to proposal forms. You should not modify them.

Creating the Institution Attribute Type

Access the Attribute Types page.

Grants delivers data elements for sponsor forms and reports. This page establishes a control record that enables you to define all necessary and possibly unique attribute types that are related to the institution.

When you define an attribute, make sure that you classify it as being used by the Department, Institution, Award, Sponsor, Vendor, or All. Store the information either as a numeric value or as characters.

PeopleSoft delivers these attribute types with the system:

• ORG_COMP_CO: Organizational Component Code.

• CGRS_DIST:Congressional District.

• DUNS: DUNS Institution Number.

• SAS: Same As Sponsor.

Note. Grants delivers these values as system data. The values are used to map to proposal forms and you should not modify them.

Creating Audit Types

Access the Audit Types page.

The audit types that you define here are available on the Institution Audit page for the tracking and storing of historical audit engagement records along with related alerts and resolutions. For example, audit types can include Financial Audits, Compliance Audits, Indirect Cost Audits, and Fringe Benefit Rate Audits.

Creating Certification and Compliance Types

Access the Certifications & Compliances page.

Create the different types of regulations for which the institution must indicate compliance. Grants delivers this table, which is populated with certification types from Transaction Set 194 (Condition Indicator).

Creating Budget Item Types

Access the Budget Item Types page.

PeopleSoft delivers four category types with the system: ANIM (Animal), CONS (Consortium), OTHR (Other), and PERS (Personnel).

You can create new budget items and budget item types as you require them. Each budget item within Grants is associated with a budget item type.

Creating Budget Items

Access the Budget Items page.

Budget items provide a way of identifying and grouping transactions and are used for reviewing an activity's budget costs or revenue for a given period. The system makes the budget items that you enter here available on the Budget Line Summary page.

General Tab

Projects Tab

Use the fields on this tab to associate fields in Project Costing with the budget item.

GL Chartfields Tab

Use the fields on this tab to associate ChartFields in General Ledger with the budget item.

Creating Budget IDs

Access the Budgets page.

Create the budget IDs that you want to use to define budget details on the Enter Overall Budget - General Info page. Budget IDs eventually become project activities if the proposal is funded and you run the award generation process.

Defining F&A Rate Types

Access the Facilities and Administration Rates page.

F&A rate types are associated with sponsors, institutions, proposals, or awards. Identify all types of F&A rates that the institution has negotiated with its sponsoring agencies. These might include Organized Research On Campus, Organized Research Off Campus, or others as identified by the institution.

Creating the Institution F&A Base Types

Access the Facilities and Administration Bases page.

Select the budget items that belong to the F&A base type that you created. The system uses the budget item to calculate the budgeted F&A amount for proposal budgets. You can define budget items on the Budget Item page.

Creating CFDA Detail

Access the CFDA page.

Create CFDA (Catalog for Federal Domestic Assistance) detail that you can use for proposals, awards, and sponsors.

Establishing Sponsor Controls

To establish sponsor guidelines, use these components:

• Sponsor Type (GM_SPNSR_TYPE)

• Sponsor Level (GM_SPNSR_LEVEL),

• Sponsor Program Type (GM_SPNSR_PROG_TYPE),

• Guideline Details (GMGUIDELN_DTL)

Use the pages that are described in this section to establish sponsor types, levels, program types, forms, and guidelines.

This section discusses how to:

• Establish sponsor types.

• Establish sponsor levels.

• Enter sponsor program types.

• Enter sponsor guidelines.

Pages Used to Establish Sponsor Controls

Establishing Sponsor Types

Access the Sponsor Types page.

Define the types of sponsors with which the institution has relationships. Sponsor type values might include Federal, Business/Profit Entity, Campus-Related Organization, Foundation/Charitable Trust, Other Government Agency, or State.

Establishing Sponsor Levels

Access the Sponsor Levels page.

Define the levels within a sponsor organization with which the institution conducts business. Examples of sponsor level values might include Division, Primary, Program,Department, Sub-Sponsor, or any other level that you want to define.

Entering Sponsor Program Types

Access the Program Types page.

Set up categories to identify and track particular funding opportunities. Sponsor program types might include Instruction, Public Service, Research, Training, REU (Research Experience for Undergraduates - NSF), AASERT (Augmentation Awards for Science and Engineering Research Training - DOD), and NRSA (National Research Service Award - NIH).

Entering Sponsor Guidelines

Access the Sponsor Guidelines page.

Define all grants-related guidelines that you will use in proposals. All the following values are effective-dated to allow for tracking of changes over time. Each guideline has both a unique identifier and an effective date and status. Sponsor guidelines might include values such as:

• American Made

• Equipment Purchase

• Expanded Authorities

• Fly American Carrier

• Negotiated IDC Rat

• Salary Cap

• Same As Sponsor

PeopleSoft delivers this value: SAS (Same As Sponsor).

Note. Grants delivers the SAS value as system data. This value maps specifically to the proposal forms. Do not modify it.

Establishing Professional Controls

To set up professional controls for Grants, use the Honors and Award Table (GM_HON_AWARD_TBL), Membership Table (GM_MEMBERSHIP_TBL), and Publication Table (PUBLICATION_TBL ) components.

The pages in these components, which populate the professional profile pages, enable you to establish honors and awards, memberships, and publications for professionals.

Note. You can use Grants to import professional data from HRMS tables. Because this is a one-way feed, data that you manipulate in Grants is not updated in the source system.

This section discusses how to:

• Enter honors and awards information.

• Enter membership table information.

• Enter publication information.

Pages Used to Establish Professional Controls

Entering Honors and Awards Information

Access the Honors/Awards Table page.

Enter information about the types of awards that are granted to the professionals at the institution. You can then link this information to the professional profiles of the individuals.

Honor and award information might include values such as Cum Laude, Doctoral Thesis Award, Research Grant, or Clinical Research. All professionals can share the information that is entered on this page.

Entering Membership Table Information

Access the Membership Table page.

Assign a unique code to each membership, association, or accomplishment. Select an accomplishment category to categorize the membership or association.

You can then use these codes on the professional profiles of all the individuals at the institution who are members of that organization. Membership information might include information about the American Medical Association or the Animal Rescue Foundation.

Entering Publication Information

Access the Publications page.

Enter all publication information (publication title, publication name, publisher, and so on). Then select the author type and enter the name of the author.

You must enter information prior to associating it with a professional. Because the order of authors' names is crucial for proper credit in many research fields, authors' names must appear in the same order in which they appear on the publication.

Establishing Proposal Controls

To establish proposal controls, use these components:

• Proposal Control Key Word (GM_PROP_CTR_KEYWOD),

• Proposal Control Resource (GM_PROP_CTR_RESOUR),

• Proposal Control Component (GM_PROP_CTR_CMP),

• Award Control Function (GM_AWD_CTR_FUNCT)

Use the pages that are described in this section to establish key words, resource types, component definitions, budget items, off-campus locations, and numbering formats for proposals.

This section discusses how to:

• Enter key words.

• Create proposal resource types.

• Define proposal components.

• Enter proposal and award purpose descriptions.

Pages Used to Establish Proposal Controls

Entering Key Words

Access the Proposal Key Words page.

Enter terms that you want to use throughout the Grants system. The entries on this page are used to track proposals by subject category (for example, cell biology, electrical engineering, history, or science) and to link multiple science codes to a project (as required by Transaction Set 194). You can also associate multiple key words with a proposal project.

Creating Proposal Resource Types

Access the Resource Types page.

Add resource types that you want to use in proposals. PeopleSoft delivers these resource types with the system:

• ANIMA: Animal

• CLINI: Clinical

• COMPU: Computer

• LABOR: Laboratory

• MAJOR: Major Equipment

• OFFIC: Office

• OTHER: Other Resources

• RESOU: Other Resources (NSF Specific)

Note. Grants delivers the preceding values as system data. The values map specifically to proposal forms (PHS — Page HH). Do not modify them.

Defining Proposal Components

Access the Proposal Component page.

Define the components that you want to use in grants proposals and define a default stakeholder for the component. You can use components to track items that are not delivered as system data.

For example, you can use the Proposal Component page to track the status of administrative, budget, and research plan components on proposals during the internal review process. The system uses components for Proposal Approval workflow. Each proposal can have multiple components.

Entering Proposal and Award Purpose Descriptions

Access the Proposal/Award Purposes page.

Enter information about the type of research that is recommended in a proposal. The most widely used research purposes are Applied, Basic, Community Education, Public Service, and Training.

Establishing Milestones

To establish milestones, use the Milestone Type Definition (GM_MILE_TYPE_DEFN) component.

This section provides an overview of milestones and discusses how to define milestone types and codes.

Understanding Milestones

Milestones in Grants are used to track events in the life cycle of the award.

In Grants, milestones represent points during the award process that you want to mark for reporting purposes or use as a reminder. Milestones might include deadlines, deliverables, and reporting requirements, such as special sponsor reports and interim or final financial reporting.

You can establish milestone types (for example, billing or final financial reports) for the institution. Individual milestones, deadlines, and reminders are specific to an award, and you capture them when you set up an award. For reporting purposes, you link an individual milestone to a milestone type.

You can generate a group of reports on a periodic basis to highlight milestones that occur within a given time period. The reports can serve as a reminder to initiate a given process. The process itself, however, is not automated by the system.

You can run control searching of the milestones periodically to determine those that satisfy certain search conditions. The result will be a list of award milestone(s) being returned. You can then trigger email notifications from the list. Email notification can be sent out for all or only select award milestone(s). You can also set up a process scheduler to search milestones that are due on the current date and send out email notifications automatically.

Page Used to Establish Milestones

Defining Milestone Types and Codes

Access the Milestone Type/Code page.

The milestone type is a label for grouping milestones.

In the Details group box, enter a short and long description of the milestone. In the Code Details group box, enter the milestone code and description. You can define milestone types and codes for a SetID. Define the milestones in this control page so that you can use them within the award profile pages to administer the award. The values that you enter on this page appear on the Look Up page for the Milestone Type and Milestone Code fields on the Award Profile Milestone page.

Setting Up the Grants Forms Printing Solution

To set up forms printing, use the Sponsor Form Detail (GM_SP_FORM_DETAIL) component.

This section provides an overview of forms printing and discusses how to:

• Set up the forms uniform resource locator (URL) maintenance area.

• Enter the names of the PDF templates.

Understanding Forms Printing

The Grants forms printing solution uses file layouts to generate XML. This is accomplished by using existing PeopleTools functionality. Through the use of XML and XFDF (XML forms data format), the Grants forms solution maps all of the required data elements to the actual sponsor forms. As a result, you can edit and print forms online using Adobe Acrobat Reader 5.0. Because this solution uses standard PeopleTools technology, you no longer need to engage a third-party to fulfill your forms printing needs.

Impacted Forms

You can use the Grants forms printing solution with these forms:

• Grant Application (PHS 398).

  This is the set of proposal application forms that the NIH requires for funding requests.

• Non-Competing Grant Progress Report (PHS 2590).

  This is an interim progress report that the NIH requires recipients to submit for funding. You typically submit this form on an annual basis.

• Federal Cash Transaction Report (SF- 272).

  This is an Office of Management and Budget form that is used to provide an accounting of cash positions with the government during a specific time frame. You typically submit this form on a quarterly basis.

• Financial Status Report (SF-269).

  This is an Office of Management and Budget form. It is used to provide a periodic accounting on grants that you have received. It includes information such as expenditures, budget, and remaining balances.

Forms Downloads from the Sponsor Websites

To set up the Grants forms printing solution for a database, you must download all of these PDF files from the sponsor websites:

• http://grants.nih.gov/grants/funding/2590/2590_forms.pdf

• http://grants.nih.gov/grants/funding/phs398/398_forms.pdf

• http://grants.nih.gov/grants/funding/phs398/biosketch.pdf

• http://grants.nih.gov/grants/funding/phs398/continuation.pdf

• http://grants.nih.gov/grants/funding/phs398/fp4.pdf

• http://grants.nih.gov/grants/funding/psh398/enrollment.pdf

• http://grants.nih.gov/grants/funding/psh398/enrollmentreport.pdf

• http://www.whitehouse.gov/omb/grants/sf269a.pdf

• http://www.whitehouse.gov/omb/grants/sf272.pdf

• http://www.whitehouse.gov/omb/grants/sf272a.pdf

Note. Place these files in the location that is defined on the URL Maintenance page (see the following information).

Pages Used to Set Up the Grants Forms Printing Solution

Setting Up the Forms URL Maintenance Area

Access the URL Maintenance page.

Enter the location where you placed the forms in the URL field. This location can be a file system location such as G:\FORMS. In this case, the users need to have access to this location when they are viewing the printed forms. This location can also be a web address such as http://www.university.edu/Administration/Grants/Forms/.

Entering the Names of the PDF Templates

Access the Sponsor Forms page.

Search for and access the pages for the following forms. Then enter the file name of the form in the File Name field.