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Creating Awards in Sponsored Projects

Emily Yeomans

Award Admins should create an award once they are notified from the sponsor that they will be receiving one. Awards will track spending and award information throughout the award lifecycle. Awards can be:

Creating a New Award and Project

Follow these steps to create a new Award and also a new Project at the same time.

  1. From the Sponsored Projects dashboard, click Awards, then click Start New Award.

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  2. Select Create a new project. Click Next.

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  3. Enter a project name. Click Create Project and Award.

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  4. You will be directed to the new award form for completion. Each section of the award form will display a red exclamation point. Once a section has been viewed and all required fields populated, a green checkmark will display. Icons may change and require additional action if changes occur to the fields within a section. Learn more about icon definitions below.


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  5. Once all sections display green check marks, you may click Route for Review and begin the optional routing process.


    Review.png

Copying an Award from an Existing Proposal or Award

Please note: Depending on which form builder you are using, the following form objects attributes must be the same in order to copy data from an existing record to a new record:

  • short label attributes (in the Advanced Form Builder)

  • object type (in the Advanced Form Builder)

  • label attributes (in the Simplified Form Builder)

  • question type (in the Simplified Form Builder)

For example, if you are using the Simplified Form Builder:

  • An existing proposal you are working on has a text field with a short label of “Object1” and an answer of “Answer1”. This field is on form section “Section1”.

  • If you create an award from that proposal, Section1 is selected to copy, and the latest published award form also has a text field with a short label of “Object1,” then upon creating that award, the answer for Object1 will be “Answer1”

  • If you create an award from that proposal and it does not have a text field with a short label of “Object1,” then upon creating that award, the Object1 answer of “Answer1” will not be copied into any award form field.

It is also important to remember that existing records can be created from different revisions of the form. If there have been changes to the short label / label attributes between form revisions, that can lead to data not being copied into a new record.

Getting Started

Follow these steps to add a new Award to an existing Project by copying information from an existing Proposal or Award.

  1. From the Sponsored Projects dashboard, click Awards, then click Start New Award.

    2021-06-01_11-57-10.png

  2. Click Add to existing project. 

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  3. To copy your award from an existing proposal, click Create award from a proposal. To copy your award from an existing award, click Create award from an award.
  4. Begin typing the award or proposal name in the search box and select the appropriate option from the drop down menu. Click Next.

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  5. Select the sections you wish to copy from the existing proposal or award. Click Create Award.

    2021-06-01_12-43-39.png
     

  6. You will be directed to the new award form for completion. Each section of the award form will display a red exclamation point. Once a section has been viewed and all required fields populated, a green checkmark will display. Icons may change and require additional action if changes occur to the fields within a section. Learn more about icon definitions below.


    2021-06-01_12-12-32.png

     

  7. Once all sections display a check mark, you may click Route for Review and begin the optional routing process.


    Review.png

The Award Interface

  1. Award Name: This section also contains breadcrumbs back to the award's project, as well as the user's active projects. 
  2. My Actions: The Route for Review button will activate once each section beneath Award Sections has a check mark.
  3. Award Summary: This section will provide at-a-glance information, such as Sponsor, Deadlines, and Obligated Amount. The fields will remain blank until established at a project or award level. 
  4. Connected Link: Links to any connected project or proposal.
  5. Status: The status flag lets users know what phase the award is in: Set Up In Progress, In Review and Negotiation, Active, In Closeout, Closed.
  6. Award Tabs: The award tabs provide additional information, and let you add additional assets to your award (see the Award Tabs section below for more information). 

Additional Tabs

Award Forms include additional tabs that are optional to complete. Tab information may be added or updated at any time during the award life cycle. 

  • Routing: Routing Rules must be configured by Administrators prior to creating a new award. For questions regarding routing configuration at your institution, please reach out to your Administrator. 
  • Award History: View award status and history. Award status can also be viewed from the Sponsored Projects --> Awards dashboard.
  • Account: A summary of all accounts and distributions relating to the award.
  • Subawards: A detailed record of contracted subawards.
  • Tasks: View open tasks relating to the award.
  • Notes: View comments added to the award for reference (5,000 characters maximum).
  • Attachments: Upload and view related award files (75 MB maximum file size).
  • Related Records: Displays data from records in connected systems. Can create links to records in external systems through the steps shown in this linked article. Or can use this tab to see and establish links with Agreement records if your institution has that application.
  • Admin Only: Add notes and attachments that are only visible to other Administrators (tab only visible to SP System and SP Award Administrators).

Form Content

Form questions and sections are specific to your institution. For questions regarding form questions or sections, please reach out to your administrator. 

Understanding Form Icons

It is important to understand the three different form icons, as they can change for different reasons, as shown below.

Green Checkmark

  • What this means: All required fields within that section are complete.
  • Action required: No further action is required.

Red Exclamation Point 

  • What this means: Either a change has been made to the content, or the original content has never been viewed. All required fields are populated.
  • Action required: Content needs to be viewed.

Red Number

  • What this means: One or more of the required fields within a section are not populated.
  • Action required: Content needs to be populated in the empty field(s).

Visual Definition Chart

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