The Post Award Management module in iRIS™ offers budgeting, accounting, tracking and management tools for funded projects. Where this module is configured for the institution, a link to the Post Award Assistant workspace is included in the Review Board Workspace section of the main menu, as shown in the screenshot below.

Note that functionality provided to users in the Post Award Management module is configurable; links shown in the screenshot above may vary by institution.

Find a Project

The majority of Post Award Management functionality for a project can be accessed via a centralized dashboard in the Post Award Management module.

To begin, navigate to Post Award Assistant > Find a Project. The Find a Project page opens, as shown below.

Enter / select desired search criteria in the Find a Project Filters section and click the Find button to execute the search. More information about the search criteria fields is provided below.

Click the Reset Find Options button to reset all fields in the Find a Project Filters section.

The Display Projects by dropdown dictates the reference number by which results are listed.

Text entry fields are provided to search by full or partial Sponsor name, Primary Research Administrator name, Department, Proposal Number, Project Short Title or Award Number.

The Principal Investigator (PI) field can be used to search by full or partial PI name and includes a button to toggle the search between Active or Inactive PIs. As shown below, the button is toggled to Active by default.

Click the Active button to toggle it to Inactive, as shown below.

Note that it is not possible to search by both Active and Inactive PIs simultaneously.

Calendar widgets are provided for searching by Sponsor Due date range.

Available date range options are as follows:

— to limit the search to studies whose Sponsor Due date occurs on or after a specific date, click the left-hand calendar widget and select the desired start date; leave the right-hand date field blank

— to limit the search to studies whose Sponsor Due date occurs on or before a specific date, click the right-hand calendar widget and select the desired end date; leave the left-hand date field blank

— to limit the search to studies whose Sponsor Due date occurs between two specific dates, select the desired start date using the left-hand calendar widget and the end date using the right-hand calendar widget

As shown below, the Project Status dropdown provides a pick list to filter the search by project status. Click an item in the list to select it.

Note that the Project Status list is configurable under System Administration > List Configuration and Maintenance > System Setup tab > Setup Project Status link and will vary by institution. The list shown here may not be the same at every institution.

Advanced Search Options

Additional search options and filters are available via the Advanced Find Options button at the upper right of the Find a Project page, as shown below.

Click the button to open the Find A Project: Advanced Search Options popup, shown below.

The popup includes fields for two (2) different advanced search criteria:

— Key Words

— Sponsor Name Key Words

Enter desired search criteria in one or both panels and click the Apply button to apply the desired criteria to the main Find A Project search page. As shown below, when advanced search criteria are selected the Advanced Find Options button on the Find A Project page updates with a yellow background and green checkmark to indicate these options are in use.

Click the Cancel button on the Find A Project: Advanced Search Options popup to close it without applying any of its search criteria to the main Find A Project page.

To clear individual Advanced Find Options, click the Advanced Find Options button to reopen the Find A Project: Advanced Search Options popup. Clear any search criteria previously entered there and click the Apply button at the bottom of the popup.

Click the Reset Find Options button on the Find A Project page to clear all selected filters and/or search criteria.

Application Find Options

Click the Application Find Options button at the upper right of the Find a Project page (as shown below) to create and save application-specific filters for re-use as needed. This type of filter allows for filtering applications based on one or more specific responses given in the application form.

Note that Application Find Options filters can be used in conjunction with any other search criteria and filters on the Find a Project page, including Advanced Find Options.

The Find A Project: Application Search Filters page opens.

Click the Cancel button to close the page without making changes and/or applying filters to the current search.

Click the Add a New Application Filter button to open an add panel.

Enter the desired Filter Name.

Select “Yes” or “No” for Share this Filter. A selection of “Yes” makes the filter available to other iRIS™ users, a selection of “No” keeps the filter private to the person who created it.

Enter any desired Comments (e.g., a description of the filter’s purpose).

Click the Add a new Filter Criteria button to construct the filter.

As shown below, available text entry fields and dropdown lists are activated.

The activated fields are used to filter search results based on the answer(s) to specific question(s) in the study/project application form. The process is the same for projects and applications.

In this example, the filter will limit search results to those studies where the justification for using animal subjects is based on complexity of the study model, and all study animals are expected to survive. Two different study application criteria must be added to the filter:

— a rationale of “The complexity of the processes being studied cannot be duplicated or modeled in a simpler system,” must be selected in response to the Animal Justification field in Section 7.2 of the IACUC study application, as shown below

— the answer to the question, “Is death (without euthanasia) a planned endpoint of the study?” must be “No” in section 7.11 of the IACUC study application, as shown below

The Order field dictates the priority level of the criteria item in the overall filter. When the filter consists of a single criterion, the Order for that criterion is “1”. When multiple criteria are added to the filter their Order values can vary.

Click in the What Application? field and select the applicable application/module from the dropdown list. In this example the “IACUC APPLICATION (ANIMALS)” option is selected, as shown below.

The What Section? and What Question? dropdown lists are automatically populated with items applicable to the application/module selected in the What Application? field.

Click in the What Section? field and select the study application section in which the first question applicable to the filter is found from the dropdown list. In this example the “(400) - Project Description and Procedures” section is selected, as shown below.

Click in the What Question? field and select the question applicable to the filter from the dropdown list. In this example the “(22) – Animal justification” question is selected, as shown below.

Recall that in the IACUC study application four possible answers to this question and an explanation field are provided, as shown below.

Two components, or columns, are stored as the answer to this question.

The first column contains one or more entries of the number(s) one (1) to four (4), indicating which checkbox(es) is(are) selected. Multiple entries can be stored in the response because the user can select more than one checkbox. In the iRIS™ database this column is named “IACUC_ANI_JUST”.

The second column contains any text entered in the “Provide further explanation of your selection(s) made above:” text box. In the iRIS™ database this column is named “IACUC_ANI_JUST_EXP”.

Note: Because column titles are not always named in descriptive, plain English, strong knowledge of the fields and tables involved in constructing the filter is required to avoid errors.

Click in the What Column? field and select the column that contains the data value applicable to the filter from the dropdown list. In this example “IACUC_ANI_JUST” is selected.

As shown below, because the answer to this question offers four possible options in response, a “Which Option?” field is added.

As explained above, the dropdown select list contains four options. In this example the first option (“The complexity of the processes being studied cannot be duplicated or modeled in a simpler system.”) is selected, as shown below.

Click in the Comparator field and select the desired item from the dropdown list. Comparators are used as follows:

— EQUAL is used for comparisons against either text or numeric field values and is equivalent to the “=“mathematical operator; the Value entered for comparison must exactly match the value entered in the application form, including all letters, spaces and characters when used for text field comparisons

— NOT EQUAL is used for comparisons against either text or numeric field values and is equivalent to the “≠“mathematical operator; the Value entered for comparison must exactly match the value being compared in the application form, including all letters, spaces and characters when used for text field comparisons (e.g., NOT EQUAL to “Syrian hamsters” is not the same comparison as NOT EQUAL to “hamster”; the former comparison would exclude all records containing the specified species “Syrian Hamsters”, the latter would exclude all records with the word “hamster” anywhere in the species field)

— LESS THAN is used for numeric field value comparisons only, and is equivalent to the “<“ mathematical operator

— LESS THAN EQUAL is used for numeric field value comparisons only, and is equivalent to the “≤“ mathematical operator

— GREATER THAN is used for numeric field value comparisons only, and is equivalent to the “>“ mathematical operator

— GREATER THAN EQUAL is used for numeric field value comparisons only, and is equivalent to the “≥“ mathematical operator

Select the Value against which the Comparator will be used.

In the case of Yes/No select checkboxes or radio buttons three possible options may be shown in the Value column:

— “Yes”, which is the value stored in the database when the checkbox/radio button for the item is selected

— “No”, which is the value stored in the database when the checkbox/radio button for the item is not selected

— “Not Set”, which is the value stored in the database when no checkbox(es)/radio button(s) for the item is(are) selected, indicating that the question was not answered; this option is only available for fields where a response is not required in the study application, or for draft applications where the question has not yet been answered

The example shown below demonstrates behavior of the Value field when the filter comparison is against a text entry.

In this type of comparison, the Value column contains a text entry field. If anything is entered in the field in error click the small “x” at the far right of the field (yellow arrow in screenshot above) to clear it, then enter the desired Value.

Returning to the original filter example, a second filter criterion is required to fulfill the filter parameters. Click the Add a new Filter Criteria button to add another filter criterion.

An additional row of fields is activated in the lower section of the popup, as shown below.

Follow the same steps as for the first criterion row to populate the new row. In this example, the second comparison is against the answer to the question, “Is death (without euthanasia) a planned endpoint?”

The filter in this example is now complete. If additional criteria rows are needed, click the Add a new Filter Criteria button and follow the steps outlined above to add and populate them.

If any criteria are added in error, click the delete icon in the far-left column to remove the unwanted criteria. A confirmation popup window displays.

Click CANCEL to close the popup without deleting the criterion.

Click CONFIRM to delete the record and close the popup.

Back on the Find a Project: Add Application Search Filter add panel popup, click the Return to List button to close the popup without saving the filter.

Click the Save button to save the filter and close the popup.

The filter is added on the Find a Project: Application Search Filters page.

Click the icon in the Edit column (shown below) for any filter on the page to reopen the add panel for that filter and make revisions.

Click the icon in the Delete column (shown below) for any filter on the page to delete the associated filter.

A confirmation popup window displays.

Click CANCEL to close the popup without deleting the filter.

Click CONFIRM to delete the filter and close the popup.

Select the radio button in the Select column to display a preview of Criteria to Apply for the applicable filter, as shown below.

Note that temporary changes can be made to active fields in the Criteria to Apply preview before applying the filter, but these changes will not be saved to the filter. To make and save changes to the filter, click the icon in the Edit column.

Click the Cancel button to close the Find a Project: Application Search Filters page without applying the selected filter.

Click the Apply button to close the page and apply the selected filter. As shown below, the Application Find Options button on the Find a Project page updates with a yellow background and green checkmark to indicate saved application filters are in use.

Application Find Options remain active on the Find a Project page until the filter selection is cleared.

Where more than one Application Find Options filter is in use, to clear an active filter click the Application Find Options button to reopen the Find a Project: Application Search Filters page. Clear the Select column radio button for any filter(s) to be removed from the search and click the Apply button at the bottom of the page.

Click the Reset Find Options button on the Find a Project page to clear all selected filters and/or search criteria.

Application Find Options filters can be used in conjunction with any other search criteria and filters on the Find a Project page, including Advanced Find Options.

Find a Project Results Section

As shown in the screenshot below, after search criteria and filters are applied and the Find button is clicked, results are displayed in the lower part of the Find a Project page.

In the example shown above a project was located by Proposal Number. The icon in the View Details column displays as a plus sign ( [+] ) and details are collapsed by default when results load. In the example shown above, the icon was clicked to toggle to detail view; note that the icon changes from a plus sign to a minus sign ( [-] ) when details are expanded.

Columns shown for each project listed in the results section are:

Open — click the icon in this column to open the corresponding project

View Details — click the icon to toggle display for the corresponding record between summary ( [-] ) and detail ( [+] ) view

Project Status — current status of the project; click this column header to sort results in ascending or descending order by Project Status

Proposal Number / Award Number — proposal number (top) and award number (bottom)

Sponsor Due / Grant Office Due — sponsor due date (top) and grant office due date (bottom)

Project Title — full project title

Project Short Title — project short title

Principal Investigator — name of the assigned Principal Investigator (PI)

Sponsor — sponsor name

The detail section automatically updates with status and form version changes on the project, as demonstrated in the screenshot below.

The expanded detail section provides access to all versions of the proposal form, and includes the following columns:

Reference Number — submission reference number

Track Location — click this icon to view the proposal in the Workflow – Submission Tracking page, which includes a graphic representation of the proposal’s progress and current status, and access to details of project/proposal processing (see screenshot below); click the plus sign to the left of a processing stage (e.g., Pre-Submission, eProposal, etc.) to expand additional details of processing for that stage

Status — icon indicating the current status of the corresponding proposal form; the green checkmark indicates “complete”, the blue circle with white circular arrow indicates “in process”

Request Type — name and version of the proposal form

Details — click this icon to view details of submission components for the corresponding proposal form (see screenshot below)

Items are shown in list view by default when the page loads. Click the Items in Folder View button at the upper right to toggle to folder view, which groups different versions of the same form in a folder. The button icon and label are toggled as shown below. Click the button again to toggle back to list view; the button icon and label toggle back to their default. Note that the two views are the same when only one version of each component exists.

Click an item in the Submission Component Name – Version column to open that item in a separate window for viewing or printing. After an item in the list has been viewed, the background color of the row changes and a status message indicates the item has been viewed.

To generate a PDF file of one or more components, select the applicable checkboxes in the Include in PDF Packet column (click the icon in the column header to select all items) and click the Create PDF Packet button. The PDF packet opens in a new window for viewing, printing or saving.

Proposal Number — proposal number

Sponsor Due — sponsor due date

Project Short Title — project short title

Created By — name of the iRIS™ user who created the form

Date Created — date the form was created

Modified By — name of the iRIS™ user who most recently made changes to the form

Date Modified — date the form was modified

Click the icon in the Open column at the far left of the main results section to open the corresponding project. The project is opened in the Submissions page with the Submissions tab open by default, as shown below.

Note that this part of the system is primarily used in Pre Award processing and Project Management. The Post Award Management tab does not populate until an ‘awarded’ status is granted to the project.

Click the Post Award Management tab to access the Post Award Management dashboard, as shown below. Post Award processing functions are accessed via submenu tabs in the left hand sidebar. Tabs and links included in the sidebar are configurable by the institution and may vary from those shown.

In the configuration illustrated above, the Post Award Management dashboard includes left hand sidebar tabs providing access to Award Management, Financial Management, Sub Award Management, Award Milestones & Communication and Compliance Review processing areas. The top tab (Award Management in the screenshot above) is expanded by default when the dashboard initially loads.

Each processing area is described in greater detail in the subsections of this manual.

Award Management

The Award Management area provides an overview of the project and direct access to award setup, award management and accounting functions.

As shown in the screenshot above, the left hand sidebar menu for Award Management includes tabs for Award Details, Account Setup, Award Documents, Equipment Manager and Administrator’s Checklist.

Functionality within each tab is described in greater detail in the following manual sections.

Award Details

When the Post Award Management tab is selected, the Award Details sidebar tab loads by default. If no award has yet been set up for the project, award details on the right hand side of the page are blank and a Setup/Modify Award link is provided (shown in screenshot below).

Click the Setup/Modify Award link to open the Post Award Setup page, which opens to the Award Setup tab by default (shown below).

The page includes panels to set up the Award Summary, Sponsor Information, Budget Management, Award Documents and Reporting Requirements. Each panel is shown in isolation in the following subsections of this manual.

Award Summary

The top of the Award Setup tab automatically pre-populates the Project Title, Project Short Title and Primary Research Administrator fields with data brought in from the project record.

Enter the Award Number and Sponsor Award Number (imported from the Outcome tab of the Pre Award module if entered there) and Sponsor Modification Number.

The Award Type field defaults to the value entered in the proposal. To change the default value or if no value was entered in the proposal, click in the Award Type field to open a drop down select list, and click the desired list item to select the item matching the data value in the proposal form.

In the Award Summary section the F & A rate automatically populates from the proposal budget. The field is editable.

Total Approved Funding Amount populates from the Outcome tab of the Pre Award module if it was entered, or can be entered or edited here.

Enter the applicable CFDA Number, Award Effective Date and Additional Comments. Note that Award Start Date and Award End Date automatically populate with the Proposal Start and End dates taken from the proposal form.

The Agreement Type field defaults to the value entered in the proposal. To change the default value or if no value was entered in the proposal, click in the Agreement Type field to open a drop down select list, and click the desired list item to select the item matching the data value in the proposal form.

Sponsor Information

The Sponsor Information panel includes subpanels for Sponsor and Prime Sponsor. These subpanels automatically populate with data from the proposal form. Note that multiple sponsors and prime sponsors from the proposal form can be entered here, if configured.

Click the applicable add button (Add a New Sponsor to the project or Add a New Prime Sponsor to the project, both buttons shown in screenshot below) to add an entry to the desired list.

The Find a Sponsor: Search Options popup (shown below) opens. Note that the same popup is used for lookup of sponsor or prime sponsor.

Enter a full or partial Sponsor Name or Sponsor ID and click the Find Sponsor button. In the example below, results for a search on the partial Sponsor Name of “Duke” are shown. Click the icon in the Select column to add the corresponding sponsor or prime sponsor to the applicable list in the Sponsor Information panel.

Click the Add Sponsor to Master List button to add a new sponsor to the master list of sponsors, so that it will be available for selection by other system users going forward. The Add Sponsor to Master List Details popup (shown below) opens.

Enter the Sponsor Abrv (abbreviation), Sponsor Name, and sponsor address details. Click in the Sponsor Type field to open a drop down select list and click the desired item to select it. Click the Save Sponsor and add to Project button to save the sponsor to the master list.

To close the popup without saving the new sponsor record, click the close icon (red X) in the upper right hand corner of the popup.

Budget Management

The Budget Management panel includes subpanels for access to the Pre Award Budget, setup of the Post Award Budget, and upload of Post Award Budget Documents. Please note that an account must be set up for the award to link the post award budget too before it is published.

The Pre Award Budget panel automatically pulls in Pre Award Budget details from the Pre Award module/proposal form.

Click the View Details plus sign icon ( [+] ) to expand read-only Pre Award Budget details, as shown below. The icon changes to a minus sign ( [-] ). Click the View Details minus sign icon ( [-] ) to collapse details.

Click the icon in the Open/Edit column to open a read-only copy of the Pre Award Budget in the Project Budget page. The page opens to the Budget Setup tab by default, as shown below.

Click the Detailed Budget tab to view details of the budget broken out by budget period (BP tabs in screenshot below). Click the Download button at the upper right to download a copy of budget details.

Click the Summary tab to view budget information broken out by budget period.

An alternative, Modular Budget option is also available, as shown in the screenshot above. In the example below, the Modular Budget option is selected.

Back on the Award Setup page, read-only access is provided to any existing Pre Award Budget. Where a Pre Award Budget exists, it is listed in the Pre Award Budget panel as shown below.

Click the plus sign icon in the View Details column to expand budget details, as shown below.

Click the icon in the Open/Edit column to open a read-only version of the budget, as shown below.

Back on the Budget Management tab, click the icon in the Copy Budget to Post Award column to copy the Pre Award Budget into a new Post Award Budget.

A confirmation popup displays, as shown below.

Click the CANCEL button to close the popup without copying the budget.

Click the CONFIRM button to complete the copy process. As shown below, the Pre Award Budget is copied into a version 1.0 Post Award Budget that is editable.

Click the icon in the Open/Edit column. As shown below, the draft Post Award Budget details tab is opened.

IMPORTANT NOTE: Start and End dates for each personnel record (in the Name/Role column in screenshot above) default to budget start and end dates. These dates must be manually updated to the correct start and end dates for each person listed if changes are made to the budget start and end dates. To enter a date, click the applicable calendar widget to open it, navigate to the desired date and click to select it.

Each Name/Role must have an Expense Code assigned also. These expense codes will automatically populate with the first expense code for that category in the budget. Expense Codes are configured under Post Award Management > Review Board Administration > List Maintenance Setup. See the Post Award Management Review Board Administration manual for more information. For each Name/Role, to change the displayed expense code, click in the Expense Code field to open a drop down list (shown below) and click the desired Expense Code to select it.

IMPORTANT NOTE: For categories other than personnel, a unique expense code must be assigned to each line in order to tie transactions to each corresponding line in Financial Tracking.

When all dates and Expense Code items are entered, click the Calculate and Save Changes button to save changes to the draft budget. This action does not publish the budget, it remains in draft status. Users must enter any changes in all budget periods unless the Copy Budget Period Data function is used to copy the current period to a future budget period.

Back on the Award Setup page, to add a new Post Award Budget manually (as opposed to copying a Pre Award Budget into a Post Award budget, as described immediately above), click the Add A New Budget button.

As shown below, the Post Award Budget page opens for creation of the new budget. Note that fields included on this page vary by the specific institution’s configuration and may not match those shown in the screenshot below.

Enter desired budget details, including an account to link this budget to.

To save the budget in draft form, click the Save Changes To Budget Setup button. To finalize and publish the budget, click the Publish as Active Budget button.

As shown below, the budget is added to the Post Award Budget list on the Award Setup page. If the budget is saved as a draft the checkbox in the Is Active column is not selected. If the budget is published as active the checkbox in the Is Active column is selected. Note that in either case, the checkbox is read-only.

Click the View Details plus sign icon ( [+] ) to expand read-only Post Award Budget details, as shown below. The icon changes to a minus sign ( [-] ). Click the View Details minus sign icon ( [-] ) to collapse details.

Click the icon in the Open/Edit column to reopen the budget for viewing or revision.

Click the Detailed Budget tab to view budget information broken out by budget period (BP tabs in screenshot below).

Click the Summary tab to view summary budget information with budget period columns side by side for at a glance comparison.

An alternative, Modular Budget option is also available, as shown in Select the Summary View drop down list in the screenshot above. In the example below, the Modular Budget option is selected.

Note that back on the Budget Management tab, additional, separate Post Award Budgets can be added by clicking the Add A New Budget button, as previously described.

To create a new revision of an existing Post Award budget, click the icon in the Create Revision column for the budget to be revised.

A confirmation popup displays.

Click the CANCEL button to close the popup without creating the revision.

Click the CONFIRM button to create a revision, as shown in the screenshot below. Details from the most recent version are copied into a new, draft version, which can be revised, then saved as a draft or published, as described previously. When the revision is created its Version number is automatically incremented by one (1) and labeled as such by the system.

Revisions are initially created in draft form by default. When a revision is published it becomes the active budget. The active budget is designated by a selected checkbox in the Is Active column. Notice that in the screenshot above, the Is Active checkbox for the newly created revision (1.1) is de-selected, indicating that this is a draft, unpublished version of the budget.

When the first revision is created a folder icon populates in the top row of the Show Rev column. By default, the folder icon appears opened (shown in screenshot above) and the list of revisions is expanded. Click on the folder to collapse the list of previous revisions. The open folder icon is replaced with a closed folder icon, as shown in the example below.

Supporting documents for budgets are added in the Post Award Budget Documents panel. Click the Upload New Budget Document button to upload a document.

As shown below, an upload dialog box opens. Click the Choose File button, navigate to the desired file on the local computer and select it, then click the Save selected file button in the upload dialog (shown below).

Uploaded documents are added to the Post Award Budget Documents list. Icons are provided for each uploaded file to Open a read-only copy of the document or Delete the document.

Award Documents

Award Terms & Conditions (T&C) documents can be added in the Award Documents panel in the Post Award Setup page (as described in this manual subsection), or on the Award Documents tab (see Award Management > Award Documents subsection of this manual). Both locations provide a full listing of all award documents added to the project, regardless of whether the document was added via the Award Documents panel or the Award Documents tab.

Click the Add Terms & conditions button to upload a T&C document.

The Add Terms & Condition popup dialog opens, as shown below.

Enter the desired Document Title, select the applicable Document Category from the drop down list and select “Yes” or “No” for Signoff Required?

Click the Add Personnel button to open the Search User Directory page. Fields are provided to search by full or partial Last Name or First Name, or by Department

Enter desired search criteria and click the Find button. Results load in a table beneath the search form, as shown below.

Click the icon in the Select User column to add the corresponding user to the signoff list for the T&C document. To add multiple users to the signoff list, select the applicable checkboxes in the Check for Multiple column, then click the Save Selected User(s) button at the upper right.

As shown below, the selected user(s) is/are added to the Users to Signoff? field on the Add Terms & Condition popup.

If a user is added to the list in error, select the checkbox to the left of the name and click the Delete Personnel button (shown in screenshot above).

Click the calendar widget for Signoff Due Date, navigate to the desired date and click to select it. The applicable user(s) receive the task on their home page, as shown below.

When the user clicks the task, it opens in the Post Award Setup Routing Signoff page, as shown below.

The user clicks the Click here to add comments label to open a text entry field and enters desired comments (shown below).

The user clicks the Click here to view form label to open a read only copy of the document on the Award Terms and Conditions Signoff page (shown below).

As shown above, comments entered in the signoff page carry over to the left hand sidebar of the Award Terms and Conditions Signoff page. The user can review the document, then select a page in the document and apply their digital signature (from the user’s My Account page Signature tab, as shown below). Users must ensure they have uploaded a digital signature file in .jpg format.

On the Award Terms and Conditions Signoff page the user selects Accept in the do you Approve or Deny this letter? field, clicks in the Select page number to add the signature field to open a drop down list of page numbers, then clicks the desired page number to select it.

Notice that in the example shown below the page is configured to include a section in the left hand sidebar for entry of the user’s login credentials as an added security measure. This is optional, and controlled via the system.use_user_challenge property under iRIS > System Administration > System Configuration > System Security link, as shown in the screenshot below.

See the iRIS™ System Administration – System Configuration manual for more information.

The user’s digital signature file is imported and positioned at the upper right corner of the selected page by default as shown below. Note that a sizing drag handle is provided at the lower right hand corner. Click and hold on the lower right hand corner, then drag to resize the image file.

The user drags the digital signature image to their desired location on the page, then clicks the Save button to save changes. As shown below, the page closes and the do you Approve or Deny this submission? field on the Post Award Setup Routing Signoff page is set to Approve.

Back on the Add Terms & Conditions popup (shown below), click in the Upload Document field to open an upload dialog popup (shown previously in this section), or drag the desired T&C file from the computer desktop into the provided box to upload it.

Enter desired Special Terms of Importance, then click the Save and Send for Signoff button.

As shown below, the T&C document record is added to the Award Documents panel and a green checkmark appears in the Status Tracking column, with a label of “Completed”. Notice that Document Title, Category, Uploaded by/Date Sent, Signature Required, Status, Status Tracking and Terms of Importance field contents are read-only.

Notice that Document Title, Category, Uploaded by/Date Sent, Signature Required, Status, Status Tracking and Terms of Importance field contents are read-only.

The screenshot below demonstrates an example of an in-progress signoff.

Note that the Add Terms and conditions button remains, indicating it is possible to upload multiple T&C documents. Where multiple versions of a T&C document are shown, an icon populates in the View Changes column. Click the icon to compare versions.

To delete a T&C document from the list, click the corresponding icon in the Delete column.

To view a T&C document in the list, click the corresponding icon in the Open column.

Note that the document itself is opened (shown above), not the form that was used to add the T&C document, and that the T&C document is provided as read-only.

To get current location details for an Award Documents item, click the corresponding icon in the Track Location column. As shown below, the Post Award Term Tracking page opens to display current information for the item.

Click the icon in the View Details column to view full, read-only tracking details, as shown below.

Reporting Requirements

Reporting requirements for the project are specified in the Reporting Requirements tab. Selections here control which configured notifications are sent by the system. Notifications can be set to alert applicable users of upcoming events that are due at configurable intervals. In addition, a report due notification can also be configured to notify selected users that a report is due on that day.

As shown in the screenshot above, options are provided for selection of either a pre-configured reporting bundle (Federal Contract/Grant, Private Contract/Grant, State Support) or Other, and Other is selected by default.

Selecting one of the bundled Award Type options automatically selects the corresponding report items in the Reports section. When a bundle selection is made, it is not possible to select additional, individual reports to add to the bundle. In the screenshot below, an Award Type of Federal Contract/Grant is selected, causing the Progress Reports, Financial Reporting and FFATA items to auto-select in the Reports section.

An Award Type selection of Other enables multi-select of any or all items in the Reports section.

A Custom Report Date(s) option is provided in the Reports panel, and is only selectable when an Award Type of Other is selected. In the example shown below a bundled Award Type is selected so the Custom Report Date(s) field is disabled.

When the field is enabled, click it to populate an Add a Report Date button (shown below).

Click the Add a Report Date button to open the Adding a Report Date dialog popup (shown below).

Enter the desired Report Description.

Click the calendar widget to open it, then navigate to the desired Report Start Date and click to select it.

Click to Select “Yes” or “No” for Recurring Report, then click the Save Date(s) button. As shown below, the custom report is added to the Custom Report Date(s) list.

Note that the Add a Report Date button remains, indicating that additional custom reports can be added.

Route for Signoff Tab

When all Post Award Setup page sections are complete (Award Summary, Sponsor Information, Budget Management, Award Documents, Reporting Requirements), click the Route for Signoff tab (shown below) to route for approvals.

A system prompt reading “Press save and continue button to move forward.” displays.

Click the Save & Continue button (shown below, beneath the Back link) to proceed.

As shown below, the Route Signoff page opens.

The assigned PI is included in the routing table by default. To add more personnel for signoff, click the Add Signoff button. Click the Add Signoff button to open the Search User Directory page. Fields are provided to search by full or partial Last Name or First Name, or by Department

Enter desired search criteria and click the Find button. Results load in a table beneath the search form, as shown below.

As shown below, the selected user(s) is/are added on the Route Signoff page, with the corresponding Include in signoff field selected and a routing Order automatically assigned (shown below).

If any names are added in error, click to de-select the Include in signoff field for the applicable name(s).

Click in the field beneath each name added to assign a signoff role, as shown above.

Routing occurs in ascending order, beginning with number one (1), which is the routing order assigned to the PI role. To change the routing order of additional personnel, enter desired routing order numbers next to each name.

When routing information is complete select “Yes” for Have you completed your selection of required routings? and click the Save Changes button. The system automatically routes for signoff in the order specified.

As shown in the screenshot below, when award setup is complete award details populate in the panel at the right on the Award Details tab of the Post Award Management tab.

The Project Special Instructions field provides a kind of bulletin board area for notices directed to the project team. Click the Add Instruction button to add a note. As shown below, a text field populates beneath the Add Instruction and Save Instruction buttons.

Enter the desired instruction and click the Save Instruction button to save it to the Project Special Instructions field. As shown below, the instruction is added. Notice that the Add Instruction button remains, indicating that additional instruction items can be added.

To remove an instruction from the list, click its corresponding Delete icon.

As shown below, the Award Details tab also includes read-only Project Summary, Project Department(s) and Project Personnel information.

When award details are entered as previously described in the Award Summary subsection of this manual, icons are provided to Edit/View award details and Track Location in the Award Setup section of the Award Details tab.

Click the icon in the Edit/View column to open a read-only version of award details, as shown below.

Click the Track Location icon in the Award Setup area to view current location information.

The Post Award Setup Tracking page opens, as shown below.

Click the icon in the View Details column to view full, read-only tracking details.

Account Setup

The Account Setup tab is used to configure award accounts used on the project.

Accounts configured here are made available in the Accounts drop down list of the Budget Setup tab, as shown below.

Note: It is important that each account is only assigned to one budget in order for Financial Tracking to work correctly. To run multiple budgets for an award, iMedRIS’ recommended best practice is to create multiple accounts.

The list of configured accounts also appears on the Budget Management tab in the Post Award Budget section, as shown below. See the Financial Management > Budget Management section of this manual for more information about that tab.

Back on the Account Setup tab, click the Add a New Account button to add an account.

As shown below, the Add Account popup dialog box opens for entry of account details.

Enter the Budget ID, Award Number, Account Name and Account Number.

Click in the Account Type field to open a drop down list and click the desired item to select it.

The Account Status field defaults to “Open”.

The Date Opened field pre-populates with the award start date. To change it, click the calendar widget, navigate to the desired date and click to select it. The Date Closed field is usually inapplicable during account setup, but is enabled for cases where historical data must be entered. To enter a date click the calendar widget, navigate to the desired date and click to select it.

Enter the Award Amount. Notice that the Remaining Balance on the award is shown to the left of the field.

As shown below, the Account is added.

Note: If a Post Award Budget is saved with this account the Delete icon does not populate, as the two are linked. If the budget is still in draft status, the budget can be deleted to repopulate the Delete icon, allowing the user to delete the account.

Click the icon in the Delete column to delete an account. A warning message displays, stating that deleting accounts with outstanding transactions can result in lost data. It is the responsibility of the institution to ensure no account is deleted with outstanding (unreconciled) transactions.

Click the icon in the Edit column to open the Add Account popup (same image as the completed popup, shown previously in this manual subsection) for the account. Make desired changes and click the Save Account button in the popup.

Award Documents

The Award Documents tab provides read-only access to Pre Award Documents (automatically pulled in from the Pre Award module, upper left drop down menu in screenshot below), as well as access to add new T&C documents for Post Award.

Award T&C documents can be accessed and added in the Award Documents tab (as described in this manual subsection), or via the Award Documents panel of the Post Award Setup page (see Award Management > Award Details > Award Documents subsection of this manual). Both locations provide a full listing of all award documents added to the project, regardless of whether the document was added via the Award Documents panel or the Award Documents tab.

To add an award T&C document, click the Add Documents button. The Add Terms & Condition popup dialog opens, as shown below.

Enter desired Document Title, select the applicable Document Category from the drop down list and select “Yes” or “No” for Signoff Required?

Click the Add Personnel button to open the Search User Directory page. Fields are provided to search by full or partial Last Name or First Name, or by Department.

Enter desired search criteria and click the Find button. Results load in a table beneath the search form, as shown below.

As shown below, the selected user(s) is/are added to the Users to Signoff? field on the Add Terms & Condition popup.

If a user is added to the list in error, select the checkbox to the left of the name and click the Delete Personnel button (shown in screenshot above).

Click the calendar widget for Signoff Due Date, navigate to the desired date and click to select it.

Click in the Upload Document field to open an upload dialog popup (shown previously in this, the Award Details section), or drag the desired T&C file from the computer desktop into the provided box to upload it.

Enter desired Special Terms of Importance, then click the Save and Send for Signoff button.

As shown below, the T&C document record is added to the Award Documents list. Notice that Document Title, Category, Uploaded by/Date Sent, Signature Required, Status, Status Tracking and Terms of Importance field contents are read-only.

To delete a T&C document from the list, click the corresponding icon in the Delete column.

To view a T&C document in the list, click the corresponding icon in the Open column.

Note that the document itself is opened (shown above), not the form that was used to add the T&C document, and that the T&C document is provided as read-only.

Equipment Manager

The Equipment Manager tab is used for entry and tracking of the project’s equipment orders.

Click the Add Equipment button to add a new equipment record. As shown below, the Post Award Equipments page opens for creation of the record.

Enter equipment details as desired. An example of the filled page is shown below. Note that data fields included here are configurable and may vary by institution. Click the Save Changes button to save the record.

As shown below, the equipment item is added to the list on the Equipment Manager tab.

To delete an equipment item, click the corresponding checkbox in the far-left column to select it and click the Delete Selected Equipment(s) button. As shown below, a confirmation popup displays.

Click the CANCEL button to close the popup without deleting the equipment record. Click the CONFIRM button to proceed with record deletion.

Click the icon in the Edit column to revise equipment record details. The same popup used to add the equipment item (shown previously in this manual subsection) is opened, allowing for changes.

Click the plus sign icon in the INV column to view inventory details for the equipment item. Click the plus sign icon in the DISP column to view disposition details of the equipment item. In the screenshot below, both sections are expanded.

Equipment Inventory Details

To add an inventory record for the equipment, click the Add Inventory button above the Inventory List. As shown below, a form opens for entry of equipment inventory details.

An example of the filled page is shown below. Note the Status drop down list. Select “Pending” for equipment items not yet approved for order, “Approved” for approved equipment order items, and click the Save Changes button at the upper right.

Completed fields are changed to read-only and a new Routing section appears (red box in screenshot below).

Click the Add Routing button to add a routing assignment. As shown below, a form is provided for entry of routing details.

The project PI is assigned for review by default. Click the Change Reviewer User button to change the Reviewer Name.

As demonstrated previously in this manual, the Search User Directory page opens for lookup of the system user to be assigned for review. Follow the steps as previously described (see Award Management > Award Details > Award Documents section) to look up and assign a different system user as a reviewer.

Click the calendar widget, navigate to the desired Date Completed and click to select it.

Click in the Status field to open a drop down list and click to select the desired item.

Click the Save Changes button to save the reviewer assignment. The routing entry is added to the equipment record, as shown below.

To delete a name or names from the routing list, click the checkbox(es) at the far left of the routing entry(ies) and click the Delete Routing(s) button.

Click the icon in the Edit column of the routing list to open the reviewer routing form (shown previously in this manual subsection) to make revisions.

Click the icon in the Review column of the routing list to view equipment and inventory details in the Post Award Equipment Inventory Routing page.

Notice that an Inventory Routing History section is provided to display inventory routing history details. In the example shown no inventory routing has yet been completed for this piece of equipment so the section is blank.

When inventory review routing assignments are complete, select “Yes” for Complete With Inventory Review.

Enter any desired Comment and click the Save Changes button to save the equipment record. As shown below, the expanded Inventory List section now includes equipment details as entered.

Notice that the Add Inventory button remains, indicating that additional inventory records can be added for the equipment.

To delete one or more inventory item(s) in the Inventory List, click to select the checkbox for the applicable item(s) and click the Delete Selected Inventory(s) button.

Equipment Disposition Details

To add an equipment disposition record, click the Add Disposition button above the Inventory List. As shown below, a form opens for entry of equipment disposition details.

An example of the filled page is shown below. Note the Status drop down list. Select “Pending” for equipment disposition changes not yet approved, “Approved” for approved disposition changes, and click the Save Changes button at the upper right.

Note that the Salvage Value Amount must be a nonzero, positive dollar amount. If the Save Changes button is clicked with a zero or negative value in the field, an error message displays (shown below) and the record is not saved.

When the record is saved, completed fields are changed to read-only and a new Routing section appears (shown in screenshot below).

Click the Add Routing button to add a routing assignment. As shown below, a form is provided for entry of routing details. The project PI is assigned for review by default. Click the Change Reviewer User button to change the Reviewer Name.

Click the calendar widget, navigate to the desired Date Completed and click to select it.

Click in the Status field to open a drop down list and click to select the desired item.

Click the Save Changes button to save the reviewer assignment. The routing entry is added to the equipment disposition record, as shown below.

To delete a name or names from the routing list, click the checkbox(es) at the far left of the routing entry(ies) and click the Delete Routing(s) button.

Click the icon in the Edit column of the routing list to open the reviewer routing form (shown previously in this manual subsection) to make revisions.

Click the icon in the Review column of the routing list to view equipment and disposition details in the Post Award Equipment Disposition Routing page.

Notice that a Disposition Routing History section is provided to display routing history details. In the example shown no disposition routing has yet been completed for this piece of equipment so the section is blank.

When disposition review routing assignments are complete, select “Yes” for Complete With Disposition Review.

Enter any desired Comment and click the Save Changes button to save the equipment record. As shown below, the expanded Disposition List section now includes equipment details as entered.

Notice that the Add Disposition button remains, indicating that additional disposition records can be added for the equipment.

To delete one or more disposition item(s) in the Disposition List, click to select the checkbox for the applicable item(s) and click the Delete Selected Disposition(s) button.

Administrator’s Checklist

The Administrator’s Checklist tab, shown below, is where pre-configured task lists are made available for project award administrators to use.

Click in the Administrator’s checklist template field to open a drop down list of available templates and click the desired item to select it. In the example below, three preconfigured checklists are available.

The checklists are configured under Post Award Management > System Administration > List Maintenance Setup > Administrator Checklist link.

Clicking that link opens the Administrator Checklist Setup page, where checklists are created and managed. For more information, see the Post Award Management Review Board Administration manual.

As shown below, the selected checklist template populates a list of tasks with associated fields for Due Date, Completed By and Date Completed.

To add a task to a checklist template, click the Add Administrator Task button. As shown below, the Add Administrator Task dialog popup opens for creation of the new checklist item.

Click in the Select where to add task field to open a drop down list of checklist sections and click to select the desired section.

Enter a Task Description. Note that this is the text that will appear in the checklist for this item.

As shown in the screenshot below, selections included in the Select where to add task drop down are mapped to the checklist template section headings for this specific award. The master template is not affected by these changes.

The Administrator’s Checklist tab automatically saves changes as they are entered, there is no save button on the tab. Click the applicable checkbox to mark an item complete. A confirmation popup appears, as shown below.

Click the CANCEL button to close the popup without marking the task as complete.

Click the CONFIRM button to mark the task as complete. The system saves the date completed and name of the user who marked the item as complete (demonstrated in sample screenshot below).

Note that toggling among the various templates via the Administrator’s checklist template field does not clear data previously entered into each checklist.

Financial Management

The Financial Management area provides access to project budgeting functions.

IMPORTANT NOTE: The iRIS™ system serves as a processing tool for award accounting but should not be considered the System of Record for accounting purposes.

As shown in the screenshot above, the left hand sidebar menu for Financial Management includes tabs for Budget Management, Financial Tracking, Award Documents, Equipment Manager and Administrator’s Checklist.

Functionality within each tab is described in greater detail in the following manual sections.

Budget Management

The Budget Management tab includes panels for Pre Award Budget, Post Award Budget and Post Award Budget Documents.

The Pre Award Budget panel automatically pulls in pre award budget details from the Proposal form.

Click the View Details plus sign icon ( [+] ) to expand read-only pre award budget details, as shown below. The icon changes to a minus sign ( [-] ). Click the View Details minus sign icon ( [-] ) to collapse details.

Click the icon in the Open/Edit column to open a read-only copy of the pre award budget in the Project Budget page. The page opens to the Budget Setup tab by default, as shown below.

Click the Summary tab to view summary budget information broken out by budget period.

An alternative, Modular Budget option is also available, as shown in the screenshot above. In the example below, the Modular Budget option is selected.

Back on the Budget Management tab, click the icon in the Copy Budget to Post Award column (shown below) to copy the Pre Award Budget into a new Post Award Budget.

A confirmation popup displays, as shown below.

Click the CANCEL button to close the popup without copying the budget.

Click the CONFIRM button to complete the copy process. As shown below, the Pre Award Budget is copied into a version 1.0 Post Award Budget that is editable.

Click the icon in the Open/Edit column. As shown below, the draft Post Award Budget details tab is opened.

IMPORTANT NOTE: Start and End dates and for each personnel record (in the Name/Role column in screenshot above) default to budget start and end dates. These dates must be manually updated to the correct start and end dates for each person listed if changes are made to the budget start and end dates. To enter a date, click the applicable calendar widget to open it, navigate to the desired date and click to select it.

IMPORTANT NOTE: For categories other than personnel, a unique expense code must be assigned to each line in order to tie transactions to each corresponding line in Financial Tracking.

Back on the Budget Management tab, the Post Award Budget panel is where budgeting activity for Post Award is accessed. Click in the Accounts field to open a drop down list of accounts created for the project (red box in screenshot below).

Accounts included in the drop down list are configured in the Award Management > Account Setup tab (shown below). See the Award Management > Account Setup section of this manual for more information about that tab.

To add a new Post Award Budget manually (as opposed to copying a Pre Award Budget into a Post Award budget, as described previously), click the Add A New Budget button (to the right of the Accounts drop down box in screenshot below).

Enter desired budget details.

To save the budget in draft form, click the Save Changes To Budget Setup button. To finalize and publish the budget, click the Publish as Active Budget button.

Click the icon in the Open/Edit column to reopen the budget for viewing or revision.

Click the Detailed Budget tab to view budget information broken out by budget period (BP tabs in screenshot below).

Click the Summary tab to view budget information broken out by budget period (BP tabs in screenshot below).

An alternative, Modular Budget option is also available, as shown in the screenshot above. In the example below, the Modular Budget option is selected.

Note that back on the Budget Management tab, additional, separate Post Award Budgets can be added by again selecting an account from the drop down list and clicking the Add A New Budget button, as previously described.

To create a new revision of an existing budget, click the icon in the Create Revision column for the budget to be revised.

A confirmation popup displays.

Click the CANCEL button to close the popup without creating the revision.

Click the CONFIRM button to create a revision. Details from the most recent version are copied into a new, draft version, which can be revised, then saved as a draft or published, as described previously. When the revision is published as active its Version number is automatically incremented by one (1) and labeled as such by the system, as shown in the screenshot below.

Supporting documents for budgets are added in the Post Award Budget Documents panel. Click the Upload New Budget Document button to upload a document.

Uploaded documents are added to the Post Award Budget Documents list. Icons are provided for each uploaded file to Open a read-only copy of the document or Delete the document.

Financial Tracking

As shown below, the Financial Tracking tab provides a breakdown of award transactions by budget Category. Financial details shown here may be imported to the system from an outside, third-party software, or entered manually.

IMPORTANT NOTE: For categories other than personnel, a unique expense code must be assigned to each line in order to tie transactions to each corresponding line in Financial Tracking. It is also important that each account is only assigned to one budget in order for Financial Tracking to work correctly. To run multiple budgets for an award, iMedRIS’ recommended best practice is to create multiple accounts.

Click in the Account field to open a drop down list of available accounts and click the desired item to select it. The Financial Tracking screen will display data from the active Post Award budget for the selected account as well as any transactions associated with that account and budget.

Click in the Budget Period field to open a drop down select list of budget periods for the selected account and active Post Award budget. The system defaults to the current period by date. Click to select the desired period. Budget details for the selected account and period populate in the budget category table in the lower half of the tab.

As demonstrated in the screenshot below, each Category line item displays summary totals for Budgeted, Encumbered, Expended and Remaining funds by default. These figures come in from the active Post Award budget. Click the plus sign icon in the View Details column of any Category summary line item to expand the full list of subcategory line items that sum to the totals shown for the summary line item.

Buttons are provided to Add Multiple Transaction and Add Transaction. Note that both are disabled when a future budget period is selected, it is not possible to enter transactions for future Budget Periods.

IMPORTANT NOTE: If transactions are pushed into the system from an outside, third-party source, iMedRIS recommended best practice is to set the Financial Tracking page to read-only access in the role matrix in Review Board Administration settings to preserve the integrity of imported data. When the page is set to read-only the Add Transaction and Add Multiple Transaction buttons are disabled.

Click the Add Multiple Transaction button to open an Add Transaction popup, as shown below.

By default, the popup is pre-loaded with a blank transaction line item. Click the Add Transaction button as many times as needed to add more blank transaction line items.

Click the calendar widget to open it, navigate to the desired Transaction Date and click to select it.

Click in the Budget Category field to open a drop down list of budget categories (the same as those shown on the Financial Tracking tab) and click the desired item to select it.

Enter a Transaction Description.

Click in the Expense Code field to open a drop down list of codes and click the desired item to select it. Note that Expense Codes are configured under Post Award Module > Review Board Administration > List Maintenance Setup. See the Post Award Management Review Board Administration manual for more information.

Click in the Sub Category field to open a drop down list of subcategories and click the desired item to select it.

Enter the transaction Dollar Amount and click to select a classification of Expended or Revenue.

Enter any desired Comments about the transaction.

Click the Add Transaction button as many times as needed to add more blank transaction line items.

When all transaction line items are complete, click the Save button to close the popup and add the transactions to the budget. The line items are added to the Category detail view on the Financial Tracking tab.

Back on the Financial Tracking tab, click the Add Transaction button to add a single transaction.

As shown below, an Add Transaction popup is opened for entry of a single transaction.

Click the calendar widget to open it, navigate to the desired Transaction Date and click to select it.

Click in the Budget Category field to open a drop down list of budget categories (the same as those shown on the Financial Tracking tab) and click the desired item to select it.

Enter a Transaction Description.

Click in the Expense Code field to open a drop down list of codes and click the desired item to select it.

Click in the Sub Category field to open a drop down list of subcategories and click the desired item to select it.

Enter the transaction Dollar Amount and click to select a classification of Expended or Revenue. Notice that when adding a single transaction the current Remaining Balance of funds available in the selected account is shown to the left of the Dollar Amount field.

Enter any desired Comments about the transaction.

Click the Save button to close the popup and add the transaction to the budget.

To view all transactions for an Expended line item (whether the item is a top line Category or a subcategory from the expanded view), click on the dollar amount shown in the Expended column for that line item. Notice that the text of dollar amounts in the Expended column is formatted in boldface to provide a visual cue that these items are clickable.

In the example shown below the Senior Key Personnel line item dollar amount shown in the Expended column ($10,774.38) was clicked. A Transaction Details popup opens, displaying a list of all transactions that make up that Expended dollar amount.

A Transaction Method of “A” indicates the transaction was imported from outside the system, a Method of “M” appears for transactions entered manually.

An Add Transaction button is provided here as well. Click the button to add an individual transaction via the same Add Transaction popup previously described in this manual subsection.

The process of adding a single transaction here is the same as previously described in this manual subsection.

Financial Search

The Financial Search tab provides various filters to search all financial transactions entered against an award by a variety of criteria.

Drop down select lists are provided for Account, Budget Category, Expense Code and Transaction Method.

Text entry fields are provided for entry of full or partial Budget Sub Category, Transaction Description (Keyword) and Comments (Keyword).

Calendar widgets are provided to specify a date range for Display Transactions Between.

Text entry fields are also provided to specify a dollar amount range for Display Transaction Amounts Between.

Click the Reset Find Options button to clear all search filter entries.

Enter desired filter criteria and click the Find… button. As shown in the screenshot below, results load in a table beneath the search filters area.

The results section includes Date Posted, Transaction Description, Account, Budget Category, Budget Sub Category, Trans. Method, Amount and Comments.

Click the Download button to download search results. As shown below, the Select a Download Option popup opens, offering the option to download in Excel or PDF format. Click to select the desired format and click the Download button.

Burn Rates

The Burn Rates tab provides two customizable bar charts of burn rate data. Note that because of the interactive charting elements on this page, in order to use Burn Rates features users must have read/write access rights assigned for this page in the role matrix.

The top chart represents Percentage of Award Money Spent compared to Award Time Elapsed. This is a calculation of all expenditures from the budget start date versus number of days, displayed as a percentage.

The top bar represents Money Spent, the bottom bar shows Award Time Elapsed.

Click in the Account field to open a drop down list of available accounts and click on the desired account to select it. The chart updates with the selected Account data.

The bottom chart (screenshot below) shows Monthly Expenditures for the Selected Budget Categories during the Selected Budget Period. Notice the Budget Period and Budget Categories to Include fields above the chart.

Mouse over a bar to reveal summary details, as shown below.

Click on a bar to view a read-only detail view of transactions included in that figure (shown below).

Click in the Budget Period field to open a drop down list of budget periods and click an item in the list to select it.

The Budget Categories to Include field is a series of checkboxes, one for each budget category shown in the Category list of the Financial Tracking tab (screenshot below). For example, the categories of Senior Key Personnel and Fringe are both labeled “A” on the Financial Tracking tab, indicating these expenditures are all included in budget category “A” on the Monthly Expenditures for the Selected Budget Categories during the Selected Budget Period chart.

By default, all of the Budget Categories to include checkboxes are selected on the Monthly Expenditures for the Selected Budget Categories during the Selected Budget Period chart.

Click the select all icon (immediate left of checkbox A) to toggle between all checkboxes selected and all checkboxes deselected. Click the individual category checkboxes to toggle them between selected and deselected.

When Budget Period and Budget Categories to include selections are complete, click the Refresh button. The chart is redrawn with the selected data.

Budget Projections

The Budget Projections tab provides read-only budget projection data, based on the daily spending average of previously entered transactions. Note that because of the interactive charting elements on this page, in order to use Budget Projections features users must have read/write access rights assigned for this page in the role matrix.

Click in the Account field to open a drop down list of accounts and click the desired item to select it. The budgeted amount populates from the active Post Award budget tied to that account. The display on the tab updates with data from the selected Account and Projected Budget Period (field to the right of Account, see next item).

Click in the Projected Budget Period field to open a drop down list of budget periods and click the desired items to select it. The tab updates with data from the selected Account (field to the left of Projected Budget Period, see previous item) and Projected Budget Period.

By default all available Budget Category items are included in the pie charts at the top of the page, but it is possible to limit either chart to specific category items. Click the category labels to the right of either pie chart to exclude them from the chart. Excluded labels appear with a strikethrough line to indicate they are not included in the corresponding chart. The chart updates automatically and is redrawn. Click a lined out item to re-activate it, adding it back to the chart.

Click the plus sign icon ( [+] ) in the View Details column for any category to view the individual transactions included in the Category total, as shown below. The icon changes to a minus sign ( [-] ). Click it to collapse the detail view. The icon changes back to a plus sign ( [+] ).

Cost Sharing

If cost sharing is set up as a part of the active budget, a Cost Sharing tab is provided. This tab functions in much the same way as the Financial Tracking tab, previously described in this manual.

Click the Add Transaction button to open the Add Transaction popup, shown below.

As in the Financial Tracking tab, click on an Expended dollar amount to view details of transactions that sum to that total dollar amount. Here, there are no transactions because all Expended items are $0.00. Note that transactions can be entered either manually or via import from an external, third-party software.

Sub Award Management

The Sub Award Management area provides access to sub award setup and management

As shown in the screenshot above, the left hand sidebar menu for Sub Award Management includes menu includes tabs for Sub Recipients, Sub Award Account Setup, Sub Award Budget Management, Sub Award Financial Tracking and Sub Award Financial Search.

Functionality within each tab is described in greater detail in the following manual sections.

Sub Recipients

Sub Recipients for a project, if any, are managed on the Sub Recipients tab. This tab populates when the proposal is submitted. Note that any changes made here do not affect Proposal or Pre Award data.

Click the Add a New Subrecipient button to add a new record. Click the icon in the Edit column to open a Subrecipient record for revision.

Whether adding or revising a record, the Project Subrecipient page (shown below) is opened. A Subrecipient Summary section is provided in the top section of the page. Enter or revise summary information as desired and click the Save Subrecipient Info button to save changes.

Panels are provided to add Subrecipient Contact(s), Subrecipient Personnel, Subrecipient Performance Site(s), Subrecipient Document, Subrecipient Deliverable and Subrecipient Notes / Comments. Each panel includes a corresponding Add button for adding new records to the panel.

To add Subrecipient Contact(s), click the Add a Subrecipient Contact(s) button.

The System Setup Post Award Associate List page opens (shown below).

Enter a full or partial Associate Name and click the Find button to search the list. In the list of search results, click the icon in the Open/Select column to add the corresponding Associate Name to the list of Subrecipient Contact(s). The Add button remains, indicating additional records can be added to the panel.

To reopen an existing record in the list for revision, click the corresponding icon in the Edit column. To delete an item in the list, click the corresponding icon in the Delete column. Click the View Details icon to expand details of the list item within the results list.

Back on the Project Subrecipient page, to add Subrecipient Personnel, click the Add External Personnel button.

The Find an External Personnel: Search Options popup opens. Enter a full or partial Last Name, First Name or Email and click the Find Existing External Personnel button.

In the list of search results, click the icon in the Select column to add the corresponding Associate Name to the list of Subrecipient Personnel on the Project Subrecipient page. The Add button remains, indicating additional records can be added to the panel.

Back on the Project Subrecipient page, to add Subrecipient Performance Site(s), click the Add a New Performance Site button.

The Project Performance Site Details popup opens for creation of the new record.

Preexisting data for the record is automatically pulled into the form.

Complete or revise the form data as desired and click the Save Performance Site Info button to close the popup and save the record to the list of Subrecipient Performance Site(s) on the Project Subrecipient page. The Add button remains, indicating additional records can be added to the panel.

Back on the Project Subrecipient page, to add a Subrecipient Document, click the Add a New Documents button.

The Add Subrecipient Document popup opens for creation of the new record.

Click in the Upload Document field to open an upload dialog popup (shown below), or drag the desired T&C file from the computer desktop into the provided box to upload it.

When the document upload is complete click the Save button to close the popup and save the record to the Subrecipient Document list on the Project Subrecipient page. The Add button remains, indicating additional records can be added to the panel.

Back on the Project Subrecipient page, to add a Subrecipient Deliverable, click the Add a New Deliverable button.

The Project Deliverable Details popup opens for creation of the new record.

Enter details of the Deliverable, Order Number and Amount to Invoice.

Click the calendar widget to open it, navigate to the applicable Date Expected and click to select it.

Click the Save Deliverable Info button to close the popup and save the record to the Subrecipient Deliverable list on the Project Subrecipient page. The Add button remains, indicating additional records can be added to the panel.

Back on the Project Subrecipient page, to add Subrecipient Notes / Comments, click the Add a New Note button.

The Project Note Details popup opens for creation of the new record.

Enter the desired Subject and Content text.

Click the Save Note Info button to close the popup and save the record to the Subrecipient Notes / Comments list on the Project Subrecipient page. The Add button remains, indicating additional records can be added to the panel.

Sub Award Account Setup

The Sub Award Account Setup tab is used to configure award accounts used on the project.

Accounts configured here are made available in the Accounts drop down list of the Budget Setup tab, as shown below.

IMPORTANT NOTE: It is important that each account is only assigned to one budget in order for Financial Tracking to work correctly. To run multiple budgets for an award, iMedRIS’ recommended best practice is to create multiple accounts.

Back on the Sub Award Account Setup tab, click the Add a New Account button to add an account.

As shown below, the Add Sub Award Account popup dialog box opens for entry of account details.

When the account is saved system validation checks run to ensure start and end dates for the new account fall within award start and end dates.

Click in the Subrecipient field to open a drop down list (populated with records from the Sub Recipients tab) and click the desired subrecipient to select it. With a Subrecipient selected, all other fields on the page are unlocked.

Click in the Subrecipient Contact field to open a drop down list (populated with records from the Sub Recipients tab) and click the desired record to select it.

Click in the Account Status field to open a drop down list and click the desired record to select it.

Enter the Account Number, Sub Award Amount, Sub Award Start Date and Sub Award End Date. Note that the Sub Award Amount field automatically pre-populates with the value entered in the Post Award Budget and must be under or exactly that amount when the account is saved.

Click in the Account Status field to open a drop down list and click the desired record to select it.

Enter the Account Number, Sub Award Amount, Sub Award Start Date and Sub Award End Date.

Click the Save Account button to save the account and close the popup.

As shown below, the Sub Award Account is added.

Click the icon in the Edit column to open the Add Sub Award Account popup (same image as the completed popup, shown previously in this manual subsection) for the account. Make desired changes and click the Save Account button in the popup.

Enter desired changes and click the Save Account button to save the account and close the popup.

Sub Award Budget Management

The Sub Award Budget Management tab includes subpanels for access to the Pre Award Budget, and setup of Sub Award Budget(s).

The Pre Award Budget panel automatically pulls in Pre Award Budget details from the Pre Award module. This capability extends to Sub Award budgets created as part of a proposal in the system,.

Click the icon in the Open/Edit column to open a read-only copy of the pre award budget in the Project Budget page. The page opens to the Budget Setup tab by default, as shown below.

Click the Detailed Budget tab to view read-only details of the budget broken out by budget period (BP tabs in screenshot below). Click the Download button at the upper right to download a copy of budget details.

Back on the Sub Award Budget Management tab, the Sub Award Budget panel is where budgeting activity for Sub Award is accessed

To add a new Sub Award Budget, click in the Sub Recipient field to open the list of available subrecipients. Click the desired item to select it and click the Add A New Budget button.

As shown below, the Sub Award Budget page opens for creation of the new budget. Note that fields included on this page vary by the specific institution’s configuration and may not match those shown in the screenshot below.

Enter desired budget details.

To save the budget in draft form, click the Save Changes To Budget Setup button. To finalize and publish the budget, click the Publish as Active Budget button.

The budget is added to the Sub Award Budget list on the Sub Award Setup tab. If the budget is saved as a draft, as in the example below, the checkbox in the Is Active column is not selected. If the budget is published as active the checkbox in the Is Active column is selected. Note that in either case, the checkbox is read-only.

Click the View Details plus sign icon ( [+] ) to expand read-only Sub Award Budget details, as shown below. The icon changes to a minus sign ( [-] ). Click the View Details minus sign icon ( [-] ) to collapse details.

Note that additional, separate Sub Award Budgets can be added by again selecting a Sub Recipient from the drop down list and clicking the Add A New Budget button, as previously described.

To create a new revision of an existing budget, click the icon in the Create Revision column for the budget to be revised. Note that in the example screenshot above the sub award budget is still in draft form so there is no icon in the Create Revision column. This is because revisions can only be created for published budgets. Where the icon does populate, it appears as shown below.

Details from the most recent version are copied into a new, draft version, which can be revised, then saved as a draft or published, as described previously. When the revision is published as active its Version number is automatically incremented by one (1) and labeled as such by the system.

Click the icon in the Open/Edit column (shown below) to open a read-only copy of the Sub Award Budget in the Project Budget page.

The page opens to the Budget Setup tab by default, as shown below.

A panel for each Sub Award Budget Category is provided on the Budget Details tab, as shown in the screenshot above (i.e., A. Senior Key Personnel, B. Other Personnel, C. Equipment, etc.). The categories included depend on the budget setup, and may vary from those shown above.

Note that the budgeted amounts entered here cannot exceed the Sub Award Account amount.

Expenses entered for each budget category are listed in each respective panel, and each panel includes an Add button for creation of new records. Each Add button opens a simple popup Add form. Fields provided in each Add form correspond to the column headings shown in the respective category panels.

Click the Summary tab (shown below) for an overview of the Sub Award Budget. The image below demonstrates the Simple Budget view.

Click in the Summary View field to open a drop down list and click to select the desired view. As shown in the example below the default option is Detailed Summary.

Note that regardless of the view option selected, budget data is displayed as read-only on the Summary tab.

An alternative, Modular Budget option is also available, as shown in the screenshot above. In the example below, the Modular Budget option is selected.

Click the Simple Budget tab, shown in the screenshot below, to view a Simple Budget template view.

The screenshot below demonstrates the Simple Budget view.

IMPORTANT NOTE: For categories other than personnel, a unique expense code must be assigned to each line in order to tie transactions to each corresponding line in Financial Tracking.

Sub Award Financial Tracking

As shown below, the Sub Award Financial Tracking tab provides a breakdown of sub award transactions by budget Category.

Functionality and page features here are much the same as for the Financial Management > Financial Tracking tab, but where that tab is applicable to transactions entered against the main award, this tab is applicable to transactions entered against a sub award.

See the Financial Management > Financial Tracking section of this manual for more information about page functionality and features.

Sub Award Financial Search

The Sub Award Financial Search tab provides various filters to search all financial transactions entered against a sub award by a variety of criteria.

Drop down select lists are provided for Sub Recipient, Budget Category, Expense Code and Transaction Method.

Text entry fields are provided for entry of full or partial Budget Sub Category, Transaction Description (Keyword) and Comments (Keyword).

Calendar widgets are provided to specify a date range for Display Transactions Between.

Text entry fields are also provided to specify a dollar amount range for Display Transaction Amounts Between.

Click the Reset Find Options button to clear all search filter entries.

Enter desired filter criteria and click the Find… button. As shown in the screenshot below, results load in a table beneath the search filters area.

The results section includes Date Posted, Transaction Description, Account, Budget Category, Budget Sub Category, Trans. Method, Amount and Comments.

Award Milestones & Communications

The Award Milestones & Communications area provides access to a post award Notebook function.

Click the Add a New Note button to make an entry to the post award Notebook. As shown below, the Post Award Add Note popup opens for entry of the note.

The note is added to the list on the Notebook tab.

Compliance Review

Where the Associate Study data value is used in the proposal form, the Compliance Review tab populates to provide access to the Associated Studies from the proposal form.

Click the Add Study Association button to open the Find A Study: Search Options popup (shown below).

Use the Find a Study Filters to locate the applicable study.

Submission Forms

The Submission Forms tab provides direct access to the Submissions processing area.

See the Post Award Management Submissions manual for more information about submission processing.

Find a Project

Advanced Search Options

Application Find Options

Find a Project Results Section

Award Management

Award Details

Award Summary

Sponsor Information

Budget Management

Award Documents

Reporting Requirements

Route for Signoff Tab

Account Setup

Award Documents

Equipment Manager

Equipment Inventory Details

Equipment Disposition Details

Administrator’s Checklist

Financial Management

Budget Management

Financial Tracking

Financial Search

Burn Rates

Budget Projections

Cost Sharing

Sub Award Management

Sub Recipients

Sub Award Account Setup

Sub Award Budget Management

Sub Award Financial Tracking

Sub Award Financial Search

Award Milestones & Communications

Compliance Review

Submission Forms

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