This tutorial will demonstrate how to submit what is commonly known as a "proposal log" in PEER.
This log can take one of two distinct forms:
1) Grant Application (or Progress Report), or
2) Subaward (incoming dollars with other institution as Sponsor and funding agency as "Prime")
Each of these types of proposal logs requires a corresponding Coeus proposal. The Coeus proposal should be completed first, and then the Coeus Proposal Development number can be used in PEER to import the PI, title, etc and reduce the need to duplicate typing.
Types 2 (Subaward) should be accompanied by a PEER Contract Submission. Through the tutorial you will see how to generate and link a contract submission to the completed proposal log.
Q: Why does central office require proposal logs?
A: The log serves as the "submission" vehicle for central office to review your Coeus application. The log is how GCM knows you have a proposal in Coeus ready for us to review, and permits us to track the progress of the review and to correspond with you via comments about the proposal. The log also sets up and tracks the COIs and PI Assurance for the proposal.
Q: Why is a log needed for a subcontract, doesn't that go through the VUMC Office of Contract Management (OCM)?
A: Yes, contracts will review, draft and negotiate the subcontract. However, for contracts that contain grant funds, a Subaward (incoming funds) log is completed to ensure that the Office of Sponsored Programs has reviewed the submission for compliance with sponsor-related regulatory requirements, etc.
Let's get started....
From the home menu, under "Administrators," you'll see "Log a Grant App or Subaward." This link takes you to the proposal log entry form. Click on the link now to proceed to the entry form.
The most important fields to begin your log are the Proposal Development Number and Work Type.
If you followed central office policy, you should have already created a Coeus Proposal and recorded the Proposal Development Number. Placing the number in this field and clicking the Import button will pull in the PI, Project Title, Work Type, KSPs and for Grant Apps only the subrecipient performance sites. The Proposal Number is a required field and you will not be able to proceed without it, so it is important to create your Coeus entry before coming to PEER.
Work Type should be imported from Coeus, but in the even it is not, you will need to understand what the two types of proposal logs are and when each is used. Your choices are Grant App or Subaward. If you are submitting a progress report, use Grant App as the Work Type. If you get confused as to what type of item you should submit, click on the "Work Type Help" button, which will provide an overview of each type in a pop-up window.
Type in your Proposal Development number now and click Import. You should see the form populate with data from Coeus.
The import from Coeus will automatically identify the Work Type for you, and the form will be adjusted accordingly. There are a couple of additional fields you will have to compete manually before you can proceed. (1) Proposal Type and (2) Does Proposal include Department of Medicine faculty members. Additional but optional fields include the comments section and the attachments area. You can come back to the log after it is submitted an add more comments and attachments, so we are not forcing you to have those handy at form submission time.
Things to note:
(3) KSPs are imported from Coeus. These KSPs are used to set up PI Assurances and the COIs. All KSPs listed will get a COI. PEER should be able to read from Coeus if any of the KSPs is a Co-PI and flag them accordingly (thereby setting up a PI Assurance), but double check them and if you do have a Co-PI be sure the box is checked appropriately. Also note (4) that external performance sites listed in Coeus are imported over as subrecipients in your PEER log. These can be used later after the grant is awarded to trigger new subcontract submissions to OCM.
You're ready to click Submit.
The only differences for the Subaward work type are:
(1) We have a new "Prime" field along with Sponsor. Remember for a Subaward the Sponsor is the institution giving us funds, and the Prime is the funding Agency that sits above the Sponsor on the food chain.
(2) Performance sites are not pulled in from Coeus. Since Vanderbilt is a subrecipient we in effect are a performance site.
You're ready to click Submit.
After submitting your form, you will receive a confirmation page. The date in red (1) represents the date the proposal is due to OSP for central office review. This is calculated in business days backward from the sponsor due date you provided on the form (imported from Coeus).
For next steps, please see the Part 2 of this tutorial for the Work Type you have submitted. (e.g. Part 2 - Grant Application work type or Part 2 - Subaward work type)