When you have a new subcontract (outgoing) to add on to an existing award where Vanderbilt is the Sponsor, you will need to log into PEER to submit what we call an Add-On Sub.
Previously we had you create a whole new proposal log for an Add-On. Instead, you will now return to the PEER log for the most recent competing renewal (proposal type "new" or "renewal") and add the Add-On as a new subrecipient.
Since Add-Ons are outgoing subcontracts from a grant, you should only ever add one to a Grant Application log (in fact PEER will not let you add an add-on to a Subaward log).
From the menu bar, under "Views", select "Grant Items."
Once you are at the "Viewing Grant Items" page, search for the original proposal log. You can use any combination of the search fields above, just be sure you find the right log with the Proposal Development number maching what is in Coeus.
Once you've found the right log, click on the log's G number on the left hand side to view it in detail.
The circled link (1) is what you want to click on. Also note in (2) that this log is marked complete. That means that central office has already reviewed the Coeus proposal and this log is now locked and you cannot make any further changes. The exception is that you may still add new subrecipients.
You can see this log already has one subrecipient that was included with the original proposal log. The "---" in the Add-On column (1) means that this subrecipient is NOT an add-on. You can also see that this subrecipient has also already been sent to the VUMC Office of Contracts Management (OCM) (2).
To add the new subrecipient as an Add-On, click the "Add a Subrecipient" button.
Complete all fields (address is not required) and then click save. Please note that the Subrecipient organization (1) must be chosen from the drop down list that will appear. If you do not see the organization you need, click the "Request a New Entry" link that will appear above the text field.
Also please note (2) that you must include the Scope of Work, Budget and Budget Justification for the add-on so that central office can review.
The Add-On has now been saved. Notice the yellow alert in the add on column (1). You can hover your mouse over this icon for a status update. Also note the paperclip icon indicating one or more attachments present in the subrecipient record (2). Click the pencil icon to view/edit any of the information (3). All of this info will be passed to OCM once the Add-On is approved by central office.
When you saved the Add-On, central office received an email alerting us to the new Add-On. Your designated central office reviewer will then review and approve the add-on.
Notice two things about the now-approved Add-On: (1) The status icon is now green, and (2) The subrecipient now has a contract submission ID.
Once central office approves, the add-on subcontract inforamation needs to be sent over to the contracts side of PEER so that OCM can set up a contracts file and negotiate with the sub-recipient to sign an actual contract document. When the central office reviewer approves the Add-On log, you will receive an email from PEER notifying you that approval of the Add-On log has been given. The approval action will then automatically create and generate a new Contract Submission linked to this Add-On. You will receive a second email notifying you that this process has occurred. Any information from the grants log that is relevant to the contract will be imported over. You will need to log in to PEER, complete the contract submission and then submit it so OCM can review and set up as a new contract file.
To find the linked contract submission, click on "View/Create Contracts From this Grant" in the left side column.
You can see in the above example that a draft contract submission has already been created and linked to the Proposal log for the original subrecipient as well as the newer Add-On.
To view the contract submission (and complete & submit it), click on the submission ID number as shown. If for some reason the wrong contract submission has been linked, you may request breakage of the link by clicking the "Remove" button in the far right column.
Note the "Draft" column (1) above. This indicates that the submission is incomplete. You must complete and submit the Contract Submission separately before it will be reviewed by OCM. The Grants side of PEER does not have all the information required for a new contract, so you will still have some information to fill out. To view the submission, just click on the C number link in the first column.
For details about creating and submitting a contract through PEER, please see the multi-part tutorial on Submitting a Contract. The final step to the Add-On grants log is to finish the contract submission and "submit" it to OCM.