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Overview

As part of a larger initiative to enhance the processes associated with administering grants, the Proposals page was created to provide Grant Administrators with key Proposals information for their Principal Investigators. Specifically, the page answers the following key questions often asked by Principal Investigators:

  • What proposals currently exist and what is their respective status?

  • When can I begin spending money on a grant?

The page provides summary level information for proposals and has drills enabled to access more detailed, granular data if needed.

Reporting Department Security  

Reporting Department access is required for Department Administrators to view Proposal detail in this page. By default, all Grant Administrators accessing the Proposals page have been granted Reporting Department access to view their PI’s projects. If you are a Grant Administrator accessing this tab and don't see your PI's proposals, contact the Decision Support Group (askDSG@nyu.edu). 

Prompts

The design of the page is intended to be simple and intuitive, providing the Department Administrator with a basic set of parameters to view Proposals information. The table below details the options by which a user can search:

 

Filter

Description

PI/CoPI

The PI/CoPI prompt allows the user to search by the Principal Investigator (PI), identified as the Lead PI in Cayuse, and a Co-PI as identified in the Cayuse Investigators/Research Team tab.

Sponsor

Users can also search by the Sponsor, the organization providing the funds directly to NYU to perform the project.

Award Number

This is a unique identifier (numeric or alpha-numeric) assigned by the sponsoring agency to the Proposal.

Department

This is a required filter and indicates the NYU Department of the PI/CoPI.

Proposal Number

This is a number generated within Cayuse and assigned to track the proposal.

Project Start Fiscal Year

This is the start date of the project.

Proposal Type

This identifies whether the proposal or award is new, a continuation, modification, supplement, etc (NOTE: Refer to the "Key Definitions" below for a detailed list of Proposal types).

 

Proposals table

The Proposals summary is intended to provide Grant Administrators with key proposals information.

Proposal Status      

Proposals can be viewed based on their current status in Cayuse. By default, the list of proposals will be filtered to show only those that have a status of “Funded” in Cayuse. The proposal statuses include:

Status

Description

Dept Approval in Process

Waiting for authorization by the Dept Chair and/or Dean. The proposal may or may not have been submitted to the sponsor.

Admin Office in Process

Waiting for OSP to complete their final review of the Cayuse record. The proposal may or may not have been submitted to the sponsor.

Proposal Approved

OSP has approved the Cayuse proposal record. The proposal most likely has been submitted to the sponsor.

Decision Pending

The proposal is officially submitted to the sponsor and is awaiting a decision.

Pending Award

OSP has received notification from the sponsor that they intend to make an award. However, we do not have an award yet.

Funded

The proposal was selected for funding. NOTE: This DOES NOT indicate funds are available for spending. Refer to the proposal’s key indicators to confirm whether the project, budget and chartfield have been setup.

Not Funded

The proposal was not selected for funding.

Key Definitions

Project Start Date: This is the proposed start of the project.

Project End Date: This is the proposed end date of the project.

Project Type: Type of proposal as indicated in Cayuse. Types include:

 

Type

Description

New

A proposal being submitted for the first time.

Supplement

A proposal for an additional scope of work and funds to an existing project during the same period of performance.

Continuation

A proposal to extend the same work for an additional period of performance.

Resubmission

A proposal submitted for the second time, usually as a response to peer reviews.

Renewal

A competitively reviewed proposal requesting additional funds extending the scope of work beyond the current project period.

Revision

An application that proposes a change in the Funding Agency's financial obligations or any other change in the terms and conditions of the existing award.

Preliminary Proposal

Emphasis is on soliciting interest or ideas. Usually the first part of a two-step process.

Institutional

Defined as an internal NYU proposal.

Letter of Intent/White Paper

A type of Preliminary Proposal, most commonly used by private foundations and/or Department of Defense agencies.

Non-Funded Agreement

An agreement not related to the provision of funds or other types of extramural support.

Extension with Additional Funds

Used with existing awards and indicates additional time and funds needed.

Extension without Additional Funds

Used with existing awards and indicates additional time needed.

Modification

Used with existing awards to indicate a change to the project or terms and conditions that may or may not involve the provision of funds.

Transfer

A type of New Proposal commonly used when a PI is bringing a grant to NYU.

 

Agency Type: The type of organization providing the funding.

Activity Type: This describes one of seven types of funding (organized research, research training, clinical trials, instruction, institutional support, other sponsored activities, and student aid).

Sponsor: The organization providing the funds directly to NYU to perform the project.

Proposal Number: This is a key identifier assigned by NYU to track the proposal. The first two of the number represent the fiscal year

Proposal Title: This is the proposed title of the project. Please note that the title can change at time of award.

CoPI: In Cayuse, the Principal Investigator (PI) is identified as the Lead PI, and a Co-PI is identified as Principal Investigator on the Investigators/Research Team tab in Cayuse.

Total Requested: This is the amount requested from the sponsor to perform the project.

Total Award

Key Indicators

In an effort to improve the visibility from funding of the project to spending, the far right of the Proposal table shows the status of three key tasks that must be completed by SPA in order to begin spending on a project. Only when all three key indicators show a can spending begin.

Project Setup in fame: Has the proposal been set up as a project in fame?

Chartfield Access Setup: Has the chartfield security access been set up and granted?

Budget Setup: Has the budget been set up in fame to begin spending on the project?

 

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