Electronic Routing of Applications & Agreements WISPER 101 Electronic Routing of Applications & Agreements Last updated 2/1/2016

WISPER 101 Brenda Egan Allison Lynch Research & Sponsored Programs baegan@rsp.wisc.edu Allison Lynch alynch4@rsp.wisc.edu

Topics We Will Cover: What is WISPER? How Does WISPER Work? Where Can I Get Help?

WISPER at RSP http://www.rsp.wisc.edu/WISPER/ Login Notes & Tips from RSP Manual Desk References Webcasts Test & Training Site Login This Power Point Presentation

What is WISPER? WISPER is an electronic application for routing, approval and negotiation of applications and agreements: Create, route & sign routing forms electronically from ANYWHERE in the world Share attachments with collaborators and administrators (budget, RFP) Track the record from creation through negotiation and award set-up. Know when the PI signs, when the Division approves and when RSP submits! Collect award data (WISPER 201)

WISPER is NOT for: Gifts Gifts in Kind Checks** Gift routing form at: http://www.rsp.wisc.edu/forms/ Checks: http://www.rsp.wisc.edu/routing/checks.html Checks for payment against an invoice should not be routed via WISPER. Checks for additions to gifts should not be routed via WISPER. Checks that are themselves the award document from the Sponsor should have a WISPER record created and the Paper Copy to RSP indicator on the General Page checked.

How Does WISPER Work? Navigation Create Records Attachments Approvals Routing Signature Tracking

WISPER – Login, Navigation & User Preferences Login at https://www.rsp.wisc.edu/WISPER Today and any time you wish to enter test or play data use TRAINING link at bottom of the page Use netID and password Get new personnel, especially faculty, set up in HR system as soon as possible. They cannot access the system and cannot be selected as a PI until they are in the system!

Navigation Tips & Tricks POP UPS are used. Make sure your pop up blocker is OFF. Avoid using the “Back” button - your work will not be saved Sessions time out after 1 hr. Select ok on the warning pop up to stay logged in Campus login times out after 8 hours Remember to sign out at the end of the day Viewing and Updating Page Info Explain that since PeopleSoft is a dynamic page displayed on the Internet, clicking “Back” will cause you to lose your work.

WISPER – Login, Navigation & User Preferences Delegates Delegate gets same access to records and email notifications as you Great for multiple people in one office handling records for a group Great for when you are out of the office PI Signature does not transfer to delegate Emails Leave them turned on!! Controls whether you get emails when someone asks you to approve or routes a record to you Use an address that you monitor Emails: can select varying times when emails are sent or not sent to you. Unless in EVERY DAY and even multiple times per day LEAVE THEM ON! Delegate - receives same notification emails & has access to same records. Delegate can NOT sign. IS FIRST TIME THEY”RE SEEING THE PERSON LOOKUP. Explain like UW directory. Custom person lookup lets you search by any part of the user’s name: first, last, hyphenated, comma makes no difference.

WISPER – My WISPER Worklist

THIS IS YOUR TO DO LIST In Box Approvals Records you own = Paper on your desk When you create it, you are owner One owner on campus at a time Pass along via Routing function Approvals Someone is asking you a specific question on a record See the Approval Type on the far right for more information Stays there until you respond Transfer to another approver In Box: How? You created it and haven’t routed it or you were routed the record Difference between In Box & Approvals? Record can be passed from owner to owner independent of an approval. Approvals = another person owns the record.

THIS IS YOUR TO DO LIST 3. Records for which I am PI Your netID is the PI on these records Only records in process in WISPER Gone when record is awarded or not funded – Notify RSP if Sponsor refuses so record can be closed Gone when negotiations are completed Status 4.5 SPO Negotiation Records that RSP is negotiating – FYI only Status 5 SPO Setup Records that RSP has fully executed award or agreement and is in the process of collecting the award details (subject of WISPER 201)

Create a Record Create records from MY WISPER A record copy function is also available Create page asks for 5 pieces of information Short Title PI – defaulted in if you are PI eligible Note the ability to send the PI an email telling them the record is created & needs their signature Department Use Dept. ID (UDDS) not name if possible UDDS lookup Sponsor Name – Use lookup function Business Unit – defaulted in for you Create button to launch to the full record Short Title: Working title used on campus only for communication PI: If you’re academic staff or faculty, your name will default here. If not, use the Add/Change buttons you’ll see throughout the application. Department - Lookup by Department ID (DDS - no more unit code) or Department Name. Link to UDDS lookup on RSP page. Sponsor - Can search by Common code (NIH) or by name National Institutes of Health. If you can’t find the name, enter it into the second box & it will allow you to enter the Sponsor name free text & move forward. Form to request new Sponsor is available on the RSP website. https://www.rsp.wisc.edu/sfs/AddSponsorInfo.cfm Business Unit – This will rarely need to be changed but if you are creating a proposal that will be administered on another campus you may need to change this value.

General Page Header Links & functions How much do I enter? Record ID # is assigned for tracking (MSN #) Document Status Links & functions Route, Print, Sign available at the top of the page PI Signature Request button Allows you to choose to send email to ask the PI to sign Tells if PI has signed Proposal & Award Signatures How much do I enter? Whatever you can Return to record & update as you know more

General Page Key Fields Outside Activities Report? – Must be completed prior to submission Effort Requirements Completed? – Must be completed prior to submission Official Title – Must agree with title proposed to Sponsor Proposal / Document Type – Drop down list Related Record – If there is one, add it Sponsor / Primary Sponsor – Both if there is a Prime Submission method – What do you want RSP to do with the proposal and when? Link to Grad OAR to determine if they have filed their annual Outside Activities Report http://www.grad.wisc.edu/research/policyrp/oar/index.html Link to Grad School Effort Training Tracking to determine if they have completed the mandatory training https://my.gradsch.wisc.edu/effort/trainingStatus.pl https://www.rsp.wisc.edu/effort/lookup/EffortLookup.cfm MTA, CDA, Go through type by type. Refer to manual and help icon. (page 22) Supplements/CDA/Continuations/Resubmissions should indicate their predecessor Critical to RSP knowing how to process this record This person gets access to the record. Add your primary support person or the person who likely will need to assist in the preparation & routing of this record. Originals sent to RSP – add copy of wisper record with documents

General Page Key Fields Campus Contact – They get access! This is who RSP calls if there are any questions! Paper Copy to RSP? Only if original signature needed. Required Clearances – Answered by PI Proposed Budget – Agrees with attached budget Additional Personnel Use this section for multiple PI applications Enter fellows & key personnel Cost Sharing Outgoing Sub-agreements – Must be answered Keywords - Optional This person gets access to the record. Add your primary support person or the person who likely will need to assist in the preparation & routing of this record. Originals sent to RSP – add copy of wisper record with documents Be specific on instructions. PI answer compliance questions Can now enter more than just one PI, one Co-I. Enter Fellows. Recommend only entering Key Personnel. NOT GOING ANYWHERE. Only informational during proposal stage. Direct & Indirect breakouts & F&A Rate. Cost Sharing included? Includes Voluntary cost sharing such as not requesting salary = effort. Outgoing sub ? Indicator for RSP subaward setup when awarded Keywords are optional

Attachments Types of Documents to upload RFP/RFA/Call for Proposals Narrative Scope of Work Budget and justification Full proposal file (.pdf, .doc) Protocol approvals Award documents Draft agreements (from campus or during negotiations) Everything sent to the Sponsor! Without attachments, routing electronically would be for naught as paper would need to be passed as well. Still is required in some cases but we’re hoping to reduce this. Calls for Proposals is helpful for all administrators to review deadlines, proposal requirements, F&A waivers, cost allowability. DIVISIONS: What will you recommend or require? All calls for proposal? Bouncing draft budgets. You upload or both parties with initials?

Attachments Without attachments, routing electronically would be for naught as paper would need to be passed as well. Still is required in some cases but we’re hoping to reduce this. Calls for Proposals is helpful for all administrators to review deadlines, proposal requirements, F&A waivers, cost allowability. DIVISIONS: What will you recommend or require? All calls for proposal? Bouncing draft budgets. You upload or both parties with initials? Important to label what is needed for submission. Put documents into one file for submission to sponsor.

PI Signature PI’s must log in with their own NetID & sign Link is only available for those listed as PI Link at the top of the General tab & the bottom of all other tabs For NIH Multiple PI’s are required to sign All see the link All required to sign Send Approvals to PI’s needing to sign Can sign any time after record is created & compliance questions are answered PI Login: System matches who is logged in to the person listed as PI and only that person sees the Sign the Record link on the bottom of the page. Handing out your netID & having another user sign or process is FRAUD. Note that not only does netID provide access to students grades, parking, paystub & retirement information but also leave reports, and other hr actions.

PI Signature Note the PI Signature language Proposal signature attests to content of application not content of WISPER record (dates, exact budget figure) Award Signature is available now as well but you are committing to all terms of the award or agreement. If you don’t know them, don’t sign. Know whether the PI has signed by clicking on the Request signature button on the General Tab or in the Document History Use the PI request button to see what email requests have been sent, when/if the PI signed, and to send a request to sign if necessary Award Signature – you’re committing to the reports, to the IP…do you know what those are? If not, don’t sign

Approvals Confirmation from another user without giving up ownership Tracks situation other than PI & Division Signature Chair approval F&A Waivers Cross department or division resources Revised budget Award in Advance request Approver gets notified Record added to approver’s MY WISPER worklist Sends email to approver (User Preferences) On response, requester and all commenters receive copy of email notification Record can move forward without all approvals being in place Communicate with your Division on what is expected of you. Do not use the “to RSP” those are intended for use by Divisions only. If not an approved Division role, RSP will send back anyway & it will just take extra time.

Approvals Use ADD APPROVAL button to initiate a new approval Select Approval type Enter additional text Select who should respond Division Employee PI Respond to an Approval Approve Deny Submit comments Transfer approval On ADD approval, go through EACH TYPE.

Approvals Chair Approval Revised budget Cross Department Resources If your unit requires the chair or designee to sign off, use an approval Revised budget Do not want to show as Not Funded when only revising budget Revised budget approval type goes to Division Division then notify RSP via “Revised Budget to RSP” approval Cross Department Resources JIT Requests Request Advance Award Set up projects tab first (WISPER 201) Request goes to Division Division then notify RSP via Division Action page Remember to add justification, revised application, notes on submission process…

Routing Transfers Ownership of the Record from User to User Removes from your worklist Adds to new owner’s worklist Sends email to new owner (User Preferences) You can still locate & edit the record using the Search Route to Individual Route to Division

Security Security is record by record. Your access depends on: Your role Division, Campus Contact, PI, Router (“participant”) have full edit access Approvers can view, add approvals & add attachments Document Status 1-On campus - only see it if a participant 2-Forwarded to SPO or greater Everyone can see (all except attachments which are not visible to all) Edit & update ability then depends on your role Table of Document Statuses in Manual Few minutes getting familiar with moving around the system. Where to find things and understand why you see or don’t see certain things. Talk about security as this will be hard to demonstrate. Roles are IMPORTANT. If you don’t have access to a record, you can’t help the PI. Get on as Contact, start it yourself or make sure it is routed to you.

Searching for Record SEARCH PAGE Find records by many search criteria All are “contains” the text you type no % or * wildcards are needed Note 2 other search tools: WISDM & InfoAccess Once you find the record & need more details, use: Document History Page SPO Action Page Are we missing any critical search criteria? Note this isn’t for running detailed reports of all of XY or Z for your department. Better to run those out of the warehouse. NOTE: Division sees all records regardless of status

WISPER Pre-Award Access WISPER Pre-Award feature allows Department user access to records they do not own within their UDDS Record does not need to be routed to you for access This feature is helpful if you are new to the department and need access to multiple records Please contact your Dean’s Office if you feel you may need this access

Tracking the Record Document History SPO Action Page Changes to key fields: PI, Sponsor, Projects PI Signature Routing Approvals Changes in Record Status Funding: Pending, Pre-Award, Awarded, Refused, Withdrawn Document: 1-On Campus, 4-Sent to Sponsor, 6-Completed SPO Action Page Document Status Funding Status SPO (RSP) Owner Negotiation Tracking

Copy COPY Functionality from SEARCH Results Copy button at end of each search result Duplicates the existing record for a resubmission, supplement, renewal, continuation, etc. Does NOT pull forward ALL data (Begin & End Dates, Submission Instructions, Compliance Questions, Budget, Attachments)

Department Email Contacts Of note: Email notifications will be sent for: Completed negotiations on non-financial documents (MTA, CDA) Set up & modifications to awards (Regent & Non-Regent Notices) Tables to whom those emails are sent are kept in WISPER Maintenance is done by Division Role Members – any updates, contact them For RSP & Divisions, Step by Step. For Dept hands on sessions, intro only.

Division Implementation Your Division may have specific instructions on the following items. Please ensure that you communicate with your Division Research Administrators to determine if they recommend any specific method of: User Preferences Chair or other needed Approvals Routing path Attachments expected Who will enter Projects Tab information & when?

Help?! If you need help, try the following steps: Click on the help icon next to the field in question Click on the WISPER Help link on the top of each page to access or consult the WISPER help page at: http://www.rsp.wisc.edu/WISPER/ for Training Manual Desk References Webcasts This presentation Proposal Team Email: baegan@rsp.wisc.edu; alynch4@rsp.wisc.edu; johnsonholte@rsp.wisc.edu; orszula@rsp.wisc.edu

Feedback & Questions Anything we didn’t cover that you would like to see? Anything we covered that wasn’t clear?