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

2. WISPER 101 Brenda Egan Allison Lynch Research & Sponsored Programs
Allison Lynch

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

4. 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

5. 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)

6. WISPER is NOT for: Gifts Gifts in Kind Checks** Gift routing form at:
Checks:
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.

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

8. WISPER – Login, Navigation & User Preferences
Login at 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!

9. 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.

10. WISPER – Login, Navigation & User Preferences
Delegates
Delegate gets same access to records and 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 s
Leave them turned on!!
Controls whether you get s when someone asks you to approve or routes a record to you
Use an address that you monitor
s: can select varying times when s are sent or not sent to you. Unless in EVERY DAY and even multiple times per day LEAVE THEM ON!
Delegate - receives same notification s & 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.

11. WISPER – My WISPER Worklist

12. 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.

13. 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)

14. 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 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.
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.

15. 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 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

16. 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
Link to Grad School Effort Training Tracking to determine if they have completed the mandatory training
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

17. 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

18. 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?

19. 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.

20. 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.

21. 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 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

22. 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 to approver (User Preferences)
On response, requester and all commenters receive copy of 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.

23. 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.

24. 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…

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

26. 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.

27. 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

28. 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

29. 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

30. 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)

31. Department Email Contacts
Of note:
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 s 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.

32. 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?

33. 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: for
Training Manual
Desk References
Webcasts
This presentation
Proposal Team

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