1. 1 Module 8: Routing/Review/Approval

2. Objectives 2 Welcome to the Cayuse424 Routing/Review/Approval Module. In this module you will learn basic routing concepts, rules and how to use Cayuse424 to:  Create a routing chain.  Edit a routing chain.  Initiate the proposal routing process.

3. Basic Concepts 3 Routing is designed to be incremental and assumes that:  Participants know where a proposal should go next.  The actual route taken is likely to vary by proposal and therefore must be specified for each proposal.

4. Routing Roles 4 Initiator Starts the routing process (PI or Administrative Delegate?). Proposer Is the PI on the proposal and is the root of the routing chain. DelegatesAre users who are given rights to act on behalf of another user during routing and approval. ApproverAnyone on proposal routing chain (Dept. Head, Dean, …). SubmittersAre users who do the submission to Grants.gov. AORs Are users who wield the submission authority.

5. The Routing Chain 5 Whoever creates a grant proposal can specify the review and approval route by setting up a Routing Chain in the proposal. To create a Routing Chain, open the proposal and click the icon.

6. Creating a Routing Chain 6 The PI of the proposal automatically appears first in the Routing Chain.

7. Creating a Routing Chain 7 To add reviewers to the Routing Chain, click the Edit Chain? bar.

8. Creating a Routing Chain 8 You can insert a person into the chain by clicking the icon. Click on the appropriate icon to add above or below members of the existing chain.

9. Creating a Routing Chain 9 Click on the name of the required reviewer.  All reviewers must have an established Professional Profile, otherwise they will not be on the list.  You can only select reviewers if you have permission to view their Professional Profile; therefore make sure that you have been granted permission to see their profile.

10. Creating a Routing Chain 10 Click Add to Chain. Repeat for additional reviewers.

11. Creating a Routing Chain 11 Phil, Jones has been added to the Routing Chain

12. Creating a Routing Chain 12 You can insert or remove persons from the routing chain once it’s defined by clicking on the appropriate icon and following the system prompts.

13. Creating a Routing Chain 13 There will be cases when the reviewer you have selected will have set up a Mandatory Next Reviewer or Delegate in their Professional Profile. To ensure that these individuals are added to your Routing Chain, click the icon. Cayuse424 will automatically add any default reviewer(s) to the Routing Chain.

14. Initiating a Routing Chain 14 Once you have completed the routing chain, the proposal creator can initiate the chain by clicking the box adjacent to their name.

15. Initiating a Routing Chain 15 Whenever a proposal is initiated or approved by someone on the routing chain Cayuse424 will prompt you to approve the action. Click Approve.

16. Initiating a Routing Chain 16 The checked box signifies that the routing chain has been initiated.

17. Initiating a Routing Chain 17 If the system won’t allow you to check the box:  Click Preferences.  Click Link User to Profile.

18. Initiating a Routing Chain 18 Cayuse424 reports a successful link. Scroll down to locate your name. Click Link (name) to Profile.

19. Initiating a Routing Chain 19 Click back to your proposal. When you click the box to initiate the routing chain, you will be prompted to approve the routing action. Click Approve.

20. Initiating a Routing Chain 20 Once the Routing Chain is initiated an email is sent to the next reviewer on the list and “write” permissions are taken away. At the same time, the proposal is added to the Routing List of all reviewers. This list is accessed by clicking the Routing tab on the Overview page of the web application.

21. Routing: Warm/Hot List 21 Each user has their own Routing list that is accessed from the Routing tab.  All proposals this reviewer is requested to review are listed.  Each proposal shows how long it’s been in a review process.  Click on the link to be given access to the proposal for review purposes only.

22. Routing: Rules 22 Proposal approval must follow the routing chain. Reviewers can look at a proposal once it hits their Routing list, but they cannot approve it until the previous reviewers on the routing chain have signified their approval. Once a proposal is routed, Cayuse424 grants temporary permission to reviewers to access the proposal. In case of an emergency a reviewer may be deleted from the chain (skipped). From the Initiator perspective, the proposal becomes “read only” once routing is initiated.

23. Approving the Proposal 23 Reviewers indicate their approval by checking the box adjacent to their name. Once approved, the next reviewer on the routing chain is notified via email and the proposal moves to their Hot List on the Routing tab. As soon as the AOR (or Delegate) checks their box electronic submission to Grants.gov can proceed.

24. Routing Rules: Reject and Recall 24 Once approval is given it can be rescinded by un-checking the box. This will cause the proposal to be sent back for re-review. Once a routing chain is started, the initiator can Recall (cancel) the whole process by un-checking their box. Only proposal initiators can recall a proposal.

25. Routing: History 25 All user actions are logged in the proposal’s routing history.

26. Routing: Submit 26 Who Submits is configurable.  AORs or AORS + PI’s.

27. Routing Configuration: Delegates 27 If a reviewer has named delegate(s) in the Routing Profile of their Professional Profiles, the following rules apply:  Delegates receive the same notifications as the Primary.  Delegates can perform the same actions as the Primary.  Multiple delegates are allowed.  Delegates have to establish their own pecking order.  Delegates must have Professional Profiles that can be viewed by the proposal initiator.

28. Conclusion 28 This concludes the Cayuse424 Routing/Review/Approval Module. In this module you learned basic routing concepts, rules and how to use Cayuse424 to:  Create a routing chain.  Edit a routing chain.  Initiate the proposal routing process.