Cayuse424 Information

Cayuse

What information will be in the first upload of GSU data in Cayuse424? 

All of your institutional, hierarchy and people data (including all data fields that are required to complete a federal application). 

How well does the program allow PIs to keep track of their project status? 

The program is for proposal routing only.  It is not going to be used to track project status. 

Will the program allow you to store your project in case it is not funded? 

Yes. All proposals can be kept for historical purposes and data reuse. If a proposal is deleted it can be easily restored by a SysAdmin. 

How would this program affect “green sheets” and their generation? 

The green sheet process will not be changed. This program is not for awards, but for proposal routing.  Cayuse 424 will replace the need to complete the Sponsored Programs Proposal Approval Form  that is currently required for all proposal submissions. 

How well does the program allow for exportability to other programs like Excel, Word, PDF? 

PDFs of the entire proposal or specific forms can be generated with a push of a button.  There are also several canned reports in Cayuse 424 as well as optional reporting tools such as  our Secure Data Service which can be exported into  Excel or CSV as well as PDF. 

Can I get access to all of the PI reports for the College of Education? 

PeopleSoft will still be the system of reference and therefore, the data will be in PeopleSoft.  Reports will be created in PeopleSoft that Colleges will have access to in order to obtain this information.

Will all the ICR rates will be included in the drop down menu? 

Yes. All your indirect cost rates can be stored in your Institutional Profile. These rates can then appropriately selected depending on the type of proposal you are developing. 

Could we upload a spreadsheet which would then auto fill the Cayuse System? 

No. 

When a person starts the workflow, do they have to re-create the chain of approvers every time? Is there a default workflow? 

Cayuse 424 allows you to develop your routing chain on a case-by-case basis or a  create a default routing chain depending on PI, department, school or institutional business practices. 

Is the workflow always sequential or can we have parallel approvals?  For instance, if two departments work on a proposal, we want both department to review, but we have no preference in the order of approval (i.e. department A can approve before department B or vice-versa depending on availabilities). 

At this time there is only sequential routing in Cayuse 424. We’re currently developing a more robust, parallel routing model for 424 which will be released in Q3 of 2013. 

Does the study title auto-populate? 

Funding Opportunity Specific titles: If you are applying to a specific funding agency the agency name, CFDA # and Opportunity title will be auto-populated on the proposal at create time.

Proposal Title: Proposal titles will need to be manually added to the proposal as proposal development occurs. The proposal title, however, is copied over when an original proposal is copied or transformed. 

Can the colleges, departments, and PIs have different access rights? 

Yes. 

Once a proposal is sent to the workflow, can the proposal be corrected without having to re-start the workflow from the beginning? 

Yes.  Additionally, SysAdmin or AOR users can review and approve the proposal for submission even if the proposal hasn’t been fully reviewed by all approvers.  This feature is allowed in case of a near-term deadline or if someone on the chain is not available during the review cycle. 

Does the solution provide reminders and/or escalations mechanisms? For instance, if a task is not performed in 2 days, then the task is sent to their managers, etc. 

Currently there are no “follow-up” reminders in Cayuse 424. 

Can the admin user correct a workflow that is in process? For instance, if someone is unavailable or if there is the need of further approvals. 

Yes. 

Can we route before finalizing a proposal? 

Proposal routing can be started at anytime. Once routing starts the proposal become “read only” to the proposal developer/PI.  Based upon your business process you can still allow attachments (i.e. Research Plan) to be added after routing has started. We consider this an “Institutional Preference” which will be set at time of deployment. 

How long do the proposals stay in the system? 

You can keep proposals in an “active” state for as long as you want. 

Is there a purging mechanism? 

Yes. You can determine when and if proposals can be purged by setting the “Permanently Remove Proposals” filter. 

Is there a retention schedule? 

Yes. See above answer. This is set as an “Institutional Setting”. 

Budget

Would each college/department be able to update the salaries and other information? 

Yes. Another “Institutional Setting”. 

Do you have to submit the F&A rate every time? 

F&A rates can be auto-populated, however, Cayuse 424 does not require that you have them (i,e. you may not collect F&A on equipment grants).  

Once awarded, how does the program improve the process of allowing the PI to keep track of his/her  budget? 

The program is for proposal routing only and therefore, will not cover budget tracking.  Reports will be created in PeopleSoft that Colleges will have access to in order to obtain this information. 

Is there a mechanism in the program that allows for assistance with annual/final reports? 

No. Reports will be created in PeopleSoft that Colleges will have access to in order to obtain this information. 

What happens when we have activity/task based budgets for which it is impossible to determine which tasks will be implemented in which year or how many tasks would be completed in a year? 

The budget is uploaded under the other attachment section. 

Will the program display, how much and/or how many projects have been sponsored by a particular agency? 

No. Reports will be created in PeopleSoft that Colleges will have access to in order to obtain this information. 

We were wondering if all the ICR rates will be included in the drop down menu since we only saw 3 rates and only one stated as a percentage (44.5). 

Yes, you can have as many ICR rates as needed for your institution. 

Will USAID be included in the agency list? What's the criterion for including agencies in the list? 

Currently we support 98% of all federal funding opportunities posted to Grants.gov and Research.gov. We currently support 100% of USAID funding opportunities. 

Under the "Project Administration" section, what is "account classification"? 

These fields are optional fields in the Proposal Summary. Most of the fields in the Proposal Summary section are optional and are rarely used. 

Under the RR Budget tab, under ODC'S why is there a different ICR tab/drop down for each line item? As far as we are aware, the same rate is applicable to all line items in a budget.

This feature is primarily used when a certain line item needs to be excluded from indirect costs (funding opportunity specific). It is also used if  a split rate needs to be applied to certain line item categories.

We are not sure if this is a standard test template used by Cayuse or it already incorporates feedback/is somewhat customized from/to GSU. So some of our feedback might already be scheduled to reflect in the final product.

The program does not allow template customization, which reduce the time-to-market and overall cost. However, many larger institutions than GSU use the solution successfully; so, the program should work for GSU too.

URSA

Who still needs to sign off on any reports or submissions?

Same as before. Cayuse 424 will not change the signatory authority for GSU

What will URSA’s responsibilities be once Cayuse Software is being used?

Same as before.  Cayuse 424 will not change URSA’s responsibilities.

Will URSA still be responsible for keeping up with those submissions or will it be decentralized and each school be responsible? 

Same as before. Cayuse 424 will not change URSA’s responsibilities.

Will there be any integration between OSP/Grants and contracts and disbursements? 

No, there will be no integration.