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eaward logoeAward FAQ

 

This section contains tabs with information on various eAward video and other tutorials. These tutorials provide detailed instructions on how to use eAward to generate requests and transactions. 

The video links will open the Bridge LMS (via CIS). Videos are best viewed in Chrome, Firefox or Safari. Please disable popup blockers and clear internet cache, if you are having technical issues.

Introduction to eAward

This video provides a brief introduction to e-Award, a CIS application developed by OSP to make the coordination of grant and contract post-award work easier, faster, and more transparent. 

New Award Setup Request

This 4 minute video walks you through how to initiate a new award setup request transaction in e-Award. 

FCOI Validation

This powerpoint details the steps to get to the compliance section of the New Award Setup request so the PI can validate the conflict of interest.

Preliminary Project Request

This video (coming soon) walks you through how to initiate a new preliminary award setup request transaction in e-Award. See our Preliminary Transaction Flow Chart.

How to Request a New Subaward Out

This 5 min video provides instruction on how to request, through e-Award, that OSP issue a new subaward for work to be conducted by an institution or organization outside the University of Utah.

How to Request an Award Modification Setup 

This short video provides instruction on how to request, through e-Award, that OSP process a fully executed or authorized award modification to an existing project.

 

 

All users see the same transaction pages

No. Only OSP can make updates to the data entry fields.

 new project number

Anyone with a uNID

Up to 10 minutes 

Route button is used to communicate between different parties working on the transaction. Just click "Route", select recipients, add message, click "send". The messages are also stored in the comment section.

NOTE- Route button does not submit or forward the transaction to OSP or anyone else. It is only an internal communication tool.

This could mean that your project number is inactive or the project end date is older than 1 year.  You can easily confirm this by viewing the end date in Management Reports.
 
If you run into this issue, please contact your SPO in these instances.  SPO will work with you to verify that this truly is a continuation and doesn’t require a new DSS.  

There are two rules at play which restrict the PI or dept admin from selecting and creating a transaction in eAward.
  • Project end date is over a year old 
  • Project is inactive
If the project end date is over a year old, regardless of status (active or inactive), OSP will need to create the draft transaction for the department and assign a "Transaction Owner" (see eAward FAQ for definition) which is typically the department contact.

The Transaction Owner can then pickup the Draft transaction on their Requested Transactions page to finish the data entry and submit to OSP.

 Yes, every 3 business days

Hovering over the PID will provide more details

 Chrome & Firefox

OSP landing page (OSP only), Requested Transactions Page, History Page

 OSP needs to integrate the PID/DSS through eProposal and update the status to "Institution Approved" in PeopleSoft.

 Up to 2 hours

Marked with "!" next to the changed field

Only OSP 

 Contracts Administrator

Sponsored Projects Officer

Not at this time. Canned and Ad-Hoc reporting features are planned.

Yes. Every 3 business days on "Pending COI Validation" status from the PI. eAward is not sending out reminder emails on "Pending COI" status since it could be in COI Review which can take some time.

 Every 3 business days

PI's, Investigators listed, Creator, Post Award Contact listed in New Award Setup transaction.

No. Due to GCA and PeopleSoft.

 No. Due to GCA and Peoplesoft. Additional companion project numbers can be requested at time of New Award Setup Request or Continuation Request (coming soon).

1) New Comment, 2) Status: In OSP Review, 3) New Attachment, 4) Transaction "Deleted"

 1) Status Change, 2) New Comments, 3) Reject/decline approval, 4) Recycle, 5) Approve, 6) New attachment, 7) Re-assign, 8) Delete

Approval will generate an email to the next approver

Decline will close out this transaction request and an email notification will be sent to PI and Transaction Creator.

Recycle will return the transaction request to draft and reset the approvals. An email notification will be sent to PI and Transaction Creator.

Preferably OSP will change the status to Closed for record retention

 No. The transaction will need to be in OSP's queue. For example, In OSP Review, In OSP, In CA, In GCA, Pending.

The department representative designated to manage the transaction.  Active transactions will show up on the Transaction Owner's "Requested Transaction" page for further action and/or status tracking.

On the Requested Transactions page

Anyone at the University with a uNID

PI, creator and SPO

Closed: Work could not continue or could not be finalized

Complete: All steps to "work" the transaction have been completed, including PeopleSoft if required for this transaction

Pending COI either in the BRR or ERICA system. Once the PI has validated the COI eAward will tell you where the PI needs to go by hovering over the icon in the "COI Status" column.

Indicates that the PI has to validate the COI for him and all key investigators listed on the PI's award. It is found under the "Compliance" section within the "New Award Setup Request" transaction. This step is required before OSP can process the award setup with GCA. Only PI can validate.

OSP has reviewed, approved and forwarded your request to Grants and Contracts Accounting (GCA) for them to process. When done, the status will change to "complete" or "pending". 

Status

  

Email Notification

 

   Definition
         
In Draft   No   Someone (i.e. OSP, Department, PI) has started the transaction request
         
Pending Approval    Yes - listed approvers   Transaction request is complete and approval workflow kicks off. (eAward sends out the notifications to the approvers one at a time for the "preliminary setup request" transaction types. For "change of org ID" eAward notifies everyone at once.
         
Pending PI Validation    Yes - PI   Waiting for PI, and listed investigators, to validate the COI 
         
Pending COI   Yes - PI and Investigators with conflict   Waiting for PI, and listed investigators, to have all COI conflicts resolved
         
In OSP Review   Yes - OSP/SPO   These transactions require OSP approval and are sent to OSP for review and further processing
         
In Progress or In OSP   Yes - OSP/SPO   These transactions do not require OSP approval and are sent to OSP for review and further processing
         

Pending Subawards (Subs)

   Yes - PI and creator    The set-up of subawards/subcontracts is pending
         
 Pending   Yes - PI and creator    
         
 In CA   Yes - Contracts Administrator (CA)   OSP has forwarded the transaction to the OSP CA for processing (i.e. PeopleSoft, Process subcontract, process amendment)
         
In GCA (Grants and Contracts Accounting)   Yes - PI and creator   SPO or CA has forwarded the transaction to GCA for processing
         
Completed   Yes - PI and creator   All steps to "work" the transaction have been completed, including PeopleSoft (if needed)
         
Closed   Yes - PI and creator  

Work could not continue or could not be finalized

 
 Draft - Sent   Yes - selected recipients  

Subrecipient Commitment Form email including link to complete the form was sent to subsite
Draft-Received   Yes - PI, creator, SPO  

Completed Subrecipient Commitment Form was received in eAward
Draft - Sent for Revision   Yes - selected recipients   Subrecipient Commitment Form was sent back to subsite for revisions
         
Last Updated: 11/30/22