Procedure Library

Department Administrator Reporting Roles

Purpose

This guidance explains how departments should update reporting and approving roles in eProposal and Management Reports when a new department administrator is hired, ensuring accurate notification and workflow continuity.

Applicability

• Only Approval Administrators within each department can modify eProposal approvers and roles.
• When a new department administrator begins, departments must update:
  • eProposal approvers and roles
  • Post-award liaisons in Management Reports
• If you are unsure who the Approval Administrator is, please contact your Sponsored Projects Officer.
• Departments should also encourage faculty to review and update their Cayuse Profiles.

Instructions

eProposal

If your department requires a budget or administrative review of a Document Summary Sheet (DSS), the Approval Administrator must:

1. Log in to eProposal
2. Navigate to the Maintenance link
3. Create or edit the department's administrator role (often titled AA Reviewer)
4. Add the new administrator to that role
5. Remove the previous administrator as needed
   
   A detailed Administrators and Approvers Help document is available under the Help link in eProposal. 

Management Reports/Peoplesoft

• Existing awards in PeopleSoft (as reflected in Management Reports) will still list the previous department liaison.
• There is no bulk-update option for changing liaisons across all Org IDs.
• Departments must update each project individually using the Change Liaison/Phone function.
  

To update a liaison on an existing award:

1. 1. Log in to Management Reports
   2. Select the Change Liaison/Phone
   3. Enter the employee's uNID
   4. Save the update

1. 1. 1. 
      2. 

NOTE: Updating Management Reports affects existing awards only - it does not update the post-award contact for pending proposals.

Document Summary Sheets (DSS)

• DSS records created by the former liaison are not visible to the new administrator due to security restrictions (not controlled by OSP).
• The new administrator may view departmental activity using the Research Portal (based on Org ID), but PeopleSoft-level data access still depends on Management Reports security.
• After a DSS has been submitted and integrated into PeopleSoft, departments cannot change the liaison within eProposal.
  • OSP must manually update the liaison when:
    • A project is funded, or
    • A preliminary project is initiated
• New administrators are responsible for checking liaison information and notifying OSP (via the notes section in eAward) so that reporting roles in Peoplesoft can be corrected.

Updating the Sponsored Projects Officer (SPO)

• Departments must also ensure that the correct SPO is listed on each project, especially when internal OSP assignments change. Updates must be made project by project, as no OrgID-based bulk update exists.

New Award Setup:

• When submitting a new award setup or award modification in eAward, the department should note that the SPO listed needs to be updated.
• When the award is created in PeopleSoft:
  • The SPO from the DSS automatically populates the Resources tab.
  • The proposal data in eProposal copies to the award data in PeopleSoft.
  • The OSP contract administrator then updates the SPO so that future automated notifications go to the correct contact.

Modifications to Existing Awards

• The change must occur in the Reporting Roles link on the Award Profile in PeopleSoft.
• This update must be completed by an OSP Contract Administrator at the request of the Department.

Updating Cayuse Profiles

• Users may assign delegates (admins) through the Permissions link in their Cayuse profile.
• Admins should encourage PIs to delegate access if they expect the department to help maintain profile data.
• Checking the "write" box grants the delegate authority to make profile updates.

Instructions: 

1. 1. See instructions on how to Grant Access to Cayuse Profile 
   2. Granting and Removing Access/Permissions
      Access to proposals in Cayuse is granted proposal-by-proposal.
      The PI and proposal creator have default edit access; all others must be added manually. See more about Cayuse.

Related Policies and Procedures

• Grant Life Cycle > Submit Your Proposal > Obtain Approvals (eProposal/DSS)
• Grant Life Cycle > Submit Your Proposal > Preparing to use Cayuse S2S
• Grant Life Cycle > Manage Your Award > Report
• Resources > Reports > Research Portal