PeopleSoft Grants 9.1 PeopleBook

Establishing Institution Attributes

Access the Institution - Attributes page (Grants, Institution, General Information, Attributes).

Enter all attribute types that you want to associate with the institution.

Attribute Type

The values for this field come from the institution Attribute Type control table. Values might include Cage Code, Congressional District, DUNS, Equipment Thresholds, or National Science Foundation Organization Code. You can enter multiple attributes by adding rows.

Value

Enter a value (numeric, character, or both) to represent the attribute that you selected.

If the Attribute Type is DUNS, then enter the institutions nine-character DUNS number. This is a required field for the Federal Financial Report.

See Also

Establishing the Institution Address

Access the Institution - Address page (Grants, Institution, General Information, Address).

Select a location for the institution and indicate how the location address is used (proposal location, billing location, or award location). Each address has a unique location code.

You can list various locations at the institution. PeopleSoft Grants retrieves the phone and address information for that location on the location control table. Because institution addresses do not routinely change, this page is not effective-dated.

Additional Info (additional information)

Click to enter email and URL information for the institution.

See Also

Setting Up Locations

Establishing Institution Contacts

Access the Contacts page (Grants, Institution, Contacts).

Enter contact information for the individuals who are involved in the grants process. Indicate the person's approval authority and phone information. Assign each official to a particular location. You can have more than one official for each institution.

This page provides institution contact and reviewer data for proposals and awards. Approval levels can determine workflow for a monetary or legally binding review.

Unlimited Threshold	Select if the contact can authorize unlimited sums of money.
Threshold Amount	Enter a specific maximum monetary amount that the individual has authority to approve.
Legally Bind Institution	Select if the contact's signature legally binds the institution.

Establishing Institution Facilities and Administration Rates

Access the Facilities Admin Rates page (Grants, Institution, Facilities Admin Rates).

F&A is the facilities and administration rates that you negotiate with your federal cognizant agency. The rate is the amount or percentage that you can recoup for overhead expenditures that you incur as a result of your research

Enter an agreement ID and a description. Select the agency with which you are negotiating F&A rates for the institution and the rate type. Enter the F&A rate percentage and a description.

Because institutions typically negotiate multiple years of sponsored funding at the same time, this page is effective-dated.

Rate Status	The rate statuses act as an indicator as to the status of your negotiated rates. Provisional, for example, means that the government has not yet locked down the rate. The rates that you enter here serve as defaults that the system uses during the budgeting phase of your proposal preparation. Rate status options are system-delivered. Values are Final, Fixed, Pre-Determined, and Provisional.
Rate Type and FA Rate % (facilities and administration rate percent)	Multiple rates and rate types may exist for each agreement. Rate types are defined in the F&A rate type control table. The institution's negotiated rates operate during the proposal preparation phase as defaults to provide guidance for budgeting.

See Also

Establishing Institution Fringe Rates

Access the Fringe Rates page (Grants, Institution, Fringe Rates).

Use this page to maintain information about your institution's established fringe benefit agreements.

The rates that you enter here serve as defaults to guide the budgeting process for your proposal. When setting up this page, enter a percentage or a flat amount, but not both. If the institution has one rate for federally sponsored programs, and another rate for nonfederally sponsored programs, select the Federal check box for the appropriate rates.

Select or enter the fringe rate type, rate percentage, or annual amount for each row.

Federal	Select to designate that the fringe rate type is Federal.
Rate Percentage	Enter the percentage at which to calculate fringe benefits for the rate type.
Rate Type	Select a value from the list. Values are Faculty, Other, Regular, and Temporary.
Currency	Select the currency that you want the system to use to calculate the fringe rate.
Annual Amount	If fringe benefits are calculated annually, enter an amount. The institution's fringe rates operate during the proposal preparation phase as defaults that are associated with employee classifications for budgeting.

Establishing Institution Certifications and Compliances

Access the Certifications/Compliance page (Grants, Institution, Certifications/Compliance).

Select a certification and compliance code, indicator, certification or disclosure date, end date, and reference number (if appropriate). Enter a customer and any comments that you may have for each certification or compliance on the page.

For audit purposes, PeopleSoft Grants saves the user IDs of individuals who make changes to this page.

Reference Number	Enter any relevant external reference numbers that a compliance committee may supply.
Comments	Click to add comments about the certifications and compliances.

Note. Before you enter institution compliance data, establish all compliance and certification codes in the compliance type and certification type control tables.

See Also

Establishing Institution Audit Information

Access the Audit page (Grants, Institution, Audits).

For each audit, describe what the program covers. Select the name of the sponsor that is conducting the audit, and then enter the name of the auditor, the audit report ID number, and all date information.

For each combination of audit type and begin date, you can maintain multiple audit alerts, the name of the audit resolution official, and a description of the alert.

Audit types are defined in the audit type control table. This information supports compliance with sponsor reporting requirements.

See Also

Summarizing ChartFields Using Trees

Setting Up and Maintaining Sponsored Projects

To set up and maintain sponsored projects, use the Sponsored Projects Office (GM_SPO_OFFICIAL) component.

This section provides an overview of sponsored projects setup and maintenance and discusses how to set up and maintain the sponsored projects office (SPO).

Understanding Sponsored Projects Setup and Maintenance

Define the sponsored projects offices to be used by institution. Workflow uses the email address established here.

Page Used to Set Up and Maintain Sponsored Projects Office

Page Name	Definition Name	Navigation	Usage
Sponsored Projects Office	GM_SPO_OFFICIAL	Grants, Sponsored Projects Office, General Information	Set up and maintain the sponsored projects office. Enter a description, employee contact, and authorized representative information for the SPO.

Setting Up and Maintaining the Sponsored Projects Office

Access the Sponsored Projects Office page (Grants, Sponsored Projects Office, General Information).

Identify an SPO and a contact person for that office. This SPO office is associated with one or more departments. On the General Information page (Grants, Department, General Information) you associate the value that you establish with the department. This information is displayed on the Proposal Project page.

If you are registered with NSPIRES (NASA Solicitation and Proposal Integrated Review and Evaluation System), enter your user name.

Setting Up and Maintaining Departments

To set up and maintain departments, use the Department Profile (DEPARTMENT_PROFILE) and Department Contacts (GM_DEPT_CONTACTS) components.

This section provides an overview of department setup and maintenance and discusses how to:

View the department profile.
Establish department addresses.
Establish department attributes.
Establish department contacts.

Understanding Department Setup and Maintenance

Use the department profile pages to create and maintain information about the institution's research units for the purpose of administering grants. Department values represent the hierarchical breakdown of the institution into entities such as departments, divisions, centers, institutes, and laboratories.

Here is some general information about setting up and maintaining departments:

PeopleSoft departments are organized by setID; setIDs are the labels that PeopleSoft software uses to identify a tableset.
You can create tablesets for the setup tables to share control table data among multiple business units and minimize redundant tasks.
The structure and features of the delivered PeopleSoft General Ledger departments enable institutions to maintain PeopleSoft Grants data and financial information for a department (college, division, department).

This existing structure that exists within the Department table (DEPARTMENT_TBL) enables post-award financial and reporting processes, such as billing, payments, and purchase orders.
You establish new departments first through the hierarchical tree structure in PeopleSoft Tree Manager.
PeopleSoft software uses the terms department and unit interchangeably (the departmental entity in PeopleSoft software represents a broader scope than the traditional university department).
An entity within the institution that tracks expenses and revenues can also be an entity that receives funds through proposals and awards.
An entity that receives sponsored funding can also be an entity against which transactions are reported.

See Also

Pages Used to Set Up and Maintain Departments

Page Name	Definition Name	Navigation	Usage
Department - Department	GM_DEPARTMENT	Grants, Departments, General Information	Display grants information on the colleges, departments, divisions, and other defined units for the institution.
Department - Address	GM_DEPT_ADDRESS	Grants, Departments, General Information, Address	Establish the primary department location for the grants administration process at the institution.
Department - Attribute	GM_DEPT_ATTRIBUTE	Grants, Departments, General Information, Attribute	Select the data elements that appear on sponsor forms and reports.
Contacts	GM_DEPT_CONTACTS	Grants, Departments, Contacts	Enter contact information about the individuals who are associated with a specific department. The institution uses this information for proposal and award processing.

Viewing the Department Profile

Access the Department - Department page (Grants, Departments, General Information).

Select the major subdivision, institution, and SPO to associate with the department.

You cannot modify department ChartField information on the PeopleSoft Grants pages. The fields appearing on this page come from the Department table. You establish the display information on this page when you design the department ChartField. You must change these fields on the Design ChartFields pages within the PeopleSoft Financials system.

See Also

Configuring ChartFields

Entering and Maintaining ChartField Values

Establishing Department Addresses

Access the Department - Address page (Grants, Departments, General Information, Address).

Select the location of the department, and then enter its email address and URL.

Location

Select a primary department location for the grants administration process. You establish individual locations on the Location Definition page. Phone and mailing address information is supplied by default from the location table.

See Also

Setting Up Locations

Establishing Department Attributes

Access the Department - Attribute page (Grants, Departments, General Information, Attribute).

Attribute Type

Select an attribute type from the list. Values might include Cage Code, Congressional District, Equipment Thresholds, and National Science Foundation Organization Code.

These data elements appear on sponsor forms and reports. Institutions define their own sets of relevant attributes (such as DUNS+4) on the Attribute Type control page. You can also enter attributes at the institution level on the Institution Attributes page.

Value

Enter a numeric or alphabetic value, or use a combination of numbers and letters.

See Also

Setting Up and Maintaining Institutions

Establishing Department Contacts

Access the Contacts page (Grants, Departments, Contacts).

Select an employee ID for the department contact. The contact information (name, job code, location, and email) appears. Select an approval authority level for each contact.

You can designate multiple employees as contacts. Each employee can also have multiple official types (such as department head, representative, and payee), and multiple phone numbers.

Unlimited Threshold	Select if the contact has unlimited authority to sign or approve contracts.
Threshold Amount	Enter the maximum monetary amount for which the contact can sign or approve a contract. The institution can use this level to determine workflow for monetary or legally binding reviews.
Legally Bind Institution	Select if the contact's signature legally binds the institution.

See Also

Setting Up and Maintaining Sponsors

To set up and maintain sponsors, use these components:

Customer General (CUSTOMER_GENERAL).
Sponsor Forms Used (SPNSR_FORMSUSED).
Sponsor Facilities Administration Rates (GM_SP_FACILT_ADMIN).
Sponsor Guidelines (GM_SP_GUIDELINE).
Sponsor Budget Categories (GM_SP_BUD_CAT).
Sponsor Website Setup (GM_SPN_URL_SETUP).
Overall Sponsor Links (GM_SPN_URL).

This section provides overviews of sponsor setup and maintenance and sponsor guidelines and discusses how to:

Establish general sponsor information.
Create sponsor details.
Create sponsor attribute types.
Establish bill to options.
Establish ship to options.
Establish sold to options.
Enter miscellaneous general information.
Establish sponsor forms.
Establish sponsor F&A rates.
Establish sponsor guidelines.
Establish sponsor budget items.
Set up sponsor website links.
View and use sponsor websites.

Understanding Sponsor Setup and Maintenance

With PeopleSoft Grants, you can create and maintain profiles for external sponsors who support research at institutions of higher education.

Here are some general guidelines about setting up and maintaining sponsors:

Indicate that the sponsor is a PeopleSoft Grants sponsor when you add a PeopleSoft Grants sponsor.

This enables all PeopleSoft Grants users to view only PeopleSoft Grants-applicable sponsors rather than all customers and sponsors.
You can populate and administer proposals, awards, forms, reports, and billings after you capture sponsor data.
The institution can determine sponsor and subsponsor relationships and levels.
If a sponsor allows proposals with multiple principle investigators and co-principle investigators, then you must indicate this when setting up the sponsor.

Understanding Sponsor Guidelines

Sponsor guidelines are special notations, limits, or rules that a sponsor may have regarding how you can use their funds when they are awarded. The institution can determine the level of detail for sponsor guidelines (for example, whether specific guidelines exist for each cost category or one guideline exists that includes a list of cost categories). The processing implications of sponsor guidelines are implementation-specific.

Here are some guidelines that you can use for sponsors:

Expanded Authorities.

The sponsor gives you the authority to use remaining funds for these budget periods without first requesting permission from the sponsor.
Salary Cap.

The sponsor can specify a limit to how much of the sponsored funds can be used for salary expenditures.
Fly American Carriers.

The sponsor can require that any travel that you do in conjunction with the research activities be conducted using only U.S. carriers.

Sponsor guidelines serve as a reference and have no processing implications. They are defined in a guideline control table at a level of detail that the institution determines. You can associate multiple guidelines with one sponsor.

Pages Used to Set Up and Maintain Sponsors

Page Name	Definition Name	Navigation	Usage
Sponsor - General Info (general information)	CUST_GENERAL1	Grants, Sponsors, General Information	Add or review a customer's name and level information and assign associated roles.
Sponsor - Details	GM_SPNSR	Grants, Sponsors, General Information, Details	Enter and maintain PeopleSoft Grants-specific billing information about a sponsor.
Sponsor - Attributes	GM_SP_ATTRIB	Grants, Sponsors, General Information, Attributes	Select data elements to appear on sponsor forms and reports.
Sponsor - Bill To Options	CUST_BILLTO_OPT	Grants, Sponsors, General Information, Bill To Options	Enter billing information.
Sponsor - Ship To Options	CUST_SHIPTO_OPT1	Grants, Sponsors, General Information, Ship To Options	Enter customer information for the ship to customer.
Sponsor - Sold To Options	CUST_SOLDTO_OPT	Grants, Sponsors, General Information, Sold To Options	Enter or select various sold to and pricing options.
Sponsor - Miscellaneous General Info (miscellaneous general information)	CUST_GENERAL_MISC	Grants, Sponsors, General Information, Miscellaneous General Info	Enter the customer's web address, currency code, rate type, and support team code.
Sponsors - Forms	GM_SP_FORMSUSED	Grants, Sponsors, Forms	Link a sponsor to multiple form IDs, form names, form descriptions, and form transmission codes that you have established on the forms control table.
Sponsors - Facilities Admin Rates (sponsor facilities and administration rates)	GM_SP_FACILT_ADMIN	Grants, Sponsors, Facilities Admin Rates	Assign multiple F&A rate types and rate percentages to a sponsor.
Sponsors - Guidelines	GM_SP_GUIDELINE	Grants, Sponsors, Guidelines	Link a sponsor to one or more guidelines.
Sponsors - Budget Items	GM_SP_BUD_CAT	Grants, Sponsors, Budget Items	Associate a sponsor with specific budget items.
Sponsor Website Setup	GM_SPN_URL_SETUP	Setup Financials/Supply Chain, Product Related, Grants, Sponsor Websites Setup	Configure sponsor URL links. The links appear on the Sponsor Websites page.
Sponsor Websites	GM_SPN_URL	Grants, Sponsor Websites	View sponsor URL links and use links to access sponsor web pages.

Establishing General Sponsor Information

Access the Sponsor - General Info page (Grants, Sponsors, General Information).

Grants Management Sponsor

Select to designate this sponsor as a PeopleSoft Grants sponsor.

Instructions for establishing general sponsor and address information appear in the PeopleSoft Order to Cash Common Information PeopleBook.

Creating Sponsor Details

Access the Sponsor - Details page (Grants, Sponsors, General Information, Details).

Reports To Sponsor

Select the agency to which the sponsor reports (optional). For example, the National Institutes of Health reports to the Department of Health and Human Services. Values come from the sponsor control table.

CFDA Number (Catalog of Federal Domestic Assistance number)

Enter the number of the CFDA program. This number relates only to federal domestic assistance awards (or pass throughs).

Cost of Living Increase Pct (cost-of-living increase percentage)

Enter the percentage by which cost-of-living expenses should increase. Use this field when a budget is prepared for a proposal that is sent to the sponsor.

Sponsor Base

Select the base rate upon which you want to calculate F&A. Values include Animal (animal care costs), MTDC (modified total direct costs), S&W (salaries and wages), and TDC (total direct costs).

The sponsor base is the F&A base type that is supplied by default to the proposal and award pages for the calculation of F&A amounts.

Sponsor Salary Cap

You define the salary cap amount on the Details page of the sponsor. Select or enter all PeopleSoft Grants-specific billing information about the sponsor and select all options that apply. When you set up the proposal budget, use the cost-of-living-increase percentage and sponsor base that you enter here. When you are in the Personnel Detail page and enter the salary information, the total salary is computed. After the total salary is determined, the system verifies whether that amount is more than the salary cap that is defined for this sponsor. If total salary amount is more than the salary cap, the user receives a warning message.

Letter of Credit

Select this check box if the sponsor uses letters of credit to provide funding for awards.

Letter of Credit Sponsor

If you select the Letter of Credit check box, select a value for this field. Values come from the sponsor control table.

When you select the letter-of-credit sponsor, the system displays fields at the bottom of the page containing letter-of-credit information.

Allow CO-PI's (allow co-principal investigators)

Select to allow co-principal investigators if the sponsor allows CO-PI's. Some sponsors do not recognize the CO-PI role. By selecting or deselecting this check box, you control whether the CO-PI role is displayed or hidden on the drop-down list box of the Proposal page.

Allow Multiple PI's (allow multiple principal investigators)

Select to allow multiple principal investigators (PI's). When this check box is selected, the Allow Multiple PI's field is available on the Proposal page.

See Also

Creating Sponsor Attribute Types

Access the Sponsor - Attributes page (Grants, Sponsors, General Information, Attributes).

Select the data elements that you want to appear on sponsor forms and reports.

Sponsor attributes help track details, such as the types of research or programs that a sponsor funds and the funding restrictions that it maintains.

You can define a set of relevant attributes on the Attribute Type control page, using either numeric or alphabetic values. The attribute control record enables an institution to define any attribute that applies to its grants administration process, provided that the attribute is not already defined within PeopleSoft Grants.

To use another sponsor's attribute information:

Select Same as Sponsor as the attribute code.
Select a sponsor from the Use From Sponsor field.
Click the Same As Sponsor Attributes button.

The bottom part of the page appears with the sponsor's attribute information.

To use attribute information that is not from another sponsor:

Select an attribute code other than Same as Sponsor.
Complete the Attribute Value and Comments fields.

See Also

Establishing Bill To Options

Access the Sponsor - Bill To Options page (Grants, Sponsors, General Information, Bill To Options).

Instructions for establishing bill to options appear in the PeopleSoft Order to Cash Common Information PeopleBook.

Establishing Ship To Options

Access the Sponsor - Ship To Options page (Grants, Sponsors, General Information, Ship To Options).

Instructions for establishing ship to options appear in the PeopleSoft Order to Cash Common Information PeopleBook.

Establishing Sold To Billing Options

Access the Sponsor - Sold To Options page (Grants, Sponsors, General Information, Sold To Options).

Instructions for establishing sold to billing options appear in the PeopleSoft Order to Cash Common Information PeopleBook.

Entering Miscellaneous General Information

Access the Sponsor - Miscellaneous General Info page (Grants, Sponsors, General Information, Miscellaneous General Info).

Instructions for establishing miscellaneous information appear in the PeopleSoft Order to Cash Common Information PeopleBook.

Establishing Sponsor Forms

Access the Sponsors - Forms page (Grants, Sponsors, Forms).

To use the same forms as another sponsor:

Select Same As Sponsor from the Form Identification field.
Select a sponsor from the Use From Sponsor field.
Click the Same As Sponsor Forms button.

The selected sponsor's forms appear in the lower region of the page.

To use forms that are not from another sponsor:

Select a form identification other than Same As Sponsor.
Select the method by which to transmit the form.
Enter a description.
To add more forms, insert a row and repeat steps 1 to 3.

See Also

Establishing Sponsor F&A Rates

Access the Sponsors - Facilities Admin Rates page (Grants, Sponsors, Facilities Admin Rates).

Same as Institution

Select this check box if the sponsor uses the same rates as the institution and you have no rate types defined for the sponsor.

Institutions establish F&A rate types (for example, on campus, off campus, other, and so on) in the F&A rate control table prior to establishing sponsor F&A rate values. Certain sponsors may not have specified rates, whereas others may require that these rates be included in the proposal budget.

Facilities Admin Waiver List (facilities administration waiver list) and Waiver Reason

Select this check box if the sponsor is on an F&A waiver list, and then enter a waiver reason. PeopleSoft Grants uses the rates for budgeting purposes. The Waiver Reason field does not appear until you select the Facilities Admin Waiver List check box.

Rate Type, FA Rate % (facilities and administration rate percentage), and Description

Enter an F&A rate percentage and description for each F&A rate type that you add.

See Also

Establishing Sponsor Guidelines

Access the Sponsors - Guidelines page (Grants, Sponsors, Guidelines).

Select an effective date and status for each guideline.

To use the guidelines of another sponsor:

Select Same As Sponsor as the guideline.
Select a sponsor from the Use From Sponsor field.
Click the Same As Sponsor Guidelines button.

Guideline information appears in the lower region of the page.

To use guidelines that are not from another sponsor:

Select a guideline other than Same As Sponsor.
Enter a description.
To add more guidelines, insert a row and repeat steps 1 and 2.

See Also

Establishing Sponsor Budget Items

Access the Sponsor - Budget Items page (Grants, Sponsors, Budget Items).

Enter as many budget items as you need for the sponsor. If you enter any budget items, then the assumption is that the full set that you want to use will be included here.

Note. If you do not need to specify budget items by sponsor, bypass this page. If none have been entered, when you prepare the proposal and award budgets, the system makes all of the budget items that are defined in the budget item control table available for selection.

Budget Item

Select the budget item that you want to associate with the sponsor. Selecting budget items on this page assists in budget preparation.

You can assign multiple budget items and descriptions to sponsors. When you create a proposal budget, the Look Up Item page contains only the sponsor's allowable budget items.

See Also

Setting Up Sponsor Website Links

Access the Sponsor Website Setup page (Setup Financials/Supply Chain, Product Related, Grants, Sponsor Websites Setup).

Organize sponsor website links by defining up to six custom block headings and adding links to the respective blocks.

Use Description

Select if you want the description to appear on the Sponsor Websites page instead of the URL.

Viewing and Using Sponsor Websites

Access the Sponsor Websites page (Grants, Sponsor Websites, Sponsor Websites).

Displays the sponsor links that are defined on the Sponsor Website Setup page. You can use the links to access sponsor websites. Only blocks that contain a URL display.

Setting Up and Maintaining Professional Data

To set up and maintain professional data, use these components:

Professional Data (GM_PERS_DATA).
Job Data (GM_JOBDATA).
Advisor/Advisee (GM_ADVISOR_ADVISEE).
Professional Collaboration (GM_PERS_COLLAB).
Education (EDUCATION_GM).
Work Experience (GM_WRK_EXPERIENCE).
Honors and Awards (GM_HONORS_AWARDS).
Professional Key Words (GM_PERS_KEYWORDS).
Professional Languages (LANGUAGES_PERS).
Licenses/Certifications (GM_LIC_CERTS).
Professional Membership (GM_PERS_MEMBERSHIP).
Professional Names (NAMES_PERS).
Professional Publications (GM_PERS_PUBLCN).

This section provides an overview of professional data setup and maintenance, lists a prerequisite, and discusses how to:

Enter professional data.
Store professional job and employment data.
Store professional employment data.
Establish professional advisors and advisees.
Store professional collaborations.
Establish professional educational information.
Establish professional experience.
Establish professional honors and awards.
Establish professional key words.
Establish professional language proficiency.
Establish professional licenses and certifications.
Establish professional memberships.
Establish professional names.
Establish professional publications.

Understanding Professional Data Setup and Maintenance

Professional profile information is critical to the proposal preparation process and supports both the pre-award and post-award functions of grants administration.

The professional profile pages store professional data. As information changes, you can maintain and update the data. The institution defines, through PeopleSoft Security, who can add and update professional profile data.

PeopleSoft Grants provides two professional reports, one that produces a biographical sketch for proposals, and one that produces a report on current and pending research support.

Prerequisite

Before you set up professional profile information, set up and run the application messaging process to import data from PeopleSoft Human Resources. This process populates some of the human resource type fields in PeopleSoft Grants so that all you have to do is complete the PeopleSoft Grants-specific fields for your professionals.

See Also

PeopleSoft Human Resources Management

Pages Used to Set Up and Maintain Professional Data

Page Name	Definition Name	Navigation	Usage
Professional Data	GM_PERS_DATA	Grants, Professionals, Professional Data	Enter professional personal information for new or existing employees.
Job Data	GM_JOB_DATA1	Grants, Professionals, Job and Employment Data	Store basic information about an employee's current job.
Employment	GM_JOB_DATA2	Grants, Professionals, Job and Employment Data, Employment	Store basic information about an employee's employment status.
Advisor/Advisee	GM_ADVISOR_ADVISEE	Grants, Professionals, Advisor/Advisee	Establish and maintain advisor and advisee relationships.
Collaboration	GM_PERS_COLLAB	Grants, Professionals, Collaboration	Store a list of persons, including their organizational affiliations, who have collaborated with a professional on a book, article, report, paper, patent, copyright, software system, or other project.
Education	GM_PERS_EDUCATION	Grants, Professionals, Education	Enter educational information about a professional, such as degrees earned, grade point average, majors, and schools.
Experience	GM_PERS_WORK_EXP	Grants, Professionals, Experience	Track the previous employment history, field experience, laboratory experience, and training for the professional.
Honors and Awards	GM_HONORS_AWARDS	Grants, Professionals, Honors and Awards	Enter multiple grantors for the same honor or award.
Key Words	GM_PERS_KEYWORD	Grants, Professionals, Key Words	Associate key words that are contained in the key word control table with individual professionals.
Languages	LANGUAGES_NTR	Grants, Professionals, Languages	Track the language competencies of professionals.
Licenses/Certifications	GM_LIC_CERTS	Grants, Professionals, Licenses/Certifications	Track the licenses and certifications of professionals.
Memberships	GM_MEMBERSHIPS	Grants, Professionals, Memberships	Associate relevant memberships and associations with professionals.
Names	NAMES	Grants, Professionals, Names	Enter the name of the professional to whom the proposal is sent by default.
Publications	GM_PERS_PUBLISH	Grants, Professionals, Publications	Associate relevant publications with a professional.

Entering Professional Data

Access the Professional Data page (Grants, Professionals, Professional Data).

Note. Typically, professional information comes to PeopleSoft Grants from a human resources system. Grant administrators do not usually add new employees or assign them employee IDs. PeopleSoft Grants enables you to add new records here for convenience and to cover those situations in which the proposal must be completed or submitted immediately and you cannot wait for the next data feed. Any data that you enter or modify here is not reflected in the human resources system and is subject to override by data from the human resources system.

Enter professional personal information for new or existing employees.

Empl ID (employee ID)	When you add a new employee to the system, you must provide an employee ID. The system does not assign a new ID.
Gender	Select the gender of the professional whom you are adding to the system. The default value is Unknown when you add a new employee to the system.
Personnel Status	Select the personnel status of the professional whom you are adding to the system. The default value is Employee when you add a new employee to the system.
Name	Enter the person's name in this format: last name, first name middle initial. For example, to enter John M. Smith, type Smith,John M.
Mar Status (marital status)	Select the marital status of the professional whom you are adding to the system. The default value is Single when you add a new employee to the system.
NID Type (national identity type)	Select the person's national identity type. In the United States, this is the person's social security number.
Eligible PI (eligible principal investigator) and Howard Hughes Member	Select the check boxes that apply. These are PeopleSoft Grants-specific fields that are maintained entirely on the PeopleSoft Grants table through the Professional Data page.
Workflow Eligible	Select to make the person eligible to receive the worklist during the Proposal approval process. This field can be overwritten at the Proposal level.
Pre Award Administrator	Select to make the person the primary contact during proposal preparation.
Ethnicity	Click to select the person's ethnic background or affiliation.
Conflict of Interest and Date Certified	If you select the Conflict of Interest check box, select the date of any available certification that you obtained to cover the conflicts.

Storing Professional Job and Employment Data

Access the Job Data page (Grants, Professionals, Job and Employment Data).

Enter all the employee's job and compensation data. Most job data comes from an interface with the human resources database, so you don't have to set it up again in PeopleSoft Grants.

Note. If you add an employee to the PeopleSoft Financials system through the Grants, Professionals, Annual Rate navigation, the job data can be edited. The Monthly Rate, Hourly Rate, Currency, Compensation Frequency, and Compensation Rate fields are hidden. For the employee information that came over to the PeopleSoft Financials system from HR, Annual Rate, Monthly Rate, Hourly Rate, Currency, Compensation Frequency, and Compensation Rate are not fields that can be edited.

Employee Classification	Select how the institution classifies the employee. Values are Administrator, Consultant, Faculty, Laboratory Technician, and Student.
Effective Sequence	Enter a number to establish the sequencing scheme for the data that you are entering. For example, if this is the first employee record, enter 1 or 10.
Action and Reason Code	Select an action to indicate why a change in job status occurred. Values may include Assignment, Data Change, Family Change, Job Reclassification, Layoff, Pay Rate Change, Probation, Promotion, Retirement, Short Term Disability with Pay, and Termination. Associated with each action is a list of codes that explain the reason for taking the action. Select a reason code.
Unit	The business unit that you select here determines the tableset sharing that is associated with the employee and controls the prompt tables and values for the Department, Job Code, and Location fields throughout the system.
Currency, Compensation Frequency, and Compensation Rate	Enter or select the frequency, rate, and currency in which the employee gets paid.

Storing Professional Employment Data

Access the Employment page (Grants, Professionals, Job and Employment Data, Employment).

Enter all of the employee's employment information. Nearly all employment data comes from an interface with the human resources database, so you don't have to set it up again in PeopleSoft Grants.

Complete any information that is applicable to the employee.

Establishing Professional Advisors and Advisees

Access the Advisor/Advisee page (Grants, Professionals, Advisor/Advisee).

Enter the number of graduate, doctoral, and postdoctoral students that the professional advises or sponsors. Add information for each advisor or advisee that you want to list for the professional.

This page contains information about the people whom a professional advises and those who have advised the professional. Use the fields on this page for reporting purposes. Update information on this page as advisor and advisee relationships are established or modified. You can enter as many rows as you need for advisors and advisees.

Graduate Students Advised	Enter the number of graduate students that the professional advises.
Doctoral/Post Doc Sponsored (doctoral and postdoctoral sponsored)	Enter the number of doctoral and postdoctoral students that the professional advises.
Seq Nbr (sequence number)	Enter a number by which you want to sequence the entries.
Type	Advisee: Select whether the person that you are adding in the row is advised by the professional. Advisor: Select whether the person acts as an advisor to the professional.
Advisor Role	Select the item that best describes the advisor role. Values are Academic, Doctoral/Postdoctoral, Graduate Student, Other, and Research.
Institution	Select or enter the name of the institution that is associated with the person whom you are entering in the row.

Storing Professional Collaborations

Access the Collaboration page (Grants, Professionals, Collaboration).

Enter information about the people whom the professional has collaborated with on books, articles, reports, papers, patents, copyrights, software systems, or other projects.

Professionals can have multiple collaborators. Collaborators can be internal or external to the institution.

Sequence

The system assigns a number, but you can modify it if necessary (this would affect the order in which the collaborators appear on the proposal).

Note. Modifications to the system-assigned numbers may disrupt the auto-numbering sequence that Oracle delivers with the system.

Type

Select the type of collaboration. Values are Article, Book, Paper, Patent, Proposal, Report, Research, and Software System.

Start Date and End Date

Select the start and end dates of the collaboration. These dates may be the same if the collaboration took place over a one-day period.

Establishing Professional Educational Information

Access the Education page (Grants, Professionals, Education).

Select each type of degree that the professional earned. Complete all the date information and then either select or enter the schools that the professional attended. If the professional has an academic advisor, enter that information as well.

For completed degrees, information entry is a onetime-only process. You can modify degrees that are in progress. Professionals can have multiple degrees.

Graduated	Select to designate whether the individual graduated.
School	If no values are available to select from in the School Code field, enter the name of the school that the professional attended.

Note. Degree Earned, Major Code, School Code, Country, and State are all fields that prompt from tables that are copied from the human resources system. You cannot update these entries within PeopleSoft Grants.

Establishing Professional Experience

Access the Experience page (Grants, Professionals, Experience).

Enter the name of the professional's employer. For each employer, select or enter the country, state, city, start date, end date, telephone information, and ending job title. You can continually modify information on this page as needed.

Establishing Professional Honors and Awards

Access the Honors and Awards page (Grants, Professionals, Honors and Awards).

Honor/Award

Select an honor or award. Values come from the Honor/Award control table.

Date Received

Select the date that the honor or award was received. The same honor or award can be awarded by multiple grantors, but not on the same date.

Grantor, Reason Conferred, and Comment

Enter the person or institution that granted the honor or award, the reason that it was conferred, and any comments.

See Also

Establishing Proposal Controls

Establishing Professional Key Words

Access the Key Words page (Grants, Professionals, Key Words).

Key Word

Select the key words that you want to associate with the professional. Use key words to track professionals by subject. Professionals can have multiple key words.

See Also

Establishing Professional Language Proficiency

Access the Languages page (Grants, Professionals, Languages).

Select as many languages as necessary to describe a professional's linguistic competencies, and then specify the level of competency for speaking, reading, and writing each language.

Native	Select if the professional was born or reared in a country where the language is primarily spoken (for example, if the professional was born in Spain, Spanish is probably that person's native language).
Translator	Select if the professional can translate the selected language into the native language.
Speak, Read, and Write	Select High, Low, or Moderate to indicate the professional's proficiency to speak, read, or write the language.

Establishing Professional Licenses and Certifications

Access the Licenses/Certifications page (Grants, Professionals, Licenses/Certifications).

License/Certif Code (license or certification code)

Select a license or certification code from the list. You must first establish the values for this field in the Memberships Associations control table during setup.

License Verified

Select to indicate that you have verified the license.

Renewal in Progress

Select to indicate that the professional is renewing the license or certificate.

Establishing Professional Memberships

Access the Memberships page (Grants, Professionals, Memberships).

Organization

Select an organization from the list. You must first establish the values for this field in the Memberships Associations control table during setup.

Issue Date

Select the date that the professional's membership in the organization became effective.

Memb./Assoc. Type (membership or association type)

Enter the type of membership or association, such as Honorary Member.

Position Held

Enter the position that the professional held with the organization. Professionals can have multiple associations, memberships, and positions within the organizations.

Begin Date and End Date

Select the begin and end dates for the position that the professional holds or has held.

See Also

Establishing Professional Names

Access the Names page (Grants, Professionals, Names).

A professional's primary name is stored on the Professional Data page. The name that a professional prefers to use on a proposal may not match the professional's name in the human resources database. Use this page to enter the name that should appear on the proposal.

Select the name type and effective date, and then enter the name of the professional that should appear on the proposal.

Establishing Professional Publications

Access the Publications page (Grants, Professionals, Publications).

You can modify this page each time a professional writes a new publication. This page maintains a complete bibliography for each professional who is in the system. When you prepare a proposal, you can select some or all of the listings for inclusion.

Publication ID

Select a publication from the list. For a publication to appear in the list, you must first establish the values for this field in the publication control table during setup. You can enter multiple publications for each professional.

See Also