Synopsis
SPS allows users to upload and access documents in SPS. You can accomplish this by opening the Proposal window, clicking on "Actions" and then clicking either "Upload Internal Documentation" or "View Internal Documentation." The types of documents/files that can be attached to a proposal are: PDF, XFD, JPEG, DOC, XLS, and RTF.
To better coordinate document exchange between ORS and departments, please follow these procedures below.
PreAward Procedure
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PROCEDURE: ROLES AND RESPONSIBILITIES
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Proposal Review Process:
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DEPT
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:: During the proposal review process, instead of emailing, faxing or hand-delivering documents please start uploading the following documents into SPS whenever possible.
- Scan of signed DPAF
- Scan of completed and signed Cost-Share Form (if required for proposal)
- Subcontract package as a single document (Letter of endorsement, statement of work, budget with justification, and Subrecipient Checklist Form I)
- Any required sponsor forms (signature pages, certifications and representations, etc…)
- Grants.Gov Pure-edge or Adobe package
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DEPT
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:: Notifies AD/P that documentation is available in SPS
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ORS
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:: Upon completion of proposal review, AD/P will upload scanned documents to SPS for retrieval by departments, including documents such as signature pages, letters of endorsement, and other required documents for which an original copy is not needed.
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| Just-in-time/Award Acceptance Process: |
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DEPT
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:: During the NIH Just-in-Time process and the award acceptance process for other sponsors, Dept should upload the following documents into SPS whenever possible:
- Any required NIH JIT documentation
- Revised budgets (on sponsor's budget form if original application was submitted on that form)
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DEPT
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:: Notifies AD/P or AS that documentation is available in SPS
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ORS
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:: Upon completion of proposal review, AD/P will upload scanned documents to SPS for retrieval by departments, including documents such as signature pages, letters of endorsement, and other required documents for which an original copy is not needed.
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DOCUMENTATION: OFFICES OF RECORD
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ORS
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:: Keeps printed copies of documentation as SPS is not meant to be a permanant record
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PostAward Procedure
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PROCEDURE: ROLES AND RESPONSIBILITIES
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DEPT
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:: During the NIH Just-in-Time process and the award acceptance process for other sponsors, Dept should upload the following documents into SPS whenever possible:.
- Any required NIH JIT documentation
- Revised budgets (on sponsor's budget form if original application was submitted on that form)
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ORS
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:: AS will scan and attach the New Award Memo and the Award Documentation and notify Dept that the award documents are available for your files.
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DOCUMENTATION: OFFICES OF RECORD
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ORS
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:: Keeps printed copies of documentation as SPS is not meant to be a permanant record
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