Current OSP Procedures - Electronic Research Administration

On Monday, March 21, Lars met with Bill, Vickie and Eric to discuss the data and work flows of their department. The image below represents a propsal moving through the department.

OSP Proposal Data Flow

This image is the first cut and is subject to review and revision.

step	explanation
1	proposal begins by being hand delivered to the receptionist at the OSP. At this point the proposal has already been through approval processes of the associated departments and colleges. The proposal is in the form of an original and two copies. The receptionist attaches a log sheet and passes the proposal on to the next stage.
2	A proposal waits in the rack for a Grant Proposal Specialist (GPS) to pick it up. The act of picking it up assigns the proposal to that individual specialist. The proposal are usually picked up by priority based on deadline. However, there is also division of labor based on type of proposal and experience of the GPS.
3	ReadyForChecklist expansion The GPS then reviews the proposal looking for mistakes, inconsistencies, omissions or other problems as outlined by a checklist. The proposal may spend some time at this stage as the GPS may need to get additional information from the Principle Investigator (PI), the sponsoring agency, the departments involved and/or the associated colleges. Once the proposal has passed the check list, it is passed onto the next stage.
4	The proposal is physically placed in a rack to wait retrieval by the director.
5	The director may apply additional acceptance criteria before signing it and passing it on.
6	Returning to the receptionist, the proposal has been accepted. The receptionist splits the copies, returning one to the PI, passing one onto the Contracts Office and placing one into storage at the OSP.