Research Administration

Principal investigators, department chairs and departmental grants administrators can upload documents to the records they have access to within the system.

Yes. Principal investigators will have access to all records  on which they are listed as  the Contact PI.  Department grants administrators will have access to records associated with their assigned departments. 

You can delegate someone with Investigator access to Sponsored Projects or Subawards to view or edit your records. Individuals with department administrator roles in the system will automatically have access to any proposals that have been associated with those departments. For example, if the proposal has been initiated and the department is OBGYN, and you are assigned to OBGYN as the department administrator within InfoEd, you automatically have access to all proposals initiated under OBGYN. 

Yes. The budget will be entered directly into InfoEd and you will have the ability to export the budget to share with others who do not have access to the record in InfoEd. 

To initiate the proposal within InfoEd, you must have the role of a PI or department administrator in the system. When an Intent to Submit is entered, an email notification will be sent to the PI, and that PI’s preaward analyst in OSP and department grants administrator. The email includes general information related to the proposal including the record number that can be used to find the proposal in InfoEd.

All proposals, regardless of sponsor, will be initiated in InfoEd.  There is a drop-down menu in the Intent to Submit to select a system-to-system or a manual submission. The manual process will be used for submissions to foundations and other non-grants.gov sponsors.  You will use InfoEd to enter the budget and upload the final documents submitted to the sponsor for these submissions.

You will submit the documents and budget that you are sending to the prime institution using the manual submission option in InfoEd. The budget will be entered into InfoEd and you will have the ability to export the budget to share with the Prime. In addition, you will attach the key documents required by the prime for Preaward to review.

Yes. A department can identify as many grants department administrators for their department as needed.

The PI and department grants administrator(s) will receive notifications during workflow processes that will require action from someone within the department. The PI, department grants administrator(s), and department chairs will receive informational and action required emails throughout the submission routing process to require the approvals.

If you are the department grants administrator you will receive notifications of the just-in-time request when the PI is notified. 

You are describing a manual submission and it does not allow for system-to-system validation functionality and will not cause errors in submitting to OSP (Office of Sponsored Programs).

Yes. You can search for records for the departments you are assigned to and look via PI name, award number, proposal status, sponsor, etc. There are many ways you can search for a record. See our step-by-step guide about navigating the Sponsored Projects Module in InfoEd.

No. You will continue to submit those as you have in the past. 

Yes. When you submit the proposal for pre review, if you are submitting it on behalf of your PI, it will route to the PI electronically in the system for them to electronically approve it, and they will have the same certification text that they are currently signing now on the routing form. Once it has been approved by the PI, it will route to the department chair or their delegate to approve and signoff on instead of the former PDF routing form.

At this time, the RPPR process will still be managed outside of InfoEd, as the system only communicates with grants.gov and it does not currently communicate with Commons.

Yes.  PIs,department chairs and department grants administrators are required to complete training before receiving access to the InfoEd Sponsored Projects and Subaward modules. Department grants administrators will need to attend instructor-led training via MS Teams. The training schedule and registration is available online.  Faculty  need to complete the InfoEd for Faculty Electronic Grants Management training available in UTMB Learn.    

No. You still need to complete the appropriate cost sharing and the F&A waiver forms through the current web form process. You will be asked to upload a copy of the approved PDF under the OSP Questionnaire tab in InfoEd. 

The department grants administrator should complete and submit the Sponsor Entity Request form.  Allow 2 business days for the sponsor to be added to InfoEd.

Department grants administrators should complete the Add New Sponsor Contact form. Allow 2 business days for the contact information to be added to InfoEd.

To gain access to InfoEd you need to complete the InfoEd training appropriate to your roll (faculty or department grants administrator). Once complete training, ask your trusted requestor to submit a Tivoli request for access. If you have questions about what kind of access you need, talk to your preaward analyst. 

If it will be a multi PI with PIs from different departments, you will add their departments under the Associated Departments field.  However, if it is a UTMB faculty listed as key personnel from a  department different from the PI, use the new Collaborating PI Approval form for the collaborating departments to approve their faculty members' involvement on the project.  Upload the completed form in the UTMB Questionnaire. For guidance, see instructions for completing the form.

To do an initial 5% increase to a person's salary you will have to adjust this Annual Salary on the appointment tab under the details.  The auto-populated salary is editable and will allow the desired salary to be entered manually.  Once saved, you will need to go back to budget detail and the update will be visible. You must enter the person months and click save to see all the reflected changes. Remember, InfoEd automatically selects the fringe category based on the IBS pulled in from PeopleSoft, if the IBS is altered you will need to verify the correct fringe category for the new salary is selected.

There is a drop-down menu under the Fringe Benefits box on the appointments screen (see screenshot). Select from this list to change the fringe category.

No. InfoEd will convert documents to PDF for you when you upload them if you select the option. In addition , InfoEd will flatten the documents before sharing with the sponsor.  We recommend opening all of your uploaded documents in the submission to ensure they appear the way you want them to prior to submission. 

The record access is limited to those who have been given access to the records. This is the PI for the record, anyone the PI delegates, the department chair and department personnel who assist PIs with their proposals. To note proprietary/privileged information, select YES to Question 2 on the Other Project Info screen.

If you have been notified that an application was not funded, or eRA Commons shows the application was not discussed, please reach out to your Preaward Analyst to update the status in InfoEd if it has not already been changed.

Yes, InfoEd is configured to automatically calculate based on the salary cap if the base is above the cap.  It will include the actual salary in the budget on the screen, but the budget provided to the sponsor will take into account the salary cap cost sharing and not include budget above the cap.  

More than one person has access to the record, but the person who was in there first will have the edit rights to be doing the work. If someone tries to access it, they will be able to view what has been completed so far but will not be able to make edits until the original person has closed the record.

Yes. The changes get made across the fields in the proposal. You do no need to manually make those edits across all forms.

No. You can adjust the date or sponsor or any items to reuse if the PI decides later to make the submission.  OSP will monitor abandoned proposals and update the system. 

The notifications will be sent to anyone who has been assigned as a department grants administrator for that department, and any delegates the PI has assigned to receive email notifications. On the delegation screen there is a question about being copied on all communications.

Yes. They will need training to get access to the system, and to learn how to complete approval requests when they are routed through the system.