How to Use the Electronic Proposal Repository Service

Go to EPRS.

• To create a proposal package, the UCSD proposal number must already exist. Find out How to Get a UCSD Proposal Number.

Note: You must have a valid user ID to access this tool. See How to Get a User ID (Business Systems) to obtain a user ID.

1. To see a list of available proposal logs for a particular principal investigator (PI):
   • Type the name in the field. (Use the format Last Name, First Name.)
   • Click the Find button.
   • Select the correct PI using the drop-down list.
   • Click Submit.
2. To create or edit a package for a specific UCSD proposal number, enter it next to UCSD Proposal Number:
3. Click Submit.

Didn't find your PI? Only PIs in the Payroll Personnel System (PPS) will be included in the search. If the PI has a pending appointment with UCSD, contact your contract and grant office to get a UCSD proposal number.

1. On the top half of the screen, you'll see all existing proposal packages for the PI or UCSD proposal number you entered.
   • To edit an existing proposal package, go to step 5.
2. On the bottom half of the screen, you'll see all existing proposal logs for the PI or UCSD proposal number you entered.
   • To create a new proposal package, go to step 4.

1. Select the Create button next to the UCSD proposal number.
2. On the "Package Details" screen, you'll see the following fields:
   • Principal Investigator: This will carry over from the first screen.
   • Submitting Office: The choices are OCGA, Health Sciences, or Scripps Institution of Oceanography.
   • Package Status: You cannot change this at this time.
   • Package Description: This field is optional but recommended.
   • Correction Number: This is used by central offices only.
   • C&G Reviewer Email: Enter the central office reviewer’s e-mail address here. Refer to the current staff assignments maintained by OCGA.
   • PIN: Enter a 4–12 digit PIN. This field is mandatory.
   • Verify PIN: This field is also mandatory.
     • Important: Make a note of the PIN and share only with others working on the proposal.

1. Enter the PIN for that proposal package, and click Verify PIN.
2. You can edit the following fields:
   • Submitting Office: The choices are OCGA, Health Sciences, or Scripps Institution of Oceanography.
   • Package Status: The choices are "Preparation," "Ready for C&G to Review," and "Ready for C&G to Submit."
   • Package Description: You can edit the description here.
   • C&G Reviewer Email: You can edit the central office reviewer email here.
3. Select the Save button at the bottom of the screen to save your changes.
4. You can also edit file attributes from this screen; go to step 9.

If you don't know the PIN, click Email PIN. The PIN will be e-mailed to the package creator.

1. You can add files to the proposal package in "create new" or "edit" mode.
2. From the "Package Details" screen, select the Add file button at the bottom of the screen.
3. On the Add File screen you'll see the following fields:
   • Package Creator: This will display the package creator's name.
   • UCSD Proposal No: This will carry over from the first screen.
   • File Status: This will default to "Preparation". You can change it to "Ready for Review" if you want to review files individually. (This is optional).
   • Comments: Enter a description of the file (this is mandatory).
   • Upload File: Click the Browse... button to upload files from your local desktop. Files will be scanned for viruses before uploaded into the system.
   • Content Type: Select a content type from the drop-down list.
   • Select Add on the bottom of the screen.

1. To modify exisiting files in a proposal package, you must check them out first. To check out a file, click the Check Out button next to the file. If the file is available:
   • Click the Confirm button.
   • The file will be downloaded to you local computer.
   • Tip: If you are using Internet Explorer and have problems displaying PDFs, try the following:
     • Make sure pop-up blockers are disabled
     • Upgrade to the latest version of Adobe Acrobat Reader
     • Upgrade to IE 7 or use a more standards-compliant browser such as Firefox or Netscape
2. If the file is already checked out:
   • Click the Actions... button and select:
     • Notify Me: You'll receive an e-mail when the file has been released.
     • Safe Release: An e-mail will be sent to the person who locked the file asking them to release it. If no action is taken by that user, it will be released after 2 hours.
     • Emergency Release: The file will be immediately released, and any changes made by the user who checked out the document will be lost. Use this option only when absolutely necessary.

Note: You should create a folder on your computer for each proposal package and always download files to that folder.

1. After making changes to the file, make sure you check it back in. (The process is the same as for adding a file.)
2. On the "File Details" screen, you'll see the following fields:
   • Package Creator: This will display the package creator's name.
   • UCSD Proposal No: This will carry over from the first screen.
   • File Status: This will default to "Preparation." Change it to "Ready for Review" if you want to review files individually (optional).
   • Comments: Enter a description of the file (mandatory).
   • Upload File: Click the Browse... button to upload files from your local desktop. Files will be scanned for viruses before uploaded into the system.
   • Content Type: Select a content type from the drop-down list.
   • Select Checkin File on the bottom of the screen.
3. You can also select Release Lock to check the file back in without uploading it.

1. From the "Package Details" screen, click on any File Name.
2. You are now on the "File Edit" screen where you can edit the following fields:
   • File Status: This will default to "Preparation." Change it to "Ready for Review" if you want to review files individually (optional).
   • Comments: Enter a description of the file (mandatory).
   • Content Type: Select a content type from the drop-down list.
3. Select the Save button at the bottom of the screen to save your changes.
4. Select the Delete button to delete the file from the package.

Note: You can only edit file attributes for available files. If the file says Actions... in the "Edit" column, that file is checked out by another user and cannot be edited.

1. Go to the "Package Details" screen.
2. When the proposal is ready for review, select Ready to Review from the "Package Status" drop-down list. This will generate an e-mail to the contract and grant reviewer that the proposal is ready for review.
3. When the proposal is ready to be submitted, select Ready to Submit from the "Package Status" drop-down list. This will generate an e-mail to the contract and grant reveiwer that the proposal is ready to be submitted.

Note: Once you change the status to "ready for review" or "ready to submit," the contract and grant reviewer will get an email notification every time you save the package.