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EPD - What You Need to Know

Find General Information about Electronic Proposal Development (EPD).

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Six Things to Know About EPD

  • Replaces Proposal Log, RES, PI Assurance and Lobbying/Debarment Forms
  • Electronic routing and approval replaces ink signatures
  • Repository for all proposal documents
  • Web-based system that allows 24/7 transparency into the record, online collaboration and remote access
  • SPO Analysts still submit according to sponsor requirements (via Fastlane, Grants.gov, etc.)
  • EPD controls access to proposal records so that only those designated on that particular proposal within the appropriate department (such as PIs and Co-PIs and designated administrative staff) will be able to view the record.

What types of Proposals will be entered into EPD?

  • All Proposals Types
  • Clinical Trials (PI Initiated and Sponsor Initiated)
  • Program Project Grants (PPGs) and Program Center Grants
  • Fellowships WILL NOT be entered into EPD

Fund Managers/Proposal Preparer Information

  •  You will no longer need to go to Proposal Log to get a UCSD Proposal Number
    • Once you create an EPD Record a proposal number will be automatically assigned when you save the record
  • You will no longer need to fill out a RES Form
    • RES Form information will now be entered directly into the EPD system
  • You will no longer have to print out/mail or send emails and attachments to those needing to review and approve
    • All proposal related documents will be uploaded to the EPD record (in addition to any sponsor systems) so that anyone named on the proposal can easily see all the proposal related documents attached to the EPD record for easy routing, review and approval in real time
    • Documents can also be easily updated with new versions even during routing
  • You will use the EPD electronic approval routing to obtain “signatures"
    • Once a proposal is ready for review automatic routing and notifications make it easy to access the record and approve the proposal in real time
  • Before submitting the proposal packages (per the sponsor requirements and within the sponsor deadline) SPO analysts will use EPD to conduct their review (make sure you are adhering to each offices timely submission guidelines to ensure enough time for review and submission).
  • EPD proposals will serve as an institutional proposal record of what has been submitted to the sponsor
    • Once a proposal has been marked as “submitted” the record will still be easily accessible and can even be copied for additional submissions



EPD Clinical Trial Training (OCTA & OCGA)

The next EPD Clinical Trial Training presented by OCTA and OCGA is August 8th, 2017 11:00 a.m. -1:30 p.m. at the eRAP Training Room (301 University Center Room 135). RSVP at octa@ucsd.edu

Note: EPD Online Training is a pre-requisite for attendance - contact eraphelp@ucsd.edu for further instructions about EPD Online Training.

MSO/DBO/CAO Information

  • MSO/DBO/CAOs named on proposals will start receiving emails requesting:
    • Administrative Department Head Approval of the proposal to be submitted to the sponsor (during proposal routing)
  • MSO/DBO/CAOs must either approve or reject the proposal
  • MSO/DBO/CAOs will need a business systems login to access the EPD system in order to perform the approval or rejection
    • If you don’t know your business systems login or are not sure what it is visit Business Systems for assistance
    • All proposal documents will be uploaded to the EPD record for one-stop review

Chair Information

  • Chairs named on proposals will start receiving emails requesting:
    • Academic Department Head Approval of the proposal to be submitted to the sponsor (during proposal routing)
  • Chairs must either approve or reject the proposal
  • Chairs will need a business systems login to access the EPD system in order to perform the approval or rejection
    • If you don’t know your business systems login or are not sure what it is visit Business Systems for assistance
  • All proposal documents will be uploaded to the EPD record for one-stop review

PI Information

EPD controls access to proposal records so that only those designated on that particular proposal within the appropriate department (such as PIs and Co-PIs and designated administrative staff) will be able to view the record.

  • PIs and Co-PIs named on a proposal will start receiving emails requesting:
    • PI Certification of Participation and Approval of the proposal to be submitted to the sponsor (prior to proposal routing)

 

  • Only PIs and Co-PIs named on a proposal will need to Certify and Approve
    • This is true even if your department has not started using EPD yet
  • PIs and Co-PIs will need a business systems login to access the EPD system in order to Certify and Approve
    • If you don’t know your business systems login or are not sure what it is visit Business Systems for assistance
  • All proposal documents will be uploaded to the EPD record for PIs one-stop review
  • Although EPD keeps your proposal private, additional access can be granted on a proposal by proposal basis if needed

Campus Rollout and Onboarding Plan

For a list of departments and dates, visit the Rollout Schedule page

Methodology

  • Average volume units first
  • Very Large and Complex units next
  • Very Low Volume units last
  • Units will be onboarded in phased ‘Waves’
  • An academic specific outreach plan is being spearheaded by Sandra Brown and Marianne Generales to ensure proper outreach to Faculty and PI’s

Rollout Candidate Selection Team

  • Karen Andrews (Physics)
  • Alma Palazzolo (San Diego Super Computer)
  • Patty Camacho (Neurosciences)
  • Anne Footer (Marine Physical Laboratories)
  • SPO Office Directors from OCGA, SIO-OCGA, HS SPPO, OCTA

Additional Information

  • There will be ongoing and advanced outreach to prepare units for rollout and onboarding
  • EPD Team will meet with units individually to identify potential users and determine levels of access
  • Dedicated training (in-class hands on, online modules, online help site and more) will be offered
  • There is a dedicated Help Desk (answer questions by phone, email and ticketing system, track bugs, enhancement requests and identify additional training topics)

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