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PIE OnBase Transition

Learn about the PI Eligibility OnBase Transition.

To improve the efficiency of research at UC San Diego, we are moving the PI exception process to an electronic platform. Starting June 15, 2020, all PI Exception requests (PIE) should be submitted through OnBase. This website provide details on the transition, training opportunities, and resources to use the new system.

Background

With the implementation of Kuali Research (KR), PI eligibility is now critical criteria and any PI exception requests must be approved prior to proposal submission. To make the exception process more efficient, Office of Research Affairs worked with VCHS Research Service Core to transition the paper-based process to OnBase. With the transition, we were able to automated some of the approvals, delegate select requests to Department Chairs, and make the blanket request process more transparent. 

Benefits of OnBase:

  • Smart form: built-in workflow based on VC area, automatic routing for approval, and email notifications
  • PI Eligibility Check: immediate confirmation of automatic and conditionally eligible title codes
  • Autofill & Lookups: pulls proposal data from KR and appointment data from data warehouse
  • Form Status Transparency: Tableau report of status of all PIE forms

Additional Process Efficiencies: 

  • Conditional Requirements: Some title codes are automatically eligible when they meet certain conditions. These include, Adjunct Professors with appointments greater than zero percent, Clinical Professors with appointments 50% or greater, and Project Scientists proposed as Co-PI with eligible PIs. The previous process required completion of a PIE request to make certain the conditional requirements were met. Now, in OnBase, with minimal form completion, the system will recognize the conditional requirement to serve as PI is met.
  • Delegated Authority: Chairs are delegated authority to approve normal PIEs for Assistant Project Scientists to serve as sole-PI.
  • Blanket Requests: To reduce multiple PIE requests and eliminate proposal submission delays, we encourage certain employees to submit blanket requests and allow the approved blanket exceptions to be valid for a longer periods of time (up to two fiscal years assuming no change to title code). Assistant Project Scientists are encouraged to use Blanket Requests. 

Timeline

ePIE-Timeline.png

Pilot Phase: March – June 15

Participating Pilot Units:

  • Qualcomm Institute (Campus)
  • San Diego Super Computer Center (Campus)
  • Research Service Core (Health)
  • Psychiatry (Health)
  • Climate, Atmospheric Science, and Physical Oceanography (SIO)
  • Marine Physical Laboratory (SIO)

Pilot Unit Responsibilities:

  • March/April: Attend hands-on training
  • Submit PIEs through OnBase Production
  • Test using OnBase QA
  • Ask questions
  • Submit feedback: pulse surveys, Pilot Wrap survey, May meeting, email

Campus Rollout: June 15

Training Schedule

OnBase PIE Demos

Demonstrations of the new form and process will be held:

  • Monday, February 24, 2020; 1-2p and 2-3p; MET MedEd-204
  • Tuesday, February 25, 2020; 1-2p; MET MedEd 307
  • Wednesday, February 26, 2020; 1-2p; MTF 175
  • Thursday, February 27, 2020; 1-2p; MTF 175
  • Friday, February 28, 2020; 1-2p; ZOOM

Pilot Training Sessions

To gain access to create forms in OnBase, department personnel will first need to attend a training. The April virtual training schedule is below. Sign up information will be emailed to pilot participants.

  • Tuesday, April 14, 10-11:30a: SDSC
  • Thursday, April 16, 10-11:30a: Psychiatry
  • Thursday, April 16, 1-2p: OCGA
  • Friday, April 17, 10-11a: HS SPPO
  • Wednesday, April 22, 10-11:30a: RSC Group 3
  • Thursday, April 23, 10-11:30a: RSC Group 2
  • Friday, April 24, 10-11:30a: SIO C&G, CASPO, MPL
  • Friday, April 24, 1-2:30p: RSC Group1
  • Wednesday, April 29, 10-11:30a: Qualcomm Institute

Campus Training Sessions

Please register for one of the below hour-long campus training sessions.

  • Wednesday, May 20, 2020 11:30 AM   
  • Thursday, May 28, 2020 10:00 AM   
  • Monday, Jun 1, 2020 01:00 PM
  • Thursday, Jun 11, 2020 10:00 AM

Additional Training Opportunities

We would like to offer as much support through this transition as possible. Please contact piexceptions@ucsd.edu if you would like to schedule additional trainings in your unit. We can also provide individualized trainings for any interested Department Chairs, ORU Directors, or faculty members.

OnBase Demonstrations

Below are recorded demonstrations of how to use the OnBase PIE form. These are from past trainings during our pilot and campus rollout. While some demonstrations include examples specific to certain Vice Chancellor areas, all videos provide useful information for staff in any unit.

OnBase Training & Demo: Phase II training with a demonstration of the OnBase PIE form (44 minutes)

OnBase Demo - Health Sciences: demonstration of the OnBase PIE form with examples from Health Sciences (22 minutes)

OnBase Demo - SIO: demonstration of the OnBase PIE form with examples from SIO (27 minutes)

Resources

Below are resources to help navigate the electronic PIE process.

End User Manual: provides detailed instructions for completing the form and routing it for review and approval. 

Training Presentation: slides from the training

PI Exception Blink Site: provides information about PI eligibility, common types of requests, and strategies for minimizing administrative burden.

OnBase access: After attending a training, email Alan Perez (alp043@health.ucsd.edu) to request access to OnBase Production. Access is only necessary for form initiators (fund managers and department personnel).

Email Support

Policy Questions: piexceptions@ucsd.edu
Technical Questions: http://hsrsc.ucsd.edu/help/ 
For additional information contact: piexceptions@ucsd.edu.