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ePD Lite User Guide for version 4.5.1
July 1, 2014
1 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
Final Approval &
Submit to Sponsor Central Office Quick Guide
ePD Lite User Guide for version 4.5.1
July 1, 2014
2 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
Table of Contents Final Approval & Submit to Sponsor ............................................................................................................. 3
Lite............................................................................................................................................................. 3
Premium .................................................................................................................................................... 6
Log into Premium .................................................................................................................................. 6
Log Out ................................................................................................................................................ 11
Submit to Sponsor ............................................................................................................................... 12
Next Steps ................................................................................................................................................... 17
ePD Lite User Guide for version 4.5.1
July 1, 2014
3 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
Final Approval & Submit to Sponsor Once a proposal record has been reviewed and approved by all appropriate department representatives it is time for the Central Office SPO Analyst to issue a final approval and submit the proposal to the sponsor. It is important to remember that ALL proposals will continue to be submitted outside of the ePD System per current business practices. For example: NSF proposal will still be submitted via Fastlane. However, because the ePD Record is acting as an electronic RES form and utilizes electronic routing to facilitate eSignature and provide a central repository for all proposal documents, the proposal record will still need to be ‘Approved’ and ‘Submitted’ by the Central Office in order to create an Institute Proposal (IP) record. There are 2 ways that the SPO Analyst can complete these actions:
• ePD Lite • ePD Premium
Lite Access the proposal record that needs to be ‘Approved’ and ‘Submitted.’ This can be done via the notification Email or by going directly into the record from the ‘Proposals In Progress’ list. Once under ‘Approval Routing’ you will be able to see past approvals and comments and you will be able to see that the proposal is now at your stop waiting for an approval. Next, click ‘Approve.’
ePD Lite User Guide for version 4.5.1
July 1, 2014
4 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
You will be directed into the approval screen where you can add any relevant approval comments. To add your comments, type them in the ‘Add Comments’ text box, then click 'Add.’ Clicking ‘Approve’ in Lite will complete both the ‘Approve’ and ‘Submit’ function and will create an IP record.
Once you click ‘Approve’ a message will appear giving you the IP record number (commonly referred to as the ‘UCSD number’). This number will be used in the IP module of Coeus. Click ‘OK’ to the prompt.
ePD Lite User Guide for version 4.5.1
July 1, 2014
5 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
An automatic notification will be sent to the Aggregator of the proposal. • IP Record Created – Notifies the aggregator that the proposal has been approved by the SPO
Analyst/submitted to the sponsor and contains the IP or ‘UCSD’ number.
IP Record Created
ePD Lite User Guide for version 4.5.1
July 1, 2014
6 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
Notice that the proposal has now been moved from the ‘Proposals In Progress’ dashboard to the ‘All Proposals’ dashboard.
Premium
Log into Premium There are 2 ways to access the ePD Premium System:
• ePD Premium Icon installed on your desktop • Via ePD Lite
Via the Desktop Icon Double click on the icon
Wait while the application is being downloaded.
ePD Lite User Guide for version 4.5.1
July 1, 2014
7 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
Enter the your Single Sign On (SSO) business systems username and password to log in.
You will be directed to the ‘Welcome Screen.’ Click ‘OK.’
ePD Lite User Guide for version 4.5.1
July 1, 2014
8 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
Via ePD Lite To access the ePD Premium System via Lite first go to epd.ucsd.edu/coeus. Once you are directed to the login screen, use your Single Sign On (SSO) business systems username and password to ‘Login’ to the system.
ePD Lite User Guide for version 4.5.1
July 1, 2014
9 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
On the ‘Welcome Screen’ click on the ‘Launch Coeus Premium’ hyperlink.
A new browser window will open. Click on the ‘Launch Coeus 4.5’ hyperlink.
ePD Lite User Guide for version 4.5.1
July 1, 2014
10 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
At the bottom of the browser screen the following message will appear. Click ‘Keep.’
After you click ‘Keep’ click on the system bar to launch ePD Premium.
Once you click the system bar use the SPO test account username and password to log into the system.
ePD Lite User Guide for version 4.5.1
July 1, 2014
11 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
You will be directed to the ‘Welcome Screen.’ Click ‘OK.’
Log Out To log out of the system click ‘File’ then ‘Exit.’ Or simply ‘X’ out of the system using the ‘Red X’ located in the upper right hand corner.
NOTE: You can use this feature while working on a proposal – you do not need to exit the proposal in order to ‘Unlock’ it.
ePD Lite User Guide for version 4.5.1
July 1, 2014
12 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
Click ‘Yes’ to the prompt. If you do not want to log out click ‘No.’
Submit to Sponsor
Go to Maintain -> Proposal Development or click on the icon.
ePD Lite User Guide for version 4.5.1
July 1, 2014
13 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
Enter the ePD proposal number into the ‘Proposal Number’ search bar.
You can find the proposal number by looking at the notification Email you received.
ePD Lite User Guide for version 4.5.1
July 1, 2014
14 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
Or by using ePD Lite ‘Proposals In Progress’ and/or ‘Inbox.’
Click ‘Find’ to search for the proposal record in Premium.
ePD Lite User Guide for version 4.5.1
July 1, 2014
15 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
Double click on the proposal record to open it.
The proposal record will open and direct you to the ‘Proposal’ tab, which is equivalent to the ‘General Info’ screen in ePD Lite.
To complete the approval process and submit to sponsor go to Action -> Submit to Sponsor (there is no quick link Icon option for this action).
NOTE: ‘Submit for Approval’ is greyed out. Unlike Lite in Premium ‘Submit to Sponsor’ will also approve the proposal. The reverse is true in Lite.
ePD Lite User Guide for version 4.5.1
July 1, 2014
16 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
Once you click ‘Submit to Sponsor’ a message will appear giving you the IP record number (commonly referred to as the ‘UCSD number’). This number will be used in the IP module of Coeus. Click ‘OK’ to the prompt.
Once you click ‘OK’ another prompt will appear noting that the Proposal is not a Grants.Gov (System to system – S2S) candidate. Just click ‘OK.’
ePD Lite User Guide for version 4.5.1
July 1, 2014
17 | P a g e Copyright 2014 The Regents of the University of California. All Rights Reserved.
This time only 1 notification will be sent to the aggregator stating that the proposal has been ‘Submitted’ and containing the IP or ‘UCSD’ number.
Next Steps Once the proposal has been ‘Submitted’ complete any additional follow up and continue to conduct business practices in any additional Coeus modules like ‘IP’ and ‘Award’ as necessary.
