(PandA) Training

Report
PROPOSAL & AWARDS TRAINING
Proposal and Award
(PandA) Training
CONFIDENTIAL AND PROPRIETARY
Any use of this material without specific permission of UCAR-NCAR is strictly prohibited
PROPOSAL & AWARDS TRAINING
1
Topics / Agenda



PandA Introduction – Valerie Koch
Proposal Preparation and Submission - Valerie Koch
Contract Management – Gina Taberski
o
o






Direct Awards
Procurement
Financial Compliance – Anita Monk-Ryan
Salary Access Compliance – Valerie Koch
Break
PandA Overview – Valerie Koch
PandA Demonstration – Valerie Koch
Turn in Salary Access Form
PROPOSAL & AWARDS TRAINING
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PandA
A System That Meets a Corporate Need



The development team
put their heads together,
gathered lots of data
through user input,
considered all facets of
proposals from initial
development through
submission, and designed
a customized system to
meet the needs of UCAR.
PROPOSAL & AWARDS TRAINING
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A Comprehensive System for Managing
Proposals and Awards
PandA collects & stores data in a central database
 Proposal
o
o
o
o
o

Access to all proposal data in one central location
Document management
Online workflow and approvals
Robust budgeting tool
Proposal package generation tool for submission
Awards - currently under development
o
o
o
Pre-award actions
Deliverable and report tracking
Post-award actions
PROPOSAL & AWARDS TRAINING
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Why are we here today?
Required Training for Users of the Proposal and Awards
System (PandA)
 All Users of the PandA system are expected to know:
o
PandA will be the system for proposal preparation and
submission
•
o
o
Replaces Advance Notice
Responsibilities associated with your roles as Users
Relevant UCAR policies & procedures regarding:
•
•
Proposal preparation and submission
Contract management
–
–
–
•
Direct Awards
Procurement
Financial Compliance
Access to confidential salary information for proposal
budget preparation
PROPOSAL & AWARDS TRAINING
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PandA Access



Sign in for today’s training session
Return a signed salary access authorization form
Lab Administrator & NCAR B&P approval of role
PROPOSAL & AWARDS TRAINING
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PROPOSAL & AWARDS TRAINING
NCAR Proposal Policies
& Procedures
NCAR BUDGET AND PLANNING OFFICE
VALERIE KOCH
MANAGER, PROPOSAL OPERATIONS
CONFIDENTIAL AND PROPRIETARY
Any use of this material without specific permission of UCAR-NCAR is strictly prohibited
PROPOSAL & AWARDS TRAINING
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Topics
 NCAR as an FFRDC / Funding Sources
 Proposal Guidance / Requirements
o
NSF Cooperative Agreement Requirements
•
o
o
UCAR Proposal Policy
Sponsor Guidance / Requirements
•




President’s Advisory Committee for University Relations
(PACUR) Requirements
Rules Specific to NSF Proposals
Roles, Responsibilities, and Approvals
NCAR Proposal Web Page
Contacts
Questions
PROPOSAL & AWARDS TRAINING
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NCAR Funding
NCAR FY2013 Total Funds
$159.47M
NSF Special
Expenditures
10%
Non-NSF
Expenditures
34%
NSF Base Budget
56%
 NCAR is an FFRDC (Federally Funded Research & Development Center)
 Funding announcements may restrict FFRDC participation
PROPOSAL & AWARDS TRAINING
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NSF Coop Agmt Requirements

NCAR may use staff and/or facilities on outside funded
projects if activities:
o
o
Fall within the mission of NCAR
Do not utilize staff / facilities (HPC, planes, models, machine
shop, etc.) in an unfair manner
•
o


Do not impact NSF base activities negatively
NCAR cannot respond to competitive Federal RFPs that
would result in a Federal Contract with UCAR
NCAR required to provide NSF access to proposal info
o

Should not create an unfair advantage that would impact
universities or others from obtaining funding
Key proposal information, budget, and full proposal
NCAR is required to involve the university community
in a review of proposals (PACUR)
o
o
Review proposals in excess of $100,000
Retrospective review
PROPOSAL & AWARDS TRAINING
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NSF Cooperative Agreement
Requirements

NCAR PIs required to respond to a series of questions:
o
PACUR Criteria
•
•
•
•
o
Additional NSF Criteria
•
•
•
o
Explain how proposal is relevant to mission of NCAR
Identify facilities to be used and any unfair advantage
Explain how proposal is collaborative w/ university or supportive of
university community
Justify use of co-sponsorship (leveraging NSF base funding)
Reasons for seeking outside funding
Impact of project on NSF base program
Explanation for no university collaboration (community support
proposals)
PACUR and NSF responses required for ALL proposals
requesting funding
•
Regardless of $ Amount
What about MOUs and Unfunded Collaborations?
Required to collect/track key information, yet PACUR & NSF criteria not required.
PROPOSAL & AWARDS TRAINING
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PACUR Requirements
President’s Advisory Committee on University Relations

A committee of individuals from UCAR Member
Universities
PACUR performs a review of how well proposals adhere
to the agreed criteria
o
o
Review provides assurance that there is no unfair competition
Mechanism to encourage collaboration between NCAR & universities
•
•
•
•
•
Select a sample of proposals across all NCAR labs & collaboration levels
NCAR provides responses to criteria, budgets, & collaboration letters
PACUR writes report summarizing compliance of proposals &
recommendations
NCAR responds to report
Final report is presented to NSF, UCAR President and University Members

NSF reviews report for monitoring purposes
http://www.ucar.edu/governance/committees/urc/subcom.shtml
PROPOSAL & AWARDS TRAINING
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UCAR Funding Proposal Policy

UCAR Policy on Funding Proposals – section 5-6
o

All proposals for funding from government agencies,
universities, private foundations, individuals, industry, and
industrial associations are subject to an internal review and
approval process before submission. The proposed activity
must be designed to maintain the breadth and quality of
UCAR research and facility programs, promote the
coherence of the overall UCAR program, foster university
collaboration and interaction, and ensure a continuing focus
on agreed-upon institutional objectives. In seeking such
funding, UCAR must avoid unfair competition with the
university community and industry.
All NCAR proposals require:
o
o
Lab Director Approval
NCAR Budget and Planning Office Approval
PROPOSAL & AWARDS TRAINING
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Sponsor Requirements

Proposal requirements and guidance differ by
sponsor
o
Contact your
Lab
Administrator
and NCAR
Budget &
Planning early
in the process

From required content to specific margins and font to
submission method
Individual sponsor announcements also contain
unique requirements
o
o
Eligibility
Limited Submissions
•
o
Must coordinate submissions across UCAR
Budget Restrictions
•
Limitations on overhead or fee
–

Requires additional processes such as Cost Sharing, STORM
or UCAR Management Fee Waiver
RFPs have terms and conditions that must be
reviewed by Contracts prior to submission
PROPOSAL & AWARDS TRAINING
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Requirements for NSF Proposals

NCAR may submit NSF proposals in response to:
o
o
o
o
o
Program Solicitations (Solicited)
Program Announcements
Program Descriptions
Dear Colleague Letters
Requests from Program Officers
•
NCAR will not submit unsolicited proposals to NSF/GEO/AGS without
written permission from NSF
–
•
(Unsolicited)
Unsolicited research proposals to AGS are strongly discouraged
NCAR should contact AGS program manager concerning solicited
proposals sponsored by AGS
–
NCAR B&P will acquire approval from NSF
Unfunded collaborations do not require NSF approval
o
Maximum 2 month salary per year across all NSF Grants
•
•
•
o
PIs or Co-PIs (regardless of UCAR job category)
Ladder Track Scientists including Scientists I, II, III, Sr. Scientists
Anyone else listed as Sr. Personnel in proposal
Proposals in response to solicitations sponsored by AGS require a 2
page impact statement before submission
PROPOSAL & AWARDS TRAINING
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• Review sponsor
announcement &
confirm NCAR’s
eligibility and other
restrictions.
• Review budget and
PandA forms.
• Review PACUR
responses and
adherence to
criteria.
• Work with Lab on
necessary changes.
• Review final
proposal packet
against sponsor
guidelines.
• Approve final
proposals.
• Submission of NSF
FastLane proposals.
PROPOSAL & AWARDS TRAINING
Contracts
• Review sponsor
announcement.
• Prepare PandA
forms, PACUR
criteria & Budget.
• Work with B&P on
necessary changes.
• Prepare all sponsor
proposal
documents.
• Ensure proposal
follows sponsor
guidelines.
• Complete sponsor
electronic proposal
packages.
• Submission of final
hardcopy proposals.
NCAR B&P
Lab / Division
Proposal Roles and Responsibilities
• Review Terms &
Conditions if
required (RFPs &
BAAs).
• Work with B&P &
Lab/Division on RFP
documents.
• Submission of
proposals through
Grants.gov and
NSPIRES.
• Sign certifications
for NSF FastLane
proposals.
• Sign NSF 1030
budget forms for
hardcopy
proposals..
16
Proposal Roles and Responsibilities
Division/Program/Facility Manager and Lab Director Review /Approval
Feasibility Review
PACUR Approval
Final Proposal Approval
(Division/Program DIR)
(Division/Program DIR)
(LAB DIR)
• Evaluate resources
necessary to conduct the
work (space, staff time,
HPC, etc).
• Rank project’s relevance
with the lab’s research
objectives.
• Take into consideration any
budget restrictions or cost
share imposed by the
sponsor.
• Confirm project’s alignment
with NCAR’s imperatives
and/or frontiers.
• Verify project does not
utilize NCAR’s facilities in an
unfair manner.
• Confirm project is
supportive of the university
community.
• Consider project’s impact
on base funded work.
• Replaces Transmittal Memo
• Final Approval:
• Confirms all concerns
and questions have
been addressed.
• Confirms availability of
resources necessary to
conduct work.
• Confirms project is
aligned with lab
research objectives.
PROPOSAL & AWARDS TRAINING
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Proposal Changes with PandA


Feasibility Review/Approval
Responses to PACUR criteria no longer required for
zero dollar proposals
o
o
Unfunded Collaborations
MOUs
PANDA Proposal forms ARE required for Zero Dollar Proposals

Common responses to PACUR Criteria for proposals
$300k or Less
o

Check box vs. data entry
Export Compliance questions
o
Required for each proposal
PROPOSAL & AWARDS TRAINING
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NCAR Proposal Website
https://ncar.ucar.edu/budget-and-planning/proposals
http://ncar.ucar.edu/budget-and-planning/proposals
PROPOSAL & AWARDS TRAINING
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Contacts
Contact your lab/division administrator regarding
lab/division internal proposal process

Contacts:
o

Proposal Operations:
• Valerie Koch x 1113
• Andrea Martinez x 1106
• Christina Book x 1107
Proposal Email:
o
[email protected]
PROPOSAL & AWARDS TRAINING
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Questions ?
PROPOSAL & AWARDS TRAINING
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PROPOSAL & AWARDS TRAINING
Contract Related Activities
GINA TABERSKI
PETER CHAMBERLAIN
CONFIDENTIAL AND PROPRIETARY
Any use of this material without specific permission of UCAR-NCAR is strictly prohibited
PROPOSAL & AWARDS TRAINING
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Contract Related Activities
Proposal Stage

Review Sponsor Issued Solicitations:
o
o
o
o
Broad Agency Announcements
Request for Proposals
Request for Quotes
Others
PROPOSAL & AWARDS TRAINING
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Contract Related Activities
Proposal Stage

Review and Approve Sponsor Required
Certifications including, but not limited to:
o
o
o
o
o
o
o
o
A133 – Audit Certification
Human Subjects Disclosure
Lobbying Disclosure
NASA – China “Foreign Person” Restriction
Organizational/Principal Investigator Debarment
Outstanding Federal Debt
Principal Investigator - Financial Interest Disclosure
Other
PROPOSAL & AWARDS TRAINING
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Contract Related Activities
Proposal Stage

Submit proposals requiring approval by UCAR
Authorized Organizational Representative
o
o
o
o
o
o
DTRA
Grants.gov (generally all NOAA proposals)
NSPIRES (NASA proposals)
NSF – Fastlane – organizational certification only
PAMS – DOE proposals
Others as required
PROPOSAL & AWARDS TRAINING
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Contract Related Activities
Proposal Stage
When proposing a project to a sponsor, upon submission,
the PI is committing, not only themselves, but the
institution to do this work.
Statements of Work need to be reviewed carefully to help
ensure they do not include any unintended commitments.
Contracts may ask to review Statements of Work if
responding to Request for Proposal.
Contract staff are available to review Statements of Work
upon request.
PROPOSAL & AWARDS TRAINING
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Contracts
Direct Award Activities
Overarching Responsibility:
o
Contract Administrators are responsible for:
•
•
•
o
the receipt;
negotiation; and
acceptance of all incoming funded and no-cost
agreements.
Contracts also assists entity budget offices, finance,
labs and programs with compliance and award
actions.
PROPOSAL & AWARDS TRAINING
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Contracts
Direct Award Activities
What types of award actions generally require UCAR
to seek approval from the sponsor?
o
o
o
o
o
Significant program changes – (changes in the
statement of work)
Principal investigator change or a reduction in effort
Reprogramming (overhead, equipment, issuance of
subcontract)
Changes in deliverable schedule
No cost extensions
PROPOSAL & AWARDS TRAINING
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Contracts
Direct Award Activities
Principal Investigator (PI) and named Co-PIs are responsible
for:
o
o
o
o
o
o
Conduct of the project
Compliance with award terms and conditions*
Subawardees/Subcontractors – oversight
Export compliance
Deliverables (project reports and other deliverables, invention
disclosure/reporting)
Obtaining required approvals for:
•
•
•
Equipment purchases
Reprogramming of Funds (e.g., subcontracting/ equipment/
travel/PSC)
Indirect Rate – Limitations
*Lab/Program Administration may assist; however, PI is legally
responsible for award overall compliance.
PROPOSAL & AWARDS TRAINING
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Contracts - General
Who is authorized to commit the corporation?
o
o
o
The President has delegated the responsibility of
preparation, execution, and administration of UCAR
direct awards, subcontracts, and other agreements to
the Contracts Office per UCAR Policy 5-1.
Only those with contractual authority may make
commitments on behalf of the corporation.
Commitments made by personnel without proper
contractual authority is prohibited, and shall be
subject to review by Contracts and may require a
ratification by the Vice President for F&A.
PROPOSAL & AWARDS TRAINING
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Contracts
Export Compliance

Export controls govern the transfer, distribution,
disclosure, and shipment of:
o
o




certain controlled information, software code, tangible items
provision of certain services to Foreign Persons and countries
Most of the work that UCAR undertakes involves
uncontrolled fundamental research that may be shared
freely with Foreign Persons.
For purposes of export control, a Foreign Person is defined
as: Anyone who is not a U.S. citizen or a green card
holder.
Export questions may be directed to lab/program Export
Compliance Coordinator or UCAR’s Export Compliance
Manager, Dave Sundvall (x8898)
Export Website –
http://www.fin.ucar.edu/export/index.html
PROPOSAL & AWARDS TRAINING
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Contracts
Purchasing Related
Activities
PROPOSAL & AWARDS TRAINING
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Contracts
Purchasing Related Activities
The Contracts Office is also responsible for the
procurement of goods and services required to
support all UCAR/NCAR/UCP lab and program
related activities.
This responsibility includes the negotiation and
administration of subcontracts, subawards,
leases, consulting agreements, purchase orders,
etc.
PROPOSAL & AWARDS TRAINING
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Contracts
Vendor Relations


UCAR prohibits purchases from UCAR
employees, their immediate families, or their
business affiliates except under limited
conditions. UCAR Acquisition of Goods and
Services, Policy 5-8.
No employee shall perform consulting services
or engage in other employment for, or business
with, UCAR suppliers without written approval
of the UCAR President or NCAR Director as
outlined in the UCAR Policy 6-9 on Outside
Employment.
PROPOSAL & AWARDS TRAINING
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Contracts
Vendor Relations

Solicitation or acceptance of gifts, gratuities,
kick-backs, fees or commissions, with the intent
of influencing the award to a specific firm or
business is forbidden. UCAR Policy 2-3, Conflict
of Interest. The UCAR Contracts Code of Ethics
limits acceptable gifts to no more than $20.
PROPOSAL & AWARDS TRAINING
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Contracts
Purchasing Related Activities






Employees may make purchases and request reimbursement from
petty cash for purchases up to $100 or obtain reimbursement via a
Check Request up to $500.
UCAR Purchasing Card (UPC) program provides a credit card to
authorized employees to make purchases and have them billed
directly to UCAR.
Purchase Orders/Subcontracts/Subawards/Blanket Orders, etc.
Acquisitions less than $10,000 do not require competitive bids,
however competition is a best business practice and should be
obtained if it appears to be in the best interests of UCAR to do so.
Acquisitions equal to or greater than $10,000 require competition
prior to award unless there is a valid “sole source justification”.
Shipments: All shipments must be made to UCAR Shipping and
Receiving, unless a written waiver is granted:
UCAR
3090 Center Green Drive
Boulder, CO 80301
PROPOSAL & AWARDS TRAINING
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Contracts
Purchasing Related Activities
Sole Source Justification
What does Sole Source mean?
There is only one known source, after reasonable market
investigation has been done, to satisfy a specific
requirement.
Supplier may have unique or patented technologies that
could exclude other Subcontractors or Subawardees from
the specific procurement.
What is needed for a Sole Source Justification?
 Completed and signed Sole Source Justification Form
 At point of proposal – A proposal’s statement of work that
clearly identifies the Co-PI/Co-I as a member of the
proposal team
 Documentation of why a specific supplier is the most
practical supplier even when other suppliers exist.
PROPOSAL & AWARDS TRAINING
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Contracts
Ratifications and Waivers
What is a ratification or a waiver? – Is the act of officially
authorizing or sanctioning an unauthorized action.
Areas requiring most frequent ratifications/waivers
include:
 Check Request – exceed $500 limit
 Shipping Location - Non-Approved UCAR location
 Purchasing Guidance can be found at:
o
o
Check Request:
http://www.fin.ucar.edu/contracts/contracts/guideline/i
nternal/POvsCheckReq.html
Procurement Guide:
http://www.fin.ucar.edu/contracts/contracts/guideline/
cp_fguide.html
PROPOSAL & AWARDS TRAINING
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PROPOSAL & AWARDS TRAINING
Questions?
CONFIDENTIAL AND PROPRIETARY
Any use of this material without specific permission of UCAR-NCAR is strictly prohibited
PROPOSAL & AWARDS TRAINING
39
PROPOSAL & AWARDS TRAINING
Compliance Issues
ANITA MONK-RYAN
MANAGER, PROJECT ACCOUNTING
CONFIDENTIAL AND PROPRIETARY
Any use of this material without specific permission of UCAR-NCAR is strictly prohibited
PROPOSAL & AWARDS TRAINING
40
Circular Compliance



OMB Circular A-110: Administration of grants
and agreements
OMB Circular A-122: Cost Principles
OMB Circular A-133: Audit Requirements
http://www.whitehouse.gov/omb/circulars_index-education
PROPOSAL & AWARDS TRAINING
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OMB Circular A-110

Institutions of Higher Education, Hospitals, and
Other Non-Profit Organizations
o
Administration of grants and agreements
•
•
•
Pre-award requirements
Post award requirements
Close out requirements
PROPOSAL & AWARDS TRAINING
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OMB Circular A-122

Cost Principles for Non-Profit Organizations
o
Principles for determining costs
•
Factors affecting allowability of costs. To be allowable
under an award, cost must meet the following general
criteria:
–
–
–
–
Be reasonable for the performance of the award and be
allocable thereto under these principles
Be consistent with policies and procedures that apply
uniformly to both federally financed and other activities
of the organization.
Be accorded consistent treatment
Be adequately documented
PROPOSAL & AWARDS TRAINING
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OMB Circular A-122 Attachments

Attachment A
o
o
o
o
Direct vs. Indirect costs
Allowability and allocability of costs
Determination of indirect cost rates
Negotiation of rates by cognizant audit agency
PROPOSAL & AWARDS TRAINING
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OMB Circular A-122 Attachments

Attachment B
o
Selected items of cost such as
•
•
•
•
•
•
Advertising
Alcoholic Beverages
Entertainment Costs
Fines and Penalties
Participant Support Costs
Lobbying
PROPOSAL & AWARDS TRAINING
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OMB Circular A-133

Audits of States, Local Governments, and Non
Profit Organizations
o
Sets forth standards for obtaining consistency and
uniformity among Federal agencies for the audit of
States, local governments, and non-profit
organizations expending Federal Awards.
PROPOSAL & AWARDS TRAINING
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OMB Circular A-133 items




Audit requirements
Auditee responsibilities
Auditor responsibilities
Instructions for submitting the audit report to
the Federal Audit Clearing House for the US
Cenus Bureau
http://harvester.census.gov/sac/
PROPOSAL & AWARDS TRAINING
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PROPOSAL & AWARDS TRAINING
Salary Access Training
CONFIDENTIAL AND PROPRIETARY
Any use of this material without specific permission of UCAR-NCAR is strictly prohibited
PROPOSAL & AWARDS TRAINING
48
Salary Access Guideline

Employee salaries are confidential information
covered under three UCAR Policies:

Ethical Conduct Policy (2-1)

Employee Personnel Records Policy (6-2)

Access and Use of Computer and
Information Systems Policy (3-6)
PROPOSAL & AWARDS TRAINING
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Ethical Conduct Policy
UCAR is committed to upholding high ethical
standards in all of its scientific, technical, educational,
and administrative operations.
Consistent with this commitment, UCAR expects its
employees to act with integrity and to exhibit
behaviors that merit public trust and confidence.
PROPOSAL & AWARDS TRAINING
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Employee Personnel Records Policy
Each UCAR employee has a responsibility to exercise
reasonable and prudent efforts to safeguard the privacy,
confidentiality and security of Employment Records and
the Personal Information of our current and former
employees.
o
Access to Employment Records or Personal Information
regarding an employee is…for official business
purposes…authorized by the Director of Human Resources.
o
Non-electronic records must be disposed of in a manner that
safeguards Personal Information and ensures the confidentiality
of Employment Records, typically by shredding such documents.
o
Employees must not dispose of UCAR computers or portable
electronic storage devices containing Sensitive Personal
Information unless such disposal is done in a secure manner…
PROPOSAL & AWARDS TRAINING
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Access and Use of Computer
Information Systems Policy
Authorized users must access and use all
computer and information systems in an
ethical and legal manner and without adverse
effect on its employees.
UCAR computer and information systems shall
not be used to violate any UCAR policy.
UCAR management may access any user's
computer and information system(s) to review
the manner of their use in order to ensure
compliance with this policy.
PROPOSAL & AWARDS TRAINING
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Salary Access

PI/Co-PI and Administrators may access salary
information for the explicit use of preparing
proposals.

Any other access of salary information will be
considered a violation of policy.

Including grounds for termination
PROPOSAL & AWARDS TRAINING
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Agreement to Access Salary Data

Only those employees whose jobs require
access to UCAR salary information shall be
authorized access.

Prior to authorization and access, all such
employees are required to sign UCAR's Salary
Access form, thereby acknowledging and
agreeing that they understand and shall
abide by UCAR policies concerning access
and use of salary information.
PROPOSAL & AWARDS TRAINING
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* Sign Salary
Access Form
* Break
* PandA
Demonstration
PROPOSAL & AWARDS TRAINING
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Business Process Changes


PandA replaces the Advance Notice system
Central repository for all proposal related
documentation
Ability to share and receive feedback in a centralized location and
format
•


Online workflow and approvals to process
proposals from initiation through submission
Advantages of Budgeting within PandA system:
o
o
o
Ability to create budgets with latest salary information
Ability to budget staff from your Lab/Division/Program, as well as
staff from outside your division who are planned on your proposal
effort.
Centrally managed business rules reduce potential for calculation
errors that can occur in Excel.
PROPOSAL & AWARDS TRAINING
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Business Process Changes

Division/Program Director will now be required
to formally approve the feasibility study.
o

Division/Program Director will also be required
to formally approve PACUR questions.
o


This will be done in the PandA system
Due by B&P required 10 day deadline.
Lab Director required to approve final proposal.
Timeline – while the NCAR B&P deadlines
remain the same, please be aware additional
time may be needed in advance for the
approvals and deadlines to process proposals.
PROPOSAL & AWARDS TRAINING
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Terminology

Role - Who you are in the
system

Budget - Refers to budget
forms and grids together

Security - Defines what roles
can take an action or see a
proposal

Budget Grid - Where you enter
budget numbers

Workflow - How the system
moves a proposal through
the corporate approval
process
Inbox - Items awaiting your
action


State - Identifies the current
stage of the process
Form - A form that collects data
and displays questions based
on your input


Activity - An action that
causes a proposal to move
between States or
generation of a report
Workspace – A summary view
of proposal, budget or PACUR
information

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PandA Roles
Proposal Team
Roles
Program
Administration
• PI – Principal
Investigator
• PT – Proposal
Team (Co-PI,
Co-I,
Collaborator,
Scientific
Contributor)
• LAB – Lab
Director
• DIR – Division
or Program
Director
• PA – Program
Administrator
• AST –
Program
Administrative
Support Team
PROPOSAL & AWARDS TRAINING
Entity Roles
Contracts
• ENTDIR –
Entity Director
• BOD –
Budget Office
Director
• BO – Budget
Office
Administrator
• CD –
Contracts
Director
• CA – Contract
Administrator
• CAA –
Contract
Administrative
Assistant
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Role Definitions
PANDA User Roles and Definitions
PI – Principal Investigator - The NCAR staff responsible for the direction of the proposal/project. (an NCAR PI is required for all
proposals)
PT – Proposal Team (Co-PI, Co-I, Collaborator) - Members of the proposal’s science team including staff from other NCAR Labs
or UCP Programs. Non-UCAR staff will not have assigned roles within PandA.
LAB – Lab Director - Director within the Lab who is responsible for confirming project’s alignment with the Lab’s research
objectives.
DIR – Division or Program Director - Director or Facility Manager within the Division/Program who is responsible for assessing
project’s relevance with the Division’s research objectives and approving PACUR criteria.
PA – Program Administrator - The staff person within the Lab responsible for administering and approving the proposal. Note
all PAs will also be assigned the AST role to accommodate access to multi-lab or cross-entity proposals.
AST – Program Administrative Support Team - The staff within the Lab who will support the proposal development.
ENTDIR – Entity Director - Individual within the NCAR Directorate who is responsible for confirming project’s alignment with
NCAR's research objectives and adherence to PACUR criteria.
BOD – Budget Office Director - Manager within NCAR Budget & Planning responsible for reviewing and approving adherence to
PACUR criteria, eligibility, and alignment to NCAR’s mission.
BO – Budget Office Administrator - The staff person within NCAR Budget & Planning responsible for reviewing and approving
the proposal, budget and PACUR.
CD – Contract Director - UCAR Contract Director responsible for reviewing requests for proposals, reviewing and approving
sponsor certifications, and overseeing the submission of electronic proposals.
CA – Contract Administrator - The staff person within UCAR Contracts responsible for reviewing requests for proposals,
reviewing and approving sponsor certifications and submitting electronic proposals.
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Lab/Division Activities by Role



Principal Investigator
o
Proposal
•
Initiate proposal
•
Full proposal development
o
PACUR
•
Initiate PACUR
o
Budget
•
Initiate budget
•
Designate budget for
submission
Proposal Team Member
o
Proposal
•
Initiate proposal
•
Full proposal development
o
PACUR
•
Initiate PACUR
Administrative Support Team
o
Proposal
•
Initiate proposal
•
Full proposal development
o
PACUR
•
Initiate PACUR
PROPOSAL & AWARDS TRAINING



Administrator
o
Proposal
•
Initiate proposal
•
Issue feasibility approval
•
Full proposal development
•
Approve proposal
•
Submit hard copy proposals
o
PACUR
•
Initiate PACUR
•
Approve PACUR
o
Budget
•
Initiate budget
•
Designate budget for
submission
Division / Program Director / Facility
Manager
o
Proposal
•
Issue feasibility approval
•
Approve PACUR
Lab Director
o
Proposal
•
Approve final proposal
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Initiate
Proposal
Initiate
PACUR
Draft
Budget
(grids)
Div or Lab
Feasibility
Review
Div or Lab
Approval
Draft
Proposal
Budget
Office
Approval
Lab
Approval
Budget
Office Dir
Approval
Budget
Office
Approval
Proposal
Approved
for
Submission
Entity Dir
Approval
Budget
Designated
Proposal packets and budget grids can be edited through the state “Awaiting Lab/Div/Prog Approval”.
PROPOSAL & AWARDS TRAINING
Questions?
PandA Demonstration
CONFIDENTIAL AND PROPRIETARY
Any use of this material without specific permission of UCAR-NCAR is strictly prohibited
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