Sponsored Project Life Cycle Management
Cayuse SP 3.4 Release Notes
Document version 3.4
Last Updated 10/23/2015
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Cayuse SP 3.4 Release Notes Page 2 of 9
Last Updated 10/23/2015
Cayuse SP 3.4 Release Notes
Enhancements
Area
Description
Issue number
Accounts
When creating an account, the Lead PI and Unit fields were previously autofilled from the project linked to the award. They are now auto-filled directly
from the award. Both values can still be edited manually if needed.
RS-4515
Project
Administration
Added a new column to the Proposals tab of Project Administration that
displays the proposal status.
RS-3515
Subcontract
Administration
Added the Project Title and Primary Admin Contact to the fields shown in the
Subcontract Administration header area, and added a link to the FDP template
pop-up.
RS-4201
Attachments
The Attachments tab on the Edit Account screen previously displayed all
attachments for the account as well as attachments from any linked awards or
proposals. It now only displays the account attachments.
RS-4098
Awards
When creating a new award from the Awards tab of Project Administration, the
form now matches the equivalent form in Award Administration, allowing all
necessary fields to be added and ensuring that all required fields are filled in.
RS-4040
The Admin Award Unit field is now called Admin Unit and is both editable and
required.
Awards
The Inactive Projects tab of My Awards now shows projects that have an
inactive project status rather than projects where the project end date has
passed.
RS-4011
Awards
Added columns for the Award Status and Project Status to the Active and
Inactive Projects tabs in the My Awards and Awards in my Unit sections of the
Award Dashboard.
RS-3965
Awards
Temp Account information is now visible on the Distributions tab of Award
RS-3759
Administration for any user who has at least read-only permission on the award.
Awards
The "Final" checkbox on the Attachments tab of Award Administration is now
visible to all users.
RS-3749
Awards
When copying an award, the research team was previously copied from the
linked proposal. It is now copied from the original award.
RS-3735
Awards
On the My Awards screen, the Recent Awards tab is now simply called
"Awards". It now shows all obligated awards where the user is a member of the
award research team (Award Contacts), regardless of whether or not a prime
RS-4073
account exists or if there is an official report date. The Awards screen includes
two new columns, Award Notice Date and Status. All columns are fully sortable,
with the default sort being in descending order by Award Notice Date.
Awards
The Active Projects tab of My Awards now shows projects that have an active
project status (such as "active" or "proposed") rather than projects where the
project end date is in the future. Projects will also now appear here if the
current user is listed on the award research team for any award on the project,
instead of only the most recent award.
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RS-4010
Cayuse SP 3.4 Release Notes Page 3 of 9
Last Updated 10/23/2015
Area
Description
Issue number
Awards
The Active Projects and Inactive Projects tabs of Awards in My Unit previously
displayed projects where the user had Award Data Access permission on the
RS-4014
project. They now also show projects where the user has Award Data Access
permission for the Admin Unit of at least one award that is linked to the project.
Awards
If a proposal has a parent project, all awards are automatically linked to the
parent project instead of requiring the user to select a project.
Awards
Administrators must now assign a status to an award record. The list of available
statuses is configurable. The award status is reported throughout the
RS-3402
application, including on the award reports.
External IDs
Added the ability to enable External System ID fields that can be used to link a
project, proposal, or organizational unit to a corresponding entity in another
system. These fields are hidden by default, but can be enabled and
customized. The External System ID for an organizational unit appears on the
Org Hierarchy Management form. For projects and proposals, it appears on the
General tab of Project/Proposal Administration.
RS-3955
Notes
The Account Notes tab now only displays notes of type "Account" and the
Temp Accounts Notes tab only displays notes of type "Temp Account'.
RS-4134
Notes
Added a new attachment and note access level called "Unit Approvers and
Administrators". Notes or attachments given this access level may be viewed by
RS-4299
IPF Approvers and Proposal and Award Data Access roles on the relevant
proposal or award/project.
PDFs
Added the Parent Project to the proposal PDF, below the Proposal No.
RS-2899
Permissions
Users who have read permission can now see the Sponsor-Assigned Proposal
No field on the General tab of Project Administration. This field was previously
only visible to users with edit permission.
RS-3815
Permissions
Users must now have proposal edit access in order to add or remove cost share
units. Previously, users with read-only access to a proposal were able to add
RS-3838
and remove cost share units from a proposal budget.
Permissions
The Instrument Type field and the CFDA, Confidential, and Final checkboxes
on the General tab of Project Administration can now be seen (but not edited)
by users who have read-only permission on the project.
RS-3785
Projects
Administrators must now select a project status before saving a project. The
status indicates whether the project is active, in development, closed, etc. and
is displayed throughout the application wherever projects are listed. The list of
available statuses can be configured for your institution as needed.
RS-3401
Projects
The Proposal IPF now displays the parent project for all proposal types.
Previously, proposals of type New and Pre-Proposal could not be assigned a
parent project.
RS-3403
Projects
Projects can no longer be deleted as long as there are linked awards,
subcontracts, proposals, attachments, workflow events, or notes associated
with the project.
RS-4306
Projects
Users must now have an administrator-level role in order to link a proposal to a
parent project on the IPF General tab.
RS-4226
Projects
Proposals that are linked to a project via a parent project or award now display
the project number in the proposal IPF as well as on the Proposal Routing
Status and Proposal Administration screens.
RS-3667
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RS-3528
Cayuse SP 3.4 Release Notes Page 4 of 9
Last Updated 10/23/2015
Area
Description
Issue number
Proposals
After approving or rejecting a proposal, IPF Approvers are now redirected back
RS-4575
to their approval inbox.
Routing
Any changes made to a proposal that affect the Approving Units (Departments)
after the Proposal Approving Units have been authorized now requires the
RS-2857
Approving Units to be re-authorized prior to submitting the proposal for
routing.
Routing
On the Approving Departments screen in the proposal, you no longer see a
warning about listing colleges or schools last in the routing order, since the
routing order is not determined by unit type. Approving units added to the
routing chain because of proposal authorization roll up always appear after
their child units in the routing chain.
Searching
When searching for awards, the Lead PI column on the search results page now
shows the Lead PI assigned to the award instead of the Lead PI listed on the
RS-4173
linked project. If the award does not have a designated Lead PI, this field is
blank.
Searching
When searching for awards, the "Investigator" search parameter has been
renamed to "Research Team Member" and the "Sponsor-Assigned Proposal
Number" parameter is now called "Sponsor Award Number".
RS-3895
Searching
The list of search options relating to proposals has been reordered to display
the most frequently used options at the top. Several other enhancements have
been made to the proposal search, as follows: The "Lead PI" search now only
returns proposals where the specified user is listed as the Lead PI on the
proposal; The Fiscal Year search has been removed; and the "Department"
search parameter has been renamed to "Admin Unit" to clarify which field is
being searched.
RS-3896
Searching
When searching for accounts, the search results no longer appear in a pop-up
window.
RS-3893
Searching
When searching for projects, the "Department" search parameter has been
renamed to "Admin Unit" to clarify which field is being searched.
RS-3894
Searching
When searching for a parent project for a proposal, the search function now lets
RS-3676
you search by project number and title in addition to lead PI.
Searching
When searching for account requests, the search results page now mirrors the
layout of the other search results pages and includes a status indicator and the
ability to sort on columns.
RS-3629
Searching
The Proposal Administration and Award Administration screens have been
combined into one screen called the Project Dashboard. The Project
Dashboard displays aggregate information for proposals, awards, projects,
account requests, and subcontracts, which are each grouped by status to allow
you to quickly navigate to the items you are interested in. The Project
Dashboard also contains a search feature similar to the search features on the
old Proposal Administration and Award Administration screens. This allows you
to search for any of the projects, proposals, awards, accounts, attachments, and
subcontracts that you have access to view.
RS-3400
Searching
When searching for proposals by investigator, the Lead PI was not being
included in the search results. The Lead PI is now included in the search results
and the search parameter has been renamed from "Investigator" to "Research
Team" to indicate that the search will return all proposals where the searchedfor person is part of the research team, regardless of their role.
RS-3019
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RS-4157
Cayuse SP 3.4 Release Notes Page 5 of 9
Last Updated 10/23/2015
Area
Description
Issue number
Searching
When searching for proposals that have a status of "Contract Specialist Review",
the search results now include a column for the assigned Contract Specialist.
RS-2894
Searching
Administrators can now search for subcontract attachments via the Project
Administration screen.
RS-3897
Searching
Made various UI improvements to standardize all of the search result screens.
Changes include clarifying page titles, making columns sortable, improving
column width and justification for easier reading, and making sure labels and
fields are consistent with other areas of the product.
RS-3964
Searching
The organizational unit finder used throughout the application now allows
users to more easily locate desired units. Units are now filterable on all visible
columns.
RS-3925
Subcontracts
Cayuse SP now supports tracking when subcontractors are subject to the
Federal Funding Accountability and Transparency Act (FFATA), and indicates
when a FFATA report is required for a subcontract.
RS-2823
Subcontracts
Added an account finder to the General tab of Subcontract Administration that
allows you to search for an account or temporary account rather than typing in
the account number manually. Filtering has also been added to the account
finder on the Distributions tab of Award Administration.
RS-3958
Subcontracts
Added two new FDP subcontract templates, in addition to the existing 2012
version. The face pages from both the Fixed Price and Cost Reimbursement
templates are auto-filled with data from Cayuse SP. You can now also access
the FDP subcontract templates from the Subcontract Administration screen.
The Subcontract Templates dialog displays usage instructions in a configurable
text block.
RS-3700
Subcontracts
Added a new field called Admin Unit to the General tab of Subcontract
Administration. The Admin Unit field is used to designated the unit responsible
RS-3935
for administering or monitoring the subcontract. This field is optional by
default, but institutions may choose to make it required.
User interface
Removed the Program Administrator field from the Subcontract Administration
RS-4108
screen in the header and on the General tab.
User interface
Added a refresh button to the Project Dashboard screen to allow users to view
any records that were added or modified by other users since they logged in.
User interface
When clicking the Account Usage link on the Account Edit screen to see
whether an account is in use or not, the "not in use" message now distinguishes
between accounts that do not exist and accounts that exist but are not linked to RS-4687
any awards. For accounts that are in use, the screen displays a list of all awards
or subcontracts that are associated with the account.
User interface
Removed the ability to nest awards on the Award Administration screen. All
awards associated with a project now display in a flat list on the Awards tab of
Project Administration.
RS-4604
User interface
The link to the Award Cover Sheet no longer appears on the Award
Administration page.
RS-4158
User interface
Added a brief customer satisfaction survey to the product that will appear at
infrequent intervals for random users.
RS-4304
User interface
On the IPF Budget page, the "Total Institutional Costs" field has been renamed
to "Total Project Costs" to better reflect its intended purpose.
RS-4188
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RS-4705
Cayuse SP 3.4 Release Notes Page 6 of 9
Last Updated 10/23/2015
Area
Description
Issue number
User interface
Removed the non-functional Print buttons from the bottom of the search
results when searching for proposals, awards, and projects.
RS-2872
User interface
Removed the Official Report Date column from the Awards tab of Project
Administration and added a column for the award's Admin Unit.
RS-4193
User interface
Added a column for the Proposal Admin Unit to the Proposal tab of Project
Administration.
RS-4191
User roles
Removed the Program Administrator role from Cayuse SP, since it did not
provide any additional useful functionality.
RS-3191
Workflow
The Events tabs on the Subcontract Administration, Proposal Administration,
and Project Administration pages are now only visible to users who have access RS-3820
to Cayuse Workflow.
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Cayuse SP 3.4 Release Notes Page 7 of 9
Last Updated 10/23/2015
Resolved Issues
Area
Description
Issue number
Subcontract
Administration
When creating a subcontract amendment, some fields were not immediately
displaying the new information.
RS-4155
Awards
When a proposal is awarded, the Admin Unit field was being copied into the
award from the project. It is now correctly copied from the proposal rather than RS-4065
from the project.
Budget
Budget line items that were marked as inactive did not copy over from the
proposal budget to the award budget.
RS-4317
Email
Emails that used the "Submitted - Sponsor" template were not being sent.
RS-3961
Email
The "Preliminary" and "Set Up in Progress" email notifications for temp accounts
RS-4099
were not being sent.
Email
The "Award Amount" email tag was not populating the value of the award
amount in the emails.
RS-4081
Events
The Workflow "Status" column was not populating on the Events tabs in Project
Administration and Award Administration.
RS-3286
SP-IRB Integration
Institutions that use CAS single sign-on and have both Cayuse SP and Cayuse
IRB were not seeing the "Link IRB Study" and "Link Proposal" buttons used to
link a proposal in SP with a study in IRB.
RS-4289
Notes
When a proposal note was set to be visible to "All Parties", the Access column
showed that it was only visible to "Admin Office". The Access column now
displays all access levels that have permission to view the note.
RS-4022
Notes
When a proposal was directly linked to a project (not linked via an award), the
proposal notes did not display on the Notes tab of Project Administration.
RS-4433
Permissions
On the Awards Dashboard, Awards in My Unit, Active Projects, and Inactive
Projects screens, certain awards were not appearing when the user had Award
Data Access to the award but not to the project linked to the award. Users will
now see all awards where they have Award Data Access to either the project
record or to the award itself.
RS-4584
Projects
A proposal can no longer be linked to multiple projects via the Parent Project
link on the proposal or by the proposal being linked to an award that is linked
to a project.
RS-3973
Proposals
When logging in as user with read-only administrative permissions, the Proposal
Specialist and Approving Person dropdowns on the General tab of Proposal
Administration displayed the first person in the list regardless of the person
RS-3937
who was actually selected. The Proposal On Hold checkbox indicated that
there was no proposal on hold regardless of the state of the checkbox. These
fields now update correctly when in read-only mode.
Proposals
When editing a proposal, navigating away from the Regulatory Compliance
screen prompted you to save even when there were no unsaved changes.
RS-3901
Routing
Removing a unit from the list of Proposal Approving Units (formerly
Departments) did not remove any units that had been added to the routing
chain due to Proposal Authorization roll-up.
RS-3194
Searching
Searching for a proposal that has an Award Admin Dept with a name consisting
solely of 0s ('00', '000', '0000', etc.) did not return any results and caused the
RS-3539
search function to hang.
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Cayuse SP 3.4 Release Notes Page 8 of 9
Last Updated 10/23/2015
Area
Description
Issue number
Subcontracts
Subcontracts were being numbered based on the number of currently existing
RS-4030
subcontracts rather than on the last subcontract number used.
User interface
The Proposal tab of Project Administration sometimes did not show the current
RS-4337
status of the proposal when the status was set to "Admin Office in Process".
User interface
On the Approving Departments screen, the routing order can now only be
changed one department at a time. Previously, some browsers allowed users to
change the routing order for a second department before the page had
RS-3900
finished saving a previous change. This resulted in inconsistent behavior across
browsers and has now been corrected.
User interface
On the Proposals tab of Project Administration, clicking on a column header
caused up/down arrows to appear indicating the sort order, but the list was not RS-4233
actually sorted.
User interface
When adding a unit to the proposal routing chain, the Approving Units screen
did not automatically refresh to show the parent unit even when Proposal
Authorization was checked.
RS-2784
Workflow
After navigating from Workflow to a linked record in SP, attempting to navigate
back to Workflow again from the SP record inserts an extra slash in the URL,
resulting in a navigation error.
RS-4295
Workflow
When creating a workflow event from the Subcontract Administration screen,
attempting to save the event without re-selecting the organization (even
though it was auto-filled) resulted in an error.
RS-4622
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Cayuse SP 3.4 Release Notes Page 9 of 9
Last Updated 10/23/2015