Lifecycle
Overview: Below is a broad overview of the lifecycle of programmatic activities and concepts that involve the proposed database.
Activities:
Concepts:
Cycle Setup
Application Submission
Application Setup/Intake
Review
Grant Management
Funding & Ongoing Grant/Fiscal Management
Financial Management
Reporting/Tracking
Reporting, Evaluation, Dissemination, Development, Outreach
User Admin.
Document Storage
Constituent/Stakeholder Relationship Management (CRM)
For each user, what is their experience along the Lifecycle? Note: Please describe the goal or activity, not the procedure for accomplishing the action.
Event:
Cycle Setup:
Application Submission
Application Process & Committee
Setup
Review Meetings, including
travel reimbursements,
honorariums, & meeting costs
Award Decision
and funding
model
Pre-funding
Ongoing Grant
Management
Fiscal Systems &
Fund Management
Reporting Internal
Systems – tracking
outcomes;
analysis &
evaluation
Reporting –
External Systems:
dissemination
None
View award offerings; access
previously-submitted proposals;
access system to set up or update
user account; allow applicant to
choose his or her institution from a
db of institution profiles; create LOI;
allow auto fill of required
information from the LOI to the
application; designate access to
others to read/approve application;
be notified of
acceptance/submission; create &
submit application including
uploaded documents and data fields
that may be searched or aggregated
later for programmatic analysis (e.g.
budget; lay abstract; key words; key
institutional officials) as well as
specified document uploads; request
uploadable blinded letters of
recommendation/collaboration;
validate application completeness
prior to submission; print full
application; access on-line help.
None
None
Access system to
determine
funding status;
view reviewer
critiques; view
average score
and/or average
subcategory
score; receive email from
program.
Access system to
provide required
items the
prospective
grantees must
complete prior
to receiving
funds;
send/receive email to/from
program; receive
automatic
notifications/co
mmunications
from system;
view initial
payment status,
account
numbers and
relevant financial
information.
-Provide annual
reports; request
changes in PI or
Institution; enter
progress report data
(e.g., accrual,
publication & patent
links; leveraged
funding: source &
amount; news briefs)
using data fields that
may be searched or
aggregated later for
programmatic analysis;
receive requirements
notifications; receive
late requirements
notifications; access
on-line help.
Read-only access
Answer surveys to
report on
outcomes of
research projects
or provide
feedback; provide
outcomes of
funded research
such as
publications,
additional funding
resulting from
RGPO award.
None
User Type:
Applicant/
Grantee1
1
Applicants become grantees once pre-funding requirements have been satisfied and the institution accepts the award terms.
- Enter annual/final
expenditures; request
changes to budget;
request carry-forwards;
request no-cost time
extensions; receive late
notifications; view
annual & final payment
status; access on-line
help
Event:
Cycle Setup:
Application Submission
Application Process & Committee
Setup
Review Meetings, including
travel reimbursements,
honorariums, & meeting costs
Award Decision
and funding
model
Pre-funding
Ongoing Grant
Management
Fiscal Systems &
Fund Management
Reporting Internal
Systems – tracking
outcomes;
analysis &
evaluation
Reporting –
External Systems:
dissemination
Program
information
page (links to
RFP, GAM2,
system tutorial)
Access system to provide
institutional approval and ability to
complete application on behalf of PI;
update institution and user profiles.
Define a contracts and grants
contact and a fiscal contact.
View submission status
None
Access system to
determine
funding status
Access system to
upload award
requirements;
full function
Access system to
upload annual reports;
full function including
ability to submit grant
modification requests
via data fields.
Access system to
enter financial
reports; request
changes in budget;
Ability to submit
annual progress
reports via data
fields
None
User Type:
Campus
C&G
Officer
(View funding
decision)
Access system to
view payment
status;
Ability to supply
account/fund info
to receive award;
Access award
related fiscal info
2
Grants Administration Manual
Event:
Cycle Setup:
Application Submission
Application Process & Committee
Setup
Review Meetings, including
travel reimbursements,
honorariums, & meeting costs
Award Decision
and funding
model
Pre-funding
Ongoing Grant
Management
Fiscal Systems &
Fund Management
Reporting Internal
Systems – tracking
outcomes;
analysis &
evaluation
Reporting –
External Systems:
dissemination
NA
NA
Request travel arrangement
preferences in advance of in-person
meetings. System should reject
requests that are not within the
designated meeting time.
Accesses application materials
and application critique
narratives during meeting,
accesses preliminary scores.
Enters conflict of interests, if
not determined previously,
views meeting orientation
slides and guidance slides.
Enters final scores. Modifies
critiques, submits final
critiques after meeting, but
within a specified time
window.
NA
NA
NA
NA
NA
Participates in
reviewer surveys
to help evaluate
quality and
effectiveness of
peer review.
Robust scoring
capabilities (edit,
blinded, lock,
analysis,
comment) and
option for no
scoring (view
only).
none
none
none
none
none
User Type:
Peer
Reviewer
Access system to collect meeting
logistics and personal preferences.
Access system to update reviewer
professional profile, including other
affiliations (i.e. advocates), report
application review preferences,
view assignments, report conflicts
of interest, access reviewer
guidelines and instructions,
confidentiality and conflict of
interest agreement, and the
applications. Accept or decline
Confidentiality and Conflict of
Interest agreement. Enter
application critique narrative
information. Enter preliminary
scores either overall or in specific
subcategories, communication with
Program Officer for programmatic
guidance, participate in on line
discussion with PO and other
reviewers, if on line discussion
capability is employed.
Council,
Advisory
Bd.,
Portfolio
Committee
none
none
none
Following the meeting, fill out
an online travel voucher and
submit documentation for
reimbursement.
Request travel arrangement
preferences in advance of inperson meetings. System
should reject requests that are
not within the designated
meeting time.
Travel arrangements; Submit
& track reimbursable
expenses, honoraria, etc. as
applicable;
Cycle Setup:
Application Submission
Application Process & Committee
Setup
Review Meetings, including
travel reimbursements,
honorariums, & meeting costs
Award Decision
and funding
model
Pre-funding
Ongoing Grant
Management
Fiscal Systems &
Fund Management
Reporting Internal
Systems – tracking
outcomes;
analysis &
evaluation
Reporting –
External Systems:
dissemination
develop
priorities, write
RFPs (Calls for
Application or
Calls), and
conduct
outreach for
multiple funding
cycles
View all
View all
View all
Same permissions as program
officer
Same permissions as program
officer
Fund
assignment;
Allocation
schedule;
View/annotate
special award
status (e.g., tax
check off)
View all grant activities;
Same permissions as program officer
Monitor funding
model (pre and
approved);
Program Director
sets funding
status (selected,
wait-listed, notselected for
funding), submits
funding model to
RGPO Exec. Dir.
for approval;
View fund balances
in real time;
Commitment
reports; Monitor
operational costs;
Projection
capability; Same
permissions as
program officer
Progress
announcements
(abstracts review,
publications,
inventions,
upcoming
presentations);
View latest
updates/outcomes
Program surveys
of groups or
subsets of groups;
Strategic
interaction with
stakeholders; Adhoc selection for
reporting on any
outcome that is
reported by
grantee;
RGPO Exec
Dir.
none
View all
View all
View all
Approve, decline
funding model
View all
View all
View all
View all
View all
Program
Officer
Develops
priorities, write
RFPs (Calls for
Application or
Calls), and
conducts
outreach for
multiple funding
cycles.
Collaborates
with other staff
on on-line
application
configuration
and materials.
Answers
Scientific/Research/Programmatic
Questions from applicants. Reviews
and approves letters of intent (or
coordinates Council review of LOIs).
Participates in decisions about
extension requests.
Recruits external reviewers based
on their expertise and research
specialty. Assigns reviewers to
committees, assigns applications to
committees, and determines
application assignment to
reviewers, scoring system, monitors
preliminary scoring and final
scoring. Monitors and participates
in online discussions prior to
meeting, if pre-meeting online
discussion capability is employed.
Prior to review meeting,
reviews scores and proposes
plan to triage certain
proposals. Helps monitor
scoring during the review
meeting, and projects
application materials such as
abstracts. Shows meeting
orientation slides and program
guidance slides.
Specifies
configuration of
funding model
using compiled
score data and
other application
data. Presents
funding model to
advisory council,
coordinates
recording of
funding
status/decisions,
participates in
dissemination of
funding decisions,
scores and
critiques to
applicants; edits
critiques on-line
or uploads a
Summary
Statement
prepared by
Program Officer
Establishes
requirements/pr
e-award/prefunding
requirements.
Negotiates with
applicants and
applicant
institutions.
Monitors
submission of
requirements,
approves,
requirements
Receives progress
reports, approves or
rejects progress
reports, changes in
aims, monitors
achievement of
milestones. Considers
justification for
requests for carry
forward of funds, nocost time extensions,
and changes in
approved expenditures,
rejects or approves
these requests, or
negotiates alternatives.
Approves
scientific/technical
aspects of grant
closing.
Initial approval of
grant payments
based on
satisfactory prefunding
requirements or
satisfactory
progress.
Uses system data
on publications
and other research
outcomes, grant
award history,
scoring data, and
other data for
various evaluation
measures. Monitor
milestone
achievements with
timeline
benchmark.
Uses system data
to report
evaluation
measures to
stakeholders.
Event:
User Type:
Program
Director
Same permissions as
program officer
Event:
Cycle Setup:
Application Submission
Application Process & Committee
Setup
Review Meetings, including
travel reimbursements,
honorariums, & meeting costs
Award Decision
and funding
model
Pre-funding
Ongoing Grant
Management
Fiscal Systems &
Fund Management
Reporting Internal
Systems – tracking
outcomes;
analysis &
evaluation
Reporting –
External Systems:
dissemination
prepare forms
and instructions
in demo site for
working out
bugs; convert to
live site once
things are
checked out;
Use of Demo site to respond to
questions from applicants; review
and approve or reject LOI’s in any
two stage application process (if
applicable); secure reports on
numbers, types of LOIs/Applications;
review and approve or reject
applications; extend or revise
deadlines for LOI’s and applications
on a case by case or universal basis;
send email communication to groups
or select individuals; complete
quality assurance of application
instructions and forms and if
error/glitch found, revise and update
materials; “validate” function
available as a pre-submission of
application process (review of
application to ensure all required
components are completed/files
uploaded);
Create committees; register
reviewers and assign to
committees; assign approved
applications to committees; solicit
reviewer preferences for
applications; assign reviewers to
applications; identify COI’s; create
committee settings (dates, type of
review, criteria and weight,
timeframes, etc.) run reports
(canned and query based) on
applications; place applications in
review committee into identified
review schedule; upload
documents; upload new data fields,
e.g., program specific ID numbers
Triage applications; determine
if reviewers have completed
scoring individual applications;
calculate average committee
score; adjust committee
settings as appropriate;
modify committee average
score when authorized to do
so by committee members;
run reports; change
application status based on
review results;
Access to send
out funding
notifications to
institutional
contacts;
Access to set
up/upload/appr
ove
requirements;
send out
notifications;
produce/upload
templates access
to change
institutional
contact;
Access to edit/revise
grant award
information.
Access to update
budget entries;
reconcile fiscal
reports; enter
payment release
info (amt, year,
confirm inst, etc.);
Access to run
queries for tracking
application and
grantee
information;
None
User Type:
RGPO C&G Staff
Ability to add
reference URLs
(RFP, GAM,
system tutorial).
Validation of application
requirements; Out-of-compliance
warnings (unresolved delinquency
issues of current or old awards).
Ability to revise ranking order.
Set or update
application status.
Access to
change/update
access privileges
for institutional
contacts;
Access in
editing/revising
grant award
information;
Set Up/revise
payee vendor
information &
payment
schedules;
Ability to
customize basic
fillable data
forms for award
compliance;
Status report;
Ability to apply
award
restrictions
specifically to a
grant.
3
4
Carry Forward of Unspent Funds, Change of Approved Expenditures, No Cost Time Extension
Did they return a budget? Did they submit a final report? Etc.
Access to send
out/accept
fiscal/progress reports;
Access to send
out/accept requests for
CFUF/CAE/NCTE3;
Access to send out
reminder/delinquent
notifications;
Ability to customize
basic fillable data forms
for grant modifications;
Set customizable due
dates; System
delinquency check (i.e.
overdue reports);
Upload email exchange
and or supporting
documents to a specific
grant; Monitor
spending rate.
Ability to apply
fiscal business
rules; Validation of
award closeout
check list4.
User-friendly query
tool for robust and
flexible reporting.
Event:
Cycle Setup:
Application Submission
Application Process & Committee
Setup
Review Meetings, including
travel reimbursements,
honorariums, & meeting costs
Award Decision
and funding
model
Pre-funding
Ongoing Grant
Management
Fiscal Systems &
Fund Management
Reporting Internal
Systems – tracking
outcomes;
analysis &
evaluation
Reporting –
External Systems:
dissemination
None
None
None
Honorarium/Travel
reimbursement; Develop
meeting budget (i.e. hotel,
airfare other mtg. expenses)
Generate realtime dashboard
showing of
available
programs funds
to determine
allocation of
award funding
from various fund
sources.
Review Non-UC
agreements and
Bruin-Buy
vendors to
confirm
appropriate
payment
address. This
will require
integration with
other university
systems.
Receive approval to
make payments from
Program Director;
Ability to track
interest payments
(and other grant
refunds, and Cert.
of Insurances on
non-UC.
Ability to search
relational info on
past or active
grantees
Receive data
extracts from
university systems
and from the
State of
California.
User Type:
RGPO GBFA Staff
For new vendors
upload grantee
institutions’
certificate of
insurance and
UCLA W-9 forms
Complete and submit
payment requests to
UC Budget Office (for
UC grant recipients) or
to the Business
Resource Center (for
non-UC grant
recipients)
Return of Funds review final fiscal
reports and
request refund
check from NonUC institution or
return of funds
from UC Campus;
Fund Swaps
recover expiring
funds and swap for
non-expiring funds;
Reconcile interlocation transfer
and grant
payments with
General Ledger or
Purchasing System.
This will require
integration with
other university
systems.
Add/upload
supporting
documentation.
Batch upload
financial reports
and integrate into
existing database
tables.
; Ability to
customize basic
fillable data forms
for payments.
Ability to gather
review meeting
costs for analysis
and decisionmaking
Generate grant
system adhoc
reports- regarding
all future grant
payments or
encumbrances.
Event:
Cycle Setup:
Application Submission
Application Process & Committee
Setup
Notify
stakeholders of
open Call for
Applications,
events, etc.
NA
NA
User Type:
RGPO –
E&D Staff (
or
equivalent
Program
staff
functions)
Review Meetings, including
travel reimbursements,
honorariums, & meeting costs
Award Decision
and funding
model
Pre-funding
Ongoing Grant
Management
NA
NA
Query system to
produce reports &
analysis as needed;
Fiscal Systems &
Fund Management
Reporting Internal
Systems – tracking
outcomes;
analysis &
evaluation
Reporting –
External Systems:
dissemination
Extract data for
analysis/reports on
research outcomes
across all
programs;
Strategic
interaction with
stakeholders; Adhoc selection for
reporting on any
outcome that is
reported by
grantee; View
latest outcomes;
Create PR events
and campaigns;
Track & announce
upcoming
publication/outco
me events.
Query system(s)
for comparative
analysis and data
sharing (e.g.,
ICRP); Query
system for
publishing to
external websites
(e.g., edited lay
abstract, progress
& final reports;
pubmed URL,
publication URL,
any outcome
reported by
grantee)
Infrastructure Support:
System
Administrator
5
1.
2.
3.
4.
5.
6.
7.
8.
Open Database Concept
Serve as the central point of contact between RGPO and the vendor with respect to system functionality.
Design, run, and review system activity logs and data integrity checks.
Build new tables, as needed.
Interface new system data with desktop software (Word, Excel, Access, and Outlook) and assist users with, or directly do interface activities for users, including templates and frequently-used reports (e.g., System Reports).
Interface with ODBC5 software to allow database to communicate with external systems, as needed.
Track user accounts and permissions.
Review backup reports and test-restore backup data to ensure data integrity.
Maintain intimate familiarity with the user manuals, the database’s design, and RGPO’s business rules as reflected in the database’s structure and contents.