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The functional design for the UCB Validation Report supports a COGNOS report used by OCG to do a pre-check of award setup.

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UNIVERSITY OF COLORADO
InfoEd Validation Report
eRA Functional Design
10/25/2017
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Contents
Overview ....................................................................................................................................................... 3
Detailed Design ............................................................................................................................................. 3
Assumptions .................................................................................................................................................. 7
Impacts .......................................................................................................................................................... 8
Open Items/Issues ........................................................................................................................................ 8
Test Scenarios ............................................................................................................................................... 9
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Version History
Version
Date
Author
Comments
1.0
8/15/17
Silverthorne
Initial Draft
2.0
8/16/17
Doyle
Added technical edits
3.0
Todd
Added New Mods Section
4.0
9/12/17
Poudyal
Added technical edits to Mods
5.0
10/25/17
Silverthorne
Update to reflect final additions to report
Approvers
Name
Date
Comments
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Overview
When entering an award in InfoEd, new and modification, the University of Colorado at Boulder (UCB)
Office of Contracts and Grants (OCG) run the InfoEd Validation 9.2 report before sending the award for
setup processing in PeopleSoft 9.2.
Detailed Design
The InfoEd Validation 9.2 report is a live report that queries 1) the Proposal/Award number and 2) the
Mod #. Users are instructed to review the report results for Failed issues. Users are to use the Data
Validation Errors & Actions lists when errors return on the report.
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Data Validation Errors and Actions List
#
ERROR MESSAGE (MEANING)
ACTION
DATA LOCATION
1
start_date is null
(A start date is missing someplace)
Check Start Date has
been entered.
PT Awards: “Start Date”
PT Awards > [increment] >
Detail: “Start Date”
2
end_date is null
(A end date is missing someplace)
Check End Date has been
entered.
PT Awards: “End Date”
PT Awards > [increment] >
Detail: “End Date”
3
instrument type is null
(Identify the award as a grant, contract,
subagreement, etc.)
Choose correct award
type from the drop-down
menu under Instr Type.
PT Submissions > [PT
Record] > Sponsor:
“Instr Type”
4
program type is null
(Identify the award as research, public
service, instruction, etc.)
Choose correct award
type from drop-down
menu under Program
Type.
PT Submissions > [PT
Record] > Sponsor:
“Program Type”
5
proj title is null
(Project Title is missing)
Enter title under Project
Title.
PT Submissions > [PT
Record] > Summary:
“Project Title” (mid-
page)
6
payment method is null
(Payment Method (e.g. Letter of Credit or
Invoice) is missing)
Choose correct Payment
Method from drop- down
menu.
*Exception: For At-Risk
projects, since payment
methods are not yet
known, make note in
“Other Award Details >
Award Comments” and
forward to Project Set-
Up.
PT Awards: “Payment
Method” (mid-page)
7
award number is null
(Award Number is missing)
Enter award number into
box labeled Award No.
*Exception: For At-Risk
projects, since award
numbers are not yet
known, make note “Other
Award Details > Award
Comments” and forward
to Project Set-Up.
PT Submissions > [PT
Record] > Sponsor:
“Award No.”
8
campus on off is null
Identify if work will be
done on- or off- campus
and check "on" or "off"
under Campus.
PT Submissions > [PT
Record] > Summary:
“Campus On/Off”
(checkbox)
9
orig spon is null func src is populated
(Prime Sponsor not identified, but
Funding Source is populated)
If there is a PRIME
SPONSOR check that
both Originating Sponsor
and Funding Source are
populated. IF NO PRIME
SPONSOR, see that both
are blank
PT Submissions > [PT
Record] > Sponsor:
various fields
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#
ERROR MESSAGE (MEANING)
ACTION
DATA LOCATION
10
orig spon is populated func src is null
(Prime Sponsor is identified, but Funding
Source is not)
If there is a PRIME
SPONSOR check that
both Originating Sponsor
and Funding Source are
populated. IF NO PRIME
SPONSOR, see that both
are blank.
PT Submissions > [PT
Record] > Sponsor:
various fields
11
ff and cfda is null
(CFDA Number is missing)
Enter CFDA number
when the Sponsor Type
and/or Originating
Sponsor is Federal.
PT Submissions > [PT
Record] > Sponsor:
“CFDA”
Validations Added Since PS 9.2 Upgrade
#
ERROR MESSAGE (MEANING)
ACTION
DATA LOCATION
12
A period other than period 1, has data.
Only period 1 should have data.
Check if there are award
additional award periods
beyond year 1. Only
Year/Period 1 should
have data.
PT Awards: “Year/Period
13
Team: Contract team or Grant team has
not been selected.
Check that Team has
been selected.
PT Awards: “Other Award
Details - Team
14
Total Anticipated has not been entered.
Check that Total
Anticipated has been
entered.
PT Awards > “Other
Award Details - Total
Anticipated
15
Warning: The requested additional
activities for the selected increment are
greater than 15.
Check that additional
activities requested field
does not contain more
than 15 characters.
PT Awards > “Other
Award Details
Additional Activities
Requested
16
The PT Award Increment Type on the
selected increment has not been
entered.
Check that the PT award
increment type has been
selected (is not blank).
PT Awards > Increment >
Detail: “Type”
17
The Awarded date has not been entered
for the selected increment.
Check that date awarded
has been completed.
PT Awards > Increment >
Detail: “Awarded”
18
Mod Number on the selected increment
has not been entered.
Check that Mod # has
been entered in “Award
No.” field.
PT Awards > Increment >
Detail: “Award No.”
19
One or more of the Budget Rows for
mods does not have the fringe type
selected.
Check that base fringe is
selected for any rows that
have data for the most
recent increment or the
mod selected in the
prompt.
PT Awards > Increment >
Detail
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#
ERROR MESSAGE (MEANING)
ACTION
DATA LOCATION
20
The selected award increment is missing
an object code for one of more budget
categories.
Check that all budget
rows contain a selection.
PT Awards > Increment >
Detail
21
Warning: The selected increment has
Student Fac as a salary type. This usually
requires Tuition Remission, but object
code 422413 has not been selected for
this increment.
Check that account code
422413 has been
entered.
PT Awards > Increment >
Detail
22
Warning: The cumulative value for the
unfunded object code 960500 is
negative.
Check 960500 amounts
across all increments.
PT Awards > Increment >
Detail
23
The Base Type for mod n has not been
selected and/or The Master Rate for
mod n is empty
Check that there is a Base
and Master Rate for the
most recent increment or
24the Mod selected in
the prompt.
PT Awards > Increment >
F&A: “Master Rate” or
Base
24
Warning: The Base type for F&A is
inconsistent and/or The Rate Scheme is
inconsistent.
Check that F&A rate and
type are consistent across
all increments.
PT Awards > F&A
25
The selected sponsor does not exist in
PeopleSoft.
Submit a ticket to
erahelp@colorado.edu.
(Our team will work with
SPA to ensure the
sponsors match in both
systems.)
PT > Sponsor
People Soft > Roles >
Grants Management
Sponsor (checkbox)
26
The selected PI is either not eligible.
Send the proposal on to
SPA by setting status to
WF_Project Setup
Complete on AT Award
Increment page with the
following note in
Comments box: “Please
check the Eligible PI box
in PS.”
People Soft > Professional
Data (section) >
Eligible PI (checkbox)
27
There are is either no selected
Department Administrator or there are
multiple people who have this role.
Check that there is one
and only one Department
Administrator.
PT > Admin Staff > Role
(Department
Administrator)
28
The AT Award Increment Type on the
selected increment has not been
entered.
Check that the AT award
increment type has been
selected.
AT > Increment: Award
Type”
29
The PT Award Increment Type and the
AT Award Increment Type do not
match.
Check that the PT Award
increment type and the
AT Award increment type
are the same.
PT Awards > Increment >
Detail: “Type”
AT > Increment: Award
Type”
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Validations Added for Award Mods Integration
#
ERROR MESSAGE (MEANING)
ACTION
DATA LOCATION
30
(Mod 01)
Error - There is no funding for
the mod & AWD_TYPE -
FUNDING AND EXTENSION
Correct Mod Type or
include Funding
change
PT Awards > Increment > Detail
(rec_type 3) and PT Submission >
Master Proposal
31
(Mod 02,
03, 04,
05, 09)
Error - For this [Award Type]
change there is no Project ID
found
The system could not find a
project id for this award with the
matching keys to process the
[Award Type]
(Looking for project in PS that
matches inst_no in InfoEd)
Error - Project id not found for
&OBJECTVALUE1 = B400000
Warning There is no account
code in PS that corresponds with
Object Code(s) XXXXX, XXXXX
found in the InfoEd Mod.
(Compare the InfoEd object code
to the PS account codes)
Correct the
identifying data in
increment to identify
the project
(Reference the Error
Report)
Correct Object Code
on Budget Detail
pages in InfoEd
Update the PS chart
of accounts or the
InfoEd Object
Code(s) match.
PT Awards > Increment > Detail
32
(Mod 06)
Error Contract_Amend_Exist=Y,
Contract Amendment Exist for
this contract CONTRACT_NUM=
XXXXXXX
(A user already has a Contract
Amendment in play which needs
to be PROCESSED before this
one can be sent thru)
Reach out to Grants
Setup Team and
request they
process/cancel the
pending amendment
and re-submit this
one
PeopleSofts Contract Amendment Page
33
(Mod 07)
Error : PROPOSAL_ID Doesn't
exists in the System:
(A modification is coming in thru
the Mods interface for a
proposal that hasn’t been
awarded in PeopleSoft)
Request Setup Team
complete the
Generate Award
process
(May need to run
the NEW Award
Interface if the
proposal hasn’t
already been sent to
PS)
PeopleSoft Grants Generate Award
pages
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#
ERROR MESSAGE (MEANING)
ACTION
DATA LOCATION
34
(Mod 15)
Warning: CFDA does not exist
for Proposal - CFDA: xx.xxx
Reach out to
PeopleSoft Support
team (OUCGrants) to
add the CFDA value
in the PS CFDA table
PT Submissions > [PT Record] > Sponsor:
“CFDA”
35
(Mod 16)
Warning: EMPLID doesn't exist
in PS with EMPLID: xxxxxx
(The Mod was processed but the
Personnel Change could not be
as the EMPLID isn’t valid for the
selection)
Most often this is
due to the employee
not passing the “PI
ELIGABILITY” test.
Send a request to
SPA “Please check
the Eligible PI box in
PS.” Once complete
the Mod can be
resubmitted
People Soft > Professional Data (section)
> Eligible PI (checkbox)
36
(Mod 27)
Warning - PS and InfoEd Role
mapping not found for InfoEd
Role-XXXXXX
All other Modification details
were processed this Key
Personnel Change was not as the
role assigned here doesn’t have
a corresponding value in PS
Either correct the
Role in InfoEd or
reach out to Grants
Support Team
(OUCGRANTS) to
configure another
role and update the
CU Custom Role
Mapping table
Grants > CU Customs > InfoEd to
PeopleSoft Mapping Tables > Role
37
(New)
Error - Contract is not Active for
CONTRACT_NUM: XXX
(PS will not allow the creation
of a Contract Amendment if
the contract is closed. If a
Mod is sent using the
interface when the contract is
closed, an error is produced.)
Assumptions
Impacts
Open Items/Issues
#
Description
Response
Contact
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Test Scenarios
Refer to Test Scenario documentation.