Provided by:

Office of Sponsored Research Services (OSRS)

January 2014

SUBS – Subaward User Business System

SUBS Training 1

Molly Gaschler, Subcontract Specialist 747-5294 gaschlerm@wustl.edu

Connie Motoki, Sr. Contracts Manager 747-5272 motokic@wustl.edu

SUBSystem contacts

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Required Items

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A. In ProgressB. Awaiting CollaboratorC. Institutional Info UploadedD. Pending Submission to OSRSE. Submitted to OSRSF. RecalledG. Opened by OSRSH. Submission ReviewI. Returned to DAJ. PO/CO CreatedK. PO/CO ApprovedL. Pending ApprovalM. Sub/Mod ApprovedN. Sent to SubO. In NegotiationsP. Sub ReceivedQ. Pending FCOI ComplianceR. Sub DistributedS. Voided

List of Sub Status

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Statuses In Progress Awaiting Collaborator Institutional Info Uploaded   Pending Submission to OSRS   Submitted to OSRS – system set when submitted   Opened by OSRS   Submission Review  

PO/CO Created   PO/CO Approved   Pending Approval   Sub/Mod Approved   Sent to Sub   In Negotiations   Sub Received   Sub Distributed

Voided

Sub Status Process Flow

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Status Query

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Select one & Search

Project Summary - Historical views for DA

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Select for all

subs/mods in

current year

SUBS Search– DA Worklist

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ResearchAdministration

DA Worklist

Subaward Actions1. New Subaward 2. Current Year Modification (Mod)3. Next Year Amendment4. Add New Institution5. Email Summary

SUBSystem

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Subaward Management

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Add New Value (New Sub)

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Project Summary

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WU PI

Check this Information

Add NOA (pdf)

WU DA

Dates

Upload: Notice of Award (NOA)

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Project Summary

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Select after Project

Summary information

complete

Subaward Details-Tabs

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SubawardDetails

AdditionalDocument

sAudit

Subaward Contacts

Comments

FFATA

Subaward Details

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RequiredRequired later

Selecting the Collaborator(on Subaward Details Tab)

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Select Search glass

icon

Advanced Look Up

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DUNS # is the key driver for Collaborator Institution record.

Select Institution

Collaborator Information(on Subaward Details Tab)

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Subaward Details—(con’t)

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Required

RequiredIf clicked, populates data

from Project Summary tab

Subaward Details—(con’t)

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Click “Save”

THEN click

Subaward Contacts

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Subaward Contacts—(con’t)

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Subaward Contacts—(con’t)

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Subaward Contacts—(con’t)

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Subaward Contacts—(con’t)

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Click Here

Collaborator eMail

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Collaborator Spreadsheet

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Collaborator Spreadsheet—(con’t)

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See

Collaborator Spreadsheet—(con’t)

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See

Collaborator Spreadsheet—(con’t)

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See

Collaborator Spreadsheet—(con’t)

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See

Collaborator Spreadsheet—(con’t)

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See

Upload Collaborator Information

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Click Here

Upload Collaborator Information

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#1-Select file from

your PC

#2-‘Upload’

after selecting file

Place of Performance(on the Subaward Details Tab)

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Required

Upload SOW & Budget(on the Subaward Details Tab)

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Add SOW (word doc)

SOW Upload(File Attachment box)

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#2 Upload

#1 Browse

Budget & Performance Period(on Subaward Details tab)

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Budget dollars &

Performance Period

Subaward Submission(Subaward Details Tab)

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Click Here,

if ready

Check ‘Required

Items’ Box at top of this tab -all items must

be checked

Additional Documents

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Click Here

Everything must be ’Checked’

Everything must be checked

Click Here

Comments Tab

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Click Here

Everything must be ’Checked’

Audit Tab

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FFATA Tab

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Click Here

Subaward Actions1. New Subaward

2. Current Year Modification (Mod)3. Next Year Amendment4. Add New Institution5. Email Summary

SUBSystem

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Current Year Mod

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Must be ‘checked’

Select One

Current Year Mod—(con’t)

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Select

Note

Check for missing items, e.g., NOA, Collaborator Inst.

Info, etc.

Current Year Mod—(con’t)(after “Change to Current Year” button selected)

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Increm

ente

d by 1

Not Active

Current Year Mod—(con’t)

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Required

Current Year Mod—(con’t)

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As Needed

Required

Current Year Mod—(con’t) (on Subaward Details tab)

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REQUIRED- Budget dollars &

Performance Period

Current Year Mod—(con’t)

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THEN Submit

SAVE

Subaward Actions1. New Subaward 2. Current Year Modification (Mod)

3. Next Year Amendment4. Add New Institution5. Email Summary

SUBSystem

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Next Year Amendment-Search

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Select One

“Sub Distributed”

Next Year Amendment—(con’t)

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Select

Navigate between

years

Next Year Amendment—(con’t)

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Next Year Amendment—(con’t)

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Incremented by 1

Navigation between

years

Next Year Amendment—(con’t)

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If applicable,

change ID &

Save

Next Year Amendment—(con’t) (on Project Summary Tab)

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Select one for add'l Year

Next Year Amendment—(con’t) (on Subaward Details Tab)

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Change fund # if needed

Next Year Amendment—(con’t) (on Subaward Details Tab)

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Required

Required

Next Year Amendment—(con’t) (on Subaward Details Tab)

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Required

Required

Next Year Amendment—(con’t) (on Subaward Details Tab)

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63

Required—Answer ALL these

questions.

Then

Submit

Save

Subaward Actions1. New Subaward 2. Current Year Modification (Mod)3. Next Year Amendment

4. Add New Institution5. Email Summary

SUBSystem

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Adding a New Institution(on Subaward Details Tab)

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Click here

Institutional Information

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Institution record is ‘controlled’ by the DUNS #.

Institution Information—(con’t)

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Institution Information—(con’t)

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Institution Information—(con’t)

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Click Here

ACTION FROM TO

“Request Collaborator Information” button WU DA SUB DA, PI

*Collaborator returns spreadsheet & SOW SUB DA WU DA

OSRS ‘Returns’ submitted to DA OSRS WU DA

OSRS sends Subagreement to SUB OSRS SUB, cc: WU

DA

OSRS distributed fully executed subagreement OSRS WU DA, SPA

*All Emails are system generated Except the communication from subrecipient to WU DA.

SUBS eMail Summary

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Molly Gaschler, Subcontract Specialist 747-5294 gaschlerm@wustl.edu

Connie Motoki, Sr. Contracts Manager 747-5272 motokic@wustl.edu

SUBSystem contacts

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