Interfaculty Involvement

Adding interfaculty involvements to a project in GMAS helps to identify PIs that the owning PI will be cross collaborating with internally and helps to give the correct administrative contacts appropriate access to the project. This job aid will cover the steps to add interfaculty involvement, and review what access is provided when interfaculty involvement PIs and department administrators are associated to the project.

 

Prerequisites

This job aid assumes that the reader has an understanding of the basic functionality and terminology of GMAS.

For the purposes of this document, all requests and proposals will just be referred to as “requests”. Interfaculty involvement may also be referred to as IFI.

 

How does interfaculty involvement get added to a request?

Interfaculty involvements can be identified during the request entry process for the following request types:

  • Initial proposal
  • Competing renewal
  • Continuations
  • Interfaculty at no additional cost request
  • Supplements

From any of these request types, there is a panel towards the bottom of the request homepage for interfaculty involvement. From converted requests (initials and competing renewals), the panel looks like this:

Interfaculty Involvement Panel on Request Home Converted

 

From non-converted requests (continuations, IFI at no additional cost, and supplements), the panel looks like this:

Interfaculty involvement Panel Request Home Non-Converted

 

 

Selecting <Edit> from any of these requests will go to the “Edit interfaculty involvement” screen. From this screen, IFI can be added, removed, and edited.

Interfaculty involvement departments, PIs and department administrators can be added by selecting the “+Add interfaculty involvement” button. This screen allows the entry of multiple IFI’s from this one screen.

Interfaculty Involvement Screen

 

An IFI department is identified in the “Org” field. This is an auto-complete look up which allows searches by org number or descriptor.

Interfaculty Involvement Screen Org

 

The IFI PI is identified in the “Interfaculty involvement principal investigator” field. This is an auto-complete person look up which allows searches by partial matching one name or two names (the search recognizes comma separators to identify last name first or middle), or HUID.

Upon completion of the IFI entry, the individual listed as the IFI PI will be added to the administrative team as “Interfaculty Involvement Principal Investigator”.

Interfaculty Involvement Screen PI

 

The option to add the IFI PI to the research team in a specified role appears after the IFI PI has been identified. Checking the box will add the individual to the research team in the role specified upon completion of the IFI entry. (Note that adding an individual to the research team from here may require additional information to be identified from the research team screen after completion of adding the IFI PI).

If the individual who was added as the IFI PI is already on the research team, the checkbox will not be available, and instead this section will just indicate that the individual is already on the research team in a specified role.

 

Interfaculty Involvement PI Research Team

 

The dates that the IFI PI will be involved on the project will pre-populate based on the project dates and can be edited to any range of dates within the project start and end.

Interfaculty Involvement Screen Dates

 

Once the department (org) and the IFI PI have been identified, a pre-populated list of individuals who serve as department administrators under the department and PI combination will be available to add as IFI department administrators. More than one IFI department administrator can be selected per department/PI.

Other individuals can also be added as IFI department administrators even if they are not on the suggested list. This look-up field for adding another individual in this role works the same way the IFI PI look-up works. Once an individual is found, selecting “Add” will add the individual to the list checked.

All of the individuals in the IFI department administrator section that are checked upon completion of the IFI entry will be added to the administrative team as “Interfaculty department administrator”.

Interfaculty Involvement Screen Department Administrators

 

For each interfaculty department and PI combination, a trash can is available in the upper right corner of the section to remove all of the individuals for that combination entered. This action will remove all of the individuals from the administrative team upon completion of the IFI entry process.

Interfaculty Involvement Screen Delete

 

After all of the IFI information is completed, selecting “Done” will save all changes and update the research team for the request, update the administrative team for the segment, and create part-of shell accounts for the IFI PIs.

If “Cancel” is selected, all of the edits made to the “Edit interfaculty involvement” screen will not be saved.

 

What access is given to individuals identified as interfaculty involvement PIs and department administrators?

 

Interfaculty involvement principal investigator

  • Action Memo Recipient (for all Action Memos this role defaults in as a recipient but can be unchecked individually per revision by the Central Sponsored Office)
  • Observer
    • Can access the project in GMAS and can see data and documents
    • Can upload documents into document repositories
    • Can see expenses for all accounts by object code, but cannot drill into the transaction details
    • Can run the full suite of OBI Grants Management reports (same as Observers)

Interfaculty involvement department administrator

  • Action Memo Recipient (for all Action Memos this role defaults in as a recipient but can be unchecked individually per revision by the Central Sponsored Office)
  • Observer
    • Can access the project in GMAS and can see data and documents
    • Can upload documents into document repositories
    • Can see expenses for all accounts by object code, but cannot drill into the transaction details
    • Can run the full suite of OBI Grants Management reports (same as Observers)
  • Edit Part-of accounts (restricted)
    • Allows the individual to manage transaction monitoring (setting object codes for flagging) for their part of accounts only
    • Allows the individual to edit the GL budget, as set in GMAS for their part of accounts only

 

For feedback or questions, please reach out to the GMAS help desk at contactgmas@harvard.edu.