This job aid provides information about the top fields central reviewers look at when reviewing Initial Proposals and Competing Renewals in GMAS. Please note that this is not a full list of information that central reviewers are responsible for looking at.
This job aid assumes that the reader has knowledge about the proposal homepage. For an overview of the proposal homepage, please refer to the "Overview of the Initial Proposal and Competing Renewal Homepage" job aid.
- Check the due date
- Check that the correct sponsor has been entered
- Confirm that the budget figures match the budget included in the proposal
- Check the project dates
- Confirm the OMB A21functional code (A02, A03, etc) and the preponderance of effort (on/off-campus)
- Confirm that all research team members are listed
- Check that all approvals that are needed at submission time are complete or in a "submit-able" status (i.e., cost sharing, COI)
- Confirm that all necessary approvers have signed off
- Check to see that subawards are entered (if applicable)
- Check to see that interfaculty involvement is entered (if applicable)
- Check any comments entered by the request preparer
Check the due date
The "Due to sponsor" date is an optional field on the proposal entry screen. The task of entering a sponsor due date will remain in the "Actions required" section of the proposal homepage until the due date has been entered. The department will not be able to lock and route the proposal for signatures until the due date has been entered.
Once a due date has been entered, the summary section of the proposal homepage will indicate when the proposal is due to the central submitting office, as well as when it is due to the sponsor.
Once the proposal has been locked and routed (when it is in "Under review" or "Authorized" status), the summary section of the proposal homepage will indicate when the proposal is due to the sponsor, as well as when it was locked and routed and the individual that locked and routed it.
When the proposal has been submitted, the summary section will display the date it was submitted, the individual that submitted it, and the submission details. The sponsor due date can be found at that time in the open view of the "Proposal information" panel (for all proposal statuses), and changed by selecting "Edit" on the panel.
Check that the correct sponsor has been entered (and in the case where Harvard is a subaward, confirm that the correct prime sponsor and prime PI have been entered)
The sponsor is a required field on the proposal entry screen. The prime sponsor and prime PI fields are required on the proposal entry screen if the question "Is Harvard a subrecipient" is answered "Yes". Sponor information can be found in the open view of the "Proposal information" panel, anc can be changed by selecting "Edit" on the panel.
Confirm that the budget figures match the budget included in the proposal
The task of entering a budget will remain in the "Actions required" section of the proposal homepage until a value has been entered (0 is an accepted value) in at least one field in the budget edit screen. The department will not be able to lock and route the proposal for signatures until the budget has moved out of the "Actions required" section.
Once a budget value has been entered, high level budget information can be found in the open view of the "Proposed dates and dollars" panel.
To view the budget details (including IDC rate and type) use the blue link, “Proposed dates and dollars”, on the panel. If a modular budget was entered, this will go to the modular budget view. To see the IDC rate and type, select the “Total indirect costs” link from the view budget screen.
Check the project dates
Project dates can be located in the “Proposed dates and dollars” panel. These dates can be viewed with the panel closed or open. Dates can be edited by selecting the “Edit” button, and then selecting “Edit dates” from the edit budget screen (note that dollars need to be removed from a budget period before the dates can be deleted).
Confirm the OMB A21functional code (A02, A03, etc) and the preponderance of effort (on/off-campus)
Both the “A21 code” and the “Preponderance of effort” are optional fields on the proposal entry screen and the “Edit proposal information“ screen. These fields are not required to be completed before the department can lock and route the proposal for signatures. If completed, the data for these fields can be found in the open view of the “Proposal information” panel.
If the “A21 code” and/or the “Preponderance of effort” have not been completed prior to the proposal being locked and routed for signatures, the “Submit to sponsor” button will remain disabled with a tool-tip indicating that these fields need to be completed.
Confirm that all research team members are listed
The number of research team members is indicated on the “Research team” bar in the left navigation. Selecting the research team bar will lead to the Research team member list screen where Research team members can be added and edited.
PI’s and Mentors will always default to the research team, as will anyone on the budget (if entering a budget by line item). Other personnel who should be on the research team for compliance reasons, such as investigators on PHS awards who need to complete a COI certification, should have been added manually.
Check that all approvals that are needed at submission time are complete or in a "submit-able" status (i.e., cost sharing, COI)
The task of answering the approval attribute questions will remain in the “Actions required” section of the proposal homepage until all of the questions have been answered.
Once all of the questions have been answered, the “Approvals” panel will appear. The closed view of the panel will display the total number of approvals, the number of approvals in a “needed” status, and how many approval attribute questions were answered “Yes”. In the open view of the panel, the needed approvals will display with links that go to that approvals homepage. The list of approval attributes and their responses will also appear in the open view of the panel.
The “Approvals” link goes to the approval screen where all of the approvals (whether needed or completed) are listed, and the approval attribute responses can be viewed or edited.
Confirm that all necessary approvers have signed off
Once the proposal has been locked and routed for signature, the signatures panel will default in an open state at the top of all of the panels.
The status bar at the top of the proposal homepage will change from “Under development” to “Authorized” once all signatures listed have been completed.
Check to see that subawards are entered (if applicable)
The number of subagreements is indicated on the Subagreement bar in the left navigation. If the number is 0, there are no subagreements associated with the proposal. Selecting the subagreement bar will lead to the subagreement list screen where subagreements can be added and edited.
Check to see that interfaculty involvement is entered (if applicable)
The “Interfaculty involvement” panel will show “None” if there is no interfaculty involvement associated with the proposal. If there is interfaculty involvement associated, the panel will display with the count of interfaculty involvement and the details listed in the open view.
Selecting the “Edit” button will lead to the interfaculty involvement list screen where the interfaculty involvement can be added and edited.
Check any comments entered by the request preparer
Comments always display at the top of the proposal homepage. If the count is 0, there are no comments.
If there are comments, selecting the comments link will open the pop-up window where comments can be read and added.