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Frequently Asked Questions

1. How do I add a subcontract?
2. How do I record contributions in kind or in cash?
3. How do I record if Warwick is the lead on a project and subcontracting to other institutions?
4. How do I record if Warwick is collaborating with another institution(s) on a project and all parties are receiving funding direct from the funder?
5. How do I record if Warwick is receiving funds via another institution which is the lead on the project?
6. How do I add a sub-project?
7. How do I add an Outline?
8. How do I create different versions of a costing?
9. Can I create a proposal with a historical Start date?
10. Can I change the Project Start and End dates?
11. Can I change the PI?
12. How do I view the status of a proposal on the approval route?
13. Can I control the status of a proposal on the approval route?
14. Another officer in RIS needs to work on the proposal, how do they get access?
15. How do I add a continuation?
16. How do I add a supplement?
17. How do I add a contract amendment?
18. How do I record further negotiation i.e. Subcontract or Collaboration Agreement?
19. How do I add a Studentship?
20. How do I set up a proposal with non standard project periods?
21. How do I set up a proposal that is over 5 years in length?
22. How do I update the details on a submitted application or an awarded project?
23. How many records can I display per page?
24. If I am costing in a different currency, how should I handle the approval of the proposal?
25. Is it possible to process more than one linked operation at the same time?
26. How can I update the finance code once a proposal is awarded?
27. How can I upload documents once a proposal is awarded?
28. I want to add a comment / note to Ideate – where should I record the information?

 

1. How do I add a subcontract?

  • Go to ‘Sub-contracts (external)’ tab, click on ‘Add Proposed Subcontract/Partner and add details.
  • Complete ‘Title’, ‘External Contact’ and ‘External Organisation’
  • Select ‘Subcontract’ if subcontracting a portion of the project budget. Ensure that the organisation working with Warwick is a sub-contractor as per the HESA definition.
  • Add the budget for the component – this will be included in the main project cost / price

2. How do I record contributions in kind or in cash?

  • Go to ‘Sub-contracts (external)’ tab, click on ‘Add Proposed Subcontract/Partner and add details.
  • Complete ‘Title’, ‘External Contact’ and ‘External Organisation’
  • Select ‘Partner’ if working with an organisation which is contributing in kind or in cash
  • Add the budget for the component – this will NOT be included in the main project cost / price

3. How do I record if Warwick is the lead on a project and collaborating with other institution(s) or organisation(s)?

  • Go to ‘Sub-contracts (external)’ tab, click on ‘Add Proposed Subcontract/Partner and add details.
  • Complete ‘Title’, ‘External Contact’ and ‘External Organisation’
  • Select ‘Collaborator’ if collaborating with another organisation on the project. Ensure that the organisation working with Warwick is a collaborator as per the HESA definition.
  • Add the budget for the component and select Type ‘Subawarded’ if a portion of the project budget is to be paid to the collaborator. The budget for the component will not be included in the main project cost / price. It is important that only Warwick's portion of the funding is included in the total project price and award.

4. How do I record if Warwick is collaborating with other institution(s) or organisation(s) on a project and all parties are receiving funding direct?

  • Go to ‘Sub-contracts (external)’ tab, click on ‘Add Proposed Subcontract/Partner and add details.
  • Complete ‘Title’, ‘External Contact’ and ‘External Organisation’
  • Select ‘Collaborator’ if collaborating with another organisation on the project
  • Add the budget for the component and select Type ‘Directly Funded’ if the project budget comes directly from the funder for all parties. The budget for the component will not be included in the main project cost / price. It is important that only Warwick's portion of the funding is included in the total project price and award.

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5. How do I record if Warwick is receiving funds via another institution which is the lead on the project?

  • Go to the Funder tab and select ‘Yes’ at the question ‘Does the funding come via another institution or collaborator?’, then select the institution or party from which the funding has come via from the lookup. The project cost and price should only include Warwick’s portion of the budget.

6. How do I add a sub-project?

  • Go to Sub-components (internal) tab, click on ‘Add new internal subcomponent’, complete details and click on ‘Invite’.
  • An invitation will be sent to you – if you go to Home, you will see an additional task ‘Component Invitation’ in your Assigned Tasks. To edit details and add budget for the component, click on the task ‘Component Invitation’, ‘Accept Invitation’ and ‘Confirm Decision’. You can now continue adding budget items for that component.
  • Within the main project, you can edit details for the project and add budget items for the component for the lead department (A). The budgets for components for other departments (B,C) are view only and are updated via the Task ‘Provide Component Details’. The total budget for all components is shown in the project view. To switch between the project and individual components, select from the drop down list ‘View’ in the banner.
  • The project (with component A) and the individual components are submitted for FP14a approval separately. The component PIs are required to sign off their individual components before the project PI can sign off the complete project (including component A).

7. How do I add an Outline?

  • Select radio button ‘Outline’=Yes on the Project Details tab. Complete all details including costing and pricing and submit for FP14a approval. If an outline is ‘Awarded’, then FP14b approval will not be required and the proposal will go to 'Outline Approved'. The full proposal should then be created as a new record.

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8. How do I create different versions of a costing?

  • At ‘Version’ within the banner, select ‘Create New Version’. Enter a name for the new version (*please note do not use % in the version name). Adjust the budget accordingly.
  • To toggle, between the different versions, select the relevant version at ‘Version’ within the banner. Once the final budget is agreed, then submit for approval with the relevant version selected; this will then become the final budget.

9. Can I create a proposal with a historical Start date?

  • You can add a proposal with a start date up to a year before today’s date.

10. Can I change the Project Start and End dates?

  • Amend the dates on the Project Details tab. You will then need to go into the Details of each item in Personnel, ‘Reset Cycles’ or update the cycles manually and click on ‘Calculate’ to ensure that the calculations are using the correct dates.
  • Check if any changes are required on the Non-Personnel tab, you should not need to change any items unless you have amended the number of periods, in which case, you may need to delete and re-add the items.

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11. Can I change the PI?

  • This is done from the Project Details tab. If a PI is replaced, the original PI will be removed from the budget and the new PI added with no costs yet associated. The PI can be updated at Under Development and Under Revision. Once a proposal is Awarded, the PI should only be changed in exceptional cases - please discuss this with researchops who will make the change if required.

12. How do I view the status of a proposal on the approval route?

  • Click on the proposal from the LiveList and view the Lifecycle Event Manager. Any subprojects will be shown under ‘Linked Items’.

13. Can I control the status of a proposal on the approval route?

  • The RIS Officer can ‘Skip’ an approval step or ‘Re-assign’ to another reviewer; justification for these actions will be required. This can be done at the actions under ‘Submission History’.
  • The RIS Officer can also recall a proposal (or component) on route. This can be done by selecting the action ‘Recall Proposal’ at the top right within the Lifecycle Event Manager or under ‘Linked Items’ for a component.

14. Another officer in RIS needs to work on the proposal, how do they get access?

  • Click on the proposal from the LiveList and ‘Reassign’ at the actions under ‘Submission History’.
  • If you wish to change the RIS Contact, then select the Action ‘Assign RIS Contact’ at top right within the Lifecycle Event Manager. This will ensure all future workflow steps are routed to the new RIS Contact.

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15. How do I add a continuation?

  • Click on the project from the LiveList and select ‘Continuation – Time Only’ at Actions at top right. The task will open and you will be able to change the Awarded dates.
  • When you submit the project, it will go for Award Acceptance (FP14b). You will be able to view the progress of the Continuation at Linked Operations within the Lifecycle Event Manager.

16. How do I add a supplement?

  • Click on the project from the LiveList and select ‘Supplement/Budget Change’ at Actions at top right. The task will open and you will be able to change the dates and update the costing, pricing and awarded budget. When you submit the project, it will go for Award Acceptance (FP14b).
  • You will be able to view the progress of the Supplement at Linked Operations within the Lifecycle Event Manager.

17. How do I add a contract amendment?

  • Click on the project from the LiveList and select ‘Contract Change’ at Actions at top right. The task will open and you will be able to record negotiation activity, upload documents and add comments. When you submit the project, it will go for Award Acceptance (FP14b).
  • You will be able to view the progress of the Contract Change at Linked Operations within the Lifecycle Event Manager.

18. How do I record further negotiation i.e. Subcontract or Collaboration Agreement?

  • Click on the project from the LiveList and select either ‘Negotiate Subcontract’, ‘Negotiate Collaboration Agreement’ or ‘Negotiate Other’ at Actions at top right, dependent on the award. The task will open and you will be able to record negotiation activity, change dates, update the budget and upload documents. When you submit the project, it will go for Award Acceptance (FP14b).
  • You will be able to view progress at Linked Operations within the Lifecycle Event Manager. You will only be able to initiate these actions once the main project has been Awarded.

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19. How do I add a Studentship?

  • Care must be taken when classifying Studentships, as if Studentship is marked Yes then the proposal will not be displayed on the Research Dashboards. If an element of a studentship can be classified as Research (i.e. the top up element of CASE awards), then the Activity Type should be recorded as 'Research' and Studentship marked as 'No'. If you wish to record a Studentship which cannot be classified as Research (i.e. Research Council elements of CASE awards), then these should be recorded with an Activity Type of 'Research Related' and Studentship marked as 'Yes'. For further guidance please refer to the section about Studentships.

20. How do I set up a proposal with non standard project periods?

  • If your proposal is not an exact number of years in length, then you will need to enter the Number of Periods as a decimal figure. For example, if your project is 1 year and 1 month long, you will need to enter the Number of Periods as 1.1 and as follows:
      Project length Number of Periods
      1 year, 1 month 1.1
      1 year, 2 months 1.2
      1 year, 3 months 1.3
      1 year, 4 months 1.4
      1 year, 5 months 1.45
      1 year, 6 months 1.5
      1 year, 7 months 1.6
      1 year, 8 months 1.7
      1 year, 9 months 1.8
      1 year, 10 months 1.9
      1 year, 11 months 1.92


 
21. How do I set up a proposal that is over 5 years in length?


22. How do I update the details on a submitted application or an awarded project?

  • You will not be able to update your proposal if 'Submitted to Funder' or 'Awarded'. Please contact Research Operations with details of the amendments required and they will perform the update for you.

  23. How many records can I display per page?

  • When using the configure filter tool you can select how many records to display per page. The default setting is 20 records per page but you can change it to any amount up to 50.

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24. If I am costing in a different currency, how should I handle the approval of the proposal?

  • Costings can be done in Euros or US Dollars – this is done using ‘Currency’ on the banner. Once the costing is complete, the proposal should be converted back to Pounds before being sent for approval – a summary of the cost / price in the other currency can be recorded in the comments box prior to submission and any relevant documentation can be uploaded at the documents tab. This conversion back to Pounds is also important to ensure consistent reporting.

25. Is it possible to process more than one linked operation at the same time?

  • Linked operations cannot be processed in parallel – when complete, the first linked operation will update the main project; however, if another linked operation is already in progress, when this completes, it will update the main project but overwrite any changes made on the first linked operation.

26. How can I update the finance code once a proposal is awarded?

  • Click on the project from the LiveList and select ‘Update Finance Code / Documents’ at Actions at top right. You will be able to add the finance code on the Award Review tab.

27. How can I upload documents once a proposal is awarded?

  • Click on the project from the LiveList and select ‘Update Finance Code / Documents’ at Actions at top right. You will be able to add documents on the Documents tab.

28. I want to add a comment / note to Ideate – where should I record the information?

Comments, notes and additional information can be added to a number of parts of the system and careful consideration should be given as to where the information is added to Ideate. The information can be recorded as follows:

  • Activity Log – this should be used to record information about any activity taken to progress the proposal on Ideate e.g. ‘chased approval sign off with PI’.
  • RSS Checklist: Additional notes – this should be used to record general information about the proposal e.g. ‘proposal linked to Ideate number 45555’.
  • Submit tab: Comments/Notes – this should be used to record any information you wish to bring to the attention of reviewers.
  • Negotiation Activity tab – this should be used to record the progress of negotiation, such as uploading versions of documents, recording e-mail exchanges with funders etc.
  • Documents tab – if Ideate approvals have been authorised outside of the system, then the approval e-mail should be uploaded to the documents tab.
  • Documents: Notes – this should be used to record information specifically related to an attached document and to add significant information about the document content.



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