Create a Pre-Award Service Request

How do I create a Service Request requesting a Pre-award?

IMPORTANT NOTE:
Before a Pre-award Request is submitted, a proposal development record must created and approved in Fibi so that an Institute Proposal Number can be referenced in the Service Request.

Sponsored Projects Shared Services reviews and processes all requests.

From the Dashboard, click on Service Request in the top row.

Click on the green Create New Service Request button in the upper right corner

The following window will open:

The Priority dropdown menu can be changed if needed to low or high.

The Department field is the lead unit or first 8-digits of the cost center. Begin typing the unit name and a dropdown menu with options will open.

Choose the Category – Institute Proposal from the dropdown menu.

Choose the Type – Pre-award Request from the dropdown menu.

Complete the Subject line in the Subject field. The first section of the Subject is the type of Service Request followed by other identifying information that the user will need to input.

Enter the SAP Responsible Cost Center, Department, and PI.

Click on the Save button in the bottom right corner. The Service Request has now been started and assigned a system number.

Scroll down to Project Associations and click on Add Association.

The following pop-up box will open. Choose the Module – Institute Proposal from the
dropdown menu.

Choose the Relation Type – Associated from the dropdown menu.

Choose Association by entering the Institue Proposal Number (IPN). The user can also search the dropdown menu by using the PIs last name, sponsor, or title if needed as this field is an elastic search.

Once a project has been associated to the Service Request, the information will appear on the Overview tab.

Click on the Questionnaire tab and complete all questions. If a question does not have an answer, “N/A” may be applicable. Each questionnaire will begin as a YELLOW tab.

After the questionnaire is completed the tab will change to GREEN.

If additional information or attachments need to be added:

Click on the Comments icon located in various places throughout the record.
The following files under 50 MB are supported: pdf, doc, docx, csv, xml, ppt, pptx, txt,
xls, xlsx, zip, json, xlsm, jpg, msg

A new window will pop up allowing the entry of comments, adding of documents and marking of comments as private.

When comments are present, a red bubble will appear next to the comment appropriate icon.

Click on the Validate button in the upper right corner to determine if further action is required. Fix any errors and evaluate if any warnings require changes. A Service Request can be submitted with warnings, but all errors that display must be fixed before Fibi will be able to route the Service Request for approval.

Click on the Submit button when ready to submit. The record will be routed to Sponsored Projects Shared Services (SPSS) for review and approval.

Note: If the Submit button does not show, the user will need to contact ORIS by emailing [email protected] to request access to the lead
unit used on the General tab