Iowa State UniversityOffice of Sponsored Programs Administration

GoldSheet & Routing Manual

December 2020

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Questions regarding the GoldSheet: 4-5225 or ospa-proposals@iastate.edu

TABLE OF CONTENTS

THINGS TO KNOW BEFORE YOU GET STARTED...........................................................................................2

SOFTWARE REQUIREMENTS.........................................................................................................................................2DEFINITIONS - ORIGINATORS AND APPROVERS..........................................................................................................2WHAT PERSONNEL TO INCLUDE..................................................................................................................................2KNOW YOUR ROUTING TREE......................................................................................................................................2REQUESTING A LIQUIDOFFICE/GOLDSHEET SYSTEM ACCOUNT................................................................................2

LOGGING IN TO LIQUIDOFFICE..........................................................................................................................3

LOGGING IN.................................................................................................................................................................3MENU OPTIONS...........................................................................................................................................................3CONFIGURING YOUR USER PROFILE...........................................................................................................................4ACCESSING THE GOLDSHEET FORM............................................................................................................................5OPENING AND USING THE GOLDSHEET START TO ORIGINATE A GOLDSHEET..........................................................5

ENTERING DATA INTO THE GOLDSHEET........................................................................................................7

PI INFORMATION SECTION..........................................................................................................................................7SPONSOR INFORMATION SECTION...............................................................................................................................7LEAD UNIT SECTION...................................................................................................................................................8FUNDING INFORMATION SECTION...............................................................................................................................8PROPOSAL INFORMATION SECTION...........................................................................................................................10ADDING PROGRAM GUIDELINES OR OTHER ATTACHMENTS....................................................................................10RESEARCH CATEGORIES FOR ACTIVITY TYPE RESEARCH........................................................................................11COMPLIANCE INFORMATION SECTION.......................................................................................................................11INVESTIGATORS PAGE – PAGE 2...............................................................................................................................13ASSURANCES.............................................................................................................................................................13PI/CO-PI INFORMATION, INCENTIVE DISTRIBUTION AND PROJECT CONTRIBUTION SECTION..................................13ISU SIGNATURES AND APPROVALS – PAGE 3...........................................................................................................14WHO HAS TO “SIGN” YOUR GOLDSHEET?................................................................................................................14PI SIGNATURE AND SUBMITTING THE GOLDSHEET..................................................................................................14

THE ELECTRONIC ROUTING PROCESS.........................................................................................................188

USING YOUR INBOX – ITEMS THAT NEED A RESPONSE...........................................................................................18WORK QUEUES..........................................................................................................................................................18HOW TO REVIEW BUT NOT APPROVE A GOLDSHEET...............................................................................................19HOW TO “SIGN” (APPROVE) A GOLDSHEET..............................................................................................................19

HOW TO TELL WHERE YOU ARE IN THE ROUTING PROCESS................................................................21

GOLDSHEET_STATUS_BPM FORM...........................................................................................................................21

Things to Know Before You Get Started

Software Requirements System is accessible by either PC or Mac users. Supported browsers are Firefox and Chrome.Note: Internet Explorer and Safari are not supported browsers.

Preferred attachment file types are Word, RTF, TXT, Excel, or PDF. Do not attach BPM internet files or URLs. These disrupt the upload of all other documents.

Save Frequently - The system will time out if idle for 75 minutes. If the form is not saved before timing out, all information entered will be lost and you will need to start over.

Definitions - Originators and ApproversOriginator – The Originator is the person who enters the GoldSheet information and submits it for electronic routing. This person can be the Lead PI or a departmental Grant Coordinator or other administrator. The Originator is responsible for:

1. Entering all the required GoldSheet data2. Attaching documentation in file form (including, at a minimum, the proposal guidelines, budget,

budget justification, and draft statement of work)3. Selecting all the approvers for the routing tree4. Monitoring the routing process

Approver – There are four types of GoldSheet Approvers: Lead PI, Co-PI, Lead Unit (administering department, institute or center), and RRC (colleges and VP units). If you are an approver for a Lead Unit or RRC work queue, you likely want to “enable notifications” so email notifications for GoldSheets needing approval are sent to you.

Tip: Email notifications will be sent automatically by the system. Please check your SPAM and other email filters to see that these emails do not go to your junk mail folder.

What Personnel to IncludeThe PI on the GoldSheet should match the PI on the proposal being submitted to the sponsor unless the project PI is not an eligible PI at ISU (e.g. a graduate student). ISU Personnel listed on the submitted proposal as Co-PI or Co-Investigator must be listed as a Co-PI on the GoldSheet. Other ISU employees involved on the project may be included as a Co-PI on the GoldSheet at the discretion of the PI.

Know Your Routing Tree You need to know your routing tree before a GoldSheet is routed. The routing tree is a list of all individuals (PI and Co-PIs), the Lead Unit (administering department), and RRCs (colleges and VP units) that must approve the GoldSheet before the proposal is institutionally approved by the Office of Sponsored Programs Administration (OSPA). Work queues have been created in Liquid Office, the system used to process GoldSheets, so it is not necessary for the originator or Lead PI to know which specific individual will approve the proposal for the Lead Unit or RRC. For example, if you select “Entomology” in the Lead Unit dropdown list, the GoldSheet will automatically route to the correct person or persons that are assigned to the work queue for the Entomology department. There is more detail about this process later in the manual.

Requesting a Liquid Office/GoldSheet System AccountTo establish your account in Liquid Office/GoldSheet System, navigate to the OSPA homepage, click on “New User Registration in the Quick Links section and submit the online form.

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Logging in to Liquid Office

Logging In

Go to the ISU GoldSheet login website: https://grants.ospa.iastate.eduor go to www.ospa.iastate.edu and click on the GoldSheet login link on the right side of the webpage.

This is the login screen you will see where you log in with your username and password. Without any activity, your session will be active for only about 75 minutes. You may lose information if you leave the GoldSheet (or any form) open for an extended period of time (more than 75 minutes). The option to “Save For Later” and work on it later is explained in the manual in the “Opening and Using the GoldSheet Start” section below.

Menu Options

After logging in to the GoldSheet system, you will see the following menu items listed at the top of the screen:

Folders – This lists all the forms you have access to for data entry, including the GoldSheet Start BPM form and the GoldSheet_Status_BPM form.

Inbox – This itemizes all the forms that need your attention. These include links to GoldSheets that need your approval, GoldSheets that have been approved, and draft GoldSheets that you have “Saved for Later”.

Sent Items – The Sent Items folder allows you to view the forms you approved or originated. This folder displays the Form name, Location, Sent To, Date Sent, Originator and Origination Date.

Saved Items – If you save an item from your Inbox or Deleted Items screen, it will be saved in this tab.

Work Queues – This menu tab item will only appear if you are a member of a Work Queue. This lists any GoldSheets needing approval that have been directed to a Work Queue in which you are a member.

My Profile – This is where you customize your profile and enter basic data about yourself for autofill in the GoldSheet.

Sign Off – Use this when you are finished with your session and wish to exit the GoldSheet system.

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Configuring Your User Profile

Customize – Select My Profile, then click on the Customize button. The following items can be customized:

Notification – Be sure there is a check in the box to receive an email notification when an item appears in your Inbox.

Automatic Forwarding – This is not used. You should not need to forward your Work Queue Inbox items to a proxy because there are multiple approvers for each Work Queue.

Startup – You can select either the Folder Top Level or your Inbox as the first screen that opens when you log into the system. Do not select Portal or Folder Favorites.

Appearance – Items you may want to alter in this section are the number of rows displayed per page, and your preferred color theme. Mac users or PC users using the HTML form of the GoldSheet must change the “Select the default format for viewing forms:” to HTML. Click on the Save button to save any changes.

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Accessing the GoldSheet Form

Click on Folders tab to access the GoldSheet folder.

To start a new GoldSheet click on the blue Goldsheet link in the Folders tab.

Inside the GoldSheet folder are the forms used to route GoldSheets, plus the Status form.

GoldSheet Start BPM v3_2 – This is the form an Originator uses to enter a GoldSheet and initiate the electronic routing process.

GoldSheet_Status_BPM – This is the form anyone can use to track the progress of the approval routing process for a particular GoldSheet.

These are the only two forms you will be using, and once you have actually used the GoldSheet Start and GoldSheet Status forms, these two forms will appear in your Favorites folder.

Opening and Using the GoldSheet Start to Originate a GoldSheet

When you open the GoldSheet Start BPM v3_2 form, the GoldSheet will launch the internet browser on your computer before the form is actually displayed on your screen. Be patient, this may take a few seconds.

GoldSheet ID number – When the GoldSheet opens you will see an ID number in the upper right hand corner. This ID number is very important. If you have any paperwork or attachments that must be hand delivered to OSPA, these hard copies MUST be marked with the identifying GoldSheet ID number. This ID number also allows you to track the progress of the approval routing process using the GoldSheet_Status_BPM form.

Tabbing through the form – The GoldSheet is designed for you to tab through each field, box and button. However, you can also use your mouse to select a field.

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Moving from page to page – There are three ways to move to another page in the GoldSheet by using the menu bar at the top and bottom of each page of the GoldSheet:

1. Select the page you want to navigate to using the drop down menu bar; 2. Navigate through each page using the forward/back arrows on the menu bar; or 3. Select “continuous” rather than paged view on the menu bar.

Hyperlinks – Any blue text on the GoldSheet is a hyperlink to a detailed explanation about the topic.

Clearing data from a partial GoldSheet – go to the bottom of the Signature page, select Reset from the drop-down list, and click on the Go button. This will clear out the data from the record you are working on and allow you to start over and enter information with the same GoldSheet ID number.

Saving a partial GoldSheet – If you get part way through a GoldSheet and need to stop, you can save your work. At the bottom of the Signature page there is a drop-down list with an option to Save For Later. If you select this option and click on the Go button, your GoldSheet will be saved as a Draft in your Inbox.

Caution: Do not save GoldSheets for an extended period of time. The GoldSheet form is often updated so a GoldSheet that has been saved for weeks/months may encounter difficulties in routing.

Deleting a GoldSheet you do not want to route – Send a message with the GoldSheet ID number you want deleted to ospa-proposals@iastate.edu.

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Entering Data into the GoldSheet Almost all of the fields are required. The GoldSheet system will automatically prompt for completion of mandatory fields before the form will route.

PI Information Section

PI last name Search Field – Type in all or part of a last

name (you can use wildcards for partial names – either * or %).

Tab out of the search field and the GoldSheet will return results.

If there is only one name returned, all data will be displayed in the appropriate fields. If there is more than one name returned, click on the pull-down arrow on the PI Name field and select a name.

Campus Phone Number – This should fill automatically when you select the PI if it has been entered into the PI’s profile. Verify the accuracy of the number.

ISU email address – This should also fill automatically and be checked for accuracy.

Note: If your phone # and/or email are not auto-filling, email ospa-proposals@iastate.edu.

Sponsor Information Section

Sponsor Name – Type in part of the sponsor’s name in the first yellow box and then press tab (do not use punctuation). Select the Sponsor Name in the drop down menu. If the sponsor is not in the menu, select “Unknown” in the drop down menu and enter the complete Sponsor Name in the first yellow box.

Sponsor Address – If the Sponsor Name was in the drop down menu, enter “x” in each address field. If the Sponsor Name was not in the drop down menu and you selected “Unknown”, enter the Sponsor Address information into the Street Address, City, State, and Zip fields.

Sponsor Type – Select the appropriate sponsor type from the drop down menu. If you select Other, enter a description of the sponsor type in the next field.

Prime Contractor – If this proposal is for a subcontract, type in part of the prime contractor’s name in the yellow box and then press tab (do not use punctuation). Select the prime contractor’s name in the drop down menu. Do not enter an individual’s name or prime contractor’s contact, that information should be entered in notes on the Addendum page.

Lead Unit Section

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Lead Department / Institute / Center / Extension Unit (DICE) – Select the administering department/unit that will manage the account.

Lead Unit (RRC) – This will fill automatically based on the selected DICE.

Budget Contact – Enter contact information for someone who can answer questions about the budget, most likely the PI or Grant Coordinator for your department, or some other support staff.

Other Contact – If there is a different person who will help with any non-budget questions about the proposal, enter this individual’s contact information here.

Funding Information Section

Previous Agency Award Number – If this proposal is for a continuation or renewal, please enter the previous agency award number.

Previous ISU Account Number – If one exists, please enter the previous ISU account number.

Period from/to – Enter the proposed start and end dates for this submission using the format m/d/yyyy.

Amounts

Direct – Enter the total direct costs proposed to sponsor for the entire project period.

Indirect– Enter the total indirect costs (aka F&A) proposed to sponsor for the entire project period.

Total – This amount, total proposed costs, is automatically calculated.

F&A/Indirect Cost Rate (IDC)On-Campus Rate – This selection is for projects where 50% or more of the ISU project activities will be performed in ISU-owned facilities, or where 50% or more of ISU project activities will be performed in ISU-rented facilities where rent is not directly charged to the project. If the On-Campus Rate is selected, please use the dropdown menu to select the appropriate rate.Off-Campus Rate – This selection is for projects where more than 50% of the ISU project activities will be performed off-campus, or where 50% or more of ISU project activities will be performed in ISU-rented facilities where rent is directly charged to the project. The rate will default to the negotiated off-campus rate.Other Rate – If the indirect rate is different than the on- or off-campus rate, then select this radio button and enter the rate manually. You are required to provide supporting documentation to justify the appropriate exception for the other rate, or obtain approval for an F&A (IDC) waiver request. See the VPR Policies web page for ISU’s Facilities & Administrative Costs policy.Primary Address – This field must be filled regardless of the indirect rate selected. This should be the location where the majority of the ISU project work will take place, and should correspond with your on- or off-campus rate selection.

Federal Flow Through Funds – If the Sponsor is using federal flow through funds for this project, select the federal agency source from the pull-down menu and click on the Add documentation button to attach any pertinent documentation.

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Cost Sharing/ Matching – Both questions must be answered: Is cost sharing/matching required?; and, Is cost sharing included?. When you select yes to the second question, the GoldSheet system will move you to page four where you can enter the Cost Sharing/Matching amount and source for as many sources as you have. If you have included cost sharing, you can attach supporting documentation by clicking on the Add documentation button. See the ISU Policy on Cost Share for Sponsored Programs on OSPA’s Policies webpage for ISU’s cost share guidelines.

Subcontracts – Are there any subcontract recipients in this proposal? If you click on Yes, the GoldSheet system will move you to page four where you can enter the names and amounts for each of your subrecipients. You must attach an institutional subrecipient commitment approval letter, budget, budget justification, and statement of work for each subrecipient. Just click on the Add documentation button to attach that documentation. If the subrecipient is not in the drop down list, leave it blank and send an email including the name of the subrecipient and the proposal’s GoldSheet number to ospa-proposals@iastate.edu.

BioCentury Research Farm – If the research is related to the BioCentury Research Farm, click the check box.

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Proposal Information Section

Submission Type – Select your submission type. Click on the blue text and a hyperlink will take you to definitions for each type.

Submission Method – Select if the proposal is being submitted through Cayuse, Fastlane, Other Electronic method, or if the PI sends.

Submission Deadline – Enter the proposal’s due date or the date that the PI needs the proposal approval process completed, whichever is earliest.

Title of Proposal – Enter the proposal’s title.

Program Name – If the Sponsor has identified a Program Name for this submission, enter it here.

Program Guidelines – Please attach a PDF file of the proposal guidelines. Please do not attach URLs or hyperlinks as they create havoc for OSPA’s electronic document system. (See “Adding Program Guidelines” below.)

Contract Terms – Click “Yes” if contract terms need to be reviewed or are available at the proposal stage, please attach a PDF file of the contract terms. Please do not attach URLs or hyperlinks as they create havoc for OSPA’s electronic document system. (See “Adding Program Guidelines” below.)

Activity Type/Purpose – Use the drop-down menu to make a selection. Click on the blue text to hyperlink to descriptions about the selection options.

Adding Program Guidelines or Other Attachments

When you click on the Program Guidelines “Yes” button or Add documentation or attachment buttons, you will be taken to this screen. Liquid Office accepts Word documents, RTF files, Excel spreadsheets, scanned images and PDF files.

File – To add a file attachment, click on the Choose File button and then select the appropriate file and click on the Open button. Once selected and opened, the filename will appear in the Title field. If you would like to give this file a different title to identify it more readily, you can make that change in the Title field (i.e. 131xxx budget). To add this file as an attachment to your GoldSheet, simply click on the Add button and your file will appear in the attachment list. If you want to remove an attached file, click on the check box to the left of the filename and click on the Delete button.

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Adding multiple documents – You can add all your documents at once if you like – there is no need to continually jump between the GoldSheet and the attachment screen. Just click on the Add button each time you want to add a document, and click on the Finish button when you are done adding documents.

Finish – When you are ready to return to the GoldSheet, click on the Finish button and the GoldSheet system will return you to the top of the GoldSheet.

Research Categories for Activity Type Research

Research Category data is collected for research proposals to meet institutional reporting needs.

Level 1: Select the Level 1 drop down box to choose the category which best describes the research type. This level is required if the Activity Type is Research.

Level 2: Level 2 drop down box choices will vary based on which drop down box was chosen in Level 1. If a correct selection is not available, a Level 2 selection is not required.

Level 3: Level 3 drop down box choices will vary based on which drop down box was chosen in Level 2. If a correct selection is not available a Level 3 selection is not required.

Compliance Information Section

Compliance, Export Controls and Intellectual Property related questions – These questions ask for project information related to various compliance requirements, export controls, and intellectual property. The answers to the compliance information section should be based on the overall project activities including subrecipient activities. Non-US countries are countries that are not part of the United States of America or its territories. Foreign Countries should be indicated when the sponsor is a foreign entity, a project paid/unpaid collaborator will perform work in a foreign country, a subaward

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recipient is a foreign entity, the work is occuring in a foreign country, or the work product will be used in a foreign country. International travel to conferences outside of the US is not considered foreign involvement. If involvement in foreign countries is answered “Yes”, foreign countries are to be listed on page 5 of the GoldSheet form.

Foreign nationals are persons who are not citizens or permanent residents (green card holders) of the United States.

ISURF Background IP is ISURF-owned intellectual property such as patented inventions or copyrights or software owned by ISURF that will be used in the project proposed under the GoldSheet.

MTAs are material transfer agreements. MTAs allow for the transfer of materials such as biological organisms, vectors, germ plasm, etc. between entities and specify the rights and responsibilities of each party. CAs are confidentiality agreements (also called non-disclosure agreements). Confidentiality agreements specify each party’s rights and responsibilities with regard to the confidential information.

Human Subjects, Animals, Biohazards, Radioactive Materials – The blue text for each of these compliance questions is a hyperlink to the Office of Responsible Research website which contains additional information about ISU compliance programs. If there are compliance requirements for your proposed activities, select Yes and then enter the approved ID/Log# and date of approval, OR click the Pending check box if not yet approved.

If you select Yes for any of these compliances, the appropriate compliance program committee will be notified of your proposal submission.

Investigators Page – Page 2Assurances COI – The PI and Co-PI Signature(s) on this GoldSheet (which will appear at the bottom of page two)

certify that each Investigator has read and complied with ISU’s Conflicts of Interest and Commitment 12

Policy and made all disclosures required by the policy. The policy can be found here: https://www.policy.iastate.edu/policy/conflict. The signature will be recorded on the signature page of the electronic document (electronic page three).

Certification for Principal Investigators and Co-Investigators – The PI and Co-PI Signature(s) on this GoldSheet (which will appear at the bottom of page two) certify that each Investigator understands and agrees to the statements made therein. The signature will be recorded on the signature page of the electronic document (electronic page three).

PI/Co-PI Information, Incentive Distribution and Project Contribution Section

PI/Department/Center – In this section, the Lead PI’s name will fill in automatically. Select the Investigator Department/Unit-RRC field from the drop down box. If desired, select the Institute/Center/Extension Unit field from the drop down box.

Percent of PI Incentive – Enter the PI’s incentive percentage. The total of the incentive percentages for all PI/Co-PIs must equal 15%. If incentive will not be received, please enter 15% for the PI to satisfy the form requirements. Only permanent Iowa State employees (Faculty or P&S) are eligible for incentive.

Percent of PI Contribution – Enter the PI’s contribution percentage to the project. The total of the contribution percentages for all PI/Co-PIs must equal 100%. This percentage is used by the RRCs in determining the RRC percentage of IDC return. All PIs and Co-PIs are eligible for contribution.

Co-PI last name Search Field – If there are no Co-PIs, skip this section.

Use this field just like the PI Last name Search Field on page one. Remember that * and % can be used as wildcards. When you tab out of the search field the data for that Co-PI will automatically fill in (if only one name is returned), or select the Co-PI’s name from the drop-down list. The Co-PI’s data may automatically fill in. Enter information if any of the Co-PI data is incorrect or incomplete. If the Co-PI is not on the drop down list, please contact OSPA (ospa-proposals@iastate.edu). Fill in the Incentive and Contribution percentage information for the Co-PI(s). To add another Co-PI, click on the plus button to the right next to the % contribution column. Use the + sign to add more Co-PIs.

Percent of Co-PI Incentive – Enter the Co-PI’s incentive distribution percentage. This field will be blank, so make changes as necessary. The total of the incentive percentages for all PI/Co-PIs must equal 15%.

Percent of Co-PI Contribution – Enter the PI’s contribution percentage to the project. The total of the contribution percentages for all PI/Co-PIs must equal 100%. This percentage is used by the RRCs in determining the RRC percentage of IDC return.

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Entering a wrong name – If at any time you enter the wrong person and need to make a change, just re-enter a new name in the search field. If you need to delete a name and not replace it, then just open the drop-down list for the individual’s name and select the blank entry at the top of that list, then manually delete the person’s department, center and incentive (if any was entered).

ISU Signatures and Approvals – Page 3

Who has to “Sign” Your GoldSheet?

The PI and all Co-PIs must sign the GoldSheet in Liquid Office. The only ISU internal approvals required on the GoldSheet are the Lead Unit (administering department) and RRCs (colleges and VP units). The GoldSheet must be routed to the RRC salary homes of the PI and all co-PIs.

Lead Unit (Department/Institute/Center/Extension Unit) Approver – Only one unit should be selected from the drop down box on the Signature Page (page 3). Once you click on the drop down menu, type the first letter of the Lead Unit’s name to jump to that area of the departmental list (as the list is quite lengthy).

Note: Non-lead unit departments associated with the GoldSheet will be sent an “FYI” notification after the RRCs have approved the GoldSheet.

Resource Responsibility Center (RRC) Approvers – RRC Approvers are found on the Signature Page (page 3). Please include the appropriate RRC for each department. If VPR is an RRC, list it last. Additional RRCs are added by clicking on the addition button (+) on the right side of the page.

All ISU Departments and RRCs have Work Queues set up. The GoldSheet form is routed to those Work Queues, and not to an individual’s name.

OSPA – You do NOT have to enter OSPA as an approver – this last stop on the routing tree will happen automatically for every GoldSheet submitted and approved by the Lead Unit and RRC(s). OSPA is not restricted by read-only access, so OSPA can make alterations to the GoldSheet if changes are necessary.

PI Signature and Submitting the GoldSheet Before you submit the GoldSheet, be sure to either print out a paper copy for your records or save the file on your computer. This way you will always have access to the ID number for each record.

Attachments – If you have not attached documents already, do it now. Attach a draft version of the proposal if you do not have a final copy ready. You must attach a final copy of the budget and budget justification. You must also attach the Program Guidelines and any required subrecipient documentation.

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Non-PI Submit – If you are NOT the lead PI entering the GoldSheet, then you need to click on the Go button at the bottom of the Signature Page (page 3). The GoldSheet does not appear in the Liquid Office database until the PI has signed the GoldSheet. Therefore, the GoldSheet_Status_BPM form will not contain information until the PI has signed the GoldSheet.

Conflict of Interest (COI) – If you are the lead PI who is entering the data, review the conflict of interest statement and then select Yes or No. If you answer “Yes” and do not have a COI management plan on file, please notify COI@iastate.edu. If you do have a management plan on file, please indicate this in the NOTES section on the Addendum Page (page 4).

PI Submit – When you are satisfied that you have entered all the data correctly and attached all the appropriate documents, click on the gray PI Signature button at the bottom of the Signature Page (page 3).

A box will pop-up with your name and signature information. Click on the OK button to continue with the signature process or click on Cancel to stop the signature process.

To complete the signature and submission process, select Submit from the drop down box in 2, (see graphic on above page) and click the Go button to submit your GoldSheet for electronic routing. Do not close the window until the system displays a message stating, “Your form has been submitted to the Liquid Office Form Server.”

Check for mandatory data – After the Submit and Go button have been selected, the GoldSheet will go through the various GoldSheet fields checking for missing data. This validation process may take a moment. If there are blanks in any required fields, you will get a pop-up window that identifies the missing data field. When you click on OK, you will be taken directly to that missing field. Enter the missing data and go back to the bottom of page three and select Submit plus the Go button again. This process will repeat until all required fields are completed.

Examples of the validation messages you might see --

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Attachments - If you have completed all mandatory fields, but have added attachments, Liquid Office takes you to an Attachment Classifier so that you can classify your documents.

The categories to choose from are Proposal, Budget, Negotiation, Subrecipients.

Final Submission: When Liquid Office has reviewed all mandatory fields, and after any attachments have been classified, the system will indicate the GoldSheet is processing and will show the following message when the GoldSheet has begun routing:

NOTE: Do NOT close the window until you receive this message.

Check the Status: OSPA recommends you (Originator/PI) check the routing status of the GoldSheet frequently to ensure the sponsor deadline is met. The GoldSheet_Status_BPM form in Liquid Office displays routing and approval information regarding who has and has not yet approved the GoldSheet (PI/Co-PI/Lead Unit (Department/RRC). You should contact the respective approver if your GoldSheet is not approved within the timeframe you expected or desired.

See “GoldSheet_Status_BPM Form” information below.

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The Electronic Routing Process

Using Your Inbox – Items That Need a Response

PI and Co-PI Email Notification of Submittal/Approval – If you have checked “Send E-mail Notification” under the Customize button in your User Profile, then you will receive an email that looks something like this:

The "GoldSheet Start" form has been sent to you for your review.

Form created by: Andrea RichForm created on: Jul 22, 2015 2:37 PM

Please click on the link below to access the form.https://grant001.ats.iastate.edu/jsp/login.jsp

When you get an email notification, it will come with a link to take you to the GoldSheet system. If you are not already logged into the GoldSheet, the email link will launch the GoldSheet and display the login screen. After you log in, it will take you directly to the GoldSheet system.

Opening Forms for Approval – Forms for your approval as an individual (i.e. Co-PI) will appear in your Inbox. Forms for approval by a Work Queue will appear in the appropriate Work Queue. After you have opened a document in your Inbox or Work Queue, its title will no longer be highlighted – this way you can distinguish between documents you have opened at least once, and ones that you have never viewed. You can select a GoldSheet form and save it to the Saved Items folder if you need access to the information after your approval.

Work Queues

If you are a member of a Work Queue and have selected the Enable Notify button for your Work Queue, you will receive an email notification when a GoldSheet needs approval. When you open up your Work Queue folder, click on the Work Queue name and all the GoldSheet forms in your Work Queue will appear. Any member of your Work Queue can approve a GoldSheet, so you should establish some protocol for who will actually be approving GoldSheets and under what circumstances. The Work Queues make it easier when an approver is out of the office – when a primary approver is absent, the secondary approver can take over the Work Queue duties. When an Approver selects a GoldSheet form to open, that form is automatically locked. If you need to approve a locked GoldSheet, select the box in front of the locked GoldSheet and click on the Remove Lock button. The system will ask you to verify you want to remove the lock because any changes made by the previous reviewer will be lost.

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How to Review but Not Approve a GoldSheet

If you simply need to look at a GoldSheet and will not be approving it, you must open the GoldSheet in “Open Read-only”. Click on the box adjacent to the GoldSheet form you would like to open and then click on the Open Read-only button. This keeps the form “unlocked” for the approver.

How to “Sign” (Approve) a GoldSheet

Co-PI Approvers – The form that Co-PIs see will contain all the completed fields of the original GoldSheet (including the Lead PI’s signature and identifying data), plus a place for the Co-PI to sign the GoldSheet. The Co-PI GoldSheet form is a read-only form. The Co-PI cannot change any fields but can add notes, attach files, and view attachments (but not change them).

Conflict of Interest – All Co-PIs must respond to this question before their signature will be accepted.

Add or View Attachments – The Co-PIs can look at all the accompanying attachments and add more if appropriate.

To Sign – Click on the 1. Co-PI Signature Button. Click OK on the pop-up box to continue or click Cancel to stop the signature process. After the pop-up box disappears, if proceeding with signature, select Submit from the drop down menu under 2. and click the Go button. Liquid Office will display the message “Please wait for processing to complete.” It will then display a box indicating the form has been submitted.

NOTE: Do NOT close the window until you receive this message.

Lead Unit (Department/Institute/Center/Extension Unit) Approver – The Lead Unit Approver will be able to see the Lead PI and all Co-PI signatures, plus the Lead Unit Approver can add notes, view attachments and add attachments. The Lead PI and Co-PI signatures will appear on Page 2 of the GoldSheet form.

Add Notes for OSPA – This is where the Approver can add any comments about the GoldSheet or proposal.

Add or View Attachments – The Approver can look at all the accompanying attachments and add more if appropriate. The Lead Unit Approver can also delete attachments after selecting this button.

Sign/Approve – Click on the gray Department Signature button. A pop-up box will be displayed. If you want to proceed with approval, click the OK button. If you want to cancel the approval process, click the Cancel button.

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If you clicked OK, you must then continue the signature process by selecting Submit from the drop down box at the bottom of the yellow signature section and click the Go button. Liquid Office will display the message “Please wait for processing to complete.” It will then display a box indicating the form has been submitted.

NOTE: Do NOT close the form until you receive the message: “Your form has been submitted to the Liquid Office Form Server.”

Resource Responsibility Center (RRC) Approvers – RRC approvers can see all the signatures and approvals made before theirs: the Lead PI and Co-PIs, Lead Unit (department), and other RRCs who have approved prior to them.

Percent of IDC returned – This section must be filled out before an RRC approval will be accepted. This percentage is negotiated between the RRCs involved and must total 100% before the first RRC approval is made.

Add Notes for OSPA – This is where RRC Approvers can add comments about the GoldSheet or proposal.

View or Add Attachments – The RRC Approvers can look at all the accompanying attachments and add more if appropriate. The RRC Approvers can also delete attachments after selecting this button.

Sign/Approve – Use the Admin Unit Signature button. A pop-up box will appear. If you want to continue the approval process, click the OK button. If you want to cancel the approval process, click the Cancel button.

If you clicked OK, you should then continue the signature process by selecting Submit from the drop down menu at the bottom of the page and click the Go button. Liquid Office will display the message “Please wait for processing to complete.” It will then display a box indicating the form has been submitted.

NOTE: Do NOT close the window until you receive the message: “Your form has been submitted to the Liquid Office Form Server.”

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How to Tell Where You Are In the Routing Process The PI will receive email notifications as the GoldSheet form moves through the approval process. The originator, PI, or anyone with the GoldSheet ID number can use the GoldSheet_Status_BPM form to look for routing status information.

Check the Status: OSPA recommends you (Originator/PI) check the routing status of the GoldSheet frequently to ensure the sponsor deadline is met. The GoldSheet_Status_BPM form in Liquid Office displays routing and approval information regarding who has and has not yet approved the GoldSheet (PI/Co-PI/Lead Unit/RRC). You should contact the respective approver if your GoldSheet is not approved within the timeframe you expected or desired.

It is the PI’s responsibility to ensure that the GoldSheet reaches OSPA.

GoldSheet_Status_BPM Form

Once the routing process has begun, the easiest way to track the progress of your GoldSheet is to open the GoldSheet_Status_BPM form in Liquid Office. This form is located under the GoldSheet Start form in the GoldSheet Folder.

When you click on the form, you will see a GoldSheet Status Form report. To access the data for your GoldSheet, simply enter the ID number in the GoldSheet ID field and hit the TAB KEY. (If you hit enter, the information displayed will not be accurate.)

The report will return all the routing data and display the names and Work Queue names of all approvers who have already signed off on the GoldSheet, plus the date and time of signature. You can scroll down through the form to see all the names of approvers. The GoldSheet’s current location will be highlighted in green.

See example on next page.

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