Closeout User Manual - University of Colorado Boulder
Contents
1. File 2 New document New version of existing document Name 42345648C_ Technical Repo Category Report y Folder Root Location Browse No file selected Upload 9 closeout User Manual 22 June 2015 4 Select Closeout as the Folder Upload File New document New version of existing document Name 12345548C_Technical Repo Category Report x Folder Closeout Ea Location Browse_ No file selected Upload 5 Clicking on Browse will allow you to choose a file from another location on your computer Using the Select Existing Attachment dropdown menu will allow you to choose an existing attachment from another location within the same master proposal eRA record 6 Click Upload to finish attaching the document Upload File New document New version of existing document Name 12345548C Technical Repo Category Report r Folder Closeout Ea Location Browse __ Interim Performance Report for Grant HST 4R 13260 001 4 pdf Cancel The attachment will appear in the Closeout folder in the left hand navigation pane and in the main Attachments screen 10 closeout User Manual 22 June 20152. documents will be attached through either the Deliverables page or the Attachments page because only some of the reviewers users in OCG and SPA will be using the Deliverables page to enter final reporting requirements For instructions for attaching documents in the Deliverables page please refer to Section 4 0 of the Deliverables User Manual The instructions for attaching closeout documents in the Attachments page are listed directly below 1 Open the main Attachments folder Click Add Document in the upper right hand corner of the main screen Proposal 15 04 0004 4 Submissions 1 i E Awards 0 Attachments Folder Maintenance Add Components i_ Financials 0 Approvals 0 NameY Category View Latest History Upload Glick Add Document to attach a Delete _ Related Proposals 0 CloseOut_CheckList Supporting Documentation B Zi closeout document to the ii Deliverables 0 Attachments page i W Keywords 0 5 3 Attachments 1 Aaa Proposal 0 Award 0 E Sub Documents 0 Reports 0 Oo Closeout 0 i CloseOut_CheckList 2 Enter the document name The Name should follow the convention Sponsor Award Number_Report Name Date Submitted dd Mmm yyyy Upload File a New document New version of existing document Name 1234564BC_ Technical Repo Category Folder Root s Location Browse__ No file selected 3 Select Report as the Category Upload
3. 2 June 2015 Note This screen shot above only captures a portion of the Closeout Checklist Make sure to use the scroll bar along the right hand side to see the entire checklist 2 Identify the closeout requirements that need to be indicated on the Closeout Checklist using the award documents and internal team resources which identify soonsor closeout requirements 3 The checklist is has closeout responsibilities divided into three main groups Department or PI SPA and OCG In order to indicate the necessary items on the Closeout Checklist as Required scroll to through the checklist identify the closeout requirement and click the box beneath Required Property Report to Sponsor Property Officer Required Due Date _ E Property Report Done Ni The Due Date field and the status dropdown menu will automatically appear to the right of the Required box once it is checked 4 Enter the date the closeout requirement is due either to the sponsor or to OCG SPA as applicable to the closeout requirement Property Report to Sponsor Property Officer egui e 25 Aug 2015 nin Required if Due Date se 9 n Property Report Done 5 If the requirement is also listed in the Deliverables page the Due Date used on the Closeout Checklist should match the date listed with the Deliverable Note If a modification is made to an award and the period of performance is extended the Due Dates on the Closeout Checklist wil
4. Closeout User Manual The purpose of this document is to assist the Pls Department Administrators Soonsored Projects Accounting and OCG Compliance in meeting the required close out requirements that are stated in the award documentation and need to be submitted to the sponsor When an award is received by OCG and SPA for simultaneous review the award deliverables will be entered into both the Deliverables folder in InfoEd see Deliverables User Manual and the award Closeout Checklist This manual includes instructions for adding the Closeout Checklist entering the closeout requirements on the checklist and completing the closeout checklist Table of Contents 1 0 ADDING THE CLOSEOUT CHECKS T wssissscsstssnssecsssnaisssesnisnssdousssetesesesatianssesindedsssadsaiiseSssnississesdsnetsiuscausanndsseaniudies 2 2 0 ENTERING THE CLOSEOUT REQUIREMENTS cccciisssscossssscsssccnssnnsscscdsvssssccsnssanescsssnvasescdsnsdnnssossdsssscscdsnsssssscsrunsess 3 3 0 CHANGING THE INFORMATION ON THE CLOSEOUT CHECKLIST sssssesccrceecescceccsscesccsscsscsscesscsscescessons 6 4 0 COMPLETING THE CLOSEOUT CHECKLIST nsec isssicssincscnnnsvaseesnsntvinnescetuiwinselsssivnsisnisseetsie vidas csvwnuvsinessdiinwistsssssuitunsssesitnvaanes 7 3 0 ALTACHING CLOSEOUT DOCUIVIEN TS svsesuhvininlssieiesntilnncsiocsiwuisninisnt ovintivinn ss ve sintauinin s o s ailnn ssb inbivniniaso e intn idin s sbuuiaulnnl seatninineesousialea s 9 1 closeout User
5. E Complete Proposal Award Information Proposal Number 0614 08 1652B Form Hist Sponsor Award Number NNX14AN79H amp Print Department or PI 4 You can view the history of changes that were made to the checklist by clicking on Form History in the left hand menu of the checklist 6 closeout User Manual 22 June 2015 4 0 COMPLETING THE CLOSEOUT CHECKLIST When the closeout requirements have been addressed and completed each reviewer in OCG and SPA will enter information on the completed closeout requirement on the Closeout Checklist and will attach the appropriate documents in InfoEd The steps for attaching closeout documents are included in Section 5 0 of this user manual 1 Open the proposal record and Closeout Checklist for the award that needs to be updated with the completed closeout requirement 2 Scroll through the checklist and select the requirement that needs to be marked as completed Note Each of the items listed on the Closeout Checklist may have different data input requirements The next steps should cover most of the closeout requirements on the checklist but certain items like Cost Share Fulfillment may have additional data fields that need to be entered by the reviewer user 3 Indicate the status of the closeout requirement using the dropdown menu beneath the closeout requirement this field should be to the right of the Due Date field Projects cP Project Humber Form to be Complete
6. Manual 22 June 2015 1 0 ADDING THE CLOSEOUT CHECKLIST In order to enter the closeout requirement the Closeout Checklist needs to be added to the InfoEd proposal record The Closeout Checklist will be added to the Attachments folder during the award logging stage but it can be added during any stage of the workflow review process in OCG and SPA In order to add the Closeout Checklist to the Attachments folder follow the steps outlined below 1 Open the Attachments folder and in then in the main screen click on Add Components in the upper right corner From Darkness to Light Mapping the Universe in its Infancy with the Redshifted Hydrogen 21 cm Line ee Proposal 4 Dr Jack O Burns 10195 CASA CTR ASTROPHYS amp SPACE ASTRO National Aeronautics Done Save Help Access Hide and Space Administration Proposal 0614 08 1652B a Submissions 1 ta Awards 1 Attachments a Financials 1 i Name Catego View Latest Histor L Approvals 1 os _ Then click on Add i Related Proposals 0 NNX14AN79H_00_Award pdf Converted amp Components Click on the Attachments folder NNX14AN79H_00_Budget pdf Converted 01 Jun 2015 1 41 50 m beneath Submissions PM NNX14AN79H_00_Email_ msg Converted 01 Jun 2015 1 41 50 m i PM D Award 0 NNX14AN79H_China Converted 01 Jun 2015 1 41 50 m dia Sub Documents 0 geo ae Reports 0 Closeout 0 2 After clicking Add Comp
7. aneous award review in both OCG and SPA the closeout requirements for each functional area are entered by the individual completing the review for that functional area Below is an outline of who is responsible for entering closeout requirements into the Closeout Checklist and Deliverables page Functional Role Invoicing Review SPA Billing Technicians Grant Accountant SPA Property Review OCG Property Officer Tech Reports OCG Deliverables Specialist and Closeout Officer Cost Share Effort Reporting SPA Cost Share Accountant ePERS Accountant Subcontract Review OCG Subcontract Officer Notes Deliverables Folder N A Create deliverable for final financial reports Attach documents for final financial reports Create deliverable for all required property reports Attach documents for all required property reports Create deliverable for all required technical reports Attach documents for required technical reports N A N A Closeout Checklist Mark Required for Final Invoice to Sponsor Complete the Final Invoice Checklist Enter the date the invoice is due and the date it is submitted Mark Required for Financial Report to Sponsor Complete the PeopleSoft Closeout Checklist Enter the date the report is due and the date it is submitted Mark Required for Project Property Report Dept Property Manager and Property Report to Sponso
8. d Completion Gate SPA Check List Incomplete i Required 70 ePERs Certifications Completed Effort Reporting Accountant Required 7 Cate Submitted Invention New Technology Report CloseOut Specialist PI Required 70 4 An automatic prompt will direct you to enter the Completion Date of the closeout requirement Click OK to return to the Closeout Checklist See next page 7 closeout User Manual 22 June 2015 Please enter the Completion Date of this CloseOut Task 5 Enter the date the closeout task was completed Property Report to Sponsor Property Officer Required Due Date 25 Aug 2015 epa Yes x Note The data field for the completion date of the task is Date Submitted because it is anticipated that the date the closeout item is submitted to the sponsor OCG or SPA is the date the closeout requirement is completed 6 Click Save in the upper left hand corner of the Closeout Checklist e form window Updated By Rebecca Jane Stossmeister 22 Jun 2015 10 30 33 AM Department or PI 7 When all of the closeout requirements have been completed the OCG Closeout Officer will complete the entire checklist by clicking the box next to Complete in the upper right hand corner of the Closeout Checklist e form window Updated By Rebecca Jane Stossmeister 22 Jun 2015 8 lcloseout User Manual 22 June 2015 5 0 ATTACHING CLOSEOUT DOCUMENTS Closeout
9. l need to be manually changed to reflect the new award end date These changes will be made by each functional role during the simultaneous award review in OCG and SPA for their respective closeout requirements For Example Property Review would update the Due Dates for both the Project Property Report Dept Property Manager and the Property Report to Sponsor Property Officer but not for any of the other closeout requirements Instructions for changing the requirements listed on the Closeout Checklist are included in Section 3 0 of this user manual S5 closeout User Manual 22 June 2015 3 0 CHANGING THE INFORMATION ON THE CLOSEOUT CHECKLIST As noted in Section 2 0 some of the data fields listed on the Closeout Checklist may need to be revised based on changes made to the award There are some security parameters that would prevent certain changes being made however each of the reviewers users in OCG and SPA should be able to edit the closeout requirements for their groups 1 Open the proposal record and Closeout Checklist for the award that needs to be revised 2 Scroll through the checklist and select the requirement that needs to be edited 3 Write over the information the needs to be revised and click Save in the upper left hand corner of the Closeout Checklist e form window N Esae Award CloseO E Ww table of 2 Updated By Rebecca Jane Stossmeister 22 Jun 2015 10 30 33 AM ut CheckList
10. les a GE Financials 1 a r B Approvals 1 Use Project Start and End Dates 2 OR Set Number of Reports 2 1 i Related Proposals 0 H B Deliverables 0 Start Date 2 Form 2 _ Frequency 2 Category 2 i 22 Jun 2015 x v Iv a Keywords 0 E Communications 0 S O Attachments 5 fog r 10 Patent Subcontract roposal 0 f Disclosure 2 Date 2 Date 2 i Award 0 i Report Due 2 C Sub Documents 0 z AA a Reports 0 Click on the document icon next to the i Closeout 0 CloseOut_CheckList to open the Closeout E Checklist in a separate window d H_00_Award pdf BE 79H_00_ Budget pdf _ 1 4AN79H_00_Email_msg loseOut_CheckList A separate window will open with the Closeout Checklist e Form Updated By Rebecca Jane Stossmeister 22 Jun 2015 10 30 33 AM Ee 1 Contents Proposal Award Information J pu Quest A Hist Proposal Number 0614 08 1652B 5 Form nist Sponsor Award Number Berm Department or PI Final Technical Report PI Required 77 Final Outcome Report for NSF PT Required 77 Award CloseOut CheckList Project Property Report Dept Property Manager or Fiscal Manager Required_ Certification of Award Expenditures PI and Fiscal Manager Required PeopleSoft CloseOut CheckList CloseQut Accountant Required 7f Project Number Form to be Completed Completion Date SPA Check List Incomplete il Alcloseout User Manual 2
11. onents another window will open Check the box next to Closeout_CheckList Then click Add Add Initial Application Components Check the box next to CloseOut_CheckList and then click the Add button Form Name CloseOut_CheckList Mandatory 3 The Closeout Checklist will appear as the last attachment at the Root level under the Attachments folder Since this is an e form the Closeout Checklist will always be attached at the Root level Proposal 0614 06 1652B a Submissions 1 sO Awards 1 Attachments Folder Maintenance Add Document O Financials 1 E aE Approvals 1 O Related Proposals 0 CloseOut_CheckList Supporting Documentation 22 Jun 2015 10 11 54 AM Deliverables 0 05 May 2015 6 30 25 PM 05 May 2015 6 30 25 PM NNX14AN79H_China Assurance_Email msg Converted J 05 May 2015 6 30 25 PM 1 Keywords 0 NNX14AN79H_00_Budget pdf Converted Communications 0 NNX14AN79H_00_Email__msg Converted S O Attachments 5 Proposal 0 O Award 0 sud Documents 0 i i Reports 0 _ 9 Closeout 0 io L NNX14AN79H_China Assurance_Email msg C NNX14AN79H_00_Award paf j NNX14AN79H_00_Budget pat C NNX14AN79H_00_Email_msg 2 closeout User Manual 22 June 2015 2 0 ENTERING THE CLOSEOUT REQUIREMENTS The closeout requirements for certain reports are entered on both the Closeout Checklist and the Deliverables page During the simult
12. r Property Officer Enter the date the reports are due and the dates they are submitted Mark Required for the closeout requirements for the Department or PI Mark Required for the closeout requirements for OCG Enter the date the reports are due and the dates they are submitted Complete the Subcontract Closeout Checklist s Mark Required for Cost Share Fulfilment Enter the date the report is due Enter additional details on the cost share fulfillment Mark Required for ePERS Certifications Completed Indicate when ePERS Certifications are completed Mark Required for Subcontracts Add the Subcontract and PO numbers All functional roles will be using the Closeout Checklist only some functional roles will be using the Deliverables page 3 closeout User Manual 22 June 2015 The Functional Role column uses the functional roles that are listed in the Cognos Boulder Workflow Data report Some of the reviews completed by these functional roles capture the responsibilities of multiple individuals For example the Tech Reports functional role captures the responsibilities of both the OCG Deliverables Specialist and the OCG Closeout Officer 1 Open the Closeout Checklist by clicking on the CloseOut_CheckList document in the main Attachments folder Proposal 0614 08 1652B B Submissions 1 GE Awards 1 Deliverab
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