Frequently Asked Questions

Frequently Asked Questions

Integrated Research Administration Portal Frequently Asked Questions

Frequently Asked Questions

  • How do I determine who has security access (School, Department or Division Head or Admin) to my org?

    ​Log into IRAP and click on the E-Reports link at the top right hand side of the portal dashboard.  Click on the Admin E-Reports link on the left hand side of the page and then select the Security_Roles_By_Org report.   Once the report has loaded, type in the org number of the organization that you are looking for who has security roles to, click enter, and then select either Export to PDF or View Report.​
  • How do I tell what access I have in the system?

    ​Log into IRAP and click on the E-Reports link at the top right hand side of the portal dashboard.  Click on the Admin E-Reports link on the left hand side of the page and then select the Security_Roles_By_Person report.  Once the report has loaded, type in your Blazer ID, click enter and then select either Export to PDF or View Report.
  • I am trying to look for proposals in IRAP, why can I not find them?

    1. Make sure that you are in My Proposals > Search For
    2. Make sure that you are searching for the proposal number with either the three leading zeros (0) in front of your proposal/institution/link number 000XXXXXX or that you search using a wild card *XXXXXX
    3. Look up the investigator name using the set button, free text entry will not always give you results.  If you do use the set button you must hit save on the alpha split picklist and then when the search page reloads, hit locate for your search to run.   
    4. Do you have access to view the proposals?
      1. Are you named on the proposal? – if the proposal was a converted proposal (submitted to OSP before April of 2012) the only person named on the proposal is the Principle Investigator unless the PI has submitted a Project Personnel List
      2. Are you a delegate for someone that is named on the proposal? – to check go to your profile, click on edit and then click on the delegates tab.  If you are a delegate for someone you will be able to see this at the bottom of the delegates screen.
      3. Are you a Department Administrator (DA) I, DA II, DA III or Department Head?  If you are unsure check the Security Role Report by org or by name to look for your security access.  These reports can be found in by clicking on the IRAP e-Reports link and clicking on admin e-Reports.  If you have been named to one of these roles you will be able to see everything for your org and for any orgs that fall under yours in the organizational hierarchy. 
  • I just received my notice of grant award from OSP and noticed that Grants and Contracts Accounting was not on the distribution list for the email, how are they being notified of grant awards?

    ​Grants and Contracts Accounting is receiving notification of grant awards through action items out of the IRAP system. 
  • I’d like to have access to see everything for my department/division/school, how is this assigned?

    ​Schools/Departments/Divisions have the ability to assign people to a security role that will allow that individual to see all COI and PT records for individuals in that org.  This access can be assigned by having the Organizational Head or Organizational Administrator fill out the IRAP Access Form which is located on the Getting Started Page
  • My email address in the system is not the email that I use?

    ​The IRAP system uses uab.edu email addresses that are associated with your Blazer ID.  These are the email addresses that Oracle has on record for all UAB employees.  If you do not use your blazer ID at uab.edu email address please make sure that it is forwarded to any other email that you use as your primary email.   
  • What are the various levels of access to proposal records and external interest information in IRAP?

    Levels of Access to Proposal Records and External Interests in IRAP
    Proposal Record
    Folder/Subfolder Name
    Principal Investigator (PI)
    Delegate of PI
    Department Admin I, II or  III, or Department Head
    Person Named on Project – Not PI
    Delegate of person named on project – not PI
    Proposal Tracking
    Submissions
    X
    X
    X
    X
    X
     
    Summary
    X
    X
    X
    X
    X
     
    Sponsor
    X
    X
    X
    X
    X
     
    Personnel
    X
    X
    X
    X
    X
     
    Budget
    X
    X
    X
    X
    X
     
     
    Detail
    X
    X
    X
    X
    X
     
     
    F&A
    X
    X
    X
    X
    X
     
    Subprojects
    X
    X
    X
    X
    X
     
    Attachments
    X
     
    X
     
     
     
    Status History
    X
    X
    X
    X
    X
     
    Snapshot
    X
    X
    X
    X
    X
    Awards
    X
    X
    X
    X
    X
     
     
    Detail
    X
    X
    X
    X
    X
     
     
    F&A
    X
    X
    X
    X
    X
     
    Terms & Conditions
    X
    X
    X
    x
    X
    Approvals
    X
    X
    X
    X
    X
    Related Proposals
    X
    X
    X
    X
    X
    Attachments
    X
     
    X
     
     
    COI Projects
    X
    X
    X
    X
    X
    External Interests
    Summary
    X
    X
    X
    X
    X
    Financial Interests
    X
     
    X
     
     
     
    Current
    X
     
    X
     
     
    Related Personnel
    X
    X
    x
    x
    X
     
    1 Dean, Department Head, Division Director and Administrator have same level of access to proposals where their faculty member is listed as PI or where he/she is simply named on the proposal record
    2 Access is greater only if this person also serves as Dean, Department Head, Division Director or Administrator.  For example, if a Department Administrator is named as a delegate for an individual, then his/her access to the proposal record is based on Administrator column above.
    3 Delegates of Deans, Department Heads, Administrators are only able to view records where the person that they are a delegate for is PI or named on the project.  Delegates of Department Heads and Department Admins can browse for the proposals that are in the org that the individual that they are a delegate for has access to view.
  • What do I do if the contact person or award manager listed on a proposal is incorrect?

    ​Email a request to osp@uab.edu to update the record with the correct award manager and/or contact name.
  • What types of submissions can I see in IRAP and where can I find the status of those submissions?

    Submission Type
    Description
    Proposal Number Format
    How/Where to find status of submission in IRAP?
    Original/New
    Application to fund a new project not currently funded by this sponsor.
    Nine digit proposal number (parent)
    Will have its own submission record, can view status by looking in Status History of that particular submission.
    Amendment/Modification
    Modification of one or more provisions of an existing agreement or contract
    9 digit number of the parent + sequentially assigned 4 digit extension beginning with 0001
    Will have its own submission record, can view status by looking in Status History of that particular submission.
    Change in PI
    Request to replace the current Principle Investigator or Project Director
    Nine digit proposal number (parent)
    Will have its own submission record, can view status by looking in Status History of that particular submission.
    Competing Continuation/Renewal
    Competitive (subject to peer review) application to secure continued support from the same sponsor for a funded research program.  (May be referred to as a Renewal by the sponsor.)
    Nine digit proposal number (parent)
    Will have its own submission record, can view status by looking in Status History of that particular submission.
    Non-Competing Continuation/Continuation
    A request for funding of a non-competing continuation award.  The sponsor may require a progress report.
    9 digit number of the parent + sequentially assigned 4 digit extension beginning with 0001
    Will have its own submission record, can view status by looking in Status History of that particular submission.
    Resubmission
    A revised application to the same sponsor, replacing an earlier application that was not funded.
    Nine digit proposal number (parent)
    Will have its own submission record, can view status by looking in Status History of that particular submission.
    Supplement
    Application for additional funds for a currently-funded project.  May be non-competing (administrative) or competing.
    9 digit number of the parent + sequentially assigned 4 digit extension beginning with 0001
    Will have its own submission record, can view status by looking in Status History of that particular submission.
    Revised Award
    A revised notice of grant award issued by the funding agency.  Unlike the other submissions, this is not initiated by UAB.
    9 digit number of the parent + sequentially assigned 4 digit extension beginning with 0001
    Will have its own submission record, can view status by looking in Status History of that particular submission.
    No Cost Extension
    Request to a sponsor to extend the project period without additional funding.
    9 digit number of the parent + sequentially assigned 4 digit extension beginning with 0001
    Will have its own submission record, can view status by looking in Status History of that particular submission.
    Transfer In
    Application to relocate a currently-funded project from another organization to UAB.
    Nine digit proposal number (parent)
    Will have its own submission record, can view status by looking in Status History of that particular submission.
    Transfer Out
    A currently funded project relinquished to another institution.
    9 digit number of the parent + sequentially assigned 4 digit extension beginning with 0001
    Will have its own submission record, can view status by looking in Status History of that particular submission.
    Memorandum of Understanding (MOU)
    A contract between UAB and an external party to establish a relationship to submit research, educational and/or other funding proposals to external agencies.  These types of submissions are rare and typically related to Federal Contracts.  There is no funding associated with this proposal type.
    Nine digit proposal number (parent)
    Will have its own submission record, can view status by looking in Status History of that particular submission.
    Confidentiality Disclosure Agreement (CDA)
    A legal contract between at least two parties that outlines confidential material, knowledge or information that the parties wish to share for certain purposes, but wish to restrict access to or by third parties. There is no funding associated with this proposal type.
    Nine digit proposal number (parent)
    Will have its own submission record, can view status by looking in Status History of that particular submission.
    CDA Amendment
    Modifications to an existing Confidentiality Disclosure Agreement. There is no funding associated with this proposal type.
    9 digit number of the parent + sequentially assigned 4 digit extension beginning with 0001
    Will have its own submission record, can view status by looking in Status History of that particular submission.
    Data Use Agreement (DUA)
    A Data Use Agreement (DUA) is a contractual document used for the transfer of data that has been developed by nonprofit, government or private industry, where the data is nonpublic or is otherwise subject to some restrictions on its use. There is no funding associated with this proposal type.
    Nine digit proposal number (parent)
    Will have its own submission record, can view status by looking in Status History of that particular submission.
    DUA Amendment
    Modifications to an existing Data Use Agreement. There is no funding associated with this proposal type.
    9 digit number of the parent + sequentially assigned 4 digit extension beginning with 0001
    Will have its own submission record, can view status by looking in Status History of that particular submission.
    Project Master Agreement (PMA)
    A project master agreement is an agreement between UAB and a sponsor that addresses basic terms and conditions of sponsored research activities, including issues such as publication, indemnification, and confidentiality.  After a master agreement is in place, new studies can be easily negotiated by adding study specific terms, e.g. budget, PI name, project period, etc. All master agreements are maintained in one record in the PT module with the OSP Director serving as the “PI”.  If you have a clinical trial or other study contract that has been negotiated under the terms of one of these PMAs, it will be noted in the Related Proposals folder of the Proposal record.  (See Related Proposals section in this handbook for more information.)  Although you will be able to see that there is a related agreement, you will not be able to view the details of the PMA.  Please contact a Grants Officer in OSP if you have any questions. There is no funding associated with this proposal type
    Nine digit proposal number (parent)
    Will have its own submission record, can view status by looking in Status History of that particular submission.
    PMA Amendment
    Modifications to an existing Project Master Agreement. There is no funding associated with this proposal type.
    9 digit number of the parent + sequentially assigned 4 digit extension beginning with 0001
    Will have its own submission record, can view status by looking in Status History of that particular submission.
    Teaming Agreement (TA)
    A Teaming Agreement is a commonly used tool whereby a prime contractor and subcontractor agree to combine resources to bid on a major government system procurement. No funding associated with this proposal type.
    Nine digit proposal number (parent)
    Will have its own submission record, can view status by looking in Status History of that particular submission.
    Intergovernmental Personnel Agreement (IPA)
    An Interagency Personnel Agreement (IPA) is a funding mechanism for the VA to reimburse the Department at UAB for a portion or all of the salary and fringe benefits of a UAB faculty or non-faculty person working on sponsored research projects funded by the VA.
    Nine digit proposal number (parent)
    Will have its own submission record, can view status by looking in Status History of that particular submission.
    IPA Amendment
    Modifications to an existing IPA.
    9 digit number of the parent + sequentially assigned 4 digit extension beginning with 0001
    Will have its own submission record, can view status by looking in Status History of that particular submission.
    The items listed below this are not submission types.  Although the documents can be found in IRAP in the appropriate attachments folder, there is no way to track the processing status for each of these.
    Subcontract Agreements
    Prime award at UAB.
     A sequential number is assigned to each subcontract based on the order  in which they are submitted to OSP, i.e. SC001, SC002, etc.
    Can find in Proposed subcontract or Subcontract Agreements folders of the attachments folder of submission
    Rebudget Requests
    How investigator requests rebudgeting of a sponsored award.
    No number assigned
    Can find in the rebudgeting requests folder of the attachments folder of the first submission of the proposal record. 
    At risk account
    Grants Accounting copies OSP on any at risk accounts.  OSP simply stores these documents in the award/agreement folder and includes as part of the award package when the award is released.
    No number assigned.
    Can find in the awards agreements folder under attachments
  • When is training information entered into IRAP?

    ​Training information, including the new Financial Conflict of Interest course is loaded into IRAP every morning at 4 am.  The information that is loaded includes everyone who has completed training up until the day before (midnight is the cut off).  In order to view up to the minute information please refer to the Faculty and Staff Learning Management System and click on the My Transcript tab.