News

 

April 27, 2014

IRAP Upgrade

IRAP will be down for an upgrade from 5 PM on Friday, April 25th, 2014 to 6 AM on Monday, April 28th, 2014.  The major change that the users will see is the ability to delegate access to records by module.  This functionality will become important as we implement more modules.  For example you will be able to give one person access to your IRB records and another person access to your OSP or IACUC records.  Updated training information, manuals and tips sheets will be located on the IRAP website – www.uab.edu/irap under “Training Materials”.  If you have any questions or need IRAP Training please contact us at IRAP@uab.edu or call Molly Lerew at 4-0693. 

November 7, 2013

IRAP Upgrade
The software supporting IRAP, the Integrated Research Administration Portal, will be upgraded from version 12.802.06 to 13.803.07 the weekend of November 9-10, 2013.  Users will not have access from 5:00pm on November 8 to 6:00am on November 11.  Check the http://www.uab.edu/adminsys/ website for status updates.  In addition to providing needed functionality to the Proposal Tracking and External Interest modules being used by OSP and the CIRB Office, the upgrade is required for implementation of the modules to be used by the IACUC and Material Transfer Offices in early 2014.  The new version includes many enhancements to the SPIN and SMARTS funding opportunity search tools.  Contact IRAPProfile@uab.edu if you have any questions about these tools.



June 28, 2013

The Office of Sponsored Programs is pleased to announce a new IRAP submission type for Carryover Requests. Beginning July 1, 2013, OSP will create a Carryover subsequent submission to the related parent record in the IRAP system. This change will allow departmental personnel the ability to easily track the status of these requests from the IRAP system. The new Carryover Request will be created like any other OSP subsequent submission.  When the approval is issued by the sponsor, whether it be via letter of approval, email or revised award, it will be processed in the IRAP system, including distribution to Grants and Contracts Accounting.

To submit a Carryover Request, please submit the UAB Expedited Checklist with the request and forward to osp@uab.edu. If you have any questions about the new submission type for carryover requests, please contact  askosp@uab.edu or contact your OSP grants/contract officer.

April 9, 2013

Access to the Attachments folder of the Proposal Record in IRAP is limited to the Principal Investigator and administrative personnel designated by the School/Department/Division.  Since Sept. 17, 2012, Award Managers, Contacts, and Secondary Contacts also have been granted this access by a very labor intensive process that has often involved delays of a day or more.  Effective April 15, 2013, the proposal Principal Investigator (PI) will be able to control access by naming the  Award Managers and Contacts as delegates.  Instructions on how to assign a delegate are located at  https://spuab.ad.uab.edu/era/presentations/Pages/training.aspx  (please note that you must log in to view the content on this page).

The Award Manager, Contact and Secondary Contact should continue to be identified on the OSP Extramural Support Checklist.  OSP uses this information to identify the appropriate administrative contacts.  The IRAP management team also will use this list to make sure these people have the appropriate security to view the Attachments folder when they are named as delegates. There will be a one business day delay if the individual has never been listed as an award manager/contact on a proposal.   If there are changes in the Award Manager or Contacts, please complete the “Request to Update Award Manager-Contacts” form and submit to OSP using the Submit button at the top right hand corner of the form.  Upon receipt OSP will update all pending and approved records with the new information. If an individual is no longer the contact or award manager for any proposals of a particular PI, the PI will be responsible for removing that individual as his/her delegates. Instructions on how to remove a delegate are located at  https://spuab.ad.uab.edu/era/presentations/Pages/training.aspx (please note that you must log in to view the content on this page).

As a reminder, if any of these people meet the Conflict of Interest Review Board definition of “responsible” personnel, they also should be listed on the Responsible Personnel List (RPL).

If the Award Manager or Contact has been named as a delegate and is still  unable to view the Attachments folder please contact us at 205-934-0693 or  IRAPPROFILE@uab.edu.

March 9, 2013

In a continuing effort to reduce the administrative burden of UAB’s researchers and support staff,
effective March 25, 2013, the Responsible Personnel List (RPL) will replace the Project Personnel List
(PPL). The RPL is required (1) for all new applications (submission types of Original/New; Competing
Continuation/Renewal; Transfer In; Change in PI; or Resubmission) and (2) at any time there is a
change in Responsible personnel on a sponsored project. The OSP UAB Extramural Support Checklist(note the signature certifications) has been updated to reflect the RPL change. The OSP and OCIRB
will begin to accept the RPL as of March 18, 2013. If you have a submission in progress that includes a
PPL you do not need to resubmit the RPL for the OSP submission.

The RPL should only include the project’s principal investigator and anyone Responsible for the design,
conduct, or reporting of research. The definition of Responsible personnel and the criteria to be
considered for determining Responsible personnel on a sponsored project can be found in the UAB Enterprise Conflict of Interest and Conflict of Commitment Policy, or UAB OCIRB for RPL Instructions and
RPL Frequently Asked Questions (FAQs) about the Responsible Personnel List.


In addition, the Office of the Conflict of Interest Review Board (OCIRB) is hosting Town Hall meetings at
the following times and locations to describe the new form and associated process changes.
Attendance is not required but is encouraged if there are questions about use of the RPL.

Monday, March 18, 9 – 10 (WP E) and 1 – 2 (Margaret Spain Auditorium)
Wednesday, March 20, 10 – 11 (WP E)
Thursday, March 21, 8 – 9 (WP E)
Monday, March 25, 10 – 11 (WP E)
Wednesday, March 27, 9 – 10 (Margaret Spain Auditorium)

 

For reference or should you have any problems with any of the above links you may cut and paste the
below into the web browser.


UAB OCIRB for RPL information -form, instructions or FAQs -
http://www.uab.edu/research/administration/offices/CIRB/Pages/Responsible-Personnel-Lists.aspx


UAB Enterprise Conflict of Interest and Conflict of Commitment - Policy
http://sppublic.ad.uab.edu/policies/content/Pages/UAB-AD-POL-0000695.aspx
Please contact the OCIRB at 205-975-9691 or cirb@uab.edu with any questions.

 

September 24, 2012
Award Managers and Contacts

Starting on September 19th, last Wednesday, we implemented a process which will enable individuals listed as contacts and award managers to view the attachments folder of the Proposal Record in IRAP.  If you are listed on the Checklist as a contact or award manager you will be added to the proposal record personnel folder and granted additional access to view the attachments folder of the proposal record.  We are assigning this on a proposal-by-proposal basis and access is granted to those individuals listed on your most current checklist submission to OSP.  Access should be assigned by close of business (COB) on the day after OSP begins to process the submission.  For example, if you were to drop off a submission at OSP on Monday, your award and contact people will be added to the proposal record by COB on Tuesday. 

• If you are the PI of the project we will add you to the submission summary page of the parent submission but we will not update your role.  As a PI you have access to all of the folders that an award manager or contact can access.

• It is up to the department to notify osp@uab.edu of any changes in award manager/contact.  Once OSP receives the email, the names listed on the parent submission as the contact/award manager will be updated and changes will be made to the personnel folder of the parent submission.

• Please note that we only add one award manager and 2 contacts per proposal record. 

If you have any questions, please contact us at IRAPPROFILE@uab.edu.

July 17, 2012

 

Corrected IRAP Announcement from OSP
 
Please disregard the notice distributed last week about FAP/CBR’s transition to IRAP.  There will be no change in the CBR/FAP process at this time.  We will notify the campus about future changes once those have been confirmed.
 
Fiscal Approval Process/Clinical Billing Review’s (FAP/CBR) Transition to IRAP   
 
Effective August 1, 2012, the FAP/CBR unit of OSP will transition to use proposal records in IRAP to document their reviews.  This change will help facilitate the CBR review process and will allow you to access the processing status of your FAP submission via IRAP.  Please plan to attend the FAP/SM User Group Meetings in July and August for more details on how this change will impact those who have projects that require FAP review.

 

July 12, 2012

 

Three Important IRAP Announcements from OSP
 
1.                 Changes to Proposal (Institution) Numbers
Proposal (institution) numbers for the agreement types listed below will be adjusted to remove the existing prefixes.  If you are searching for these records from the proposal dashboard, you will no longer need to include the prefix as part of the proposal number. These changes will be reflected in IRAP as of July 13, 2012. 
 
Prefix
Description
Previous Number Format
Revised Number Format
PMA
Project Master Agreement
PMA-000123456
000123456
CDA
Confidentiality Disclosure Agreement
CDA-000234567
000234567
DUA
Data Use Agreement
DUA-000345678
000345678
IPA
Interagency Personnel Agreement
IPA-000456789
000456789
TA
Teaming Agreement
TA-000567891
000567891
 
Helpful Hint: Remember that you can also narrow your search for these specific types of records from the dashboard by making a selection in the proposal type field. See the steps below for help in searching by Proposal Type:
 
From the dashboard, click on the Show Additional Search Options link;
 
Select the proposal type you are interested in from the Proposal Type drop-down list;
 
 
Click Locate in the upper right-hand side of the screen and your search results should return only proposals matching the proposal type (CDA, PMA, DUA, IPA or TA) as you selected in the drop-down list.
 
 
 
2.                 Award Managers and Contacts on Proposal Records
 
Effective August 1, 2012, OSP will begin to grant access to proposal records for individuals named as award managers and contacts on the checklist.  This will ensure that those individuals, in addition to the PI, have access to the attachment folder of the proposal record, and that the correct individuals are included on communications from OSP.   Please review your proposal records in IRAP and confirm that this information is accurate.  To locate the Department Contacts information, click on the summary screen of the first submission of the proposal record (see example below). Remember, this information is only maintained by OSP on the summary screen of the first submission.  If changes are needed, please submit those requests to OSP via email to osp@uab.edu.  Please include the specific proposal numbers that need to be updated along with the Names (as reflected in Oracle) and BlazerID’s of the award managers/contacts to be added. 
 
 
 
 
 
3.                 Fiscal Approval Process/Clinical Billing Review’s (FAP/CBR) Transition to IRAP   
 
Effective August 1, 2012, the FAP/CBR unit of OSP will transition to use proposal records in IRAP to document their reviews.  This change will help facilitate the CBR review process and will allow you to access the processing status of your FAP submission via IRAP.  Please plan to attend the FAP/SM User Group Meetings in July and August for more details on how this change will impact those who have projects that require FAP review.
 

 

 

May 31, 2012

IRAP Hands On Computer Classroom Training
 
You are free to attend any of the sessions, although we recommend that at a minimum you attend an IRAP Overview presentation in addition to any of the others of your choosing.  These sessions are not mandatory.  All sessions will be held in a computer classroom.  To ensure that you have a computer, registration is required. 
 
IRAP Overview
This presentation will cover how to log into the IRAP system, how to access your profile and update information, how to set up SMARTS and perform SPIN funding searches as well as providing an overview of the External Interests and My Proposals modules.    We will also go over how to set up delegates and how to run e-reports.
 
 
IRAP Delegate Training   
This presentation will cover the information that a delegate will be able to view in the IRAP system.  If you are a delegate for a PI this presentation will review everything that you will have access to.
 
 
IRAP Security Role Training
This presentation is for individuals who are PIs on grants/contracts as well as anyone with security access for their orgs.  This presentation will review how to find grant documents, budget and award information, approvals and any other information that you have access to view in the system as a PI or an organizational head/admin.
 
REGISTRATION INFORMATION
Click on the link located in the Class Name Field below to register for that particular class. Select the date that you’d like to attend.  All classes are an hour long.  For classes in Lister Hill Library please bring your UAB ID to show at the front desk.
 
 
Time
Class Name
Location
Monday, June 4, 2012
1:00 PM
AB Basement Computer Room
2:30 PM
AB Basement Computer Room
Tuesday, June 5, 2012
9:00 AM
Lister Hill Library Computer Classroom
10:30 AM
Lister Hill Library Computer Classroom
12:00 PM
Lister Hill Library Computer Classroom
1:30 PM
Lister Hill Library Computer Classroom
Wednesday, June 6, 2012
9:00 AM
Lister Hill Library Computer Classroom
10:30 AM
Lister Hill Library Computer Classroom
12:00 PM
Lister Hill Library Computer Classroom
1:30 PM
Lister Hill Library Computer Classroom
3:00 PM
Lister Hill Library Computer Classroom
Thursday, June 7, 2012
11:00 AM
Lister Hill Library Computer Classroom
12:30 PM
Lister Hill Library  Computer Classroom
3:30 PM
Lister Hill Library Computer Classroom
Friday, June 8, 2012
9:00 AM
Lister Hill Library Computer Classroom
10:30 AM
Lister Hill Library Computer Classroom
2:00 PM
Lister Hill Library Computer Classroom
3:30 PM
Lister Hill Library Computer Classroom
Monday, June 11, 2012
1:00 PM
AB Basement Computer Room
2:30 PM
AB Basement Computer Room
4:00 PM
AB Basement Computer Room
Monday, June 18, 2012
9:00 AM
CEC Room 305
10:30 AM
CEC Room 305
12:00 PM
CEC Room 305
1:30 PM
CEC Room 305
3:00 PM
CEC Room 305
Wednesday, June 20, 2012
9:00 AM
CEC Room 305
10:30 AM
CEC Room 305
12:00 PM
CEC Room 305
1:30 PM
CEC Room 305
3:00 PM
CEC Room 305
Monday, June 25, 2012
8:30 AM
CEC Room 307
10:00 AM
CEC Room 307
11:30 AM
CEC Room 307
1:00 PM
CEC Room 307
2:30 PM
CEC Room 307
4:00 PM
CEC Room 307
Tuesday, June 26, 2012
8:30 AM
CEC Room 307
10:00 AM
CEC Room 307
11:30 AM
CEC Room 307
1:00 PM
CEC Room 307
2:30 PM
CEC Room 307
4:00 PM
CEC Room 307
Wednesday, June 27, 2012
8:30 AM
CEC Room 307
10:00 AM
CEC Room 307
11:30 AM
CEC Room 307
1:00 PM
CEC Room 307
2:30 PM
CEC Room 307
4:00 PM
CEC Room 307
Thursday, June 28, 2012
8:30 AM
CEC Room 307
10:00 AM
CEC Room 307
11:30 AM
CEC Room 307
1:00 PM
CEC Room 307
2:30 PM
CEC Room 307
4:00 PM
CEC Room 307
Friday, June 29, 2012
8:30 AM
CEC Room 307
10:00 AM
CEC Room 307
11:30 AM
CEC Room 307
1:00 PM
CEC Room 307
2:30 PM
CEC Room 307
4:00 PM
CEC Room 307
 

 

May 9, 2012

 IRAP Go Live Presentations

 
The implementation of new research administration software, which will support the Integrated Research Administration Portal (IRAP), is live and the campus community will have access to the GENIUS, SMARTS, SPIN, Proposal Tracking and External Interests modules on May 14th, 2012.  You may attend one of the presentations below to learn more about using the IRAP system or go to http://www.uab.edu/era/Pages/Home.aspx to view online training, handbooks and other information about the IRAP project.  Training is not mandatory to access the system.  Go to http://www.uab.edu/adminsys/ to log in.
 
We will offer hands-on computer training starting in June for anyone interested.        
 
Date
Time
Location
Monday, May 14th
8:00 – 9:00 AM
West Pavilion Room E
Monday, May 14th
10:00 – 11:00 AM
West Pavilion Room E
Monday, May 14th
11:00 – 12:00 PM
Margaret Spain Auditorium
Monday, May 14th
1:00 – 2:00 PM
Sterne Library Room 174
Monday, May 14th
3:00 – 4:00 PM
Sterne Library Room 174
Tuesday, May 15th
8:30 – 9:30 AM
Sterne Library Room 174
Tuesday, May 15th
10:00 – 11:00 AM
Sterne Library Room 174
Tuesday, May, 15th
4:00 – 5:00 PM
Shelby Conference Room 105
Wednesday, May 16th
9:00 – 10:00 AM
Shelby Conference Room 105
Wednesday, May 16th
1:00 – 2:00 PM
Sterne Library Room 174
Wednesday, May 16th
2:30 – 3:30 PM
Sterne Library Room 174
Wednesday, May 16th
4:00 – 5:00 PM
Sterne Library Room 174
Thursday, May 17th
8:00 – 9:00 AM
West Pavilion Room E
Thursday, May 17th
10:00 – 11:00 AM
Margaret Spain Auditorium
Thursday, May 17th
1:00 – 2:00 PM
West Pavilion Room E
Thursday, May 17th 4:00 - 5:00 PM Margaret Spain Auditorium
Friday, May 18th
8:00 – 9:00 AM
Margaret Spain Auditorium
Friday, May 18th
9:00 – 10:00 AM
West Pavilion Room E
Friday, May 18th
12:00 – 1:00 PM
West Pavilion Room E
Friday May 18th
2:00 – 3:00 PM
West Pavilion Room E

 Please note - there is no registration to attend any of these presentations.  

Dates and times with a line through them have been Cancelled.

May 2, 2012
OSP eReports and Tracking Log Not Updated the Week of May 7th, 2012
 
If you currently use the OSP eReports, including the Tracking Log, please be aware that during the week of May 7th, 2012, these reports will not be updated daily as the Office of Sponsored Programs (OSP) continues implementing the Integrated Research Administration Portal (IRAP).  During this time you will still be able to access the reports and they will be current with submissions and processing statuses through close of business on May 4th.  We anticipate that by the week of May 14th, the conversion to IRAP from ESIS, OSP’s current software system will be complete and the eReports will again be available, this time drawing from data in the new system.  Reports drawn from IRAP will include any projects that were active, pending, or under negotiation on or after October 1, 2010.  If you need information for projects that were completed before that date, you will be able to request ad hoc reports from OSP. 
Testing of IRAP by OSP and the Offices of the CIRB, IRB, IACUC, OH&S, Research Foundation, Grants and Contracts Accounting, and Office of Counsel continues.  We anticipate allowing campus access the week of May 14th

  

April 20, 2012

This is a reminder that the OSP and CIRB Office electronic systems are not available today, Friday, April 20th, as the Proposal Tracking (PT) module of the Integrated Research Administration Portal (IRAP) is implemented.  Additional features are also being added to the External Interests module already in use by the CIRB Office. Beginning Monday, April 23rd, the OSP staff will be entering all newly submitted information into both the existing ESIS system and IRAP to validate the new system.  This testing is anticipated to take approximately two weeks.  Upon its conclusion, use of ESIS will be discontinued and the campus will be given access to the new system.  During the testing period you will have access to ESIS and the Tracking Log.   A training schedule will be posted soon (although training is not mandatory).  We look forward to the enhanced functionality, transparency of operations, and integration of research administration offices  IRAP will provide!  Additional information is available on the OSP website http://www.uab.edu/osp/.

 

 

April 12, 2012

IRAP Transition Notice was sent out from Dr. Richard Marchase to the Deans.  Please read the notice here.   If you would like more infomraiton regaring OSP's upcoming transition to IRAP or the new Project Personnel List and revised Checklist please see the Introduction to Extramural Checlist and Project Personnel List video.  The video is located on OSP's website under training.  Please note that you will need Quicktime to view the video.

 

 

January 1, 2012
 
Thank you for everyone who participated in our Beta-test Instance.  The Beta-test has been taken down so that we can finish configuring our production instance.  During this time individuals who were signed up to receive SMARTS Sheets will no longer receive them.  We will re-configure your SMARTS settings for you as part of our production configuration.  The CIRB office is also entering in financial conflict information.  We will let you know as soon as the instance is up and running and ready to be accessed by the campus community. 
 
 
January 31, 2011

  

Beginning Jan. 31, UAB faculty and departmental personnel may begin assisting with beta testing of the new Integrated Research Administration Portal (IRAP).  The focus will be on testing the SMARTS feature, which will send automated e-mail notification of funding opportunities based on criteria set by the user. To access IRAP, go to the Administrative Systems page. Individuals or groups wishing to know more about IRAP or SMARTS should