EPEX : Emory Proposal Express

eCOI for Proposals

and

Emory University Department of PediatricsSeptember 17, 2009

OSP site has information on the EPEX system & on how to get access to EPEX

Key components of EPEX

Required attachments for EPEX

SOM also requires full proposal, budget & justification, subcontract routing material, & SOM blue sheet

• Navigate to EPEX through the Peoplesoft URLfrom Emory Finance home page

• Select Emory Proposal Express

• To start a new proposal, select “Add”

• All fields with an asterisk must be completed

• At least 1 key word is needed: use drop-down list

• Projects: enter % effort, F&A, and attachments

• Always return to proposal page as “homebase”

• After “Projects”, go to “Budgets”

• Enter F&A type & base, then “View/Enter Budgets”

• Enter high-level budget information

• Navigate back to “home base” – Proposal Express

• To see routing & approval path, “Preview Workflow”

• PI, Division Chief, Chair, Dept, SOM, OSP

Add Division Chief and Chair Designee

• Navigate back to home base, then “Save & Route”

eCOI for a new proposal

• Log into eCOI, select “Add a new proposal”

• Only high-level information is required

• Be sure to add all personnel w/ biosketch or inbudget, including non-Emory people

• System sends email to all named Emory personnel• You can check for completion under “Manage my

proposals

Tools for using EPEX will be included as a link from the DOP website under “Faculty Resources”

Included will be:

• Peoplesoft Job Aids for simple, complex, continuation, and supplemental proposals

• Instructions for accessing your proposalapproval inbox and electronically signing andcertifying your proposal

• 1-page “What is EPEX?” summary including list of required attachments for SOM and OSP

• Overview of setting up a proposal in eCOI

• Go to Emory Finance Web• Log into Peoplesoft using your Emory NetId and password • Click the “Smart Solutions” link

How to access your Approval Inbox and electronically sign your proposal

• Click the “Smart Workflow” link

• Click the “Transaction Approval” link

•Click the “Approval Inbox” link

NOTE: You can set your Approval Inbox as a “Favorite” to save some time next time you need to access it. Click the “Add to Favorites” link. Next time you log in to Peoplesoft, you can click on the “My Favorites”link in the menu box

• Click the arrow on the “Search Type:” drop-down list• Select “Grants Proposal”

Click on the yellow “Search” button

Click on the proposal to be approved. Unless you are actively routing more than one proposal, you will only see one proposal in the list.

Check the answers to the questions

•To review the draft science, biosketches, etc., that have been uploaded into the EPEX proposal, select the blue “Go to Projects” button at the bottom of the list of questions

If you go to the Projects page, the “Attachments” section is where your grant manager has uploaded all necessary routing documents, including the science or sponsor-formatted proposal. They can be viewed by clicking on the arrow to the left of “Attachments”.

To get back to the Proposal summary page to certify, use the blue “Go to Proposal” link.

To certify, click on the yellow “Approve” button at the bottom of the page . You can then exit Peoplesoft. The proposal will automatically route as needed.

Approve

Questions?