ONBASE PI EXCEPTION (PIE) TRAININGOffice of Research Affairs (ORA) and VCHS Research Service Core (RSC)

Introductions

Office of Research Affairs

Cory Davis

Jenn Bourque

VCHS Research Service Core

Ari Widjaja

Alan Perez

Eric Rosenzweig

Isabella Bryant-Parkinson

Agenda

•OnBase Transition History

•Policy & Process

•OnBase Demo

•Resources

After the Training

•Test OnBase QA

•Request OnBase Production access from Alan Perez

TRAINING ETIQUETTE

• Mute when you are not talking

• Be respectful of fellow participants

• Clarifying questions, write in the chat

• General questions at the end

• Goal: leave the training confident to submit PIEs

PIE PARTICIPANTS

ePIE Leadership TeamName Department Role

Park III, William SIO Contracts and Grants Central Office

Pollard, Debi SIO Dept. RepresentativeDockery, Lil SIO SIO Academic Personnel

ManagerBryant-Parkinson, Isabella RSC Team leaderCrystal Liu CalIT Dept. RepresentativeDeFay, Jason ITS ESR Edwards, Gabriel ITS Campus ITSJennifer (Oh) Bourque ORA Process OwnerJohnson, Trevor OCGA Central OfficeKnight, Roxanne HS SPPO Central OfficeOwalla, Evans OCGA Central OfficePerez, Alan RSC RSC OnBase processesWidjaja, Ari RSC Project managerRosenzweig, Eric RSC RSC Technical Tam, Ariel RSC Dept. RepresentativeWilson, Erika RSC Dept. Representative

ePIE Core TeamName OfficeFrank Truong SIO

William Park III SIO - Contracts and GrantsLil Dockery SIOJoni Ciarletta SIONicole Joyce OCGAKevin Chou ITSErika Wilson HSEvans Owalla OCGATrevor Johnson OCGAJenn Bourque ORAIsabella Bryant-Parkinson HSCory Davis ORAJason DeFay ITSLinda Collins OCGARoss Dammann OCGAPatty Camacho AA

TIMELINE

By June 15, all PIEs should be submitted via OnBase

PHASE II TRAINING DATES

Pilot Phase TrainingSDSC 4/14/2020 10-11:30amPsychiatry 4/16/2020 10-11:30amOCGA 4/16/2020 1-2pmHS SPPO 4/17/2020 10-11amRSC Group 3 (KK) 4/22/2020 10-11:30amRSC Group 2 (BR) 4/23/2020 10-11:30amSIO C&G, CASPO, & MPL 4/24/2020 10-11:30amRSC Group 1 (CVP) 4/24/2020 1-2:30pmQualcomm Institute 4/29/2020 10-11am

Phase II TrainingWednesday, May 20 11:30am-12:30pmThursday, May 28 10-11amMonday, June 1 1-2pmThursday, June 11 10-11am

PI/Department Chair trainings available upon request

PI ELIGIBILITY POLICY

No changes to existing policy (PPM 150-10).

Automatically eligible PIs:

• Members of the Academic Senate• Research Scientists

• Salaried Adjunct Professors, (excluding Instructor rank)*• Appointees salaried at 50% or more of full time in the Clinical

Professor series, (excluding Instructor rank)*• Assistant, Associate and full Project Scientists serving as Co-PI

with professorial and research scientist appointees*

*note conditions on eligibility

TYPES OF PIES

If an employee is in a non-eligible title code, they may submit one of three types of PI Exception requests (PIEs). No change from current practice.

1. Normal ExceptionRequest to submit a proposal for extramural funding for an individual who is not PI eligible. *Most PIEs will be Normal Exception requests.

2. Blanket PI ExceptionRequest to submit multiple proposals over the approved period.

3. External Co-PI ExceptionRequest for faculty members from outside institutions listed as Co-PIs on an NSF UC San Diego’s proposal.

CHANGES TO PRACTICE

• PI Eligibility as critical criteria

• With the implementation of Kuali Research (KR), PIEs must be approved PRIOR to proposal submission.

• Reduce volume of individual PIEs

• PI Eligibility check eliminates review for conditionally eligibility

• increasing use and duration of Blanket exceptions

• Delegate review of Assistant Project Scientist to Dept. Chair/ORU Director.

PIE Reductions (based on 2019 data) 350OnBase notifies of Automatic or Conditional Eligibility 25 7.15%Delegated to Department Chair/ORU Director 52 14.86%TOTAL 77 22.01%

ONBASE PIE IMPROVEMENTS

Smart Form: Autofill data from KR records and HR data

Workflow:Standardized and more efficient workflow

Automatic routing and email notifications based on VC area

Reporting:Realtime Form Tracking

Data Analytics on all stages of the form based on VC Area, Dept. PI, FM

WHEN TO SUBMIT A PIE?

KR will flag if a PIE is necessary. Fund manager works with ORA with PI eligibility questions.

Title Codes Groups

Information Process a PI Exception

AutomaticallyEligible

• UCSD Employees in a title that automatically confers PI eligibility (academic senate, research scientists, etc.)

• PI Exception is NOTNecessary; no flag in KR

Eligible undercertain conditions

• UCSD Employees in a title that mayconfer eligibility if condition is met (salaried adjunct professors, 50% or greater clinical professors, etc.)

• PI Exception confirmation required; full PIE may be required; critical criteria flagged in KR

Not eligible• UCSD Employees that are NOT

eligible to submit a proposal without an approved PI Exception

• PI Exception ISNecessary; critical criteria flagged in KR

WHEN TO SUBMIT A PIE?

Proposal Record is Created in KR or other

system

Paper PI Exception Processed via email

Completed PI Exception is Uploaded

in KR or other system

Current Process

Proposal Record is Created in KR or other

system

Electronic PI Exception

Processed in OB

Completed PI Exception is Uploaded

in KR or other system

New Process

Same process except paper forms are now processed in the OnBase.

No Change in Process

No Change in Process

No Change in Process

No Change in Process

PIE PROCESS MAP

PIE FORM DEMO

TABLEAU REPORTS

https://research360.ucsd.edu/

TIPS & TRICKS

• Start a KR record first

• Use Lookups

• Complete the form in order

• Reset the form prior to making changes

• 1-person & 1-form at a time

• Reference the End User Manual

• https://blink.ucsd.edu/research/finding-funding/pie-onbase.html#Resources

NEXT STEPS

• Training on your own: submit at least 1 test form in QA

• Request OnBase Production access from Alan Perez (alp043@health.ucsd.edu)

• Submit real PIEs (OnBase Prod) • well ahead of deadline

• Work with PIs and reviewers

• Encourage colleagues to attend training

TRAINING ON YOUR OWN: LOGGING INTO ONBASE

1. Log in to VPN2. Enter the following URL into your browser:

http://ahs-obweb-qa/AppNet/Login.aspx3. Log in using Active Directory (AD) credentials. AD

Username defaults to ALL CAPS. AD Password remains case sensitive.

4. In left margin, click on 2nd dropdown menu that has ‘Document Retrieval’ as the default option.

5. Select ‘New Form’ option.6. Click on PIE to launch new form.

NOTE: only the form initiator needs to log into VPN. All other reviewers access the form through the emailed link.

TRAINING ON YOUR OWN: TEST CASES

Some PD# examples to practice with:

• 24743: Conditionally Eligible PI (Clinical Prof. min 50%)• 19741: Non-eligible title code (Project Scientist sole PI)• 26864: Conditionally Eligible PI (Adj. Prof. > 0%)• 25706: Assistant Project Scientist in Health Sciences• 21502: Clinical Professor unpaid in Health Sciences (multiple

appointments)• 25383: Project Scientist in Health Sciences (add a faculty

member Co-PI with title code 1100)• 25246: Staff member in Academic Affairs• 23568: Staff member in Marine Sciences• 25083: Postdoc in Academic Affairs submitting an NIH K99

(update mechanism)• Test your own PIs!

RESOURCES

Blink PIE Policy site:

blink.ucsd.edu/research/finding-funding/pi-eligibility.html

PIE OnBase End User Manual & Slides:

blink.ucsd.edu/research/finding-funding/pie-onbase.html#Resources

Technical Questions: hsrsc.ucsd.edu/help/

Policy and Process Questions: piexceptions@ucsd.edu

CONTACTS

RSC Contacts for Technical and System Support

Alan Perez alp043@health.ucsd.edu (OnBase Access/ Configuration)

Ari Widjaja arwidjaja@health.ucsd.edu (OnBase Form and workflow)

Isabella B. Parkinson ibryantparkinson@ucsd.edu (Systems and data leadership)

ORA Contacts for Policy and Process

Cory Davis piexceptions@ucsd.edu (Point of contact for PIE requests and process)

Jennifer Bourque jbourque@ucsd.edu (Policy and process leadership)

Feedback survey link on every OnBase automatic notification

THANK YOU!

Policy questions: piexceptions@ucsd.eduTechnical Questions: http://hsrsc.ucsd.edu/help/