SPS Web Port BPT Update (10/12/2012)

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Nov 5, 2013 (4 years and 7 days ago)

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1

SPS Web Port


BPT Update (10/12
/201
2)

Why replace the Sponsored Projects System (SPS)?

T
he Sponsored Projects System
has been in use
at Duke since May, 1998. While state
-
of
-
the art at the
time it was rolled out, it is
now
in great need of an overhaul. I
t is written using software that has long
been out of support, the licensing fees
for using that software
are considerable and the support costs
associated with releasing new versions just keeps rising.


What’s the strategy for replacing SPS?

Key technolog
y considerations were that it be readily accessible, easily maintainable and that it use open
-
source development tools. As we evaluated possible alternatives, it quickly became apparent that Web
technology would offer many advantages over the client/serve
r technology currently used by SPS.
Consequently,
the decision was made to port SPS to the Web
, using Ruby on Rails
.


What’s been done so far?

SPS is a large and complex application, so porting it to the Web is not something that can be done quickly
or wi
th minimal effort. Our best guess
was

that it w
ould

take a

couple of
year
s

to port existing function
to the Web. Given the ongoing need to provide new function, it
quickly
became
apparent

that it would be
difficult to find that kind of dedicated time to
devote to the port.


We
started
working with ORA
/
ORS
in May 2009 in an attempt to
figure out how
to
expedite
the
port.
In
November 2010 we expanded the working group to include 12 departmental representatives. The group
has been meeting every two weeks
s
ince then to discuss what function will be ported and in what order,
how the navigation will work and how the data will be organized in the Web presentation.


T
o date, much progress has been made
:

1.

SPS Web 1.0
(
Jun

2009
)

-

provided

new Utilities which allow

ORA/ORS to change Pro
posal data
.

2.

SPS Web 2.0
(
Sep

2009
)

-

allowed

ORA/ORS to create and e
dit regular Awards on the Web.

3.

SPS Web 3.0
(
Dec

2009
)

-

a
dded support for
creating/editing
awards for
Program Project Grants.

4.

SPS Web 3.5
(Ju
l

2010
)

-

provided limite
d editing
of
the
proposal data specific to NIH Fellowships.

5.

SPS Web 4.0
(
Oct 2011
)

-

provide
d

read
-
only access to
all 5 of the Proposal notebooks for
regular
New proposals.
Note:

Non
-
competing Renewals, Competing Renewals, Composite and Minis cannot
curre
ntly
be viewed through SPS Web.

6.

SPS Web 4.1
(
Nov 2011
)



let users add to
the Proposal Memo and
attach
Internal documents
from a
single screen
.

7.

SPS Web 4.2

(
Jan 2012)


turned on editing for the Main notebook for working group members.

8.

SPS Web 4.3 (Feb 201
2)


turned on editing for the Facilities notebook.

9.

SPS Web 4.4 and 4.5 (Mar 2012)


turned on editing for the Personnel and Protocol notebooks.

10.

SPS Web 4.6 (Apr 2012)


turned on editing for regular Competing Renewals

11.

SPS Web 5.0 (Jul 2012)


turned on ed
iting for the Budget notebook

12.

SPS Web 5.1 (Sep 2012)


allowed creation of new regular proposals


What is the timeline

for completing the port
?

ADG,
in conjunction
with the working group, put together a draft ‘road map’ for porting SPS to the web,
as well
as a wish list of enhancements. Both
have co
ntinue
d

to evolve as we
’ve

g
ot
t
en

further into the
development effort

and some of the pieces have shifted as we’ve gone along
.


The road map calls for
the completion of
Phase I by the end of this calendar year.


We are a little behind
schedule due to ADG involvement in the Document Management initiative and the new FCOI regulations
implemented by NIH in August. Here is what remains to be done:

1.

Section Status Handling (completing/uncompleting the various notebook

sections)


Nov 2012

2.

Routing
(for regular proposals)



Dec
2012




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2


Phase II tasks

(target completion date is December 2013)

1.

Copy function

2.

Program Project Grants (will be rewritten to better align with NIH’s
new Web front
-
end)

3.

Non
-
competing Renewals (will be

rewritten to better align with new federal
-
wide RPPR format)

4.

SPS User Security
,
includ
ing

routing setup

5.

Standard Reference Data.

6.

Allow users to print with no rich text support


A lot has been accomplished in a fairly short time, but a great deal of work r
emains to be done. Due to
the time constraints under which we are working, we have elected to minimize the number of functional
changes being made until after the initial port is done (Dec 2012). However, where it has made sense and
where we could do so
without compromising the overall schedule, we have implemented several really
nice enhancements, as requested by the Working Group.


Today
we
want to unveil the new SPS on the Web ‘look and feel’, show you a couple of the significant
improvements we’ve mad
e
and
point out some of the advantages to using SPS on the Web
.





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3

SPS Web


Proposal
Browser




Overview

of changes

1.

The
Proposal Browser works very much as it does in SPS, with a couple of exceptions:



You can search by Activity type

(e.g., Clinical Trial,

Research, Fellowship, etc)



You can select the notebook which will be opened by default by using the Go To drop
-
down



You can open multiple proposals at the same time by using the check box to the right of
# of rows
check box
.

2.

The Spreadsheet button can be
used to do a File/Export





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SPS Web


Organization of N
otebook
s

and Pages
(
#
1062
79
)




Overview

of changes

1.

The header bar
area at the top of the page
has tabs
for the
5
Proposal
notebooks (Main, Personnel,
Facilities, Budget and Protocols).

2.

Identifying inf
ormation about the selected Proposal
is
displayed
on every
page.



This information can be expanded/collapsed by using the + and


icons.

3.

The various page tabs for each notebook
are

displayed beneath the identifying information.

4.

Required fields are denoted b
y the red asterisk.

5.

Wherever Duke Orgs are displayed, both the BFR

Code and the description
are

shown.

6.

The ‘
Go directly to this proposal
:’

area can be used to quickly navigate to
any other proposal

to which
you have access.

7.

The email icons can be used to q
uickly send mail to the PI or the Initiator.
Note:

The subject line is
automatically populated with the Proposal ID and the PI Name.

8.

Hover tips explain what each of the icons do.




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SPS Web


PDF Attachments

This is an example of how the pages will look if
the proposal has been flagged for electronic submission
(i.e., PDF attachment is allowed).




Overview of changes

1.

Instead of Attach, Detach and Page Preview buttons

like you see in SPS
, you have an icon that is used
to bring up a pop
-
up window.



If an atta
chment exists, the icon is blue; otherwise it is white.



The pop
-
up window contains
the

attachment area.

2.

Alternatively, if an attachment
already
exists, the link can be used to quickly view the attached PDF.



If you click the link, the associated attachment
is displayed in a new browser window.



From this window, the contents of the file can be printed.





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6

SPS W
eb


Personnel Notebook

We have reduced the number of page
s

that appear in the Personnel Roster notebook and have made it
much easier and faster to get
to the associated bio
-
sketch and other support information for each person.




Overview of changes

1.

Instead of 6 pages, you now have 3 pages.

2.

You can quickly bring up the associated Bio
-
sketch and/or Other Support for each person without
having to switch b
ack and forth between pages.

3.

Just as on the Summary of Work page, the link can be used to quickly bring up the associated file.





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SPS
Web
-

Budget notebook


Salary page

Most of the functional
enhancements

have been made in the Budget notebook.




Overvie
w of Changes

1.

The budget has been separated into two functional pieces


a Budget Setup piece and a Working
Budget piece.



The Budget Setup tab includes the Rules, Cost Sharing and Templates pages.



The Working Budget contains the Salary, Summary Budget, Inco
me and Justification pages.

2.

If the budget has been previously saved, the Salary page will open by default.

3.

Expand All/Collapse All
buttons are
provided at the top of the page.

4.

Data is displayed by Person and then by Budget Period
within Person.



You
see all

5 periods of Salary information for
Laura Brooks

followed by all 5 periods of Salary
information for
Marianne Hassan

(again a much requested enhancement)
.

5.

Check boxes have been added to the top
so
you
can control

which budget periods are displayed.



I
f you

want to see all the salary information for all Duke personnel for a specific budget period,
you can quickly do so by selecting a single budget period.




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8

SPS Web


Budget
notebook


Summary Budget page




Overview of changes

1.

As on the Salary page, check bo
xes have been added to the top of the page to allow you to specify
which budget periods are displayed.



The Show All check box
is

used to display
the amounts for
all budget periods.



The
Hide All check box

is
used to hide the Sponsor Amount and Cost Share Am
ount columns for
each
bu
dget period. If checked, the T
otal Sponsor Amount for all budget periods
is
displayed.



The Show Cost Sharing check box
is

used to display or hide the cost share columns (including the
Total Cost Share amounts for all periods).

2.

The
Pencil
icon
s

are used to
bring up the
associated budget category
pop
-
up

(the web equivalent of
the SPS Budget Detail button).



On each of the budget category pop
-
ups,
the
detailed budget
information for all periods can be
seen at a single glance.





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9

SPS Web


Budget
notebook


Salary
Summary Information
pop
-
up

This lets you see the same information as is displayed on the PHS 398 Detailed Salary page, but it
displays it for all 5 periods (another much requested feature).




Overview of changes

1.

For each budget

period, you’ll see one summary row per Duke Person.

If
multiple salary rows exist
:



The
Calendar, Academic and Summer
m
onths for all non
-
cost shared rows are summed and
displayed.



The Salary Requested, Fringe Benefit amounts and Total dollars for all non
-
cost shared rows are
summed and displayed.



For the % Effort column, if multiple rows exist with different effort, the weighted effort
is
d
isplayed (as we used to do on the old PHS 398 Detailed Budget page).



If the % Effort is the same across all the rows,
the non
-
summed % Effort
is
displayed (i.e., 3 rows
with a % Effort of 15% displays as 15%).


Note:

The Working Group has provided a long list of potential enhancements
for th
is

p
op
-
up (e.g., add a
cost sharing section that displays the rolled up informatio
n for all cost shared rows, add a section to the
bottom of the page that would roll up the information for each person across all budget periods, etc.).




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10

SPS Web


Budget
notebook


Consortium/Subaward Costs pop
-
up




Overview of changes

1.

Two new fields ha
ve been
added:



The first is called ‘Total Spon. Amt.’
and it
shows the sum of the Direct Spon
sor

Am
oun
t +
the
Indirect Spon
sor

Am
ount

for that period.



The second is called ‘Spon Amt Appl to Cap’
and
is used to show the amount which will be
included in Duke
’s F&A calculation (subject to the $25,000 cap for each subcontract).


Note:

These fields are currently read
-
only. In the future,
they w
ill
be used t
o determine how much of the
$25,000 is left for non
-
competing renewals.





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11

SPS Web


Budget notebook


Show

Base Categories
/Show Base Info




Overview of changes

1.

The Show Base Categories check box can be used to
display w
hich budget categories are included in
the F&A calculation for each budget period



When checked, each budget category included in the F&A calc
ulation is shaded in green.



When making the determination as to whether or a particular category is included, it looks at
the F&A Base specified for each budget period.

2.

The Show Base Info button at the bottom of the page can be used to see
the applicable F
&A Base and
Rate for each budget period.



It can also be used to see the Base Amount that was used for the calculation.





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12

SPS Web


Memo/Internal Documents pop
-
up

Both the Proposal Memo and Internal Documents can be viewed from a single location.




Overvi
ew of changes

Proposal Memo area

(
top of the page
)

1.

The Add to Memo button
is

used to add text to the Proposal Memo.



Anyone with access to the proposal will be able to add text.



Added text will be appended to the end of any existing text.



We automatically i
nsert the user’s name, netID and date/time to the beginning of the text.

2.

Existing text cannot be edited nor can it be deleted.

3.

The Print
er icon

can be used to print the contents of the Proposal Memo field.


Internal Documents section (bottom of the page)

1.

A
nyone with access to the proposal will be able to attach
/view

documents.



D
ocuments attached through SPS W
eb
are
categorized as either
Departmental
or

Central



We show the date/time attached, as well as the netID of the person who attached the document.

2.

When

you Attach documents, your File Upload window open
s

to the last used directory (highly
requested enhancement).



If your browser supports it, you
can

simultaneously
attach multiple documents.

Note:

For now, you will not be able to Detach
or replace
document
s through SPS Web.




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SPS Web


Proposal Creation




Overview of changes

1.

The Proposal Creation is displayed
when
you press the Create New button
on
the
Proposal
Search
page.



This page contains all the fields that are required to do an initial save of a newl
y created proposal.

2.

We have also added a Prime Sponsor group box.



If the Prime Sponsor check box is checked, the Prime Sponsor field is enabled.



This will let us capture information about the prime sponsor as new proposals are created through
SPS Web.

3.

Once

you’ve done a successful save, you’ll be taken immediately to the Main notebook.





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How do
you

get to SPS Web
?

Anyone with an SPS User account can currently log into SPS Web and view proposal data for regular
new proposals

and Competing Renewals
.
Note:

N
on
-
competing Renewals, Competing Renewals,
Composite and Minis cannot currently be viewed through SPS Web. To get to SPS Web, o
pen your web
browser, go to the following URL and log in using your netID and password:


https://adgapps.duhs.duke.edu/sps


Wh
at are some of the advantages to
us
ing

SPS on the Web
?

1.

SPS data can more easily be viewed from home using SPS Web. No need to start up SPS.

2.

New versions are automatically available


no need to download new

versions to your machine.

3.

Creation of new proposals has been streamlined.

4.

Basic proposal information is displayed at the top of each page.

5.

Emails can quickly be sent to the PI or the Initiator.

6.

Wherever Duke Orgs are displayed, both the BFR Code and the d
escription are shown.

7.

Personnel notebook has been streamlined.

8.

In the Budget notebook, you can see all 5 years of salary for an individual at a single glance.



You can also see the detailed salary information by person for each budget period.

9.

The Proposal M
emo and the internal documents can be viewed from a single pop
-
up.



When attaching documents, your file browser window opens to its last viewed directory (no need
to drill down each time)



If your browser supports it, you can simultaneously attach multiple i
nternal documents.


SPS Web Port Working Group Members


From the Medical Center

Darlene McCain
-

Global Health


T
raci McNeil


Pharmacology


Bobbi Tucker


Immunology



Zarrin Brooks


Anesthesiology

Dee
Dee White


Medicine



Mollie Sykes


Cell Biology

St
ephanie Smith


DCRI



John Michnowicz


ORA

Laurie Henry


ORA




Jennifer McCallister


ORA

Denise Wynn
-

ORA


From Campus

Sheri Matthews
-

Nicholas School


Patricia Tirrell
-
Arts & Sciences

Gwen Wright


SSRI




Karolina Angell


Electrical and Computer

Engineering

Phillip Grosshan


NESCent



Becky Dupre
-

Civil/Environmental Engineering

Tina Radford


Chemistry



Maria Scripa


ARRA

Keith Hurka
-
Owen


ORS



Susan Lasley
-

ORS