Administrative Functions Help
AD-416/417/Assurance Processing
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PI / Dept Instructions for entering AD-416 data
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This option includes AD-416 instructions to print and distribute to
investigators who will be entering
AD-416
information on the Web forms. Sites differ drastically in their approach
to completing AD-416s,
so you may not find that these instructions meet your needs. If you will
be asking PIs to complete
AD-417s, a link is available for generalized instructions which you may
need to supplement with your own site's process. We have not provided
any instructions for completing CSREES Assurance forms using the Web forms, you will
need to provide your own instructions at this time.
For AD-416 instructions, which include the site password, you can enter a
due date and name additional contacts for
assistance. You can also generate the instructions, then
modify them further.
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Display / Edit / Delete / Print / mark "Ready" AD-416/417/Assurance Forms
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This displays a table that shows the progress of the related forms and
allows you to edit or delete any of the forms in progress. You may also
add new projects or revise existing projects (not grants, however). To
extend a project, the extension
process depends on the project type. Completed forms can be printed,
and all AD-416/417/Assurance forms submitted via the Web forms can be accessed
by selecting the option to include forms already submitted to CRIS.
This function can generate a
Web page format suitable for checking the content and reviewing the
progress of the AD-416 information being assembled and for Administrative
review of those forms. You must mark projects "Ready" to submit to CRIS
before they can be submitted.
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Submit AD-416/417/Assurance Forms to CRIS
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Use this option when your AD-416/417/Assurance forms are ready to be submitted to CRIS. You must file signed copies at your site, so this is the time to
print final copies for filing. Only projects for which all forms are complete
and marked "Ready" to submit will be displayed. When
you use this option to submit your data to CRIS, the information entered on
Web forms will be copied to a CRIS retrieval directory in the formats
required by CRIS. If your projects were successfully submitted, you will
see a complete summary page to print for your records.
AD-421 Processing
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PI / Department Instructions for entering AD-421 data
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These are the instructions to print and distribute to all the investigators
on your checklist. You can enter a due date and name additional contacts for
assistance. You can also generate the instructions, then
modify them further.
This generates a printable list from the checklist that CRIS
provides. Web forms for each project are based on this checklist.
If you make changes to your project information using Display / Edit Project
List, you must submit
those changes to CRIS before they will be displayed in the checklist.
You
can also generate statistics showing numbers of projects by department.
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Display / Edit / Print / Un-Mark Reports in-Progress
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With the Administrative password, you can Edit / Print / Mark or Un-Mark individual
project AD-421 reports from a table listing. You can also generate Web pages
suitable for Administrative review of reports, and for printing.
Except for the Edit/Print/Un-Mark table, these display options are also available
to PIs entering AD-421 reports. You can select
the order by project number or by Investigator name. The default content
includes project reports that have already been submitted to CRIS, only
reports that have been marked complete, and other options.
Project reports must be marked complete to be included in the file generated
for CRIS. You may need to use one of the Mark/UnMark functions
if investigators have entered
information but neglected to mark it complete by the time you need to
submit to CRIS. You may also need to use this function if investigators mark
reports complete, then later need to edit them again. This can be done for all
projects, or for whatever projects are selected and displayed on the table.
This can also be used to prevent some or all investigators from further
editing reports while they are being reviewed, approved, and released to
CRIS. Only reports that are marked complete will be included in the file
for CRIS. However, projects with neither a narrative nor publications report
will NOT be included in the file for CRIS even if marked "complete."
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Submit AD-421 Reports to CRIS
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Use this option when your reports are ready to be submitted to CRIS.
YOU MUST SUBMIT REPORTS TO CRIS IN CHRONOLOGICAL ORDER (don't submit a
2006 Annual Report AFTER you have submitted the 2007 report)! When
you use this option to submit your data to CRIS, the information entered on
Web forms will be copied to a CRIS retrieval directory in the formats
required by CRIS. If your projects were successfully submitted, you will
see a complete summary page to print for your records.
General Functions
This is where you manage your passwords and determine whether or not site
users should have access to the 421s, 416s or 419s. You must also maintain
the correct name and email address of the site
contact person, specify the default AD-421 reporting period, the default AD-419
fiscal year, and enter your site's official signature information.
Signature information for both AD-416s and Assurance Statements must be
entered before you can submit AD-416s to CRIS.
Optionally, you can supply the URL of any other Web site you would
like to have your investigators visit as part of the AD-421 data entry process.
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Display / Edit Project List
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This function allows you to make changes to your project records at CRIS
as well as in the Web forms. In this process you work with a file called
the Project List. When you make changes to this list and submit them to CRIS,
both your Site checklist and CRIS will be updated.
You may find that
the department code on some of the
projects on your Project List does not match the pick list of departments;
this often happens when departments
have been reorganized at your institution, but projects that were already
active at the time, still have the same old department code assigned. IF you
want to manage the AD-421 process by department, you will have to make sure that
all projects on the checklist have correctly-assigned departments that match
those in your current CRIS departments list.
Likewise, PI names are sometimes
incorrect (misspelled or spelled inconsistently) on the project checklist,
and therefore inaccessible to the PI for the AD-421 report. You will need to
correct them to enable access to the project.
A title may be corrected as long as
it does not change the meaning or focus of the project.
The Display / Edit Project List function should be used to change
the termination date on Final Reports for projects that are
terminating early. You must change the termination date using this
function and select the first option that identifies this change as one
that will be submitted with the AD-421. It will not actually be submitted to
CRIS until you submit the AD-421 Final report, but in the meantime,
it will appear corrected on the AD-421 form. Terminating later
than the indicated date constitutes an extension.
The extension
process depends on the project type. Most extensions require a memo, and
that too can be done using this function (the second option under changing
the termination date). Hatch projects can be extended only once for up to one
year. State projects can be extended any time.
This function is used to submit the changes you made to CRIS.
You should submit changes that you make to CRIS soon after you make them. They
are not available on the public CRIS search site until you do.
You must submit
changes to CRIS before they will appear on your checklist. You must submit
all the changes you have made before you can get your new checklist at the start of
each reporting period in October.
You can specify projects and information to be exported to a file
which you can then download. (See technical
information
about the data formats available.)
You may want to print blank Web Forms for your own use, for gathering
information to be entered in CRISFRMS or CRIS Web Forms.
They do not substitute for sending data files to CRIS!
You will NOT normally use these to send or fax forms to
CRIS or any Grants office, you should use the appropriate Web
Forms function. These blank forms are intended only for data gathering.
AD-419 Processing
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Instructions for entering AD-419 data
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This option includes AD-419 instructions to print and distribute to
personnel who will
be entering funding data. Be sure to select the option to generate
AD-419 instructions. You can also generate the instructions, then
modify them further.
This generates a printable list from the checklist that CRIS
provides. Be sure to select the option to generate the AD-419 checklist
which includes projects which terminated during the reporting FY.
If you make changes to your project information using Display / edit Project
List, you must submit
those changes to CRIS before they will be displayed in the checklist.
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Display / Edit / Print AD-419 reports
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With the Administrative or 419 password, you can Edit / Print from a table
listing. This table provides the ONLY access to entering, editing,
and viewing AD-419 data.
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Import / Export AD-419 data
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With the Administrative or 419 password, you can import or export data from an
ASCII file in one of 2 formats: comma delimited (as from a spreadsheet), or in
the CRIS "tape" format (documented in CRIS AD-419 manuals).
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Submit AD-419 Reports to CRIS
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Use this option when your reports are ready to be submitted to CRIS.
When you use this option to submit your data to CRIS, the information entered
on Web forms will be copied to a CRIS retrieval directory in the formats
required by CRIS. If your projects were successfully submitted, you will
see a complete summary page to print for your records.