Workflow of Proposed Funded Agreements

Initiating a new Proposed Funded Agreement

OSP Contracts will initiate all new proposed funded agreements (PFA) in Summit by using the submitted Proposal ID from Summit Proposals. If the proposal has not been entered into Summit Proposals, a proposed funded agreement cannot be initiated in the Agreements module in Summit.

Should the Principal Investigator learn about the award before OSP, they should send an email to ospcontracts@vt.edu and attach all relevant documents and emails from the sponsor.


Draft

After creation, a pop-up will display explaining important instructions related to the PFA. The first two bullet points will always display, while the last four are conditional based on proposal information.

Funded Pop-Up

When a new agreement is initiated, Summit Agreements will pre-populate many of the fields by copying over select values, answers, files and comments from Summit Proposals. At this time, the agreement is in Draft status and will not be visible outside of OSP until it transitions to Initial Review.

The OSP Contracts team will review all the information that was copied over from the proposal into the agreement, and verify and correct information to correspond to the award/agreement received.


Initial Review

PFA Static Pane Initial Review

After the Contracts team has verified the newly created funded agreement with the award received, they will transition the agreement to the Initial Review status.

In this status only, the Virginia Tech Team (PI, Co-PI(s), Team Member(s), and support staff) will gain access to the agreement for them to review/correct all information that has changed from the Proposal to Agreement and to complete new fields in the indicated panels. Also at this stage in the agreement life cycle, the PI will be asked to officially verify all data via the "PI Verify Data" button. See PI Verification tab for more information.


In Progress

When all input data is collected from the PI and/or the Virginia Tech team, OSP Contracts will transition the agreement to In Progress.

The Contracts team will create and assign tasks needed to be carried out to successfully process and negotiate the award. Examples are Contract Negotiation with the Sponsor, Budget update requests or various Compliance reviews, such as the Conflict of Interest or Office of Export and Secure Research Compliance. You will be able to see the full list of tasks related to your agreement just below the agreement panels.


Post Award Review

When all tasks and action items are completed, the Contracts team will transition the agreement to Post Award Review status to send the record to a Post-Award associate for their review.


Award Setup

Once Post-Award completes their review, the agreement moves to the Award Setup status and the grant and funds are set up in Banner, as applicable. Subsequently, a Project Authorization Notice (PAN) is sent to all investigators, fund managers and support staff on listed orgs.


Closed

There are three closed reasons for a Proposed Funded Agreement: Complete, Canceled, and Abandoned.