Release 4.14 - October 2024
- No user facing updates in this release
Release 4.13 - August 2024
- No user facing updates in this release
Release 4.12 - May 2024
- Added sponsor specific language for NSF Notice Emails:
- Effective May 20, 2024, NSF requires all Senior/Key Personnel certify that they are not participating in a Malign Foreign Talent Recruitment Program- see https://www.research.vt.edu/osp/researchers/compliance/nonfinancial-compliance/foreign-influence/malign-foreign-talent-recruitment-programs-entities-concern.html.
Release 4.11 - March 2024
- Minor Updates
Release 4.10 - February 2024
- See updated guidance for DOD, NASA, and DOE proposals - Memo to Faculty about Fundamental Research
- Updated links directed to this guidance now provided on proposals and emails when those sponsors are used
- "Budget Just" label automatically added to files added to the Budget Justification field
- Minor Updates & Bug Fixes
Release 4.9 - December 2023
- Summit is standardizing its proposal routing structure to better align with the organizational hierarchy in Banner.
- Organizations (XXXXX) will flow to their Departments (XXXX), to their Management area, and to the College.
- All levels of hierarchy will only be applicable if there is at least one approver on each level. If there are no approvers defined for a certain level, the next level approver(s) will be displayed.
- There will still need to be at least one approver at some point within that organization's hierarchy for the proposal to route.
- For most approval structures, this change will have no impact on the routing as there is no or little deviation between Summit and Banner. If you feel that your updated approval structure needs changes, please let us know and we can work to get the approvers in on the appropriate orgs.
- Minor Updates
Release 4.8 - November 2023
- Updated text related to the main FCOI question, see update below.
- When a Direct or Prime Sponsor has the "DOE-FI" keyword, a DOE question will appear in the Compliance / Financial Conflict of Interest (FCOI) section.
- This question will need to be answered "Yes" before routing can take place.
- An answer of "No" would restrict submission of this proposal.
- Minor Updates
Release 4.7 - September 2023
- Minor Updates
Release 4.6 - August 2023
- Minor Updates / Bug Fixes
Release 4.5 - July 2023
- Budget Field Update: Only a Performance Location value of On-Campus now requires a Building (Where Work Performed) value.
- Off-Campus, Adjacent, Don't Know will disable the Building field.
- The "Don't Know" option is only available in the Preparing status. Once a proposal needs to be routed, the system will notify the user that one of the other three options need to be selected to put the proposal in routing.
- Minor Updates / Bug Fixes
Release 4.4 - April 2023
- Updated NSF off-campus work budget question.
- Applicable on proposals where the direct or prime sponsor is NSF.
- For more information, see National Science Foundation - Safe and Inclusive Working Environment Plan for Off-Campus or Off-Site Research
Release 4.3 - February 2023
- Updated Work Label to include the Short Title.
- Updated Help Text: Provide a Short Title that will help you identify this work and will be used in Banner. Do not include this Short Title in the Full Title box below.
- Updated Help Text: Provide a Short Title that will help you identify this work and will be used in Banner. Do not include this Short Title in the Full Title box below.
- New Budget Question
- Only pertains to proposals where the Direct or Prime Sponsor is NSF. If NSF, it will be the last question before the Totals.
- Only pertains to proposals where the Direct or Prime Sponsor is NSF. If NSF, it will be the last question before the Totals.
- Compliance emails have been updated for the sponsors of NASA, DoE, NIH, NSF, and DoD.
- These emails are sent when one of the sponsors are used as a prime or direct sponsor on a proposal.
Release 4.2 - December 2022
- Updated FCOI informational help text under the FCOI question within a proposal. text updated noted below:
- "For a single publicly traded entity: payments and equity interest value (determined through public prices) >$5,000 in total; or"
- Added current VT fiscal year (2022-2023) and calendar year (2023) in the Advanced Search
- Minor Updates / Bug Fixes
Release 4.1 - September 2022
-
Budget section updated
- Budget field names and options now correspond with Summit Agreements and Banner to be consistent throughout all systems as you run through the lifecycle of the proposal and award.
- The following fields are now displayed in the Budget section as well in order to help with the determination of the Indirect Rate: Program Type, Direct Sponsor Category Type, Prime Sponsor Category Type (if applicable)
- Hovering over any field name below will give help text in the aid of answering.
Release 4.0 - July 2022
- No user facing updates in this release
Release 3.26 - May 2022
- No user facing updates in this release
Release 3.25 - April 2022
- Small Updates / Bug Fixes
Release 3.24 - March 2022
- Bug Fixes
Release 3.23 - February 2022
- Added 2022 to Calendar Year in Advanced Search Criteria
- File Labels Automatically Put on Files within the Subcontractors section on Most Questions
- Small Updates / Bug Fixes
Release 3.22 - January 2022
- Updated Comment Editor
- Users will be able to bold and italicize text, and create lists. Users will no longer be able to highlight or underline text.
- Users will be able to bold and italicize text, and create lists. Users will no longer be able to highlight or underline text.
- Small Updates / Bug Fixes
Release 3.21 - December 2021
-
File Labels
- Files added to certain sections or questions will have labels automatically added to the file.
- This is already done within the Submission Documents section, which adds the "Proposal" file label.
- With this release any file added to the Solicitation Documents section will get the "RFP" file label.
- And any file added to the the Special Indirect Distribution (Form C) question will get the "Form C" file label.
- Added VT Fiscal Year 2021-22 in Advanced Search
- Small Updates
Release 3.20 - November 2021
- Summit and the COI system will send COI Disclosure emails to PI and Co-PIs on proposals to certain sponsors
- The COI Disclosure system will send an email to each PI / Co-PI that is added on the Proposal team in SP. Each PI/Co-PI will get only one email.
- Email is being sent only for proposals where sponsor = DOD, DOE, NASA, NSF or NIH
- Pre-Award will be able to access all such disclosure emails that were sent
- PI/Co-PI can ask their Pre Award contact if they have questions
- See a screenshot of such an example email below:
- "Proposal" label automatically added to all files uploaded into the Submission Documents section
- Various Small Updates
Release 3.19 - October 2021
- Added individualized administrative costs categories as checkboxes on the question, "Are there Administrative Costs integral to the project budgeted?" if set to Required.
Release 3.18 - September 2021
- Small Updates / Bug Fixes
Release 3.17 - August 2021
- Small Updates
Release 3.16 - July 2021
- Summit Proposals Header enhanced
- Ability to go to Summit Agreements directly from Summit Proposals
- Get Started button moved to the right side, which conforms to Summit Agreements header
- Small Updates
Release 3.15 - June 2021
- No user facing updates in this release
Release 3.14 - May 2021
- No user facing updates in this release
Release 3.13 - May 2021
- Minor Updates
Release 3.12 - March 2021
- No user facing updates in this release
Release 3.11 - February 2021
- Added Calendar Year 2021 and VT Fiscal Year 2020-2021 in Advanced Search
- Updated COI question wording
Release 3.10 - January 2021
- Bug Fixes / Small Updates
Release 3.9 - December 2020
- PI Verification
- OSP has implemented a new process in SUMMIT requiring PIs to verify information provided in proposals before submission to the sponsor. Increased compliance and monitoring by federal sponsors require this new step, ensuring that all questions have been answered correctly and mitigating risks for the PI, the research team, and the university.
- The following is the step-by-step verification process:
- When a proposal changes status to “In Routing,” requests will be emailed to approvers as before with no change to the current process.
- Additionally, a request to verify the proposal will be emailed directly to the principal investigator.
- Verifications may be found in the Approvals folder, under subfolders based on verification status. All verifications awaiting Principal Investigator attention are in the “To be approved” subfolder.
- The principal investigator is expected to review and must click “Verify Proposal” to complete the verification process.
- If there are any concerns regarding the verification, the principal investigator should contact the Pre-Award Associate assigned to the proposal.
- If a Proposal Routing is canceled or Approval is discarded, a new verification will be required by the principal investigator due to the possibility of changes to the proposal. In this case, the Principal Investigator will receive a new email notification when the proposal goes into Routing again.
- Labels at the top of the screen in the Proposal Editor in Summit identify the status of the verification.
- When a proposal changes status to “In Routing,” requests will be emailed to approvers as before with no change to the current process.
- CLICK HERE for more details on the PI verification feature in SUMMIT.
Old(er) Releases
Release 3.8 - November 2020 - Updated OESRC section - Added DOE Attachment C question (when the sponsor or prime sponsor has the DOE-FI keyword) - Moved OESRC Requirement into an OESRC question related to Export Control and/or Classified Data - Removed the "Does the research have a commercial end use application?" question
- Download and Preview links for every uploaded document
- Removed the following Cost Share Funding Source option values:
- Volunteer Hours
- VT Foundation
- Other
Release 3.7 - October 2020
- Status and Status Icon Moved Next to the Work Item ID
- Bug Fixes
Release 3.6 - September 2020 - Bug Fixes
Release 3.5 - August 2020
Document Preview
- When a user now clicks on an uploaded document, the system will generate a preview for that document, as shown below.
- Labels for the Icons located at the bottom of the document preview are shown below.
- If the document was recently uploaded, the system could still be generating a preview and the below message will appear.
-
This works on document types: Excel (.xlsx), Word (.doc), PDF (.pdf), Text (.txt), powerpoint (.pptx), rich text (.rtf).
-
A message will be displayed if the document type is not supported (e.g. .jpg).
- Bug Fixes
Release 3.4 - July 2020 - COI Question will now require a comment if answered "Yes". - The proposal will give an error message at the bottom right of the screen if the user tries to submit for routing with a "Yes" answer and no comment.
Release 3.3 - June 2020 - New Compliance Email - Added DOE Notice email which describes Foreign Influence instructions
- Removal of FCOI question in Subcontractor section
- COI info is now included in the sub data sheet when required and is no longer applicable at the proposal stage.
- If the COI question in the Compliance section is answered "Yes", COI is requesting that PI explain in the comment who holds the interest and how it is related to the research. Click "Actions" and Add Comment to the right of the COI question.
- Bug Fixes
Release 3.2 - May 2020 - Proposals - Add/Edit 3 Compliance emails - Added NSF Notice email which describes Foreign Influence instructions - Added NIH Notice email which describes Foreign Influence instructions - Edited the DoD Notice email to include Foreign Influence - Agreements - Ability to add "Award" flag on files - New task type - Contracts Specialist - Allow paragraph formatting in panes for free text fields - Fixed date fields to allow typing of dates - Small updates / bug fixes
Release 3.1 - May 2020 - Proposals - Added "Research.gov" option to Intended Submission Method and Actual Submission Method in Proposal Editor - Agreements NDA Beta - Allow removing of a linked proposal - Ability to make a comment when closing a task associated with an agreement - Filter Tasks by Task Type and allow the filtering to be saved by the user - UI improvements
Release 3.0 - April 2020 - Added IBC question - Last question in Institutional Biosafety Committee (IBC) section - New Question: "Does this project require use of biosafety level 3 or animal biosafety level 3 containment space? (If yes, please send a copy of this proposal to ren@vt.edu.)" - Summit Agreements Beta released for select users
Release 2.26 - March 2020 - Destination Area(s) field added to bulk export operation - "Conflict of Interest (COI) Requirements" header changed to "Public Health Service (PHS) Requirements" - This section will still display the PHS question when a sponsor has the PHS keyword (e.g. NIH) - Features in preparation for Summit Agreements Beta
Release 2.25 - March 2020
- Updated Compliance questions (specific sections updated listed below)
- Conflict of Interest (COI)
- Office of Export and Secure Research Compliance (OESRC)
- Institutional Biosafety Committee (IBC)
- Building (Where Work Performed) question moved
- Was in the General Information section and now appears in the Budget Information - Development section
Release 2.24 - January 2020 - Added Email Notifications for Changes to Acceptance of Budget File on a Proposal - When a tag indicating OSP's acceptance of a budget file changes, an email is sent to the PI, Support Staff Lead, Assigned Pre Award, and anyone who has starred the proposal and has the Routing/Approval Preference set to ON. - Added Email Notifications for Proposals when Approved - When a proposal status is changed to Approved from routing, an email is sent to the PI, Support Staff Lead, Assigned Pre Award, and anyone who has starred the proposal and has the Routing/Approval Preference set to ON. - Updated Fields in Work Item Editor - New field called "Destination Area(s)". It is optional and allows multi-select - "Research Initiative" field renamed "Sponsored Initiative(s)" and allows multi-select - Removed "Research Theme" field
Release 2.23 - December 2019 - Updates to the Login Authentication System that will enable better integration with other OSP systems and seamless Summit deployments.
Release 2.22 - October 2019
- File Upload Update
- Most sections allow the user to rename a file at the time of upload
- Subcontractor section will suggest filenames for the file based on category. The user can change the suggested filename to ensure that each file is named uniquely and appropriately.
Release 2.21 - September 2019
- Pending Award label
- Label is placed in a work item's header (as seen in the image below) and visible to all users.
- Can be added (or removed) only by Pre Award associates.
- Indicates that the Virginia Tech team has been notified of an award but the proposal status in Summit has not yet been updated, which will typically happen when an award is established in Banner.
-
Additional Coordination section moved up into the Compliance section of the Summit editor, underneath the IBC questions.
-
Various Bug Fixes
Release 2.20 - August 2019
- Ability to rename files
- Click the File Actions button on the document you want to rename
- Added search term in Advanced Search
- Field called "Sponsor Tracking Number"
- This field records the number the sponsor assigns at time of submission to the proposal file
- Proposal Team members are now included in the routing process
- Small Updates & Various Bug Fixes
Release 2.19 - August 2019 - Small Updates & Various Bug Fixes
Release 2.18 - August 2019
Proposal Revisions
Now when users revise a Proposal, Supplement, or Continuation; the work item will stay as 1 entity. Creating a revision will not create a 2nd independent work item, as was done before. The process for Pre-Proposals, LOIs, and White Papers will continue as before and stay separate entities.
This new process will only be for revisions made going forward, older revisions will stay separated and only visible linkage accessible in the History.
All new revisions for the work item will be accessible from a new folder in the toolbar while in a particular work item.
While in the Revisions folder, users will be able to click through all revisions and the current work item
There will only be 1 active work item at a time and will display with a normal summary pane box. 2 inactive statuses can be seen on various past works, but all work items displayed will be accessible f clicked.
When clicked it will bring up the work item. To get back to the normal view of Summit, click "Exit Revisions folder" in the top left. For more information, click here.
A user can revise a work item by clicking it in the summary pane and click "Actions", then "Revise". The action is only available if the work item is in the Pending Decision status.
Users can also get to this revise modal through Get Started (located at the top left of Summit).
What was the middle box has now been split into 2 separate selections. Selecting the 2nd box now and a user puts in an ID for a Proposal, Supplement, or Continuation that is in Pending Decision, it will bring up the same revision modal.
Once created, the revised work item will be placed back into the Open folder, with the new status of "Revising". The original work item ID will remain, but "Rev" followed by the number of the revision will display.
From there the work can progress through the same stages as a new work item (Revising, In Routing, Approved, Submitted) then to get back to Pending Decision to wait for communication from the sponsor. And either repeat the process again or go to a Closed status.
Release 2.17 - May 2019
- Update Subcontractor section
- First 5 questions are now automatically set to be Required when a subcontractor is created in Summit.
- Small Updates & Various Bug Fixes
Release 2.16 - April 2019
- Download Files based on File filter
- As a user, you can now download specific files depending on their file flags (All Files, Requires Signature, Include in Submission, Award File).
- The option to download all files is the default option when you first enter the work item's file modal.
- Updated Limited Submission language added to the Initiation (Get Started) screen
- Small Updates & Various Bug Fixes
Release 2.15 - March 2019
- Award File flag
- Any file now in Summit can have an award file flag added. Only Pre-Award can add this Award File flag, but is visible to all as shown below.
- File modal filter
- Users now when in the Files modal, can filter based on certain file flags (Requires Signature, Include in Submission, Award File)
- By default the filter is set to All Files when first entering the File modal, but can be changed in the upper left as shown below.
- Submission Information section reordering
- Sponsor section has moved to the top, followed by Submission Instructions, then Submission Requirements, Technical and Sponsor Documents, and finally the OSP Policy section.
- Below shows the major reordering of the checklist questions
Release 2.14 - February 2019
- Budget field update
- The action to "Accept" the budget has been given it's own button, taken out of the File Actions options. The other actions to Not accept or to remove acceptance are still under the File Actions button.
- The action to "Accept" the budget has been given it's own button, taken out of the File Actions options. The other actions to Not accept or to remove acceptance are still under the File Actions button.
- Advance Search Additions - Submission Date Range
- Capabilities include searching by:
- Caldenar Year (2017, 2018, 2019)
- VT Fiscal Year (FY 2016-2017, FY 2017-2018, FY 2018-2019)
- Custom date range (user inputs start and end date)
- Capabilities include searching by:
- Co-PIs included in excel Export results
- When a user exports work items from submit, now the Co-Pis on the work item will be included at the end of the worksheet.
- Note: Currently it will only show the first 20 Co-PIs
- Small Updates & Various Bug Fixes
Release 2.13 - January 2019
- Download all files from a Work Item
- To perform this action, the user can open the file modal located in the toolbar at the top right while in a work item and click the "Download All Files" link as shown in the image below
- The file is downloaded as a zip file containing all the documents from the work item
- Added Advanced Search capabilities
- New: Work Item Keyword, Sponsor Keyword search fields, and Prime Sponsor added to Sponsor searches
- To utilize these new features, as well as all other search functions, click the link "Search All Work Items" in the upper left of the Summit Navigation as shown in the image below
- Additional Comment fields have been added throughout a work item's editor. The Sections where these new fields are located are listed below:
- General Information
- Personnel
- Submission Instructions (example shown below)
- Sponsor
- Subcontractor
- Additional Coordination
- Approvers now can use the Summit Mobile Approver
- Instructions on the purpose and how to use, can be found here.
- Small Updates & Various Bug Fixes
Release 2.12 - December 2018
- Advanced Search
- Now the user has the ability to search all of Summit for particular work items by clicking "Search All Work Items" in the upper left of Summit right under the Folder category "Work Items".
- Once clicked, it will bring up the Advanced Search pop-up where the user can search Summit by the following criteria.
- Status
- Work Item Type or by specific work ID
- PI name, PID, or 9-number
- Assigned Pre-Award associate
- Submitting org name or number
- Sponsor Name or Sponsor abbreviation
- It will then display all work items that matched the search results in a list, as is done with every folder in Summit (ex. Open).
- Search results will remain until you close or refresh your browser session.
- Note: Search will not return complete results for work items initiated prior to 2017
- Now the user has the ability to search all of Summit for particular work items by clicking "Search All Work Items" in the upper left of Summit right under the Folder category "Work Items".
- Small Updates & Various Bug Fixes
Release 2.11 - November 2018
- Actions/File Actions Buttons always visible
- The gear icon is no longer present, which was displayed on cursor hover-over for fields. Instead an "Actions" button will always appear on particular fields. This is also for any files that are attached, a "File Actions" button will appear. All the same options in the Action buttons will be allowed as before (ex. Add Comment).
- Notification ordering saved per browser (Work/Date)
- Switching between "work" and "date" notification sorting is saved when you close the Notifications pop-up
- Small Updates & Various Bug Fixes
Release 2.10 - October 2018
- Updated Summary Pane for Approvals
- Comment fields in the work item editor now using a rich text editor
- Ability to bold, italicize, underline, change font/background color, bullet point, number, and paragraph
- Budget Acceptance Tags always displayed
- For each party (OSP & Proposal Team) when a budget is uploaded the tag will read "Pending {OSP or Team} Acceptance".
- When OSP or the Proposal Team accepts the budget, their tag will change to "Document Accepted by {OSP or Team}".
- As before, both sides need to accept the budget before the proposal can be routed.
- Small Updates & Various Bug Fixes
Release 2.9 - September 2018
- Summit Navigation Pane Updates
- Top folder renamed "Work Items" from "Proposals" to better reflect all the different work types now represented in Summit (labeled on the left)
- Level 2 Folders: "Open", "Pending Sponsor Decision", and "Closed" (labeled on the right)
- These folders are now shown in the order work flows.
- old "Submissions" folder is now "Pending Sponsor Decision" which includes both Submission Finalized and Pending Decision statuses
- Level 3 Folders: "My Open/Closed" and a folder called "People" where you can expand and show all Principal Investigators and their works (labeled on the right)
- Updated Work Header to correspond with the Summary Pane Updates from the last release
- Deadline Communication User Preferences Default Turned to ON for all users (unless the user has Opted out of Summit Emails)
- Small Updates/Enhancements
Release 2.8 - August 2018
-
Summary Pane Update
- Added spaces between key values for easier readability
- Date format change to DD/MM/YYYY
- Hovering over the date will show the Target and Sponsor deadlines
- Favorite star used for marking important works to show in your My Open and My Closed folder
- Limited View icon moved to lower right corner (only applicable if given limited view status for a work)
- Right Red Bar indicates when the work is under Administrative review
- Status is now shown for every stage of the process till closure and includes a color indicator
- Left Blue Bar indicates when a work hasn't been opened
- Sponsor abbreviations used if applicable
-
Different Target / Sponsor date symbols
-
Target Date (Sponsor Date N/A)
-
Sponsor Date (Target Date sooner)
-
Target/Sponsor Share Same Dates
-
-
Various Bug Fixes
Release 2.7 - July 2018
- Email Notifications - For more details on all Summit emails, click here.
- Work Creation emails
- Emails will now also be sent to support staff leads on the submitting organization when a work is created in Summit.
- International question emails
- When the international question in the OESRC section of Compliance is answered "Yes", an email will be sent notifying users of the action and directing them to the OSP document explaining the special requirements involved in international research
- This will always be sent to the Proposal Team (PI, Co-PI, and Proposal Team member), regardless of email settings
- Deadline Communication (new User Preferences category)
- Target Date reminder (5 business days and less)
- A reminder email will be sent when a proposal gets within 5 business days of the target date.
- If a proposal is created with less than 5 days, Summit will send an email based on the number of days before the target date (ex. 3 days before).
- Approval Reminder
- A reminder email will be sent daily for approvals waiting for action to be taken.
- Target Date reminder (5 business days and less)
- Work Creation emails
- Pre Award Out of Office Messages
- Pre Award associates now have the ability to put an out of office message that will appear in every work they are assigned. Either a predefined message with the start/end date will appear (example below) or a custom message.
- Pre Award associates now have the ability to put an out of office message that will appear in every work they are assigned. Either a predefined message with the start/end date will appear (example below) or a custom message.
- Various Bug Fixes / Small Updates
Release 2.6 - June 2018
- Admin Review changes
- Admin Review will now be a label.
- If triggered, it will be displayed along side the status and will not hinder the routing/approval process or the closure of the work.
- Permalinks
- Email notifications will now display a URL link that will take the user directly to the proposal or approval in Summit when clicked.
- Small Updates
- Summary pane auto loads
- A user in the past had to select to load the next 15 proposals when reaching the bottom of the summary pane, but this will now be done automatically as the user scrolls down.
- Budget Labels renamed (functionality unchanged)
- Both OSP and Proposal Team will need to Accept the budget. Once both have accepted, label will turn to "Budget Accepted".
- Summary pane auto loads
Release 2.5 - May 2018
- Action menu Redesign/Restrictions
- Proposals can be duplicated (copied) only while in Preparing status (before routing for approval).
- Revisions can only be initiated from proposals, supplements, and continuations after they have been submitted to the sponsor.
- Supplements or continuations can be initiated only from proposals that have been awarded by the sponsor.
- Submitted LOIs, white papers and pre-proposals can be "advanced" to a higher level of a type of work:
- You can initiate a new proposal by advancing a submitted pre-proposal, LOI or white paper, etc.
- You can initiate a new pre-proposal by advancing a submitted LOI and white paper.
- You can initiate a white paper from an LOI and vice versa.
- Proposal Team members will now be restricted to 0% Credit, only the role of PI and Co-PI will have a percent credit
- Various Small Updates and Bug fixes
Release 2.4 - April 2018
- Email Notifications
- Work Initiation emails will now also be sent to the Principal Investigator at time of work creation. This means when a user creates a work item in Summit (New or Advanced), an email will be sent to the Creator, Pre Award assignee, and the Principal Investigator.
- Summary Pane Additions
- The work identifier and type of work will now display in the summary pane.
- The work identifier and type of work will now display in the summary pane.
- Small Updates
- Proposal Team section
- Percent credit can only be in whole numbers and the total needs to be a 100% to adhere to the Banner system. An error message will display if either are incorrect.
- Two additional Conflict of Interest (COI) questions
- Various Bug Fixes
- General Information section
- "Proposal Label" renamed to "Work Label"
- "Proposal Full Title" renamed to "Full Title"
- "Type of Work" field moved to the General Information section at the top of the editor, under the Full Title text box.
- Proposal Team section
Release 2.3 - March 2018
- User Preferences - Updated interface and added functionality for a user's preferences, specifically email notifications. For more details, click Here.
- Email Notifications - Increased capability on choosing what email notifications a user will receive through Summit. For more details, click Here.
- Previous canceled routing emails went to all users on the proposal team regardless of email setting. Now to align with the added preferences functionality, it will only go to users that have the Routing/Approval preferences marked to receive and the proposal favorited.
- Small Updates
- Files ordered by original file's upload date/time
- Previously there were issues where the order would seem random when a new file was uploaded to a field that already contained file(s). Now placement is determined by the original file's date/time. When new versions are uploaded or new files uploaded to a field, the file's position will remain constant.
- Updated VT logo
- New Virginia Tech logo is being used at the bottom left of the Summit screen
- Type of Work field now read-only when In-Routing and Beyond.
- Files ordered by original file's upload date/time
Release 2.2 - February 2018
- Approve and Return buttons on Approvals
- Separate buttons are now provided for approving or returning an approval.
- "Approve" button - Click for more Info
- Now as an approver, to approve you'll click the "Approve" button and click "Approve" in the approval modal that appears. If you are approving on behalf of 2 or more organizations, you'll need to check the organizations you are approving on behalf of.
- "Return for Correction" button - Click for more Info
- Now an approver can send an approval back to the proposal team for correction. By clicking the "Return For Correction" button, a modal will appear asking for the reason why the approver would like to return the approval back for correction. Once a comment is written, the "Return for Correction" button will become enabled. Once pressed, it will take the proposal out of routing and give the proposal team a chance to correct any deficiencies that were noted by the approver. Then once the proposal team is ready, they can put the proposal back into routing for the approvers to review again, then approve/return the approval.
- Separate buttons are now provided for approving or returning an approval.
- Email Notifications for Approvals
- Before update: Email notifications went to approvers when a proposal was ready for approval at their stage in the routing chain.
- After update: Email notifications still go out when a proposal is ready to be approved at a specific stage in the routing chain, but also if an approval is canceled everyone that has been previously notified of an approval, will be notified that the approval has been canceled and the reason for the cancelation displayed in the email notification.
- Approval History - Click for more Info
- All past routing actions will be logged in a new section within the editor and approval called the Approval History. This section is located in the Proposal Management of the Editor or in the Approval. The Approval Decisions section will still display, but is only for routing currently being done.
- All past routing actions will be logged in a new section within the editor and approval called the Approval History. This section is located in the Proposal Management of the Editor or in the Approval. The Approval Decisions section will still display, but is only for routing currently being done.
- IRB question update
- The IRB question has been modified to now read "Does the work involve human subjects research (e.g., surveys, observation, lab or clinical research, analysis of existing data/specimens)?". It is still located in the Compliance section of the editor.
- The question has also been added to the Initiator screen when going through the Get Started wizard. This way if the sponsor or prime sponsor has the IRB keyword (mostly NIH related sponsors), as well as having the IRB question answered "Yes" or "Don't Know", an email will be sent to the IRB team to follow-up with the Proposal Team regarding new NIH rules on Human Subjects.
- Credit Organization
- "Responsible Organization" has been renamed "Credit Organization" in the Proposal Team section of Personnel of the Editor.
- "Responsible Organization" has been renamed "Credit Organization" in the Proposal Team section of Personnel of the Editor.
Release 2.1 - September 2017
- Status added to History Log
- Proposal "Creator" Cannot Add Responsible Org/Credit fix
- When a proposal is created by someone outside of the PI's department, they are assigned the "creator" role. If that creator needed to be switched to a team role (Co-PI, Proposal Team), currently the button to allow that person to have their responsible org assigned and given a credit % is disabled. This has been fixed and now the user can change themselves to another team role.
- Automated Emails Only for Open Proposals
- If a proposal is not in the Open folder, automated emails will no longer be sent when a change is made on the proposal.
- "Type of Work" shown in Approver and Limited Views
- examples: "Proposal" or "Supplement"
- Submitted Proposal Details Warning Label only Displayed for Proposals/Supplements/Continuations
- Now that Pre-Proposals, White Papers, and Letter of Intents can be closed for reason of submitted by Proposal Team members (not just Pre Award associates), this section is open to more than just OSP to fill out and will not appear on Pre-Proposals, White Papers, and Letter of Intents.
- Now that Pre-Proposals, White Papers, and Letter of Intents can be closed for reason of submitted by Proposal Team members (not just Pre Award associates), this section is open to more than just OSP to fill out and will not appear on Pre-Proposals, White Papers, and Letter of Intents.
- Improved functionality on Bulk Operations
- View documentation on the feature here.
- View documentation on the feature here.
- Various Small Bug Fixes
Release 2.0 - August 2017
Video Tutorials
1. Get Started redesign
Get Started will have all 3 options as seen above
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Start New Work will allow a user to create a new Proposal, Pre-Proposal, White Paper, or Letter of Intent.
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Advance Existing Work will allow a user to advance an existing Proposal, Pre-Proposal, White Paper or Letter of Intent to the next stage in its lifecycle or create a revision of any type of work.
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Supplement/Continue Existing Grant will allow a user to create a work item to request additional funding on an existing grant.
2. Advance redesign
Advance from within a proposal and you will see the same options as you do in the Get Started, except "Start New Work".
- Both options within this screen will automatically pull the proposal ID from the work the user was currently in. By pulling in the proposal ID, it will also pull in all necessary data from the original proposal, to put on the newly advanced work.
3. Types of Work updated We have removed "Revision" and "Other" as a Types of Work. For "Revision", you are now able to revise to the Type of Work you're are advancing from (ex. "Proposal" to "Proposal"). For "Other", you can specify if it is a "Supplement" or "Continuation". This brings the current Type of Works that can be used in Summit as: White Paper, Letter of Intent, Pre-Proposal, Proposal, Supplement, Continuation
4. History Log Users will now have the ability to view a list of all Types of Work that have been linked to each other via the advance feature.
Below shows the display in Summit when a user clicks "History". Sorted by creation date, the earliest work will be at the bottom and most recent created at the top. All types of work in that cycle can be accessed from another other work while having the History display up, simply click the hyperlink of the Proposal ID.
Note: The History Log will only show work created after the release of this new feature, 8/18/17. Works advanced before then will not display in the history log
5. Minor Updates
- Compliance questions updated (OESRC and IRB)
- Newly created proposals will only have the new questions.
- All existing proposals will have the new OESRC questions added alongside the older ones.
- Before a proposal can be routed, the new questions will need to be answered by PI/Proposal team.
- Proposals already In-Routing or Approved will have those questions added as well but they will NOT be needed to be answered to get the proposal to next status level.
- Year Displayed in the Proposal Summary if not current year
- CDA/NDA requirement question added in the Submission Information section
- Various Bug Fixes
- Increased proposal summary pane width (Updated view shown below)
Release 1.4 - May 2017
- Limited View Access for Submitted Proposal
- When a proposal has been submitted and moves out of the Open folder, users who are a Co-PI/Proposal Team member with Limited View access, Co-PI/Proposal Team members' support staff, approvers will now have access to certain proposal details.
- Details in Limited View once Submitted: Title, Personnel section, Submission Information (including sponsor details), Budget Information (including cost share breakdown), Subcontractors (if applicable), Compliance issues (if applicable), Approval Decisions graphic, Submitted Proposal Details, and all Files (in File folder)
- Approval transition bug fixed
- If you approve a proposal and try to move to the next approval or follow the approval to its new location, it does not work. The "Loading approvals" just keep cycling.
- Duplication redesign
- Changed order of First and Last Name to Last, First name in proposal summary pane
- Various bug fixes
Release 1.3 - March 2017
- Ability to change a user's preferred email address and unsubscribe from external notifications
- A user can make these changes in the Managed Preferences section (located at the top right of the browser)
- Once in the managed preferences section, you'll have the ability to unsubscribe from non-essenial Summit emails or add/change your preferred email address.
- A user can make these changes in the Managed Preferences section (located at the top right of the browser)
- Ability to add a description to the Third Party Cost Share tab
- Proposal Team can close non-proposals
- Anyone on the proposal team can close Pre-Proposals, White Papers, or Letter of Intents. These types of work do not need to go through the normal workflow (routed/approved) and thus can be closed after only filling out the Submitted Proposal Details section at the bottom of the editor.
- Non-Proposals no longer need to be routed
- Action to routed non-proposals removed from action menu
- No auto loading for work transitions
- Once a work has transitioned to another folder, a pop-up will display asking if you would either like to go with the work to the new location or go to the next work in your queue (if applicable).
- Once a work has transitioned to another folder, a pop-up will display asking if you would either like to go with the work to the new location or go to the next work in your queue (if applicable).
- Notifications via Favoriting
- Notifications within Summit by default only go to the PI, the Pre Award associate, and Support Staff Leads. Now a user can elect to receive notifications when they favorite the proposal, by clicking the star in the upper right corner of the entry in the proposal summary view or in the header of the proposal. This action will also add the proposal to your My Open folder.
- Notifications within Summit by default only go to the PI, the Pre Award associate, and Support Staff Leads. Now a user can elect to receive notifications when they favorite the proposal, by clicking the star in the upper right corner of the entry in the proposal summary view or in the header of the proposal. This action will also add the proposal to your My Open folder.