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General Statuses (updated 6/3/20)

Received
Award has been received in response to a submitted Proposal

Converted

Record converted from Filemaker database (i.e. created pre-July 2015)

Conversion Clean Up

Used by CCO Set Up team during transition period from Filemaker to InfoEd.

Award Not Accepted or Withdrawn* (Formerly Award Not Accepted)

Award was not accepted by one of the parties - examples may include, negotiation impasse, funding changes, SOW changes, etc.

Common Award Workflow Statuses

Award Increment Created

Initial status created automatically upon creation of award increment.

WF_Award Logged Forward to Contracts

Award notification received, logged, and forwarded for processing by contract officer.

WF_Award Logged Forward to Grants

Award notification received, logged, and forwarded for processing by grant officer.

WF_Award Partially Signed

One of the parties required to sign has been completed.

WF_Award Fully Signed

All required parties have signed off.

WF_Contract Processed* (Formerly WF_Contract Processed Forward for Review)

Data entry has been completed in InfoEd

WF_Grant Processed* (formerly WF_Grant Processed Forward for Review)

Data entry has been completed in InfoEd.

WF_Contract Reviewed*

The award has been reviewed and negotiated by the contracting officer.

WF_Grant Reviewed*

The award has been reviewed by the grant officer.

WF_OCG Prespend Review Complete Forwaraded to CCO (Formerly WF_Prespend Ready for Setup)

At-Risk project established in InfoEd and Forwarded to CCO for project setup

WF_OCG Review Complete Forwarded to CCO(Formerly WF_Approved Project SetUP Review)

OCG Review and processing is complete and the award has been sent to CCO Project Set Up team for review

WF_Prespend Project Setup Complete* (Formerly WF_Prespending Setup Complete)

At- Risk project established in InfoEd and PeopleSoft.

WF_Prespend Awarded

The award has arrived and the prespend increment can be closed (end of workflow.)

WF_Project Setup Complete

Award has been set up in financial system (CCO) (End of Workflow.)

WF_RASP Award Logged Forward to Contracts

Award received and logged -- internal proposal creation and post award processing and review to occur next

WF_RASP Award Logged Forward to Grants

Award received and logged -- internal proposal creation and post award processing and review to occur next

WF_RASP Contract Processed* (formerly WF_RASP Contract Processed Forward for Review)

Data entry has been completed in InfoEd

WF_RASP Grant Processed* (formerly WF_RASP Grant Processed Forward for Review)

Data entry has been completed in InfoEd

WF_Reassigned Contract

Award is reassigned to a contract officer.

WF_Reassigned Grant

Award is Reassigned to a grant officer.

WF_Reassigned Project Set Up

Award is reassigned to a Project Set Up Team Member.

WF_Forwarded for Setup(Formerly WF_Award Approved Forward for Set Up)

CCO has approved the award for set up in the financial system.

WF_SA_Award Logged Forward to Contracts

Service Agreement Award notification received, logged, and forwarded to the Contract Officer.

WF_SA_Approved Project SetUp Review

The review process is complete and the award has been sent to Sponsored Projects Accounting (CCO) for review.

WF_SA_Approved Sent To Dept For Proj Management

Used when rate based or legacy sponsored service is sent to be managed in Fund 28/29.

WF_SA_Contract Forwarded for Signature

Contract submitted to Sponsor for signature.

WF_SA_Contract Fully Signed

All required parties have signed off.

WF_SA_Contract In Negotiation

Contract Officer in negotiations.

WF_SA_Contract In Processing

Service Administrator completing processing of award prior to forwarding to the Contract Officer.

WF_SA_Contract In Review

Service agreement in review by the Contract Officer.

WF_SA_Contract Partially Signed

One of the parties required to sign has been completed.

WF_SA_Final OCG Administration

Final record review by Contract Officer before routing to CCO or Dept.

WF_SA_Reassigned

Service Activity agreement has been reassigned.

Statuses Impacting Project Setup

WF_Redirect

This workflow status is used PRIOR to Set Up when something is not complete or incorrect and redirects the proposal/award to the appropriate person. The person that initiated the redirect is listed in the award comments and will have entered a comment explaining why the record is being redirected.

WF_Redirect Complete

The issue has been resolved and the Set Up process can continue.  (This status is paired with "WF_Redirect")

WF_Redirect- Keep on To-do List

This status is used AFTER the award has been through Project Set Up when something is not complete or incorrect and redirects the award to the OCG Officer. The increment does NOT need to be Set Up again. Any post set up teams who have already reviewed this award, will NOT need to review this again.

WF_Redirect- Keep on To-do List Complete

The issue has been resolved and the award will return to the CCO user who initiated the redirect. (This status follows "WF_Redirect - Keep on To-do List")

WF_Redirect- Keep on To-do List- End Redirect

The CCO user who initiated the redirect has confirmed the issue has been resolved. (This status follows "WF_Redirect - Keep on To-do List Complete")

WF_Redirect_Remove All

This status is used AFTER the award has been through Project Set Up when something is not complete or incorrect and redirects the award to the OCG Officer. The increment will go through Set Up again and reviewed again by all post set up teams including Financial Analysts, Invoicing, SubAwards, Compliance, Cost Share).

WF_Redirect - Remove all Complete

The issue has been resolved and the Set Up team will re-process this award. (This status is paired with "WF_Redirect_Remove All")

Budget Revision Needed Closed

Revised budget has been received and uploaded to InfoEd Record.

Budget Revision Needed Open

Request for revised budget has been made to the Department/PI or Proposal Analyst.

DEPA Action Needed Closed* (Formerly DEPA Needed Closed)

All DEPA actions have been completed and the award has been approved to move forward.

DEPA Action Needed Open* (Formerly DEPA Needed Open)

PI working on a project needs to complete all steps of DEPA process, including any applicable actions required by COI Office.

Forms Needed for Award Closed

The missing required form(s) has been completed.

Forms Needed for Award Open

All required forms have not been completed, and OCG is waiting for a required form.

IACUC-Approval Needed Closed

Formal IACUC Approval has be received and logged.

IACUC-Approval Needed Open

Waiting for the Institutional Animal Care and Use Committee to review and approve.

IBC-Approval Needed Closed

Formal IBC Approval has be received and attached.

IBC-Approval Needed Open

Waiting on formal IBC Approval.

Internal/Other Response Needed Closed*

Action or response received from  internal personnel or other organization not specified elsewhere in InfoEd.  

Internal/Other Response Needed Open*

Action or response needed from  internal personnel or other organization not specified elsewhere in InfoEd.  

IRB-Approval Needed Closed

Formal IRB Approval has been received and attached

IRB-Approval Needed Open

Waiting on formal IRB approval

Missing Required Proposal Documents Closed

All Proposal Documents have been submitted, received and uploaded to the InfoEd Record.

Missing Required Proposal Documents Open

Waiting on required Proposal Documents from Department/PI or Proposal Analyst.

Neg-Letter of Exceptions Sent Closed

A response to the letter of exceptions has been received from the Sponsor.

Neg-Letter of Exceptions Sent Open

A formal letter of exceptions to proposed terms was sent, but no response has been received from sponsor

Neg-Need Export Response Closed

Response has been received from OEC. Documentation has been saved and uploaded into the InfoEd Record.

Neg-Need Export Response Open

Waiting on a review and response from Office of Export Controls

Neg-Need IP Review Closed

Received response from IP Legal Counsel and documentation has been saved and uploaded into the InfoEd Record.

Neg-Need IP Review Open

Awaiting review and response from IP Legal Counsel

Neg-Need Legal Response Closed

Counsel and documentation has been saved and uploaded into the InfoEd Record.

Neg-Need Legal Response Open

Waiting on a response from Research Legal Counsel.

Neg-Need OIT Security Review Closed

Response has been received from OIT. Documentation has been saved and uploaded into the InfoEd Record.

Neg-Need OIT Security Review Open

Awaiting review and response from OIT to ensure compliance with cybersecurity/technology requirements

Neg-Pending Issue(s) with Sponsor Closed

All pending issues with the Sponsor have been resolved.

Neg-Pending Issue(s) with Sponsor Open

There is an ongoing negotiation issue with the Sponsor that
prevents acceptance of the award.

On Hold Closed

The On Hold issue has been resolved, and things may move forward again.

On Hold Open

Other reason impeding award negotiation and acceptance - see award comments for details

PI/Dept. Response Needed Closed

PI/Dept. Any required documentation has been saved and uploaded into the InfoEd Record. Used when PI/Dept. Response Needed Open is used.

PI/Dept. Response Needed Open

Action or response needed from PI or Department has been identified and communicated. Used when other PI or Department concern is not addressed in other available statuses.

Post-Project Setup Action Statuses

Billing/Payment Complete
CCO Invoicing Accountant has reviewed the award increment/modification and completed applicable invoicing processes

Cost Share/Effort Reporting Complete
CCO Cost Share Accountant has reviewed the award increment/modification for applicable cost share and completed applicable actions

Grant Accountant Review Complete
CCO Grant Accountant has reviewed the award increment/modification and completed necessary actions

Property Review Complete
OCG Compliance Officer has reviewed the award terms for the increment, indicated whether there are property restrictions on the award, and entered the property reporting requirements on the Deliverables page and Closeout Checklist

Sub Review Complete
OCG Subcontract Officer has reviewed the award increment/modification for actions related to subaward and commenced applicable work. Check short form for details and status updates.

Tech Reports Complete
OCG Compliance Officer has reviewed the award increment/modification for reporting requirements and updated reporting requirements and due dates on the Deliverables page and Closeout Checklist