FAQs

Grants

1. Will Principal Investigators have access to view grant activity in Ignite?
2. Will Principal Investigators be trained on using Ignite?
3. Will pre-go-live grant expenses be visible in Ignite?
4. What if I have a question about grant expenses in Ignite?
5. Why aren't payroll charges visible in Ignite?
6. How will multiple year grants be handled in Ignite?

Pre-Award Process

1. Who should I notify when I intend to apply for a grant?
2. Who is my URA?
3. When should I notify my URA about potential proposals?
4. How do URAs alleviate the administrative burden for PIs?
5. Why are these deadlines important?
6. What happens if circumstances impact those deadlines?
7. How does URA involvement elevate the final application and support Baylor's research enterprise?

Research Administration System

1. What modules are offered? What modules will be implemented first?
2. How will the current Pre-Award Process change?
3. Will 10/5/3 still be enforced? What about exceptions?
4. What is the timeline for the implementation? What will that process look like?
5. Will we transition the campus all at once or will there be a pilot group?
6. What will be the project team roles and members?
7. Will faculty be involved in the project?
8. If I am not directly involved in the project, is there anything I should be doing to prepare for the transition?
9. What offices on campus will be affected by this change?
10. Will training be provided on the new system?
11. Wasn't Ignite supposed to be our research system?
12. Okay, so will anything change about how I use Ignite now for research-related activities?




Grants

1. Will Principal Investigators have access to view grant activity in Ignite?
Yes, PIs will see their own grant portfolios at the summary level. For any questions related to your grant portfolio, please contact your URA (https://www.baylor.edu/research/resources/index.php?id=963880 ).

2. Will Principal Investigators be trained on using Ignite?
All employees can view the Ignite training options at https://www.baylor.edu/ignite/index.php?id=965440. Specific training for PIs will not be provided at this time. For any questions related to your grant portfolio, please contact your URA (https://www.baylor.edu/research/resources/index.php?id=963880 ).

3. Will pre-go-live grant expenses be visible in Ignite?
Yes, grant expenses prior to June 1, 2020 will be loaded into each project as a lump sum by expenditure type. Related details for each underlying expense made before May 31, 2020, will be available for a limited time in TRAX, and off-line in accordance with record retention procedures.

4. What if I have a question about grant expenses in Ignite?
Please contact your URA immediately with any grant expense-related questions.

5. Why aren't payroll charges visible in Ignite?
Payroll charges for May, June, and July, 2020, are posting slowly due to the conversion process. Financial reports due to sponsors during conversion will be handled on a case-to-case basis. Please review May, June, and July expenses carefully. Please contact your URA if you have any questions about payroll charges on your project.

6. How will multiple year grants be handled in Ignite?
If the award is subject to expanded authorities (Streamlined Noncompeting Application Procedures, or SNAP), it will be given a single POET AF string for the duration of the project. Multi-year non-SNAP awards will be given a new POET AF each year. It is the responsibility of the PI, the buyer, and the URA to know each POET AF and manage award expenses appropriately. Prior approval for carryforward or advance account status for continuation years may be made using the UPAS form.

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Pre-Award Process

1. Who should I notify when I intend to apply for a grant?
Your URA is your first contact for any proposal submission. In each step of the pre-award process, your URA will help you navigate both internal and external requirements and facilitate the collaboration within OVPR.

2. Who is my URA?
Click the "Find My URA" button at baylor.edu/research/resources to identify and contact your URA.

3. When should I notify my URA about potential proposals?
Notify your URA as soon as you aware, no matter how far off the deadline. URAs develop a professional relationship with you aimed at the successful execution and quality of submissions, and communication enhances the collaboration and workflow for all involved.

4. How do URAs alleviate the administrative burden for PIs?
URAs facilitate administrative components to enable you to focus on the programmatic aspects of your work during the internal deadline period from 10 to 3 days out. These components include budgets, budget justification, sub-recipient packages, current and pending support, biosketches and resources in proper formatting, the handoff of appropriate components to Baylor's Pre-Award Administrators and more.

5. Why are these deadlines important?
These deadlines help you and your URA focus your energies on the areas of highest leverage in a time frame that allows the greatest window for careful review and compliance. As the overall number of submissions continues to grow University-wide, your adherence to these deadlines enhances both your and your URA's workflow. Additionally, these deadlines facilitate the time needed for the Pre-Award team to review compliance of all institutional policies and procedures before signing off for submission.

6. What happens if circumstances impact those deadlines?
On rare occasions, a sponsor announcement or other circumstances do not allow for these lead times. Requests for an exception will be considered on a case-by-case by the Vice Provost for Research and must be made by the PI's Dean. If the shorter lead time does not allow for Pre-Award review of the packet, the proposal will not be submitted.

7. How does URA involvement elevate the final application and support Baylor's research enterprise?
URA involvement frees faculty to focus on what you do best - the research itself and the details that comprise your project. URAs utilize their expertise in the administrative aspects of proposals to partner with you on the process of submitting the highest-quality proposals. Further, the standards contained in these submission revisions ensure that you and your colleagues receive the highest level of service that leads to higher-quality submissions.

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Research Administration System

1. What modules are offered? What modules will be implemented first?
The Huron Research Suite is comprehensive software for managing the business of research. Modules offered include Grants, Agreements, Conflict of Interest, IRB, IACUC, Export Control and others. Baylor will implement Grants, Agreements and Conflict of Interest during phase 1. We will evaluate the appropriate timing and resources needed to add on other Compliance related modules at a later date.

2. How will the current Pre-Award Process change?
The Pre-Award Process will change dramatically in terms of system usage and controls for compliance within that system, but URAs will remain the first point of contact for any proposal, and they will continue to help navigate faculty through the research lifecycle and its various policies from proposal development to submission to award management. Proposal development, routing and review processes will all happen within the same system. Just as it is now, a proposal is ready for Pre-Award review when the entire proposal is complete and approved.

3. Will 10/5/3 still be enforced? What about exceptions?
The current deadline policy will remain, along with the current process for managing circumstances which do not allow for these lead times.

4. What is the timeline for the implementation? What will that process look like?
The project timeline is still being finalized. We hope to start this spring, spend the summer iteratively configuring forms and processes, and use the fall semester for testing. Huron follows a standard methodology for implementation. A graphical view of those phases is available here. In one possible example, Huron's Grants and Agreements module has a proposed timeline for implementation at Baylor of 36 weeks. Baylor also intends to implement Conflicts of Interest, so the overall timeline may extend into spring 2023 to complete that additional module.

5. Will we transition the campus all at once or will there be a pilot group?
The transition process will be defined during the early onboarding stage of the project. Most likely it will be gradual for campus users, but we may begin leveraging the new system internally within OVPR prior to making it available for all academic units. Individuals or units who wish to be early adopters will have the opportunity to do so.

6. What will be the project team roles and members?
The project team for Baylor will include roles for an Executive Sponsor, Project Manager, Business Analysts, IT Support and Core OVPR staff. The project is also governed by a Steering Committee with representatives from OVPR, Associate Deans for Research, Finance and IT. As Vice Provost for Research, Dr. Kevin Chambliss will serve as executive sponsor for the university. The Baylor team will have counterparts in the Huron project team, who will bring a Managing Director, Project Manager, and Technical consultants with extensive experience implementing eRA systems.

7. Will faculty be involved in the project?
Yes! Faculty who have served as principal investigators in research have already been involved through surveys of desired functionality and invitations to view software demonstrations for the three finalists. For the actual implementation, we will eventually be testing and piloting the new system and will have need of individuals willing to take part in that process.

8. If I am not directly involved in the project, is there anything I should be doing to prepare for the transition?
Familiarize yourself with policies and procedures regarding research and compliance at Baylor as these will be important factors in determining how the system will be configured.

9. What offices on campus will be affected by this change?
During implementation, the primary impact will be on staff within OVPR, including Pre-Award, University Research Administrators, Post-Award, Research Compliance and Reporting. IT staff will also be involved to help integrate the system with Ignite. During testing and after go-live, any departmental faculty and staff involved with research development, proposal submission, or award and project management will likely have some interaction with the new system.

10. Will training be provided on the new system?
Definitely. Training materials will be developed once the system has passed the testing phase and no major changes are expected to the process. Training will start with central OVPR staff and extend to other areas of campus based on needed functionality. OVPR will offer ongoing system orientation and training for new users.

11. Wasn't Ignite supposed to be our research system?
The Ignite project was transformational for university operations in Human Resources, Payroll and Finance. The Ignite PPM module (Project Portfolio Management) replaced one function in the TRAX system that previously housed financial data related to grants. It primarily serves our Post Award office with sponsored program award setup, project budget and expenditure tracking, and contract billing and invoicing. It is also utilized by the Controller's office for the setup of faculty start-up and discretionary project funds as well as capital projects. However, it was never intended to be a research admin system.

12. Okay, so will anything change about how I use Ignite now for research-related activities?
Ignite will continue to be the financial hub for grants projects. Once a proposal is awarded, the project record will remain in Ignite for tracking budgets and recording expenditures, and the contract record will remain in Ignite for billing sponsors. The Project Management Data Portal in Ignite will still be used to review budget to actual expenditures.

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