The Proposal tab is the first screen you see when creating a new proposal and includes much of the basic proposal information. In order to save a new proposal, you must complete the fields marked with an asterisk. You do not need to fill out all the fields, just the required fields and those that pertain to your proposal. When you first save your proposal, a proposal number will be generated and appear in the top left under Action List.
Key Persons tabAdd Key Persons The Key Persons tab is used to enter Principal Investigator, Co-Principal Investigator(s), and Key Person(s) on your proposal. You must enter the Principal Investigator before you can submit your proposal to SPO or IAO. Only one Principal Investigator is allowed. You can add Co-PIs from other departments, including departments not using Phoebe.
To add a name, click the magnifying glass search next to UCB Person Search on the Add Key Person panel. This will open a search panel. When you have a name or list of names, click “return value” in the left-column on the name you want. You should be returned to the main Key Persons tab, where you can select a role of Principal Investigator, Co-PI/Fellow, or Key Person from the drop-down menu. If the person cannot be found in Phoebe Proposal but has a CalNet ID, they can log in at the main Phoebe page to create their account automatically. If the account can't be created for any reason, a page with instructions to contact will come up. You may also request accounts to be created by sending the person’s CalNet directory UID and departmental affiliation to . A CalNet account is required to add a Key Person to Phoebe. To create CalNet accounts for people not yet employed by the campus, please see Guidance for Key Persons Not Yet Hired at UC Berkeley for more information. If you add a Key Person, you will also need to add a Key Person role (e.g., researcher, postdoc, collaborator) in the text box. Make sure you click the Add Person button to add the PI and each additional Key Person. Add Key Person Information If you want to add additional information about a Key Person you have added, click the Show button next to the name. You may then enter optional contact information and a title for the person, or change the Key Person role. Delete Key Person To delete a Key Person that you have added to the proposal, click the checkbox next to the name, then click the Delete Selected button on the bottom of the screen. Special Review tabThe Special Review tab is used to enter information if your proposal requires additional review by an institutional committee or official (e.g., proposals that include the use of human participants in research) or other compliance-related issues or special permissions that may be relevant to the project. You do not need to use this tab if your proposal does not have any special-review items. After you have entered the two required fields and any other known information about each specific special-review item, click the Add button on the right to add the item. If you have more than one protocol or other item of the same type, add them all separately. You can either delete or continue to edit special review items while you are working on your proposal.
Questions tabThe Questions tab in Phoebe includes compliance and other questions needed for department and SPO or IAO proposal review, similar to the questions found on the Proposal Review Form. Initially, only a few questions are available, with a yes/no choice. If you answer yes, additional sub-questions will open on the screen. You must complete the Questions tab before you can submit your proposal to SPO or IAO. All proposals will include the General Questions panel. See Preparing Your Proposal: Questions Tab for the text of the questions and some links to guidance. Depending on the sponsor, proposals may also include either a PHS Financial Interest panel or a Non-PHS Financial Interest panel. See Preparing Your Proposal: Questions Tab: Financial Conflict of Interest Screening Questions for the text of the questions and links to guidance. To fill out the questions, click the Show button on each panel. You will see questions that must be answered either yes or no. Depending on your answer, you may then have additional questions to answer and may also need to provide additional information in a text box. When you are done, you can click the Save button on the bottom of the screen and you should see the panel change from (Incomplete) to (Complete). Attachments and Notes tabAttachments panel Use this panel to upload your proposal files. PDF is preferred. Note: Do not upload multiple attachments in a Zip file unless the sponsor requires the attachments to be submitted in this format. Do not split the proposal into multiple components without first consulting with your SPO Contract and Grant Officer (CGO) or IAO representative about how to best accomplish this task. Note: Certain documents (i.e., Subrecipient Commitment Form) are meant to be separate and have designated attachment types. See below for additional guidance. One of the “Complete proposal” attachment types should always be used unless SPO will review the proposal within the sponsor’s portal ( i.e., Grants.gov Workspace, NSF Fastlane or Research.gov, NIH ASSIST, NASA NSPIRES). Phoebe will show a warning message on submission of most proposals if a “Complete proposal” attachment is not included.
Attach a copy of the RFP or program announcement, if available, using “Solicitation/RFP” as the attachment type, with a URL or source for the RFP in the Description. Also provide the Solicitation/RFP number and Opportunity Title and URL on the Proposal tab. Other types of possible documents in the Attachments panel include documentation about or from subcontractors (i.e., the Subrecipient Commitment Form), cost sharing commitments, exceptional PI/PD status documentation, and non-standard F&A rate justification. For example, if the sponsor has an established indirect-cost policy lower than the UCB standard F&A rates, you will need to provide a copy of the published policy. For National Institutes of Health proposals submitted through Phoebe, NIH Principal Investigator Assurance Certification Forms are not required. However, for NIH Ruth L. Kirschstein National Research Service Award (NRSA) proposals, NIH NRSA Fellowship Assurance Certification Forms are required to be submitted as attachments in Phoebe. Person Attachments panel Use this panel to upload financial disclosure documents and other documents directly relating to the PI and/or other Key Person(s). For each attachment, use the Person drop-down menu to select the PI or other Key Person you have added on the Key Persons tab, then select an Attachment Type, add any description, upload your document, and click the Add button. Notes panel Use the Notes panel to communicate anything of importance about your proposal to SPO or IAO. Financial tab
Permissions tabPIs and Co-PIs added to a proposal will be able to view and make changes to the proposal in Phoebe before it is submitted. If others need to be able to work on a proposal, use the Permissions tab to search for that person and assign a proposal role to them. The Aggregator role should be used if the person needs full access to edit the proposal and submit the proposal. You may add others as additional aggregators; do not remove yourself while doing this. This way, multiple people will be able to work on the proposal. Most of the other roles shown pertain to functionality that is not yet available in Phoebe. The Proposal Summary tab provides high-level information about the proposal from information completed on other tabs. When the PI, co-PI, and chair, dean, or director are approving the proposal, the Proposal Summary tab also provides certification language and the option to approve or return the proposal. Proposal Actions tabThe Proposal Actions tab includes several panels and buttons that allow you to perform functions related to your proposal or others. When you are working on a proposal, you can validate and check for errors, cancel a proposal, copy a proposal, see who has worked on a proposal and what steps need to be taken next, route a proposal to others, and submit or approve a proposal. To use each panel, click the Show button next to the panel name. Data Validation You can use the Data Validation panel to turn on a validation check to determine any errors or incomplete information. Phoebe will also automatically validate for errors when you submit your proposal for approval. Phoebe will check for the following:
If errors are found, new panels will appear listing each specific error and warning. If you click the Fix button by an error, you will be taken to the screen with the Phoebe proposal area to be fixed. When you fix the issue and click Save, you will be taken back to the Proposal Actions tab where you can continue working. Note that warnings are only alerts for potential issues that you may or may not choose to fix or change. You can submit your proposal when there are warnings but no errors. Copy to New Document When you want to work on new proposal similar to an existing Phoebe proposal, you can create a copy. You can then edit the copy, changing all fields as needed. You will be required to select a Lead Unit, and you can chose whether or not you want to include the Questions responses and attachments from the original proposal. Route Log The Route Log shows past and future action requests. You can see who has worked on and who has approved or is next to approve your proposal. The Route Log (or Log) is also available in the right column of your Action List and when you use Doc Search. Ad Hoc Recipients You can use this panel to route your proposal to any person in Phoebe for actions in addition to the normal routing (see Future Action Requests(s) in the Route Log). Select the type of action from the drop-down menu (see below for descriptions), look up and select the person, and click the Add button. When your proposal is submitted to SPO or IAO, the ad hoc recipient(s) will receive the proposal in their Action List for the specified action prior to any other recipients. The three types of Ad Hoc routing are:
After a proposal has been submitted to SPO or IAO, PIs, other approvers, and others with access to the proposal will be able to route the proposal to additional ad hoc recipients by using the panel and then clicking the Send Ad Hoc Request button at the bottom of the screen. Phoebe provides the ability to route proposals to groups such as all administrators in a unit using Ad Hoc Recipients. Please do not use the Ad Hoc Group Requests during this phase of the Phoebe pilot. Proposal Action Buttons At different points in the life of a proposal, you may see the following buttons at the bottom of the Proposal Actions screen. Some buttons are only available when preparing a proposal, some are only available to approvers. (Note that Disapprove is a final action that will prevent the proposal from being revised and moving forward in the approval process.)
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