New Faculty Information Series #2: Introduction to Grant Support Services

Cheryl Dykstra-Aiello: Good Afternoon. Thanks for joining us for the second session of our new Faculty Information series. Today I’m going to be introducing some of the support services that we have available here through, our office, the Office of Research Advancement and Partnerships, WSU Foundation, and Sponsored Projects Services. And then we’ll also do a short, training session on how to use Pivot to find funding.

Cheryl Dykstra-Aiello: So, I’m going to delve a little deeper into the services that we provide. I kind of mentioned them a little bit in last week’s session, we are the Office of Research Advancement and Partnerships or ORAP, and we provide, services to help you in your proposal development, up to the point of submission. So we are pre award.

Cheryl Dykstra-Aiello: The one of the things obviously that we offer are learning opportunities. I’ve already mentioned the some of the information sessions and lunch and learns that are coming up. We provide workshops so grant writing training we do those to for specific disciplines as well as general across all disciplines. These are workshops that generally, occur over a period of weeks.

Cheryl Dykstra-Aiello: And they just help you to develop your proposal writing and, give you some hands-on writing time, and, you can get feedback from your peers. We, will offer, grant writing training to you one on one or in your specific group. You just need to reach out to us. If we if the opportunities that we are offering aren’t quite what you need, just

Cheryl Dykstra-Aiello: send us an email and we can, work with you to get what you need. Our Lunch and Learn sessions as I’ve already mentioned, these are short one hour hands on sessions. You bring your laptop, bring your lunch, and, work through, pieces of the proposal, right there, in our, conference room. And so we’ve got the specific aims coming up.

Cheryl Dykstra-Aiello: We’ll also be doing, supplementary documents. We also go through SciENcv, since that’s a requirement for NSF for doing your bio sketches, and as of next year will be a requirement for NIH proposals. Our information sessions, as I mentioned, those are usually hour-long sessions. They’re, via zoom, and they’re designed to assist with your research development.

Cheryl Dykstra-Aiello: We do things, provide information on budget and planning, broader impacts, supplementary documents. We do research compliance and many more. And if any of those information sessions are not quite what you need, if there’s something that we’re providing that that just isn’t doesn’t quite cover everything that that you want to learn about, then reach out to us and we can, try to develop an information session

Cheryl Dykstra-Aiello: because if you’re if you’re looking for it, then probably other faculty are as well. And then we have, various events as well that we’ve put on, throughout the academic year to showcase, the research that’s happening on the WSU campus. So the research development, services that we provide, we provide, some editing and review services, we don’t do, they’re non-specialist and non-scientific.

Cheryl Dykstra-Aiello: You guys are the specialists here, so we just really read through your proposals, make sure that you’re are meeting all of the guidelines that are, presented in the call for proposals. We make sure that there that the non-specialist can understand, what it is that you are writing. And if you’re working with collaborators and we’ll make sure that you’re coming across as one voice and not several different, writers in different styles. We provide templates, and guidelines on our website.

Cheryl Dykstra-Aiello: If there’s a template that we don’t have on our website, in our Research Development Toolbox, then we can develop that for you, you just need to reach out. We can provide you with a timeline for getting those, proposal pieces pulled together in a timely fashion. And then there’s guidelines on our website, DEIA and community research guidelines that you can find there, as well as the guidelines that I mentioned last week on the Office of Research main site.

Cheryl Dykstra-Aiello: We can, help you find collaborators and be the point of contact for your collaborators or, just, set up meetings for you to, work with your collaborators. We, can help with document collection. When you’re working with the team, we can get those all, collected and in one piece place for you and then, we can help you with your budget and just your budget justification writing

Cheryl Dykstra-Aiello: although we don’t certify, in our department at this point. So you need to work with your department, research administrator, as I mentioned in the last, in the last session, but we can assist you with all of the different components of your proposal. So if there’s something, not mentioned here, then reach out and we can probably assist you with that, we just want to make sure that everything is, going smooth for you.

Cheryl Dykstra-Aiello: So it’s a little bit less stressful. And I do want to point out that all of these, services are provided free: we don’t take any of your grant dollars. So, we also help you find funding and we provide on our website several different, ways to find that funding. So we have a, Pivot

Cheryl Dykstra-Aiello: We subscribe to Pivot-RP database. And, Emily will do a little bit of training on that for you today, but, we can search that for funding opportunities for you or provide training, for you to use it yourself. There are, external limited submissions that we can help you with. We have a list of some of those limited submissions on our website, and the various federal agencies.

Cheryl Dykstra-Aiello: We can help you find funding through them and help you develop those proposals. And then private foundations are another source of external funding and WSU foundation will be talking a little bit today about the services that they provide when you’re developing a proposal that requires, that it come from a 501(c)(3) nonprofit. We have on our website a list of large, federal agency funding opportunities greater than $1 million that can provide you with collaborative opportunities.

Cheryl Dykstra-Aiello: It’s a curated list that’s updated regularly. And then we have several internal funding opportunities that that are also listed on our website. As I mentioned, the community engaged Research Seed grant, that, Q&A session is coming up, on the 10th of October, the New Faculty Seed Grant, Emily is responsible for that one. But it provides funding, for new faculty and then several others.

Cheryl Dykstra-Aiello: And you can find out more information about those opportunities on our website. We also help, to get you the prizes and awards that you deserve. So if you see something that you that that fits you, you need to nominate yourself and reach out to us. And we work with the provost and you to, get that, submitted.

Cheryl Dykstra-Aiello: So I’m going to, turn over the mic now to the Office of Foundation Relations so that they can talk about what they provide.

Zenna Glaser: Hi everyone. My name is Zenna and I’m with the Office of Foundation Relations. Thank you, Cheryl, and we’re part of the WSU foundation. So as a really quick, like, brief overview, we support WSU faculty, staff and leadership who would like to explore private foundation opportunities and learn to strengthen and grow these mutually beneficial relationships. And what that means is that there are a handful of foundations that have years and years of giving history to WSU, and when they release an RFP, we kind of look at it not as like a one off transaction RFP, but kind of how can we grow that relationship and, you know, secure funding for years to come.

Zenna Glaser: So what we do is we try to find alignments in our foundation portfolios and the work that y’all are doing to kind of make those, like, mutually beneficial relationships. The next slide, please. So, to be clear, what we do is provide services to faculty, and here’s an example of some of them that we can provide.

Zenna Glaser: So one is identification coordination and research of potential foundation partners. So what that means is if you are trying to fund your research like let us know and we can look through our portfolio and see if we can find an alignment between a foundation and your work. We can help with letter of intent and proposal development, RFP process guidance and support, insight on foundations with which we have relationships.

Zenna Glaser: And that can mean, like if you see an RFP that you’re interested in and you just want to know, like, is there a history of giving, what’s the general like giving range, like the dollar range. If you have questions on like past support, we can help provide some clarity there. If you receive funding, we can help with planning site visits and then also stewardship and reporting.

Zenna Glaser: So we’re open to questions. So if you are looking into an RFP issued by a private foundation, please feel free to reach out. I check that email inbox every single day. And that second link is to a list of organizations. And for those we need to be looped in. And the reason why is some foundations rather than receiving, like, you know, 100 emails from WSU faculty, they prefer to just have one contact within the university and that’s us.

Zenna Glaser: So if you are looking into a private foundation, please check that list and see if that foundation is on that list. And if they are, then please loop us in and two notable ones on that list that have a lot of support for WSU are, W.M. Keck Foundation and the M.J. Murdock Charitable Trust. For both of those, we need to be looped in,

Zenna Glaser: so please let us know. And another side note is, as a rule of thumb, if an RFP under the eligibility for your RFP, if they state that they only award to 501(c)(3) organizations, please let us know. Because the Found WSU Foundation and then WSU are two separate entities, with different like tax laws regarding them. So if an RFP requires 501(c)(3) status, then we can kind of help navigate that so that we can make sure that you get your award

Zenna Glaser: and there’s no problems with the foundation issuing that award for your research. So yeah, thank you for listening. And those last two links are to our website. So a lot of that information is there as well. Please review and if you have any questions please feel free to reach out.

Cheryl Dykstra-Aiello: So now, Emily is going to take over and share her screen and show you how you can utilize Pivot to find funding opportunities that fit your discipline.

Emily Brashear: So I’m Emily Brashear. I work in the Office of Research Advancement and Partnerships, and I am going to hide this big black box. So my job is to help everybody find funding somewhere, whether it’s through, if it’s $500 to millions of dollars we’re here, our office is here to assist you. It’s me and Lydia and Cheryl, and we all kind of help each other out.

Emily Brashear: So I want to give you a quick tutorial of the Pivot database. It’s going to be not as in-depth just for time’s sake. But I want to show you the ins and outs of what you can do within Pivot. And then if you want again, you can attend a funding session where we kind of go a little deeper or you can contact me for one on one, support and I will assist you there.

Emily Brashear: So the first one is this is the sign on screen. You’re going to go to pivot.proquest.com. And log in or create an account. When you do so might have you merge you maybe you’ve already done it before in the past. So this is the home screen. And by easy it’s a search funding opportunity. So you can see a lot of times this is the first go to.

Emily Brashear: And I’m just going to click on concrete because that was there. If I do this this database is worldwide. So it’s going to pull up all the funding opportunities with the word concrete in it all over the world. So there’s 100… How you would read, understand this page is there’s 109 results. This is going to be the the title of the grant and this is going to be the funder.

Emily Brashear: So possibly you weren’t aware of the Portland Cement Association Education Foundation or something, you know, so it’s a really cool tool to find all sorts of agencies that are out there giving money. Here’s the deadline, here’s the amount. It’s pretty self-explanatory. The problem is, 109 results is a lot to go through. You can narrow it down on the left hand side.

Emily Brashear: You can see there’s Confirmed, that means the deadline is confirmed. They’ve, they have selected it. They have notified us. The other one is Anticipated, meaning that they’re not quite sure if the deadline when it’s going to happen. It’s usually a regular announcement. They’re anticipating it to come forth. So if you’re ready to apply the confirmed are the great ones.

Emily Brashear: If you’re not ready, but you’re going to start preparing and you’re going to keep an eye out, then you can find out the anticipated if you wanted to narrow it down. There’s different types of, funding, but you can go look for prizes and awards or travel. You know, this also helps reduce your your search down. One of the things that I do want to point out, though, that this funding search here is they’re going to pay you in the euro.

Emily Brashear: Well, again, this is still worldwide. So what we would need to do is we would need to refine it. And so there’s three buttons here. Advanced search is going to give you a brand new search. It’s going to take out concrete. Saved search will come back to you. That’s if you really like the search we want to save it

Emily Brashear: and we’ll go into that. And then there’s refine search meaning and we’ll keep concrete in there. But now we want to refine it down to the United States. So on this page you can narrow down your search to all of the things on the left hand side. So we put in concrete at the top so we could put concrete or masonry.

Emily Brashear: And then it’ll pick up everything with the word concrete or masonry in it. But if we wanted to do concrete and rebar, I don’t know, I’m just throwing words that I kind of know go together, then it’ll pick up funding opportunities with the word concrete and rebar in it, or concrete and masonry. So that is one way to narrow down your search.

Emily Brashear: The other is if you know your funder, you can you can type in your funder here and say, well, I’m looking for NSF or this is, this one will auto populate for you. So you if you put in well, let’s do concrete. Let’s see what pops up under concrete. Any funding agencies.

Emily Brashear: Let’s go back.

Emily Brashear: Not anything with concrete in them. Let’s do a free text. Let’s see. Well then I’ll have to search it. We’ll come back to this. If you know your funder, you want to see funders within this field that’s what you would do. I don’t want to click search yet because I want to go through all these first. […] The amount if you’re pressed for a set amount, you know your projects are going to cost $10,000, $50,000.

Emily Brashear: Do you need a million dollars? You can put in here: I want more than a million dollars in the US dollar in the US currency. I’ll take money from anyone so I typically leave this blank. Deadlines. If you’re pressed for a hard deadline, you have to remember this is the agency deadline. This isn’t when you’re going to get your money.

Emily Brashear: So when you figure out if I need money in June, I need to be applying now because it’s going to take, you know, a month for the dead, the agency deadline, 3 to 6 months for them to, award me, and then it takes a little bit for SPS to set up your account. We have to give that buffer.

Emily Brashear: So maybe if I apply in October, I might get funds in June. Those, that’s kind of the timeline, the buffer that I let give people to keep in mind, it’s not immediate. Limited submission. This means that the agency only wants one per university, or the PI can only apply in three different categories. There’s some sort of limitation to, this the the announcement.

Emily Brashear: Again, I’ll take money from anyone. So I will leave that blank. And I’ll show you how to identify the limited limited submissions as well. Applicant institution location. This one always gets me. I’m not sure what it would narrow down, but it’s to show opportunities which are eligible for you to apply for. And I don’t know what what would be the difference between that opposed to activity location?

Emily Brashear: I typically well, I always do. I always put in the United States unless somebody is looking for funding in a different country. So I’ll select United States. These are pretty much the same. So you can also put Washington here. You can also it auto populates so as you start typing it’ll pop up for you. You can also put Idaho or maybe you’re going to Michigan this summer.

Emily Brashear: Do you want to do study there? You can see what funding is there. If I don’t want them like well, I really don’t want to see let’s remove Idaho, let’s remove Washington. Let’s just see what’s in the United States. Unspecified just means that they haven’t said in the initial call where the activity location needs to be. So you just have to read it sometimes

Emily Brashear: the agencies don’t put it up right away, or you have to search on their website, or they don’t listed at all because they don’t care usually. Citizenship I leave blank, but if you want to put in your citizenship, then feel free to do that. Funding type: this is going to be if you’re looking for research dollars or prizes awards.

Emily Brashear: But travel money. Again, I’ll take any type of money so I’m going to leave this blank too and I know this isn’t really narrowing anything down yet, but. Keywords, this is, I imagine this a giant file cabinet. I’m going to pull out the drawer and I’m going to pick a file. So up here we put in concrete, which is great because we searched the word concrete.

Emily Brashear: But there’s probably some fancier type for that. If I were to put concrete in here, it’s probably going to be under, concrete starters, engineering, civil engineering. So you can, if you know your field enough to be like, oh, I should have looked up engineering, civil engineering, concrete, etc. that’s fine. If you’re looking for […] if I would have put in cement, it would have pulled this one up.

Emily Brashear: What you can do is we’re pulling this file out. So I’m going to pick cement and concrete chemistry. And I’m actually going to come up here and delete the word concrete. So I either will search in if I write something in or I come down here and I pull the file. Sometimes when you have both words in there, it really narrows it down and then you can’t find anything and it

Emily Brashear: it kind of clogs the system and I don’t like that. So I’m picking concrete in chemistry if or cement, cement and concrete chemistry. If you’re not sure, you can click the browse button and sometimes when I’m sharing it doesn’t all pop up. But then you can kind of narrow down if this does come up, like, oh, I’m going to be in engineering.

Emily Brashear: And you click the engineering box. This isn’t going to come up. Unable. Yes, I know. There’s a tree that comes out where you can click on, engineering and then it’ll give you a list of things that you can, select all the fields in engineering, and then it leads you eventually down to, cement and concrete chemistry, applicant type I do select academic institution, but you can select any other of these fields that, fit your qualifications.

Emily Brashear: There’s not very many of them, but for sure. And you can actually pick government or public sector as well, because, WSU is a government entity I typically just do academic institution, I just did here. You can also select what stage of career you’re in. I’m looking for anybody. Maybe you have. It’s you and a postdoc you’re looking for or grad student or even your cousin’s looking for funding.

Emily Brashear: I don’t know, I’ll keep this open just so I can see what opportunities there are funding to funder type. This is if you’re looking for just federal, or maybe you just want to see what’s out there in the private foundation world. You can select that. I’ll take money from anyone, so I’ll leave that blank. If you care about where the country of your funder comes from, I’ll take money from anyone, so I don’t care.

Emily Brashear: And then recently added means, recently added to the to the Pivot database. Pivot updates every Sunday so you can look back at the last like seven days, fourteen days to see what was what’s been added. Again I want to see everything. Then if you so you can scroll up to the top and search this, or you can scroll at the very bottom and you can see I’ve avoided this gray box.

Emily Brashear: And that’s because this is excluding opportunities. And use, if you use this just use it with caution. What it is is it’s going to take out if for some reason you’re seeing a lot of funding opportunities pop up, but it’s in Michigan and and you start you’re like, I want to take everything out of Michigan. And so it will remove all of the funding opportunities specifically for Michigan.

Emily Brashear: However, I’m afraid it might take something out that you actually could apply for. I’m not sure how in-depth this, excluding opportunities is, but we’re going to remove that and see what comes back. So so if you do use it, which I have, just use it with caution. Just know that it might take something out. Don’t use it

Emily Brashear: the first thing. I clicked a lot of buttons. So we’re just going to refine this one more time. Let’s see if something comes back. The United States chemistry institution, Let’s try it one more time. It might not let me. Nope. Okay. Oh I’m going to click. Actually I’m going to go back. So advanced search starts it from scratch.

Emily Brashear: And when I click too many buttons, I don’t know why it does this, but it does so, and maybe there’s nothing in concrete or cement. Well maybe we’ll see if that is our problem. Okay. So search this United States cement. Nope. Okay. So there’s nothing in that bucket. So that was a poor search. We’re going to do,

Emily Brashear: we’ll try the concrete one. And so this is the game you kind of have to play is you go back and forth of what to find in your field. Concrete structure. If not, we’re just going to pick engineering for fun. Okay, here we go. We’re going to pick engineering. And we’re just going to do our basic engineering for all our folks who are engineers.

Emily Brashear: There we go. Basic engineering. So this will this will pull something up. So when you get this search of 461. So this is engineering everything in the engineering file. So it’s going to cover civil and the left hand side. We can narrow it down a little bit more. Maybe we’re looking for, Those aren’t really helpful. Here we go.

Emily Brashear: Top keywords. This is this are the go to because you’re like, well.

Emily Brashear: I guess natural physical science, mathematics. We’ll just narrow it down to this so it gives us back to 145. Anyway. So if we like this search, then we’re going to save it. And by doing this they’re going to send you an email every Sunday of any funding opportunities that have engineering in the United States for academic institution. And I’m just going to put engineering test it

Emily Brashear: said would you like to receive weekly emails? Yes, I would. So that’s the idea of searching and then saving your search, so now you don’t have to do what I just did every time. Now I just want to deep dive real quick into this, example or two examples here that I see. This is a continuous deadline

Emily Brashear: so there won’t be a date that it has to be done. But to understand this page you have the title of the grant, the website. Go to the website for the most up to date accurate information. Here is the people who are going to pay you if you win the award. Those are your funders. I usually scroll down to check.

Emily Brashear: The first thing is, eligibility and it says that here we go, we’re an institute of higher education, so we would be eligible. You can read a little bit about the abstract. It says the activity locations in the United States, we’re going to keep scrolling down. So this funding opportunity is in these four keywords. And this is where you can go down rabbit holes.

Emily Brashear: So you get out a piece of paper. You could write down these keywords because maybe you weren’t thinking systems engineering. So if you wanted to you could right click on this and open a new tab. If you wanted to, you could, you know, you just write it down and then you could go back into this refine search and look at at the keywords.

Emily Brashear: And again, the deadline is continuous after you go in and read the RFP, if you have questions, they should have a funder contact here. Sometimes, they won’t or they will on the agency website as well. If you like this funding opportunity, you want to track it. So what it’s doing is it’s taking all of it’s taking this opportunity and putting it into a special folder for you.

Emily Brashear: And I’ll show you where that’s at in a minute. That you like this opportunity. You can share this with your coworker or colleague. You can add tags like this is project for to work with Doctor Jones. You want to see more opportunities like this. You can click on it. It’ll give you ideas. If you need collaborators, use this with a stepping stone because it is pulled from the WSU website and we all know that’s outdated.

Emily Brashear: Some of you guys have not updated your website since you were hired, so, keep that in mind. Use it as a stepping stone, for collaborators. If you’re not comfortable reaching out to somebody, let us know. We’ll reach out for you. Our office does that all the time. And then if you don’t like anybody at WSU, you can go outside WSU and find other people that are potential collaborators.

Emily Brashear: So this gray bar up here is your lifeline. If you ever get lost and where you need to go, go to the home button or hovered over it, it comes, it takes you back to the screen if you click on it. So I just want to show you guys real fast your tracked opportunities. This was the single opportunity that you’re interested in.

Emily Brashear: If it’s on your tracked list, which you can go from hovering over there or clicking up on the front page, if it’s on your track list, you will be notified if any funding opportunities have updates of if their anticipated deadlines become actual deadlines. I don’t remember which one it was. I should have tagged it something, but I can pick any of these.

Emily Brashear: You can see I have none of those. I think it might have been this chemical screening maybe. I’m not sure. Now, that’s an NIH. Anyway, we’ll use that as an example. This top one, they’re anticipating the deadline. You could see tags like you can see if I send this to Laura Bartley, or engineering. Here’s my engineering friends.

Emily Brashear: If, if you, when you put these tags on it, and you can do that here on the options side to add a tag, and then you meet with somebody, if I send this list to the provost office, I can pull them up real fast and I have four awards for the provost waiting because I’ve tracked them and now I’ve tagged them.

Emily Brashear: So that’s the idea of the tracked opportunities. Just the individual, individual ones you’re interested in applying for are now in one file. If I hover over the home button, I click on save searches or I click the save search here. It’ll give me a list of all my searches that I’ve saved. And you can you can search as many as you want.

Emily Brashear: We just made one called Engineering Test and you can see the new results. So this is the number of new results. Well, we just made it. It’s saying as of Sunday. So it’s going to say zero. This is the all button or the limit… how many are limited submission. This is all the results. There’s 105. Ten of them are limited submission.

Emily Brashear: I’m receiving email alerts that if anything comes into this, bucket, I will be notified every Sunday. And then options here I can add tags and you can see up here these awards they go to the provost. So I can I know if the provost says, hey, what do you have for me? I can go to this folder and look at all the awards.

Emily Brashear: But if we click on engineering test, even though it says zero right now, I’ll just show you real quick, there’s five that pop up, but all of them are right here. And every Sunday this, bucket here will jump into the next bucket and it just keeps filling up and they drop off as the as the deadline passes.

Emily Brashear: This little flag right here says it’s on my track list, so I don’t have to look at it too much. And then, again, graybar funding. We have our save search. We have our tracked opportunities. If you click on the funding, you’re looking for a specific funder. You can search by funder here. I usually just go A to Z and then it’ll pop up.

Emily Brashear: Oh. If you highlight over it there’s 100… 100 Women in Finance. There’s no it’s grayed out they’ve tip they’ve had funding opportunities in the past. That’s why it’s on the list. It just means they don’t have any as of right now. But if you do a 100,000 Strong in the Americas, there’s one funding opportunity. And if I click that, it’ll take you to their opportunity.

Emily Brashear: One thing I do want to show you real fast is if let’s go back, I’m just going to click on this 15th June Foundation. If I wanted to see I click into the opportunity and this is I’m kind of going in reverse. If you pull up an opportunity and you’re like, oh, this is really cool, although I’m not in Denmark, oh, it doesn’t matter.

Emily Brashear: You can highlight over the funder and if I click on that, it’s going to take me to the list of opportunities the funder has. So there’s two ways to go about it. You can if you’re looking in a funding opportunity, you can see what the funder has or you can, search the funder. If I search the funder, if I go here and I, you know, I should have just kept on that one.

Emily Brashear: If I click on the funder themselves. Sorry, I’ve kind of I go into this 1563 and I want to keep I can also save the search of the funder. So that way anytime this under puts out opportunities, I’ll be notified. So there’s the other thing. So you just would go in here save the search okay.

Emily Brashear: So there’s your funding. You can if you do see anything that it is a nonprofit or private organization, you will need to well, we recommend you do contact the WSU foundation or contact us, We’ll put you in contact with them. The other thing is, is if you see that it’s a limited submission, what came up here? Here’s one that’s a limited submission.

Emily Brashear: It screams at you limited and this is international, so it probably isn’t applicable, but I, what it will say is there’s a limit no more than five applications will be accepted from one college or university. That’s your red flag. So this one has a a deadline that has passed. If you’ve passed the deadline or passed by way too long, click on the cover letter and you’re interested.

Emily Brashear: You fill it out, say hi. I’m interested. If you’re not sure you’re going to come down here and you’re going to contact me and say, hey, did anybody apply for this? If you see that it’s a limited submission and you didn’t find it and Pivot, you found it just on Grants.gov, you found it in an email. It is limited.

Emily Brashear: Limited. It has to come to our office. You’ll have to fill out a cover letter. The cover letter is yeah, you can Google “cover letter WSU” and you’ll go to this page. And when you click on it it looks like this. We’re not asking a lot from you. Not that I don’t care about your project, but, I don’t need that information.

Emily Brashear: As of right now, 3 to 500 words. Ten words. I don’t care. We just need this information for right now. So if you, find one that is limited, that’s your radar. If you find one that’s, foundation, you’re still applicable to apply. We just need to put you in contact of the foundation. The foundation does have great

Emily Brashear: connections, and so it might save you a lot of time if you say, hey, here’s what I’m researching and the foundation looks at it and says, no, I’m we’re not interested, so might save you time. Real quick, in closing, there’s a profiles tab. This is what is, I say, outdated. You can look at, we’ll look at Laura Bartley.

Emily Brashear: I don’t know if she’s on the call, but she’s a great example because she has a good profile. And I don’t know how I found her profile, but it was good. Good enough to share. Anyway, this is the profiles. It’s going to hopefully load up. And when you get on your profile, you can search your own name.

Emily Brashear: No, that’s not what I wanted. Sorry. It’s taking a minute.

Emily Brashear: Let’s try that again. Continue. You can find, if you search your own name, it’ll have on the sidebar, here we go, it’ll have on the side the funding opportunities. There’s 93 already linked to her. Based on this she has more than seven grants and more than 56 publications. But this is just the basic information. Well, it’s a little fluffier than than basic, but, you can just go put your name in here and find the opportunities that are linked to you without doing whatever I just told you, but that’s just another stepping stone.

Emily Brashear: Use this with caution, just because, again, it’s not normally up to date. Last tab that I want to show you is this conference tab. This is a call for lists or a list for calls for scholarly journals or upcoming conferences. You can kind of see if you’re in agriculture, there’s 165 things going on worldwide. So you can you might not have known about the 2024 International Postharvest Symposium happening on November 11th, but you might not be able to go to New Zealand.

Emily Brashear: So I would tell you to go to their website and check out if they have anything online. The other thing is it’ll tell you the timeline for when you can submit your abstract if you want to present and when the date the the, actual event is if you like this, you can also track it or you can share it with a colleague.

Emily Brashear: Again, it’s a pretty cool way to see what’s happening in your field. So go to the conference tab and do that. Awarded grants we don’t pay oh we do pay for it. It’s just not my favorite tab because, it doesn’t it doesn’t tell us much. And I won’t go into that if I want to find out who applied for the NSF MRI.

Emily Brashear: It doesn’t tell me who applied for it. So it just gives you the, title of the grant and the news we don’t pay for, but there are a few, articles in here if you don’t have or if you have time and you’re bored, you can read some of the research, professional news. So this is a very quick, intro to the funding database, but it’s enough to get you in there and start going.

Emily Brashear: My, my suggestion is to save your searches, track your funding opportunities. Everything is located on this gray bar. Hover over your home button and you’ll find it. If you can’t find any funding opportunities, reach out to us and let me know and we’ll help try to to get dig deep, dig deeper. But you have to stay on me because my I feel like people are emailing often and sometimes you fall off the radar if you’re not persistent.

Emily Brashear: So I’m okay with you being persistent. So I’m going to pass this back over to Cheryl.

Cheryl Dykstra-Aiello: Thanks, Emily. There’s a couple of questions that came in. Oh, comments. Do you want.

Emily Brashear: To answer those real.

Cheryl Dykstra-Aiello: First, those, while we move on, sponsored programs, services, is going to, share their screen and talk about the services that they provide.

Betsy Jenks: Hi. Thanks for having me today. My name is Betsy Jenks. I’m the director of the Sponsored Programs Services office at WSU. We are a central office underneath the Office of Controller. So while pre-award is on one side,

Betsy Jenks: Post award is on the other. So we’re two sides of the penny. We handle basically all fiscal oversight and management of sponsored projects. So you usually get an award. Now what? It comes to our office, we handle everything from, you know, awards set up to invoicing, reporting, financial reporting, fiscal reporting, payments. We hunt down payments, we handle close outs like with the sponsor internally.

Betsy Jenks: We handle subrecipient monitoring a lot of other compliance. We’re usually point of contacts with a lot of desk reviews. We also do effort certifications, all the good compliance stuff that happens post-award. But in addition to that, we just, you know, we collaborate very closely with a lot of offices across the university, especially with like ORSO and ORAP and all these other ones, as well as Modernization, which you’ll be hearing from next.

Betsy Jenks: because we handle Workday. All of our financial information is in Workday. So if you ever have any questions, please reach out. But we are the fiscal officers for all your awards, and I just wanted to make this quick due to time. But please, I’ll drop in our information. If you ever have any questions or concerns about your current awards or new awards, please reach out and we’ll be more than happy to meet with you and discuss like roles and more, more in depth and roles and responsibilities across the university.

Betsy Jenks: So thank you.

Christine Galbreath: Thanks Betsy, I think, my team is up next.

Betsy Jenks: Yeah. […]

Christine Galbreath: All right. so I am Christine Galbreath. I’m the lead business systems analyst from the Modernization Initiative for grants. And the Modernization Initiative is WSU’s Business System Support Team. So we’re responsible for making sure that our financial system of record, which is Workday, is meeting your needs as researchers or as principal investigators.

Christine Galbreath: We work on a lot of projects collaboratively with other teams like Betsy’s team, for example, in Sponsored Programs to help provide training and support and continuously enhance our business systems to better meet people’s needs. So there’s a link to our website on the screen. I’ll also put a link to our service desk and my email address in the chat, in case you have questions about how to use any of the features that we’re going to show

Christine Galbreath: and in a demonstration coming up. You can put in questions to the service desk for help with Workday. And with that, I’ll pass it to Joel and Ty, who are both on my team, to talk about one of the resources we think is really helpful for you as faculty and that’s our PI dashboard.

Joel Bifford: Yeah. Thanks, Christine. My name is Joel. I’m on Christine’s team. I’m just kind of like she said, one of the projects that we feel, really helps support, the faculty in terms of being able to see their financials once they once you guys do have, active awards or any other, financial accounts where you want to track money is our, principal investigator dashboard

Joel Bifford: within Workday. And basically, you know, it’s important to note that, it’s all set up on security roles within Workday. So basically, if you have, grants where you’re listed as the principal investigator, that’s, one thing that you’re going to need to be able to utilize this. And then it’s also based on a financials, data view role in Workday.

Joel Bifford: And then there’s also, some worklets that show program and gift accounts and those are also, security roles that you’ll need. So if you do go in to Workday and you don’t have, access or the ability to get there, just know that those security roles are required. And, you know, as you guys are getting grant accounts, like up and running, there’s integrations that will put those in place, but you also might need to reach out to your department administrators, just to make sure that you do have those security roles in place.

Joel Bifford: Also, it’s important, I think, to note that, you know, we spent a lot of time, you know, reaching out to current faculty members and other members of the research community, research administration community at WSU, to really kind of put together worklets that we feel, will be beneficial for you guys while you’re tracking this stuff. Some of the big ones are, seeing all your financial information in one spot with the ability to drill into it and being able to see any workers that are paid on your accounts and Ty’s going to get into Workday and kind of show you what that looks like.

Joel Bifford: And it’s also important to note that because of the security roles, like your administrators can also go in and look and see the same thing that you’re seeing. So we try to make this very easy to find for everybody. From your Workday home screen, which you can get to by looking by clicking the Cougar logo with you when you’re in Workday.

Joel Bifford: And then you have your top apps and it should be listed there. But Ty will also show you a couple different ways to get access to it. So I’ll let Ty, show you guys the demo.

Ty Simanson: All right, so I am in a, the sandbox version of Workday. This is where we can do testing, and proxy is another user. I’m proxied as a faculty member who we’ve renamed here just for the purposes of anonymity.

Ty Simanson: As Joel said, there’s a couple of ways to get to the dashboard. One he showed you is down here in your top apps. You can go down there and it and it’ll be in your typically in your top apps there. Or you can type in partial name of it and it’s going to come up. You don’t have to type the whole thing.

Ty Simanson: I’ve already got it open here in another tab. I’m going to switch screens here and get rid of that top banner. So it’s a little more visible for you. The dashboard itself has five tabs. And there’s Grant financials which includes three different worklets the grant award lines, budget actuals, the award lines burn rate and the cost share award lines budget actual.

Ty Simanson: So we’ll scroll down here and you can see it’s going to list your grants. If you have more than typically more than nine you’ll use the View More function to go to it. Open a page to see it, to see all of them, because it’s limited to show just the first nine for purposes of the worklet working within the dashboard, there’s a a time function where it has to render within a certain amount of time. The award lines burn rate, and I apologize.

Ty Simanson: I’m going a little fast here, but for the sake of time, we’re going to kind of go through this quick. Yeah. The Award Lines Burn Rate shows your graph of how you’re spending your money over the last 12 months. History. You can hover over any of the points in time to see what happened. And it gives you the information.

Ty Simanson: You can also scroll down and see a list of those awards. And then down below it also lists them and shows each of the months that you can see that. Down below is the cost share award lines budget to actuals. And that will show you if you have a cost share commitment. We’ll show you how much you’ve met in the expenses, how much you’re required to meet obligations, etc. kind of like what the budget to actuals does.

Ty Simanson: I’m going to go back up to the top here and we’re going to go to the next one. This is the program and gift financials. I saw someone asked about seeing your startup accounts. This is typically where you’re going to find them, either under a, depending on the source of those funds, they’re going to be listed here either under the program financials or the gift financials.

Ty Simanson: This person has some program funds that they have access to. It’s going to show you, the money the sources total is the total based on what rolled forward, how much was given in the year retained, that sort of thing. And then how much have you spent, what you’ve committed and obligated so that would total how much you’ve used.

Ty Simanson: And then what’s the balance available to me, which is the bottom line. How much can I spend of that? Now Moving on to the monitoring tab. This shows you three different things. Your terming awards and grants, your active awards, and your incomplete award cash. Now, if you don’t have anything in a one of these worklets, it’s going to show you this screen is and this isn’t an error

Ty Simanson: this just means there’s nothing there. And that’s why we’re showing it to you. So if you see this, this is the mean there’s an error just means you don’t have any terming awards or grants in this instance. Down here it shows you your active awards. And again, the same thing. If you have more than this, then you would click that view more to see more on the next screen.

Ty Simanson: The incomplete award tasks are going to show you what… When were they due? Who are they waiting on? You know, if you see something like waiting for the department, that’s one where you need to check back with the grant manager to see, is there something I need to provide you so that we can get this over to sponsored programs and have them do what they need to do next, and it tells you what the award task is, of course, and what the award is.

Ty Simanson: Moving on to the next tab the personnel tab, this one, we’re excited about, because this was asked by faculty specifically to know where do my people work? You know, they’re working on my award, but do they work elsewhere? Can I see, where they work so that if I need more of their time, perhaps I can go talk to someone else and ask for another five hours a week of their time for the next two months or something, because this project’s going to require it.

Ty Simanson: So here you can see who they are and scroll down. If you see the green dots, that means they’re working on your grant. And we hover over that it says that you are the grant principal investigator. Be the same thing. If it was on one of your gifts or one of your programs. It also shows you what their FTE is, the full time equivalent.

Ty Simanson: So how many hours are they supposed to be working a week? That gives you an idea of they’re 50%. That’s supposed to be 20 hours a week. That’s how much time they’ve got available to give you, you know, and you can see this person’s got. Two and it looks like they, you know, they overlap some. So you’d think, okay, so they’ve got 40 hours a week probably

Ty Simanson: but they’re working on both my they’re on my grant. I might need to look at that and say oh I need to skew this more. So it gives you that quick visual, which was pretty much asked for. If you have more people and, you know, you have more people. This is alphabetical by first name you’d click the view more.

Ty Simanson: If you you had somebody that’s last first name was started with a Z and they’re not here, click View More and you’d see them on that next screen that shows all of them. Now let’s move on to the subaward tab. And this shows you all your subawards. And it gives you a quick look of how much is left to be spent on

Ty Simanson: them in this far right column tells you who they are and how much is left. If you click on this report here, which is the same basic report, except it has one more column it also shows you when they were last billed WSU. So you get an idea of oh, they just did it a month ago.

Ty Simanson: We’re okay. Or it’s been, you know, six months. When are they going to bill us for the final thousand dollars, that sort of thing. So, I’m going to end there because I know we’re short on time. Was there anything else that crucial that I missed? Christine. Joel, if you type in here, I know I move pretty quick through this.

Christine Galbreath: Thanks, Ty. That was really quick, but, you did a great job covering that. I know some of the folks here maybe aren’t familiar with Workday reports in general, so there are a lot of features on the balance tab for grant financials and program and gift financials. There’s a lot of drill down features that can be explored. We don’t have time to go into all of the details of that right now, so please feel free to reach out to me.

Christine Galbreath: I put my email in the chat if you have more questions. I do want to leave time for questions from the group.

Christine Galbreath: I see one question that tab asks to plug in the PI name first and I can’t find it. So just to clarify the dashboard, it will filter automatically to whoever is running it. So if you run the dashboard, it’s going to bring back grants where you hold the security roles as a principal investigator on those grants, if you’re trying to view someone else’s grant, maybe a lead PI

Christine Galbreath: If you’re a Co-I, you can change it in that tab and put a different person’s name. But you have to have security access to view that data. So if you’re not able to do that, it could be because you’re missing a security role. And you can reach out to me afterwards and we can check your security, and then I can let you know what role you might need to ask your administrators to set up for you.

Christine Galbreath: Okay. I see another question about if you don’t have the option to run this dashboard because you’re not a PI, but you want to see your startup fund accounts. That is a great question. Again, it would depend on your security access. There’s a role assignment called Financial data View that gives you access to view financials on any account in Workday, so at least you could see account balances for your startup account.

Christine Galbreath: It would be a matter of requesting that access through your security partner in your department. And so they would need to put in a request for you to have the finance data view role added. And then you would be able to use this dashboard to see the Program and Gift financials tab.

Christine Galbreath: Are there other questions. That was a great question by the way. And just in case anyone was wondering if you receive a new award that finance data view role and the grant PI role assignment get assigned automatically when the new award is created in Workday. That’s all part of the setup process that’s automated between MyResearch and Workday, so you don’t have to request that access specifically

Christine Galbreath: if you’re a new PI who’s just getting their first award through WSU. If you don’t have any PI roles, though, yet like, like your case in the chat, then you would need to request it through your department.