Award - Institutional Proposal to Award Field Mapping

Overview

When an Institutional Proposal Document is linked to an Award several data elements populate the Award Document from the IP if it is the Initial Funding Source. After the Initial Funding Merge Type is used or an Award document is saved for the first time the Initial Funding option is no longer available.  At that point you can link a new IP via the Merge or Replace Merge Types to update personnel and credit split entries.  The rest of the data in an Award can only be automatically populated via the Initial Funding Merge Type, otherwise it will need to be done via manual entry in the award. 

Institutional Proposal Linking in Award

Institutional Proposals are linked to Awards on the Funding Proposals Panel at the top of the Award tab. In this Panel you can search for an Institutional Proposal in the system, select a Merge Type that will define what data is pulled from the IP into the Award document and then add the IP your Award. When you first create an Award the only available Proposal Merge Type is Initial Funding.

Once an IP is linked to an Award basic information about the IP document will display in the Current Funding Proposals section.  This is a quick way to get details about all of the IPs linked to an Award without having to navigate through Medusa.

Initial Funding Mappings

When you use the Initial Funding Proposal Merge type the following data will pull forward from your IP document into your Award Document.

Institutional Proposal Field Name	Award Field Name
Lead Unit ID	Lead Unit ID
Activity Type	Activity Type
Proposal Title	Award Title
Sponsor ID	Sponsor ID
Prime Sponsor ID	Prime Sponsor
ALN Entries	ALN Entries
NSF Science Cpde	NSF Science Code
Keywords	Keywords
Project Personnel	Key Personnel and Credit Split Data
Cost Sharing	Cost Sharing
Rates	Rates
Compliance Entries	Compliance Entries
Custom Data	Custom Data

The Cost Sharing and Rates entries include Comment fields in Award that show which Institutional Proposal the data populated from for reference.  All of the fields that are available in IP will populate data in the Award document for both of these panels.

Custom Data and Compliance will pull forward data from the Initial Funding IP document if the IDs associated with the data in the IP document are also active in the Award Module. This is defined in the "Custom Attribute Document" and the "Special Review Usage" maintenance tables respectively.

Non Initial Funding Mapping

After you have saved an Award for the first time, or after you link an IP using the Initial Funding Merge Type, the Initial Funding Option is no longer available in the Merge Type dropdown. At this point the Merge Type dropdown is populated with the following options:

No Change

If you select No Change for your IP Merge Type then no data will be pulled forward from the IP at all. This option is useful if you need to connect an IP that holds a Master Agreement, NDA, or other non funding agreement that is associated with an award, or if the IP is for something simple like an administrative change.

Merge

When you select the Merge Merge Type then new personnel and credit split entries will be pulled forward into the award, but no personnel will be deleted from the award.  This option is typically used for linking an IP that is adding key personnel to your award.  The overall credit split should be reviewed after this action has been taken, since this option does not require the source IP to have all project personnel included the math may not add up properly, but for large projects with long personnel lists this can allow you to route a proposal to add a key person to a project with only the PI and the added personnel. This avoids the need for all other personnel on the project to certify again, and so is desirable to many institutions.

Replace

When you select the Replace Merge Type the data in your Award will be overwritten by IP.  When you link an IP to an Award using the Replace Merge Type, the following fields will populate your Award from the linked IP, removing any data you have already entered in these fields in your Award.  This action should be taken very cautiously.

Institutional Proposal Field Name	Award Field Name
Lead Unit ID	Lead Unit ID
Activity Type	Activity Type
Proposal Title	Award Title
Prime Sponsor ID	Prime Sponsor
ALN Entries	ALN Entries
NSF Science Cpde	NSF Science Code
Keywords	Keywords
Project Personnel	Key Personnel and Credit Split Data
Cost Sharing	Cost Sharing
Rates	Rates
Compliance Entries	Compliance Entries
Custom Data	Custom Data