SPONSORED PROJECT LIFE CYCLE MANAGEMENT

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1 cayuse SP SPONSORED PROJECT LIFE CYCLE MANAGEMENT EASY TO USE. EASY TO LAUNCH. EASY TO MANAGE.

2 Enhanced SP Life Cycle Management What is Cayuse SP? Cayuse SP by Evisions is a sponsored project (SP) life cycle management solution that provides easy, cloud-based access to your entire research portfolio. Through a centralized, web-based portal, Cayuse SP encourages collaboration, simplifies management, and delivers transparency to each phase of the project life cycle, from proposal creation to award close-out. By streamlining research administration processes, Cayuse SP helps you maximize resources, increase productivity, and improve strategic decision making. cayuse SP Stay Organized Manages all sponsored project activities for any funding agency from one place Provides a high-level view of your entire research operation from a single screen Keeps track of budget details electronically for improved award management Streamline Business Processes Easily complete proposals and manage awards with an intuitive user interface Provides useful tools to manage all activities and events related to projects and awards Speeds up the proposal review and approval process Increase Productivity Reduces time spent searching for documents and information Offers real-time visibility into the status of projects, proposals and awards Provides easy access to the routing status of a proposal Cayuse SP 2

3 Flexibility That Fits Every Institution s Needs Cayuse SP is flexible enough to support organizations of all types. Our clients include colleges, universities, research institutes, and healthcare organizations with annual awards ranging from hundreds of thousands of dollars to hundreds of millions of dollars. Acting as your central hub for sponsored projects, Cayuse SP increases efficiency by offering: Big picture views Intuitive routing Everything in one place Ease of use Cloud-based availability Seamless data sharing When we first rolled out Cayuse SP, we encouraged people to use it, but we didn t make it mandatory. People really started using it quickly, and within five months, we had 100% compliance. Everybody likes it, and we haven t had any complaints. Melinda Cotten Director, Office of Sponsored Programs, Rice University Cayuse SP 3

4 Big Picture Views Gain Visibility into Each Step of the Sponsored Project Life Cycle Empower users with comprehensive views of their research enterprise. With enhanced, role-based dashboards, users get easy access to all of their sponsored projects at any stage of the life cycle from one screen. All data and attachments associated with a specific project are a single click away. Proposals Awards Projects Sub-Contracts Award-Based Dashboards Investigators have immediate access to all their award documents stored within the system and can quickly see their award details, including obligated amounts and account assignments. Budget displays summarize totals for direct costs, indirect costs and award amounts or detailed line items for direct costs, indirect costs and total award amounts. Project Administration Dashboards Administrators gain increased control with single screen access to manage all of the institution s research enterprise. With at-a-glance views of projects, proposals, subcontracts and awards, administrators remain current on statuses and update items in real-time. Get the insights that are needed quickly in order to make timely, better-informed decisions about your institution s research enterprise. Role-Based Dashboards Give users their own dashboard to manage and view all of their proposal and award data, from current status to important dates and pending approvals. Investigators can easily create a proposal or look up submitted and unsubmitted proposals. With just a few clicks, investigators get instant access to the status of all of their proposals and awards, including important dates, and whether any proposals are awaiting approval. Cayuse SP allows transparency into the proposals in process, those submitted, and awards our faculty have received in an integrated and inituitive manner. Liz Rulli Associate Vice President for Research University of Notre Dame Cayuse SP 4

5 Intuitive Routing Time Savings with Routing and Notifications Reduce the review and approval turnaround time by completing proposals in days, instead of weeks. Cayuse SP adds transparency to every step of the process with intuitive routing capabilities enabling administrators to quickly identify and resolve bottlenecks. Different elements of an award can be tracked and distributed among multiple accounts, and timestamps and audit trails can be included after approvals for better visibility into the process. Automated notifications Time-stamped approvals create audit trails Parallel routing for simultaneous reviews Events and deadlines Proposal Routing Electronic routing adds transparency to every step of the proposal-approval process and lets you easily create custom routing chains to match your authorization process. Parallel routing allows approvers to review proposals simultaneously to avoid bottlenecks and speed up the approval time. Research administrators can easily pinpoint holdups in the approval process and react immediately. A time-stamped tracking history creates a visible audit trail. Events and Notifications Once a proposal is submitted, notifications are sent to approvers immediately. These automated s create a sense of urgency by notifying the next person in the routing chain that they need to review and authorize the proposal. Administrators can also use Events to make to-do lists or manage deadline-driven task assignments and requests to other administrative offices. All correspondence s, comments, and attachments are organized in one place for record-keeping. Cayuse SP 5

6 Everything in One Place Centralized and Controlled Document Repository With Cayuse SP, users are only one-click away from all the documentation needed to manage a research project. The system acts as a storage hub for all files and source documents. Projects and their associated documents are located and managed in one area, which allows for greater control. Documentation can include general information, awards, budgets, accounts, personnel, events, proposals, subcontracts and miscellaneous attachments. Sub-contracts Budget Personnel Awards Distributions Documents Accounts Events Proposals Attachments Enhanced Project Tracking Cayuse SP enables access and management of all items associated with a single project from one page. Notes can be created and saved within each project s record to specify special instructions or define terms relating to a proposal or award. Each note gets time-stamped with author information, creating an easy-to-follow historical record in the event of future additions or changes. Cayuse SP 6

7 Ease of Use User-Friendly Interface for All User Types An essential ingredient to the success of a sponsoredproject research office is having a life cycle management tool that is widely adopted by an organization s research community. Cayuse SP offers an intuitive interface that allows users to be up and running with minimal training. Institutions are able to configure the system to meet their unique needs because it s flexible enough to adjust to unique business processes. Departmental administrators Pre-award administrators Principal investigators Post-award administrators Our training for Cayuse SP, because it is simple to use and very intuitive, usually only involves one training that is 2 hours and any follow up questions. We have found that that has met all demands. Kim Schulman Assistant Director, Office of Sponsored Programs, New York University Cayuse SP 7

8 Cloud-Based Availability Our Cloud Focus is Unique in Research Administration Every institution s IT wish list includes less upkeep burden, lower costs, higher security, and more convenient data backup. Thankfully, working in the cloud can satisfy these requirements. Cloud-based technology reduces the impact on internal IT resources, allows access from anywhere at any time, offers highly configurable solutions, painless upgrades, and strong data security. Seamless upgrades High data security Accessible from any device Quick implementation System backups Cayuse SP is completely cloud based, offering quick implementation and hands-off upgrades to the latest versions. All systems strictly adhere to industry standards for data security, redundancy, and backup ensuring institutional data is always safe and available. And because it s cloud based, Cayuse SP encourages collaboration among institutions with simple, anytime, anywhere access. Cayuse SP 8

9 Seamless Data Sharing Share All Data With External Systems Cayuse SP Connect Modules are designed to deliver accurate, trustworthy, and consistent data for better institutional decision making. By integrating with your institution s HR, Finance, and Data Warehouse systems, Connect Modules ensure efficient processes, research data transparency, and data integrity. Integration enables your institution to maintain a single version of your most important data, reduce or eliminate duplicate data entry, and automate manual functions. You can also schedule data updates to align with your institution s needs, from nightly to monthly. Human resources Finance department Data warehouse The robust routing, workflow & reporting features of Cayuse SP combined with the ability to maintain comprehensive & complete records that include ALL related proposal & award documents will be a huge improvement to our current practices. Anne Schauer Director of Research and Sponsored Projects, Miami University of Ohio Cayuse SP 9

10 The Cayuse SP Advantage The cloud-based Cayuse SP solution scales to virtually no limit. From small organizations to complex institutions handling dozens to thousands of projects, Cayuse SP delivers easy access to your entire research portfolio from a single screen. Cayuse SP acts as a repository for all files and documents, preserving data integrity, while giving users high availability and data transparency. cayuse SP Comprehensive integration Scalable and configurable Superior support Cayuse SP works the way you do with: Flexible configuration options that adapt to your organization s needs. Role-based dashboards that provide comprehensive views of the research enterprise, allowing users to easily manage and perform tasks from a single screen. Intuitive routing features that let you customize routing chains to match your processes and significantly cut approval times. Connect Modules that extend usability by seamlessly integrating with existing instutional data warehouse and business applications. Backed by more than a decade of satisfying the needs of research institutions, Cayuse SP provides measurable benefits, offers straightforward pricing, and delivers a user experience that is intuitive, flexible, and works the way you do. Superior support services make sure you get the answers you need, when you need them. Whether by phone, an easy to use HelpDesk portal, or online Knowledge Base, Evisions is dedicated to the success of your research initiatives. Learn more about Cayuse SP call your Evisions specialist at (888) or visit Cayuse SP 10