Hi Jill,

We use attachments and notes in our current routing system to capture all important information and plan to do the same as we migrate to Cayuse.

Cheers,

Charna

Ms. Charna K. Howson, MA
Director, Sponsored Programs
Office of Research
Appalachian State University
POB 32174, 384 JET Bldg.
287 Rivers Street
Boone, NC 28608-2068
828-262-7311 (Office)
828-262-2641 (Fax)
(She, Her, Hers, Charna)

--------------------------

Proposal routing in  AGrants should start 15 calendar days prior to your deadline to capture all campus approvals before submission.  Remember you can use  "good working drafts." Your departmental grants manager will assist you as needed.

To send me secure files, select the link below:

https://fileshare.appstate.edu/filedrop/xxxxxx@appstate.edu

On Mon, Mar 21, 2022 at 11:50 AM Hamilton, Jill <xxxxxx@rx.umaryland.edu> wrote:

Hello Everyone,

I could use some help here. I have a question about tracking all the extra details related to grants/awards/projects.

Outside of the computer system that your employer provides, to enter and maintain grant information, how do you keep track of all the details/correspondence/change in emails and contacts, etc. of your grants?

Do you have a separate excel spreadsheet for all the details? Do you download reports from your system and add notes? Do you write it all down in a notebook? Do you search your email and find the answer?

How do you organize and track all the extra details!?

I am trying to come up with a way to be able to show all activity (emails/phone calls/etc./change in contact information- which is very common these days) for anyone (in my dept) who works on the grant, in one place. So if someone is out or someone has a question, they can look/have access to one place vs. emailing everyone or waiting until someone returns for a response.

We just received approval to use Smartsheet’s, so this may help. We have used One Note in the past. The other issue is that some people need to have a print out or a screen shot. They do not necessarily want to go into these other systems and look up this information.

I would just love to know how you all keep this information organized and shareable with your colleagues and your organizations?

If you don’t feel comfortable replying to the entire group, please email me directly at xxxxxx@rx.umaryland.edu

Many Thanks for your help!

Jill Hamilton

Jill Hamilton, MSW
she/her/hers

Contracts & Grants Specialist
UMB Staff Senate, Secretary

University of Maryland, Baltimore
School of Pharmacy

20 N. Pine Street, 4th Floor, Suite 433B

Baltimore, MD 21201

410-706-5194 (direct line)

Available through Microsoft Teams

xxxxxx@rx.umaryland.edu

xxxxxx@rx.umaryland.edu

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