Hi Everyone,

 

Thank you all for your helpful suggestions. If there are any additional suggestions/recommendations, please let me know.

 

Have a great weekend!

Jill

 

Jill Hamilton, MSW (she/her/hers)

Contracts & Grants Specialist
PPS Business Office
UMB Staff Senate, Secretary

University of Maryland, Baltimore
School of Pharmacy

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

Baltimore, MD 21201

410-706-5194 (office)

Available through Microsoft Teams

xxxxxx@rx.umaryland.edu

xxxxxx@rx.umaryland.edu

 

 

 

From: Kristi Barnett <xxxxxx@wallacestate.edu>
Sent: Monday, March 21, 2022 4:18 PM
To: xxxxxx@lists.healthresearch.org
Cc: Hamilton, Jill <xxxxxx@rx.umaryland.edu>
Subject: Re: [External] [RESADM-L] How do you track your grants/awards/projects? Contacts, emails, all the extra important details

 

You don't often get email from xxxxxx@wallacestate.edu. Learn why this is important

CAUTION: This message originated from a non-UMB email system. Hover over any links before clicking and use caution opening attachments.

It's a constant challenge, isn't it?  I am by no means an expert, but I do have two tips that are extremely helpful for me.

 

  1.  I keep a cloud filing system for each project.  Each project, say "ARC Power" for example, has the same sub-folders: Documents, Correspondence, In the News, Financial/Vendor Files, and Contract Files.  I share these files with the team and ask that they be sure to file everything there - including PDFing email exchanges on anything related.  (Then I keep after them on a monthly basis like the organizational demon I wish I was.)  This I learned from our NSF evaluators, and it has come in very handy.
  2. Check out RoamResearch.com.  This is a paid subscription service that makes my grant life much easier.  It is a notetaking tool that enables you to cross-reference and compile by topic.  It was a total game changer for me.

Best of luck to you.  I look forward to seeing the advice from others.

 

 

 

Kristi Barnett

#grantsquad

Wallace State Community College

256.352.8231

From: xxxxxx@lists.healthresearch.org <xxxxxx@lists.healthresearch.org> on behalf of Vicki Krell <xxxxxx@asu.edu>
Sent: Monday, March 21, 2022 1:32 PM
To: xxxxxx@lists.healthresearch.org <xxxxxx@lists.healthresearch.org>
Cc: Hamilton, Jill <xxxxxx@rx.umaryland.edu>
Subject: RE: [External] [RESADM-L] How do you track your grants/awards/projects? Contacts, emails, all the extra important details

 

EXTERNAL: This email originated from outside of Wallace State Community College. Do not click links or open attachments unless you recognize the sender and know the content is safe.

This is what we do as well – keep as much as possible within our proposal and awards management system.

 

Vicki Krell, CRA

Pronouns: she, her, hers

Assistant Director, Research Advancement

The College of Liberal Arts and Sciences

Arizona State University

T. 480.965.2171|F. 480-965-1093

 

 

From: xxxxxx@lists.healthresearch.org <xxxxxx@lists.healthresearch.org> On Behalf Of Charna Howson
Sent: Monday, March 21, 2022 11:08 AM
To: Research Administration Discussion List <xxxxxx@lists.healthresearch.org>
Cc: Hamilton, Jill <xxxxxx@rx.umaryland.edu>
Subject: Re: [External] [RESADM-L] How do you track your grants/awards/projects? Contacts, emails, all the extra important details

 

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:

 

 

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

 

- = - = - = - = - = - = -

This email was sent to xxxxxx@APPSTATE.EDU via the Research Administrator's mailing list.

To unsubscribe from RESADM-L, go to https://lists.healthresearch.org and go into the Account Settings area.

List archives are available at: https://lists.healthresearch.org/resadm-l

To change your settings (such as Digest Mode or to temporarily suspend list emails): https://lists.healthresearch.org

- = - = - = - = - = - = -

This email was sent to xxxxxx@ASU.EDU via the Research Administrator's mailing list.

To unsubscribe from RESADM-L, go to https://lists.healthresearch.org and go into the Account Settings area.

List archives are available at: https://lists.healthresearch.org/resadm-l

To change your settings (such as Digest Mode or to temporarily suspend list emails): https://lists.healthresearch.org

- = - = - = - = - = - = -

This email was sent to xxxxxx@WALLACESTATE.EDU via the Research Administrator's mailing list.

To unsubscribe from RESADM-L, go to https://lists.healthresearch.org and go into the Account Settings area.

List archives are available at: https://lists.healthresearch.org/resadm-l

To change your settings (such as Digest Mode or to temporarily suspend list emails): https://lists.healthresearch.org

Confidentiality Notice: This transmission (including any attachments) may contain confidential information belonging to the sender and is intended only for the use of the party or entity to which it is addressed. If you are not the intended recipient, you are hereby notified that any disclosure, copying, distribution, retention or the taking of action in reliance on the contents of this transmission is strictly prohibited. If you have received this transmission in error, please immediately notify the sender and erase all information and attachments.