We use the form
XX-YYYY-ZZ, where XX is our FY, YYYY is the unique number starting at 0001
each FY, and ZZ is the action involved.
-00 is the proposal, 01 is the award, 02 is a mod, etc....
We assign a new YYYY for each signed non-competitive proposal as well as
for each new proposal, in part because we try to always use a new YYYY in
each case where C&C Accounting will create a new account, and they do that
related to fiscal reporting requirements that close a budget year or similar.
We have other codes that indicate what the transaction is in the tracking
system. But a count of YYYY-00 is very close to "how many signed
proposals" for the year.
I wouldn't count on the numbering system alone for the count you want. For
an example, if our project 1234 was rejected, the revision will have a new
number; is the revision "new" for you? If you want a measure of
transactions your office uses, develop a standard set of identifiers and
list them in your database. It is actually the nature of the transaction
which roughly measures how much time you and staff but into it.
And if you want a count of "submissions", operationalize that definition
and give that transaction a name and list it in the database every time you
handle one of those. Your outside constituency is interested in different
measures than you are for running the office; in fact you may need to
respond to different outside constituencies for different purposes, so
operationalize their definitions and mark things.
Chuck
At 08:47 AM 11/11/2002 -0500, you wrote:
>We are trying to decide on a numbering system to account for proposal
>submissions. At this time, we count everything each year as a
>submission. Therefore, new proposals, continuations, renewals,
>supplements are assigned a Sponsored Projects Approval Number. This
>number becomes a count of what is submitted each fiscal year - so by the
>end of June 2003 we would say that 523 submissions were made. However,
>this does not break out actual "Brand New Submissions" unless we analyze
>each approval form.
>
>I'm interested in knowing how you count your submissions each year.
>For instance, do you count a continuation as a proposal submission or
>do you carry the number from year to year and don't count it at all.
>I'm concerned that credit will not be received for the amount of work
>that goes into the continuations. As you know, they are not all SNAP
>procedures and I worry that credit will not be given to the amount of
>work that is done therefore affecting staff loading which of course is
>another issue apart from proposal submissions.
>
>Your suggestions would be appreciated.
>
>Eleanor Cicinsky
>Temple University
>
>
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Herbert B. Chermside, CRA
Director, Sponsored Programs Administration
Virginia Commonwealth University
PO BOX 980568
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some limited hours, during this period.
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