Re: Accounting for proposal submissions Herbert B. Chermside 11 Nov 2002 11:14 EST
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 > > >====================================================================== > Instructions on how to use the RESADM-L Mailing List, including > subscription information and a web-searchable archive, are available > via our web site at http://www.hrinet.org (click on "Listserv Lists") >====================================================================== Herbert B. Chermside, CRA Director, Sponsored Programs Administration Virginia Commonwealth University PO BOX 980568 Richmond, VA 23298-0568 Express Delivery Only: Sanger Hall, Rm. 1-032A 11th & Marshall Streets Richmond, VA 23219 Voice: 804-828-6772 Fax 804-828-2521 OFFICE e-mail xxxxxx@VCU.EDU Personal e-mail xxxxxx@vcu.edu http://www.research.vcu.edu/ospa.htm VCU will close most faculty and staff offices from December 21, 2002 through January 5, 2003. OSPA will operate only a skeleton staff, with some limited hours, during this period. ====================================================================== Instructions on how to use the RESADM-L Mailing List, including subscription information and a web-searchable archive, are available via our web site at http://www.hrinet.org (click on "Listserv Lists") ======================================================================