Hi Celia,

We are currently in the beta-testing stage for our electronic clearance process.  We developed the form with our University Computing Services department because of various controls.  They programmed our clearance sheet using the FormBlaster platform.  The nice thing about the process is that it is web based so PIs and approvers can sign off wherever they may be - as long as they have Internet access.  The PIs and Co-PIs sign off.  There are at least two levels of approval above the PI.  Generally this would be the department chair and the dean.  There is an email notification that goes to each named individual in the appropriate order of approval.  That person then knows there is a form waiting to be approved in their queue.   Any cost share commitment requires an approval.  The clearance is then approved by both our pre- and post-award offices.  So, we usually would have four levels of approval above the PI.

Pamela King

Associate Director for Administration
Office of Academic Research and Sponsored Programs
Ball State University
Muncie, IN  47306
Phone: 765.285.1600
Fax:  765.285.1624

 -----Original Message-----
From:   Research Administration List [mailto:xxxxxx@HRINET.ORG]  On Behalf Of Gravely, Celia
Sent:   Thursday, July 31, 2003 1:55 PM
To:     xxxxxx@HRINET.ORG
Subject:        [RESADM-L] Electronic Proposal Approval

We are prototyping electronic proposal approval processes. I would
appreciate you all sharing your methodology if you have this process at your
institution.

How many levels do you track electronically? We are currently thinking of
2-5 required signoffs. Starts at PI, to Department, to Interdisciplinary
Center, to  College, to Central office. Seems real involved, can we
accomplish with less?

Do you have a time limit an approval can sit in an inbox? What if someone is
out and not available for review?

Thanks, as always, for the intelligence of the group.

Celia Gravely

UF Bridges Project
PO Box 113359
201 SE 2nd Avenue, Suite 215
Gainesville  FL  32611-3359
Phone: 352-316-2485
FX:  352-846-2508

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