SPS Project View Guide

Login to SPS via MRH: https://radapps.duke.edu/sps

Click on the ‘Proposals’ link on the page. (Note that users can also access the tool by clicking ‘Awards’).

Use the search functionality to access proposals or awards. Some examples to search by include SPS Proposal # (Prop#), Person, or WBS Element. Feel free to utilize multiple search criteria to limit results.

Once the results display, use the ‘Status’ column to identify those proposals that are in the ‘AWARD’ status, as these have been awarded. The effort tools are useful for those projects in the ‘AWARD’ status. Proposals with other statuses will not incorporate the effort tools.

Also check to see that the project dates are recent.

In the far-left column, click on the ‘Go to’ button to display the drop-down menu. Select one of the options listed in the drop-down menu (e.g. ‘Personnel’). The effort tool is available on all tabs, both in Proposals and Awards, so long as the SPS record status is ‘AWARD’.

A new page will open.

At the top, click the ‘Open in Projects’ button.

A new SPS window will open up, similar to that which is pictured below:

In the middle of the page, there are the ‘Summary’ and ‘Personnel’ tabs. The system should default to the ‘Summary’ tab, as shown above, as indicated by the gray, bolded text and bolded underline. 

Once in the tool, depending upon how the project is awarded, there will be varying periods listed on the ‘Summary’ tab. In the example above, this project, SPS Record 278953, has just one period, Period 1 from Sep 29, 2022 through Sep 28, 2023.

Contrast that with the project below, SPS Proposal 273334. This project is a 5-year period with 12-month budget periods.

In the image below, the ‘Summary’ tab displays the 5 budget periods in the project, along with corresponding dates, budget amounts, and associated SPS records.

Note that this data is pulled from SPS, however project data can be updated by clicking ‘Setup’ under the ‘Actions’ heading on the top of the page.

Click on the ‘Personnel’ tab as shown by "A" in the image below. This tab will display effort data for personnel working on the project. Note that senior/key personnel should automatically be listed. Other personnel working on the project may or may not automatically appear, based on whether they are listed on the SPS record(s).

In the image below, past budget periods can be displayed or hidden by clicking on the link shown by "B".

Periods that appear in gray and are indicated as ‘Past Commitment’ list the committed effort for the corresponding period. To the right of the past commitments, "C" pinpoints the ‘Current’ commitment display along with the budget period and dates. 
 

In the image below, the ‘Current’ period tab displays important effort information to evaluate whether sponsor effort commitments are on track to be met.

1. Current Commitment – The level of approved effort currently in effect for the person on the project. Current Commitment reflects the effort commitment made to the sponsor for the current project period. The calendar, academic, and summer breakdown (C = Calendar, A = Academic, S = Summer), is shown for all personnel regardless of their appointment, but “—” will show as the Academic and Summer values for people with a Calendar appointment. “—” will show as the Calendar value for people with an Academic appointment. See the screenshot under the “Projected Average Effort” section below for an example.

2. Projected Average Effort – The average rate of effort, in person months, at the end of the commitment period if current effort allocation remains the same. Projected Effort Allocation is a combination of 1) the average monthly SAP cost distribution from the start of the effort commitment period through the latest closed Duke fiscal period, and 2) the projected average based on the current iForms effort allocation through the commitment period. The calendar, academic, and summer breakdown (C = Calendar, A = Academic, S = Summer) of the projected average effort is shown for all personnel regardless of their appointment, but “—” will show as the Academic and Summer values for people with a Calendar appointment. “—” will show as the Calendar value for people with an Academic appointment, such as in the example below.

3. Current Effort Allocation – The level of effort the individual is currently devoting and charging to the project (per the date of the last update). When converted to a % it should match the number on the iForms cost distribution. For people with an Academic appointment, this will always be the Academic effort allocation.

4. Effort Minimum – Per sponsor guidance (typically in the funding opportunity announcement or notice of award), the minimum amount of effort the individual must devote to the project.  

5. Minimum Required Average Effort – The minimum average level of effort that can be devoted to the project to meet the current project period commitment without obtaining additional approval.

6. Future Commitment – Displays the amount of effort committed to the sponsor in future periods of the project.

Additional information is available by clicking on the person’s name when in the view shown above. This will display the screen below:

There are several important pieces of information to highlight:

• MRH Portfolio and MRH Effort Summary – direct links to the MRH project portfolio and MRH Effort Summary for this person.
• Sponsor Requirements – Indicates the approval level for effort changes, if the approval threshold should need to be exceeded. The “Minimum Effort” and “Requirements Summary” fields are optional fields that will not be populated for all personnel. The ‘Validation Status’ shows if the effort data is validated or unvalidated.
• Commitment Notification – In this example, indicates that the sponsor commitment to the project is being met. If the commitment was not being met, a warning icon would be displayed indicating action should be taken to ensure the person meets their commitment.

To return to the previous screen and exit the individual personnel view, click the ‘Back to Project Personnel’ link at the top of the page, just below the project name. This should return you to the ‘Personnel’ tab view for the project.