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eTransmittal Roles and Permissions

Version dated: 6/16/2015

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eTransmittal Roles and Permissions

Anyone who has access to the Office of Sponsored Programs (OSP) Portal can view all eTransmittals, however only individuals with certain roles have permission to view attachments to an eTransmittal.  These permissions are driven either at a transactional level by being added to a specific role on an eTransmittal, or at a global level by being setup through the Department Manager.  Users can also be setup to approve eTransmittals through the Department Manager.

Permissions Based on eTransmittal Roles

The following roles are identified on each eTransmittal allowing access to view the attachments for that specific eTransmittal:

  • Initiator – Individual who created the eTransmittal.
  • Preaward Contact – Contact name listed on the eTransmittal for preaward responsibilities.
  • Postaward Contact – Contact name listed on the eTransmittal for postaward responsibilities.
  • Fiscal Officer – Contact name listed on the eTransmittal who will be listed as the Fiscal Officer in KFS, if awarded.
  • Account Supervisor – Contact name listed on the eTransmittal who will be listed as the Account Supervisor in KFS, if an award is made
  • Senior Key Personnel – All individuals listed at the top of the eTransmittal under the Senior Key Personnel section.

Permissions Based on Department Manager

The following roles are setup at a global level allowing viewing or approval permissions at the department or college level:

  • College Signature Authority – Individuals with this role can view attachments and approve eTransmittals for the identified college.  This is also the only role with permission to add or remove access for other users in their department/college.
  • College Users (No Signature Authority) – Individuals with this role can view attachments on all eTransmittals for the identified college.
  • Department Signature Authority – Individuals with this role can view all attachments and approve eTransmittals for the identified department.
  • Department Users (No Signature Authority) – Individuals with this role can view attachments on all eTransmittals for the identified department.

How to Access Department Manager

Department Manager is a tool on the Office of Sponsored Programs (OSP) website that allows units to administer permissions for the eTransmittal and Effort Reporting systems.  It can be accessed by following these steps:

  1. From the OSP website you must first log into the Portal.
  2. Under the "Site Management" options at the bottom of the webpage, expand "Manage User Profile" and select the “Department Manager” link.
Department Manager Link at Bottom of Web Page

How to View and Set Up Users in Department Manager

Viewing Users in Department Manager

Perform the following steps to see the list of individuals with signature authority or view access for selected departments and colleges:

  1. Follow the steps from How to Access Department Manager for instructions on how to access the Department Manager tool.
  2. Select your College and Department from the dropdown lists at the top of the Department Manager page.
  3. The list of individuals who have authority to sign and view eTransmittals for the selected college and department will be displayed on the page.  The colored boxes on the screen shot in the Appendix correspond with the roles described in the eTransmittal Permissions section above:
    • Blue Box = College Signature Authority
    • Orange Box = College Users
    • Red Box = Department Signature Authority
    • Green Box = Department Users

Adding and Removing Users in Department Manager

Only someone with the College Signature Authority role for the college has permission to add or remove a user in that department/college.

To add a user:

  1.  Follow steps 1 - 4 above to access your college or department within Department Manager.
  2. Click the Add link for the role in which you would like to add a user.
  3. From the Person Picker screen you can search by Name or Org Code to find the individual you would like to add.
  4. Click on the user’s name to add that person to the role.

To remove a user:

  1. Follow steps 1 - 4 above to access your college or department within Department Manager.
  2. Click the word Remove next to the person you would like to remove from the role.  If that person is listed under multiple roles you will need to remove him/her from each role.

Appendix

Department Manager Screen Capture

Department Manager Tool

Category: Operations    Subcategories: Proposal

Site Management