Linking a PRO to a Funding Proposal Budget in eBridge

Main Audience: Principal Investigators & Proposal Team

When linking a Human Research Protocol (PRO) to a Funding Proposal (Grants & Contracts) budget within eBridge, you are identifying a funding source for your research. The actual linking in eBridge occurs within the PRO SmartForm and is a “real-time” connection. There are two sections to this document:

I. Step-by-Step Instructions
    Linking when in an editable state
    Linking when in a non-editable state
    Unlinking when in an editable state
    Unlinking when in a non-editable state

II. Conditions necessary to perform the linking
    What Budgets will be available to me when I perform the Linking/Unlinking activity?
    How do I determine the State of a PRO and if it is editable?
    How do I see who has Edit access to the PRO?

 I. Step-by-Step Instructions 

Linking a PRO to a Budget

If the PRO is in "Pre-submission" or "Changes Requested by..." (editable States - click link for more information about States)

  1. Locate the Funding Proposal Budget ID
    1. If you do not have access to the Funding Proposal Budget, ask your PI or Department Administrator to find the Budget ID/Number for you.
    2. If you do have the Proposal Team role and at least View access, log in to eBridge and navigate to My Home (your Personal Workspace).
    3. From My Home Select the Proposal Team Role in the upper left area of the screen.
    4. Search for the Funding Proposal ID using the Filter by field, select the link and go to its Workspace. The budget link is located in the lower area of the Funding Proposal Workspace under the Budgets tab. Its ID/Number is to the left of its name (e.g. BU00000068). There may be more than one budget. As noted in the screen shot below, choose only the Budgets or the Budget Under Reconciliation. Make a note of the Budget ID/Number (NOT the Funding Proposal ID). 



       
  2. Navigate back to My Home
  3. Switch to the Study Staff role.
  4. Select the PRO from the Pre Submission or the Action Required tab.
  5. Select the Edit Study button in the upper left area of the Workspace. This button is only available when the PRO is in an editable state. When the PRO is in the Approved state, you need to create and submit an Amendment to complete the linking. (see instructions below)
  6. Use the Jump To menu and go to Section 11, Funding Source.
  7. From Question 11.1.2 select Add. A pop-up screen appears. 
  8. From Section A choose Select. In the Filter by select Budget ID. In the search field, type the % character as a wild card, then the Budget ID/Number you jotted down in Step 1.D, using the format %43. Select Go.


     
  9. When the results appear, check the radio button next to the one you noted and select OK. If you do not find the Budget you need, make sure the Conditions are met (see Section II below). You may also contact Help-eBridge@mcw.edu for assistance. Note the new feature of additional columns of information that appear when searching for your budget.
  10. Select Save and Exit from the PRO SmartForm. This returns you to the PRO Workspace.
  11. The link will also appear in the "Funding Proposal Workspace" under the Project Information Links in the center area of the screen. Select Link from Grant to IACUC/IRB Status. It is also viewable from the Budget SmartForm Page U, Question 4.0.

     

If the PRO is in the state of Approved (non-editable state)

  1. Complete steps 1 - 3 above.
  2. Select the PRO from the Human Projects tab to go to the PRO Workspace.
  3. Select the activity Open New Amendment.


     
  4. Complete the Amendment SmartForm.  Save and Exit to the Amendment Workspace.
  5. The PRO will begin the copying process - this may take a few minutes.
  6. When copying is complete, select View/Edit Study.
  7. Complete steps 6 - 11 above.
  8. From the Amendment workspace, select Submit to IRB

Unlinking a PRO from a Budget

If the PRO is in Pre-submission or Changes Requested (editable States)

  1. Go to the PRO SmartForm, Section 11, Question 11.1.2
  2. Click on the Delete button to remove the link. Click OK.  (see screen shot below)
  3. Click the Save button.
  4. Click Exit to return to the PRO Workspace.
  5. Check that the PRO is removed from the Budget by reviewing the Project Information Links in the "Funding Proposal Workspace." If the PRO still shows, contact Help-eBridge@mcw.edu for further assistance.



     

If the PRO is in the state of Approved (non-editable state)

  1. Select the activity Open New Amendment from the PRO Workspace.
  2. Complete the Amendment SmartForm, Save and Exit to the Amendment Workspace.
  3. The PRO will begin the 'Copying' process - this may take a few minutes.
  4. When 'Copying' is complete, select View/Edit Study.
  5. Follow the steps 1 - 5 above.
  6. From the Amendment Workspace, select Submit to IRB

 

II. Conditions for Creating a Link to a Budget of a Funding Proposal

  • The PRO must be in an editable State, such as Pre-submission or Changes Requested. If the PRO is in an approved State, an Amendment must be created. 
  • A Funding Proposal can be linked while in any state.
  • The Study Staff or the PI performing the linking must have edit access to the PRO. 

A. What Budgets will be available to me when I perform the Linking/Unlinking activity?

The Study Staff and PI will see a Funding Proposal budget in the list if either of the following is true:

  1. The PI on the PRO is the PI or Key Personnel on the Funding Proposal.
  2. The PI on the Funding Proposal is a Study Staff on the PRO.
     

B. How do I determine the "State" of a PRO and if it is editable?

A PRO is editable by the PI or Study Staff if:

  • It is in the State of Pre-submission.

OR

  • If changes have been requested during the Workflow and the PRO is back in your Action Required tab.

From the PRO Workspace, look in the upper left area of the screen. The Current State is in the green bar. Below the green bar you will see Printer Friendly Version or View/Edit Study.

If you see Printer Friendly Version under the green bar, the PRO is not editable and you will have to wait until either the Workflow brings it back to your Action Required tab for changes, or, if Approved, you will have to open an Amendment to edit the PRO and complete the linking. 


 

C. How do I see who has Edit access to the PRO?

  • Those with Edit access will be listed in the PRO SmartForm, Section 2.1.
     

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