Creating projects and budgets

There are significant changes as to how resources are requested within the client portal. More information on the changes can be found at:
Client Portal, MyOSC, documentation
Academic Fee Structure FAQ

OSC client portal allows users to request and manage their projects.

Creating a new project

Any user with the Primary Investigator (PI) role can request a new project in the client portal. Using the navigation bar, select Project -> Create a new project. Fill in the required information. See more details on these options below.

The pricing implications for requesting a new project should be understood before continuing.

Project types

Depending on the project type selected here, it will alter how budgets are approved.

The project types academic, commercial, and government/non-profit projects will use the approval process setup by the institution of the PI requesting the project. This could involve waiting on a fiscal approver to review the request, or having the request automatically approved.

The classroom project type will be routed to OSC staff for approval, since all usage under a classroom project is fully credited so that no charges are incurred by the PI. Remember that a syllabus is required for classroom projects to be approved.

Service agreements

A PI can choose to create a new service agreement or select an existing service agreement when creating a new project.

An existing project's service agreement can also be updated by OSC staff, if needed.

The service agreement is important, because it is used for credits (such as for classroom services or the annual credit available to Ohio Academics). Many projects can use a single service agreement, which also means many projects can take advantage of any credits as well. OSC will be expanding the use of these service agreements in the future.

The $1,000 annual credit for Ohio Academic PIs can only be used once a year and each PI is limited to one credit only.

Creating a budget

If an institution has not set up fiscal reviewers for budgets at OSC, then a PI of that institution will not be able to create a budget for their project. Please contact OSC Help to create a new budget in this case.

After entering required information on the project creation page, a budget can be created. Budgets are used to constrain spending in a fiscal year, but bills are based on service type and utilization. Budgets can be replaced at any time.

There are two types of available budgets, limited and unlimited.

Limited budgets are used for projects that want to put a maximum on the charges that can be incurred. This is useful for a PI that creates a new project, receives the $1,000 annual credit, then sets a limited budget of $1,000.

Unlimited budgets are for projects that will not have a spending limit.

Org Fiscal Reference text field and checkbox

There are two fields that may need to be filled in.

The Org Fiscal Reference is an internal accounting field for the project's organization.

e.g. At Ohio State University, a PI should enter the Purchase Request # here.

The Fiscal Approval checkbox is an option displayed for a PI that can automatically activate a budget without requiring review. It has the PI declare that they have already been approved for spending at OSC.

Submit budget review or activating budget

After filling in budget information, the next page will be different depending on whether the PI's institution has setup a review process at OSC.

If the institution allows PIs to activate their own budget, the PI simply clicks Activate Budget, then the project and budget are both set to active.

If the institution requires review of the budget, an email will be sent to reviewers. Once the reviewers decides on approving, partially approving (an amount different than the PI's request) or rejecting, the PI will receive a notification of the repsonse.

Managing projects

Projects that have been requested and approved should be managed periodically.

View all projects

To view all projects, even those not submitted for approval and still waiting on approval, navigate to Project -> Project List.

View Budgets

Go to the project details page and select the Budgets button to view current and past budgets.

Create a new budget

Go to the project details page and click the Create new budget button and go through the budget creation process outlined in previous sections of this page.

Manage users on a project

The PI of a project can manage the users on their projects. This includes inviting, adding and removing users to the project as well as increasing a user's privileges on a project so that they can assist with the management of it.

To manage a project, navigate to Project -> List Projects and select the blue button on the left of the appropriate project.

Adding users

Users can be added to the project by visiting the project details page and selecting the Project Users button. If the user already has an OSC account, then go to Current Project Members -> Add Project User and search them by display name or username. If the user does not have an OSC account, then they can be sent an invitation to sign up for an account and be immediately added to the project by going to Member Invitations -> Invite New User.

Invite/add multiple users using a csv file

Multiple users can be added or invited to a project using a csv file that is formatted properly. The csv file should have three columns and at least 2 rows, one for the header info and another for data. See the example below for the raw text of a proper csv file:

NAME_FIRST,NAME_LAST,EMAIL_ADDR
Myfirstname,Mylastname,myemailaddress@domain.com

Upload the file and verify the data after stepping through the process. After complete, the current invitations and project members can be viewed in Member Invitations and Current Project Members respectively.

The invitation links are valid for 72 hours. If a link has expired, it will show in the show in the table and you can resend.

If you need to edit the email address, for example, you can view the table and 'reset' the form. 

A complete sign up with result in username appearing in your Current Project Members table. 

Removing users

Users can be removed by visiting the project details page and clicking Project Users -> Current Project Members and clicking the blue button left of the username in the list. Select Remove. Many users can be removed more easily by activating the red Enable Quick Removal/Approval button while in the Current Project Members section. There will then be a new column with a symbol. Click the  icon to delete the user instantly.

Invitations can also be deleted by navigating to Member Invitations and selecting the icon on the left of the invite.

Manage user roles

Users can be assigned an admin role on a project by the PI and other project admins. A user can be assigned this role by navigating to the project details page and clicking Project Users -> Administrative Roles -> Add User Role. The only two roles that should be used are Project, Admin Access and Project, No Admin Notifications. Both roles allow a normal user to manage the project as if they were the PI. This allows them to renew the project and manage all users on it.

The PI should designate a Project admin carefully, as they essentially act on the PIs' behalf when managing the project and have FULL privileges.

 

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