Relationship configurations
Each relationship type is configured to behave in a certain way (i.e. which fields are copied from the parent, which are available to proactively modify before creating the sub-grant, etc.). Upon creation of the sub-grant, you will be able to modify most fields if desired, as you can for any other funding record.
The tables below describe the default settings per relationship type and can, for the most part, be modified. You should think through your desired behaviour and discuss with us any changes required prior to first using the Relationships functionality.
Fields to copy from the parent to the sub-grant
The system will automatically copy the content from the parent to the sub-grant
Configuration | Description | Distributed budget | Internal contribution | External contribution | Extension | External distribution of funds |
Contacts | Named participants (internal collaborators) | ☑️ | ☑️ | |||
Classifications | Selected classifications | ☑️ | ☑️ | ☑️ | ☑️ | ☑️ |
Grant manager | ☑️ | ☑️ | ☑️ | ☑️ | ☑️ | |
Award date | ☑️ | ☑️ | ☑️ | ☑️ | ||
Finance codes | e.g. Cost centre | ☑️ | ||||
Project duration | Project duration as at approval | ☑️ | ||||
Organisations | Lead institution, Head funder, | ☑️ | ☑️ | |||
Participant organisations | Collaborating institutions, Sub-contracted institutions | ☑️ | ☑️ | |||
Finance reference | ☑️ | ☑️ | ||||
Managing group | ☑️ | ☑️ | ☑️ | ☑️ | ☑️ |
Notes:
Award date configured ... | Proposal outcome workflow | Sub-grant created at status | |||
Submitted | Under Review | Pre-approved | Approved | ||
NOT to copy | Proposal funder submission | NULL | NULL | NULL | Current date / time |
Default workflow | NULL | NULL | Current date / time | Sub-grant start date | |
to copy (and is set on parent) | Both | NULL | NULL | Copied from parent | Copied from parent |
to copy (and is NULL on parent) | Proposal funder submission | NULL | NULL | NULL | Current date / time |
Proposal funder submission | NULL | NULL | Current date / time | Sub-grant start date | |
Additional notes:
It is recommended that upon creation of the sub-grant, you have a look at the associated Organisations to ensure that they are accurate on the sub-grant
Fields to update on the sub-grant upon creation
The system will give the user the opportunity to modify these fields prior to creation of the sub-grant
Configuration | Description | Distributed budget | Internal contribution | External contribution | Extension | External distribution of funds |
Reference | Project identifier (e.g. RFS-10327) | ☑️ | ☑️ | ☑️ | ☑️ | ☑️ |
Funding opportunity | ☑️ | ☑️ | ||||
Status | If not selected, will mirror parent's status (if parent is Active / Pending start date, sub-grant will be created at Approved). Only pre-activation statuses available. | ☑️ | ☑️ | ☑️ | ☑️ | |
Principal investigator | ☑️ | ☑️ | ☑️ | ☑️ | ||
Funder | ☑️ | ☑️ | ||||
Start date | ☑️ | ☑️ | ☑️ | ☑️ | ||
Managing group | ||||||
Comments | Comments on the relationship | ☑️ | ☑️ | ☑️ |
| ☑️ |
Notes:
For a number of fields that are selected to be available to update, they are default populated with the value from the parent - it is not required to modify the value
When assigning the Reference for the sub-grant, it is recommended to keep the parent's reference in the sub-grant's reference - this will help when searching and will help easily identify a sub-grant
When updating the Funding Opportunity associated with the sub-grant, there are some considerations:
Are you sure you want the properties of the selected Funding Opportunity to copy to the sub-grant
If creating the sub-grant in a pre-approval state, will the Funding Opportunity's Proposal outcome workflow be appropriate for the sub-grant (i.e. is it an internal v external award)?
Operations to perform
The system will perform these operations upon creation of the sub-grant
Configuration | Description | Distributed budget | Internal contribution | External contribution | Extension | External distribution of funds |
Automatically generate Deliverables schedule | Deliverables schedule will be automatically created | ☑️ | ||||
Copy review / approval configuration | The review / approval configuration from the associated Funding Opportunity will be copied to the sub-grant, meaning that all selected review types will be available for assignment and dispatch (if required) | ☑️ | ☑️ | ☑️ | ☑️ | ☑️ |
Notes:
Note that where the 'Automatically generate deliverables schedule' is not enabled on the relationship type, deliverables will still be created if the sub-grant is created at a pre-approval state, once the sub-grant is moved to Approved.
General configuration
These settings relate to the creation of Awarded Grants in Elements (if Awards Management is enabled as a datasource for Grants), and indicate the actions the system will perform.
Configuration | Description | Distributed budget | Internal contribution | External contribution | Extension | External distribution of funds |
Include award amount in base total award external calculations | Include the sub-grant's award amount in the parent's amount awarded calculation on the Awarded Grant in Elements | ☑️ | ☑️ | ☑️ | ||
Create Grant in Elements | Where selected, Elements will create an Awarded Grant for the sub-grant | ☑️ | ☑️ |