Scan & Link: OSR Time & Effort Reports for Finance Office

Statement

In order for forms to be routed to the FO - Grant Doc Sort queue in Perceptive, they must first be scanned and linked to the submitter’s record in Colleague (most often a faculty member). Once linked, Perceptive can "screen scrape" data from Colleague to route the form through the FO - Grants Time & Effort workflow. The following instructions apply to the Finance office staff, PI and Dept Chair reviewers and team member that may assist with this task.

Colleague Screens

• XSPV

Perceptive

The Scan & Link process requires the desktop version of Perceptive (Perceptive Client). Submit a Help Desk ticket to have installed if needed. Task review and approval may be done using the Perceptive Web application.

Step-by-step Guide

• Open Perceptive and login using your Valpo username and password. 

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• A pop-up menu will appear. Workflow is the area where Scan and Link is performed.

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• The first time you open workflow:

  • Click the small arrow to the right of "Workflow"

  • Select FO - Grants Time & Effort

  • Select FO - Scan & Link. Grants This sets your default to scan & link so that every time you open workflow, you first see this drawer. 

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NOTE: Alternatively, you may click on Workflow in step 2 and navigate through the Perceptive drawers and folders similarly to windows file explorer. Use the plus and minus signs to open and close "drawers" to view content.  For this purpose, navigate to FO - Scan and Link Grants

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• Log in to Colleauge UI using the Chrome browser

• In Colleague UI, go to the XSPV screen

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• Enter the Submitter’s name or ID that should be linked to the “OSR - Time and Effort Report” form open in Perceptive. Click OK. This will be the person who is reporting their Time & Effort.

  • The faculty file will appear. Review it to ensure the correct faculty member is listed then,

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Double click to open. The faculty member information now appears on the Colleague screen.

• Keep this screen open and active on one of your monitors.

• On the monitor where the Perceptive form is open, locate the golden key logo.

• Click the golden key logo to pull information into the form. After a few moments, the faculty member’s Colleague information will populate into the Properties tab pictured above.

  • Note that the Funder, Non Grant %, GL number, and Percent T&E will automatically populate based on form data. They should be confirmed for accuracy.

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• Use the drop-down in the OSR - PI/Reviewer field to select the userid of either the PI of the grant, or the Dept Chair if the submitter IS the PI.

• Once all information is in place, click “route forward” (paper w/blue arrow) at bottom of screen. 

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• The document will then route to FO - Awaiting PI Review, where it will assign a task to the person in the OSR - PI/Reviewer field. That person will receive a task via email to review and approve the document.

• After the review task is complete, the document will route to the FO - Grant Archive queue, where it will remain for 90 days before being removed from workflow.

REPEAT: Perceptive automatically opens the next document in the queue. Repeat the steps above for each document in the scan & link queue. 

Helpful Tip: Before routing, it is helpful to make sure all fields are filled in. Any fields containing unusual data such as "Inquiry field VAR7," "populated by script," " Window LIST.VAR1 row 1 Inquiry field LIST.VAR11," etc. will cause routing errors. Complete a help ticket to report errors and request assistance.

Missing information will display as:

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