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The WRRI (Water Resources Research Institutes) 

Student


Integrated Proposal and Evaluation Tracking Tool (IPETT)

  • Plans, facilitates, and conducts research to aid in the resolutions of mission area agendas
  • Promotes technology transfer and the dissemination and application of research results
  • Provides for the training of scientists and engineers through their participation in research
  • Provides for competitive grants to be awarded under through the grants.gov process

Project Owner: Gail Montgomery

Browser Requirements

Browsers currently supported:

  • Google Chrome.
  • Mozilla Firefox.
  • Internet Explorer v11 or later.

Registration

To gain access to IPETT you need to register one of the following:

Logging In

DOI Users

  • Please use your Department of Interior email address and your Active Directory (AD) password.

Non-DOI Users

  • Please use your my.usgs.gov username (the public email address you registered in the Registration steps) and password.
  • Click Login.

RFP (Request for Proposals) Setup

Once you are logged in to IPETT the house icon in the navigation bar will take you back to the main landing page where you will have access to RFP list, New RFP, Proposal List, New Proposal, Proposal Review List, Criteria, Institutions, all Contacts, Principal Investigators and Reviewers.

Criteria, Institutions, all Contacts, Principal Investigators and Reviewers should all be added in detail before starting an RFP or proposal. All of these areas are drop down selections within the setup RFP and Proposal forms. You find them under the Manage section of the landing page https://www.sciencebase.usgs.gov/ipett/.

Adding a New Criteria

On the home page under Manage

Note: All fields that are required are indicated by *.

  • Click Criteria.
  • On the Criteria List page in the navigation bar click + New Criteria.
  • Fill in desired criteria Name.
  • Click Create.
    Note: On the Criteria page you will want to add Criterion. You can add as many criterion as you need. These will show up in both the individual review as well as the group/panel review.
  • Click +Add Criterion.
  • Select a Type.
    Note: You will add the type you wish to see in the review process.
    • Score - is an input from 0 (lowest) to 10 (highest) rating scale for each criterion 
      10 indicates that the proposal is fully satisfied and 0 indicates that the proposal did not satisfy the benchmark.
      Note: this score will indicate the amount of funding in the Final Funding Decision.
    • Comment - enter up to 3 Proposal Strengths and 3 Proposal Weaknesses in the dialog boxes provided
      Short but descriptive responses in bullet form are acceptable and appreciated.
    • Rating Scale – This will display as stars and is an overall rating using the scale of 1=Poor to 5=Excellent.
    • Approval Scale - This will display as a heat signature and is an overall rating using the scale of 1=Poor to 5=Excellent.
    • Fill in a Name and Description (if desired).

 

Creating an RFP (Request for Proposals)

  • Click +New RFP.
    Note: All fields that are required are indicated by *.
  • Select a grant Type from the drop down.
  • Enter a Fiscal Year.
    Note: Use the 4 digit year XXXX.
  • The RFP Stage is moved through the work flow using the buttons at the bottom of the RFP.
    The first stage will start at Setup.
    Note: Once you have moved past a stage you can open the RFP and change the Stage back to one you may have moved past.
  • Enter the Budget that you will be working with.
  • Select a Criteria from the drop down list. (See Adding a new criteria: to add to the list).
  • Select all the Reviewers that will be reviewing the proposals. (See Adding a new contact, PI and Reviewer: to add to the list).
  • Click Create to save your entries.
  • Click Cancel to delete all entries and go back to your previous screen.
  • After the RFP is created you will click Open Proposal Submissions in order to add proposals.
  • Click OK to move this RFP to the next Stage to allow Proposal Submissions.


Editing an RFP

  • Once you have created your RFP you may edit the RFP at Setup, Proposal Submissions, Submissions Verification, Individual Review, Review Verification, Group Review and Admin Review stages.
    Once an RFP is in Projects Live, Closed ■ or Cancelled ■ you will not be able to edit, you will only be able to view the RFP.
    You may also delete the RFP from the show page.

WARNING: This will delete all Proposals/Projects associated with this RFP! 

To Edit the RFP

  • From the home page click RFP List in the navigation bar. 
  • You can filter by Type, Fiscal Year, Stage and Criteria.
  • Click on the RFP Type or Fiscal Year to access your RFP.

To Delete the RFP

  • Click Delete

WARNING: This will delete all Proposals/Projects associated with this RFP!

  • You will receive a pop up, click OK to confirm or click Cancel to stop the deletion of the RFP.
  • Can only be done before the Proposal Submission stage.

To Make Changes

  • Click Edit.
  • Click Update to save changes.
  • Changes will be lost when you click Cancel.

RFP Stages

Note: The stages are in sequential order. Each stage must have the previous stage completed to move on. Access though RFP list and specific RFP you are moving.

1 - Setup - setup in progress.

2 - Proposal Submissions - At this stage you are able to submit proposals.

To start Proposal submissions:

  • From the RFP show page click Open Proposal Submissions.
  • Click OK to move this RFP to the next Stage to allow Proposal Submissions.

3 - Submissions Verification – All proposals need to be registered or canceled.

To start Submissions Verification:

  • From the RFP show page click Verify Submissions.
  • Click OK to close the Proposal submission window and start the verification of submissions Stage.
    You may move the RFP to Projects Live, this will skip the review process.
  • From the RFP show page click Project Live.
  • Click OK to move this RFP to Projects Live Stage.
    Note: This will apply funding decision to all Proposals: partially and fully funded Proposals will be accepted, not funded Proposals will be rejected.

8 - Projects Live - All projects on-going.

To move to Projects Live:

  • From the RFP show page click Projects Live
  • Click OK to apply funding decision to all Proposals: partially and fully funded Proposals will be accepted, not funded Proposals will be rejected.
  • Promised deliverables are added.
  • Deliverables are reviewed on each accepted proposal.

9 - Closed ■ - All projects are closed or completed.

To move to Closed:

  • From the RFP show page click Close RFP.
  • Click OK when you are sure you want to CLOSE this RFP.

10 - Cancelled ■ – Entering this will cancel all proposals associated with the RFP.

To cancel:

  • From the RFP show page click Delete.
  • Click OK when you are sure.
  • This can be done at any RFP stage.

Adding a Proposal to an RFP

To access the Create Proposal digital form there are two ways:

  • Through the RFP.
    • From the home page click RFP List in the navigation bar. 
    • You can filter by Type, Fiscal Year, Stage and Criteria
    • Click on the RFP Type or Fiscal Year you wish to add a proposal
    • Once on the RFP show page click +Add Proposal
    • Through New Proposal
      • From the home page click + New Proposal

Note: The auto populated RFP will be based on the most recent fiscal year. Only RFP’s that are open to receive submissions will display in the dropdown. You will need to change to the RFP you wish to add a proposal.

Create your proposal by uploading a Zip file.

  • On the Create Proposal page find Import Proposal Data from Zip File.
  • Click Browse… to select a file.
  • Select the Zip file.
  • Click Create to apply the Zipped data.
  • The available data will auto populate the form.
  • Click Edit to fill in all additional fields that apply to the RFP.

Note: All fields that are required are indicated by *.

Adding Expected Deliverables to a Proposal

  • From the home page click Proposal List in the navigation bar. 
  • You can filter by RFP, Stage, Applicant and Panel Category.
  • Click on the Proposal Title you wish to edit.
  • Once on the Proposal show page click Edit.
  • Click + Add Deliverable.

Note: All fields that are required are indicated by *.

  • Select a Type from the drop down.
  • Fill in desired Name.  
  • Fill in desired Description.
  • Check if you have an Example.
  • Fill in desired Due Date or leave empty to default to Proposal End Date.

Editing a Proposal

  • From the home page click Proposal List in the navigation bar. 
  • You can filter by RFP, Stage, Applicant and Panel Category.
  • Click on the Proposal Title you wish to edit.
  • Once on the Proposal show page click Edit.

Adding Deliverables to a Proposal

  • From the home page click Proposal List in the navigation bar. 
  • You can filter by RFP, Stage, Applicant and Panel Category.
  • Click on the Proposal Title you wish to edit.
  • Find Proposal Deliverables.
  • Click the deliverables Name, Type or Status.
  • Click + Upload New File.
  • Click Browse…
  • Select the deliverable file you wish to upload.
  • Click Update.

Deliverable Review

  • From the home page click Proposal List in the navigation bar. 
  • You can filter by RFP, Stage, Applicant and Panel Category.
  • Click on the Proposal Title you wish to edit.
  • Find Proposal Deliverables.
  • Click the deliverables Name, Type or Status.
  • Click Edit
  • Enter Delivery Date
  • Input Rating from 1 to 5: 1=Poor, 2=Marginal, 3=Satisfactory, 4=Very good, 5=Excellent
  • Fill in desired Comment.
  • Click Update.

Proposal Stages

Note: Access though Proposal list and specific Proposal you are moving.

  • Registered 
    • New proposal registered, submitted and under review. RFP stages 2 – 7
    • All Proposal start at this stage and remain here until Accepted or Rejected.
  • Accepted 
    • Proposal is accepted and is now a project.
    • From the Proposal show page click Accept Proposal.
    • Click OK to accept this Proposal.
  • Admin Verification 
    • This starts the projects admin verification of deliverables.
    • From the Proposal show page click Start Admin Verification.
    • Click OK to move this Project to the Admin Verification Stage.
    • Notifications are sent out to Managers that expected deliverable review needs to be completed.
    • You can send the project back to Accept Proposal.
  • Funding Verification 
    • This starts the projects funding verification.
    • From the Proposal show page click Start Funding Verification.
    • Click OK to move this Project to the Funding Verification Stage.
    • Notifications are sent out to Managers that the deliverable review is complete and funding needs reviewed.
  • Project Live 
    • On-going project and deliverable submissions in progress.
    • From the Proposal show page click Project Live.
    • Click OK to move this Project to the Project Live Stage.
  • Deliverable Review 
    • Deliverables delivered, admin review in progress
    • (PI) click Submit Deliverables
    • Notifications are sent out to Managers that deliverables are uploaded.
  • Incomplete 
    • The project requires better or further deliverables.
    • From the Proposal show page click Incomplete Project.
    • Click OK to move this Project to the INCOMPLETE Stage.
  • Complete ■  
    • Project is completed.
    • From the Proposal show page click Complete.
    • Click OK to set this Project to the Complete Stage.
  • Rejected ■ 
    • Proposal or Project rejected.
    • From the Proposal show page click Reject Project.
    • Click OK to REJECT this Project.
  • Cancelled ■ 
    • Proposal or project cancelled.
    • From the Proposal show page click Delete.
    • Click OK to delete this Project.
    • This can be done at any proposal stage.
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