Responsibility: ORSPA-PNT
Prepared by: PNT
Work Instruction Number: WI-SN-70
This work instruction consists of the following sections:
Agreement verification
1. GCO will verify whether or not proposal has been completely reviewed by PNT or IAG GCO, through one of two ways:
1.1. Access the report Proposals Submitted with No Review and search by FP Number in the Find field. If nothing is found, the proposal is fully reviewed.
1.2. Click “The PNT has updated the review status” in the History section of the ERA Workspace. Check for complete review: “Proposal reviewed against PNT Checklist Complete review.
1.3. If a proposal is marked “No Review” or “Partial Review,” run “Notify PNT” action to let PNT or IAG GCO know, then continue.
2. Once verification has been completed, the GCO has options to move forward with the agreement which are described in the next section.
Subaward verification
1. GCO or Student Worker will gather all the relevant verification items and confirm the state is “Verification”.
2. The Student Worker will complete the verification process in accordance with Subawards Verification Job Aid and “Reassign” the Subaward task to a GCO to proceed with the Subaward negotiation.
3. Following GCO assignment the task will appear in the assigned GCO’s ERA “My Home” page within ERA Agreements. The state will be “Verification.”
4. The state will remain as “Verification” until the GCO has received all required subaward documents as identified in the subaward checklist and ready to draft the Subaward Agreement.
5. Once verification has been completed, the GCO has options to move forward with the agreement which are described in the next section.
Agreement negotiation
1. Before any negotiation begins, a decision or multiple decisions will need to be made on the best method to reach a deal that is mutually satisfactory and acceptable for the parties. For these decisions, the GCO has their colleagues as well as the following guidance: Pre-Award Negotiation Job Aid, Contract Negotiation Guidance, FAR Tool and other job aids based on the agreement type, see related content.
2. The process of negotiation includes the following states:
2.1. Negotiating
2.2. With Internal Parties
2.3. With External Parties
2.4. Suspended
2.5. Canceled
2.6. Task Completed
2.7. Executed/Awarded
2.8. Signature Process
The states of Task Completed, Executed/Awarded and Signature Process are included in the negotiation process and the detailed steps on when to run these states are in “Execute and Distribute”.
3. Each one of the above states has been defined within ERA Agreements and the GCO can move from state to state by running the activities identified in ERA Agreements. An example is “Move to Negotiating” changes the state to “Negotiating” .
4. In the majority of the ERA states, the GCO has the ability to run the following activities and actions. These activities and actions have been defined within ERA Agreements on when and how they should be used.
4.1. Activities
Copy Task Request Email
Generate Agreement Create PUblic Comment
Create Snapshot
4.2 Actions
Edit Task Request
Printer Version
View Differences
5. At all points during the negotiation of an agreement if the Sponsor or Subrecipient’s terms and conditions are different than what the university can accept, GCO will proceed to Business Decisions.
6. If an agreement or subaward has been reached with the Sponsor or Subrecipient and no business decision is needed, the GCO will proceed to “Execute and distribute”.
Business decisions
1. At any point during the review and negotiation of an agreement or subaward, if there are terms and conditions that are unacceptable to Arizona State University in which the GCO anticipates or has been unsuccessful in negotiating, Pre-Award management or other ASU internal parties may be contacted for possible ways to work around those concerns and the business risk they pose before the process of negotiation proceeds or continues.
2. Any non-standard terms accepted or business decision(s) made will be captured within the Negotiation Information Smart Form notes/comments sections 6.0 and 7.0.3. For additional guidance, please see the Business Decisions Matrix Tool.