Responsibility: ORSPA-PNT
Prepared by: PNT
Work Instruction Number: WI-SN-65

1. GCO workload manager(s) will review tasks in the “Unassigned” queue in ERA Agreements giving consideration to applicable review unit in the Agreement Matrix.  If the agreement should not be managed by the Contracting Services (CS) team or another ORSPA unit, the GCO workload manager will forward it to the appropriate ASU unit team. If the agreement is to be managed by CS or ORSPA,  the following steps will take place.

2. GCO workload manager(s) will verify the task is set up correctly as is the ERA proposal workspace, when needed or applicable for additional information.

3. GCO workload manager(s) will assign task based upon GCO workload and in accordance with predetermined responsibilities determined by the CS Team. Assignment is generally as indicated in the Pre-Award Responsibility Matrix below.

a. For the task to be assigned selecting the workload manager will “Assign Owner” within the Unassigned queue (far right column).

b. Selecting the “Grant and Contract Officer to be assigned:” by clicking the Select button and choosing the appropriate GCO from the list and clicking OK the GCO’s name is entered and it will auto populate. 

c. For incoming agreements, update or confirm the “GCO Reviewer” and “GCO Agreement Reviewer” Tab in ERA Grants FP site with the assigned Agreement Reviewer from the pull down menu and verify the state is “Agreement under Review.” 

4. Once assigned, ERA Agreements tasks will move to the “Verification” state with the assigned GCO name in the GCO Agreement Reviewer field.

5. Once a GCO has, or been, assigned a task, any reassignments should be minimized between GCOs, and between Contracting Services, to ensure seamless support to faculty.

a. When a reassignment is needed, reassignments in ERA Agreements are made by selecting “Reassign Owner” for the task to be reassigned, selecting the new GCO from a pull down menu or by typing in the name (sometimes only typing the first few letters of the last name will generate the selection) and clicking OK. This will move the task to the new owner’s inbox.

Pre-Award Responsibility Matrix

*Includes Mayo, Banner, St. Joseph’s and Barrow Neurological Institute

Contracting Services (CS)	Contracting Services sub group Industry Agreements Group (IAG)
US Government, International Entities (except Industry), State, Local, City, Schools, Universities,  Non-Profit Foundation or Non-Profit Company Collaboration Agreements (Funded and Unfunded)	Industry Collaboration & Master Agreements (Funded and Unfunded)
Government, International Entities (except Industry), State, Local, City, Schools, Universities,   Non-Profit Foundation or Non-Profit Company Flow-Through (including SBIR/STTR & GOALI)	Confidential Disclosure Agreements (CA/NDA/CDA) for the entire University & Skysong Innovations, LLC, except in cases where the agreement may be in support of a federal proposal opportunity, federal proposal opportunity teaming agreement, or federal sponsored project for which other CS team members are involved.
Research Proposals to Government, International Entities (except Industry), Universities, State, Local, City, Schools, Universities,   Non-Profit Foundation or Company	Research Proposals to Industry Sponsor, Public Utilities, Corporate Foundations
Research Agreements from Government, International Entities (except Industry), Universities, State, Local, City, Schools, Universities,  Non-Profit Foundation or Company*	Research Agreements from Industry Sponsor, Public Utilities, Corporate Foundations
Consortium Membership Core Projects & Bylaws	Consortium Membership Agreements/Industry Affiliates Agreements
Specialized Opportunity Confidential Disclosure (CA/NDA/CDA) & Teaming Agreements
	eProject Proposals & Agreements
	Data Use Agreements, Business Associate Agreements
All ASURE agreements regardless of type
	Material Transfer Agreements (MTS) for entire university
	External Sales
Subawards issued under Research Agreements from Government, International Entities (except Industry), Universities, State, Local, City, Schools, Universities,  Non-Profit Foundation or Company*	Subawards issued under Industry Sponsor, Public Utilities, Corporate Foundation or Industry Collaboration Agreements.
Modifications or Amendments to any of the above	Modifications or Amendments to any of the above

In managing workload and customer service expectations, the CS Managers are guided by the Pre-Award Responsibility Matrix above. CS team members collaborate, coordinate or take the lead on an action that is outside this Responsibility Matrix. Additionally, regardless of the Matrix above, tasks may be assigned to any CS team member by upper management for professional development or to address workload capacity issues. The CS Workload managers will be notified when this occurs.