Records information on how the status of a proposal (funding cycle) for a sponsored
project has changed over time. Includes
the proposal's ID (INSTITUTION_NO), the status, the effective date of that status,
and information on when and by whom the status data was entered. There is one
PENNERA_PROP_STAT_HIST record per proposal for each change
in the proposal's status.
- Reporting on proposals based on how their status has changed over time.
("How many proposals with Advance Accounts were eventually Awarded?")
||Indexed Data Elements
- There are two different unique identifiers for a proposal (funding
cycle): INSTITUTION_NO and PROP_NO. INSTITUTION_NO is the identification
number assigned by the University. PROP_NO is the identification number used
internally by the PennERA system. For a given record, INSTITUTION_NO does not have
the same value as PROP_NO. While either one may be used when joining PennERA
Proposals tables, INSTITUTION_NO is the one recommended for display in reports.
- Records with an INSTITUTION_NO less than or equal to 05017400 were converted
from the Research Services System (RSS, the system used to track proposals
and awards before October 14, 2003). Other records are for proposals created
- Some proposal status data is also stored in the PENNERA_PROPOSAL table:
the proposal, and (where applicable) the date the proposal was submitted
to the sponsor, the date it was disapproved by the sponsor,
and the initial notification date (the Notice of Award date for the first
award increment). For certain kinds of status analysis (such as seeing how
long it takes for submitted proposals to be awarded), it may be easier to
use the PENNERA_PROPOSAL table than to use the PENNERA_PROP_STAT_HIST table.
- The PENNERA_PROP_STAT_HIST table stores information on how the status of
a proposal (funding cycle) has changed over time. For the current status
for a request (or increment) within the funding cycle, use the PENNERA_REQUEST
(or PENNERA_INCREMENT) table. For information on how the request's (or increment’s)
status has changed over time, use the PENNERA_REQ_STAT_HIST (or PENNERA_INCR_STAT_HIST)
- PROPOSAL_STATUS has an initial value of ‘In Process’ for all
proposal records (and only those proposal records) created in PennERA on
or after Sept. 6, 2005 via the SOMERA Interface (PennERA’s interface
with the School of Medicine’s Electronic Research Administration system).
A proposal that is ‘In Process’ requires further processing before
it is approved for submission to the sponsor. (This is true even though there
may be a non-null value for PENNERA_PROPOSAL.SUBMITTED_DATE.) After the hard
copy of the proposal is received in the Office of Research Services (ORS)
and the necessary additional data is entered by ORS staff, the PROPOSAL_STATUS
will be changed from ‘In Process’ to ‘Pending’. The
SOMERA Interface creates records in PennERA only for proposals whose PROPOSAL_TYPE
is ‘New Project’, ‘Competing (Renewal)’, ‘Change
of Grantee Inst’, or ‘Revision’. The SOMERA Interface is
not used to update data in PennERA.
- Proposals that were created before Oct. 9, 2006 may have status history records with PROPOSAL_STATUS ‘Under Review’ in cases where it ought to be ‘Negotiation’.
- PennERA stores two dates in the proposal
status history record: the PROPOSAL_STATUS_DATE (the date the status went
into effect), and the RECORDED_DATE (the date the proposal
status history record was created).
- When a proposal status history record is being
by a PennERA
values for the PROPOSAL_STATUS_DATE and the
RECORDED_DATE have the system date as their
default value. Before the record is saved, the PROPOSAL_STATUS_DATE
is edited (if necessary) to reflect the date when the PROPOSAL_STATUS
The value of the RECORDED_DATE, however, is always the date when the
proposal status history record was created. For example, if a proposal
as of 10/30/2003, and that change in status was recorded in PennERA
on 11/13/2003, the proposal status history record's PROPOSAL_STATUS_DATE
and its RECORDED_DATE is 11/13/2003.
- Some proposal
status history records have a null value for the PROPOSAL_STATUS_DATE,
the RECORDED_DATE, or both of them.
- The Research Services System, or RSS, was used before October 14, 2003
to track information on sponsored projects. Records converted from this legacy
might have minimal information available
in the PENNERA_PROP_STAT_HIST table.
- Note: data for parent proposals is not currently entered in
PennERA. The PennERA Proposals Data Collection has been designed to accommodate
that data when it becomes available. Note that a program
project will include more than one PENNERA_PROPOSAL record. There
will be one for
the program project as a whole, and one for each sub-project.
The PENNERA_PROP_STAT_HIST records for
a sub-project proposal may differ from the records for its parent proposal.
They may also differ from
the records for another sub-project of the same parent proposal. For example,
if a parent has two sub-projects, the parent and both sub-projects might
have been Pending at the same time, but when the Notice of Award arrives,
the status of the parent and one sub-project might have changed to Awarded,
while the status of the other
sub-project might have changed to
The Proposal Tracking module of PennERA, used at Penn since October 14, 2003
to track information on proposed and awarded
PennERA is the University's electronic research administration
system, providing support to faculty and research administrators
for all sponsored project activity at the University of Pennsylvania.
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