EPEX Upgrade Announcement

As previously announced, an upgrade to the PeopleSoft Financial System (COMPASS) will occur in November.  Compass includes the Emory Proposal Express (EPEX) Proposal Routing System.  This will have a direct impact on proposal routing in November.  Users will not be able to access Compass or EPEX from Thursday, November 10, 2016 until noon on Monday, November 14, 2016. 

Am I Impacted?

If you are a Principal Investigator or an EPEX user who currently has an active proposal in EPEX or you have plans to submit a proposal in November, then you may be impacted.

What is the Impact?   

  • EPEX Routing and proposal submission will not be available from November 10-14.
  • FOR EPEX Records Related to Proposals (e.g. grants, etc.):  By the 5 p.m. on November 9th, ALL ACTIVE proposals must complete all workflow stages in EPEX (through the final Institution Approval stage) AND must be submitted to the Sponsor.
  • FOR Contracts Routing for Negotiation Including Sponsored Clinical Trials:  By the close of business on November 9th, ALL routed contracts must complete all workflow stages in EPEX (through the final Institution Approval stage). The Industry Contracting Group will endeavor to complete the final Institution Approval stage in EPEX for industry contacts that have reached the contract analyst stage in the workflow by the close of business on November 9th.   

Any EPEX record that has not reached OSP/OTT and was not handled as described above, regardless of the current state in workflow, will need to restart the routing process after the system becomes available on November 14, 2016. The EPEX record will remain intact and should be used to re-start the routing process once the system is available. A new record will not need to be created.

What do I need to do?

Follow these guidelines:

Sponsor Due Date ON or PRIOR to November 16:

  • Enter your proposal into EPEX as early as possible to ensure there is time to complete ALL approval routing steps and the sponsor submission process by November 9.  

Sponsor Due Date AFTER November 16:

  • Process as noted above so that it is submitted to sponsor by November 9, OR
  • Enter into EPEX on or after November 14

If you have any proposals with a due date of November 16 or earlier, please notify your RAS representative as soon as possible so they can support the proposal routing process and assist you in ensuring that these are submitted to the sponsor by November 9.

Any questions regarding above should be submitted to your RAS Representative or Holly Sommers. 

Note:  The largest deadlines which will be impacted include, but are not limited to, the following:

14-Nov-16

NIH Deadline - Ks

15-Nov-16

NSF Full Proposal Deadline (9 programs) and NIH Progress Reports

16-Nov-16

NIH Deadline – R03s/R21ss - renewals, resubs, revisions

16-Nov-16

NSF Full Proposal Deadline (7 programs)