SoonerTrack II

• Video
• Presentation (PDF)

Quick Start Guide (PDF)

Create a New Request Form

• Grant and Federal Clinical Trials (PDF)
• Clinical Trial Agreement (PDF)
• Material Transfer Agreement (PDF)
• Data Use Agreement/ Date Sharing Agreement/Data Transfer Agreement (PDF)
• Confidential Disclosure Agreement (PDF)
• Professional Services (including Speaking Agreements) (PDF)
• Independent Contractor Agreement (ICA) (PDF)
• Subcontract/Sub Award Out (PDF)

Approve a Request Form (PDF)

Approve a Compliance Form (PDF)

Discussion Usage  (PDF)

Advance Account Usage (PDF)

Search Dashboard Usage (PDF)

Create a New Request Form

• Grant and Federal Clinical Trials (PDF)
• Clinical Trial Agreement (PDF)
• Material Transfer Agreement (PDF)
• Data Use Agreement/ Date Sharing Agreement/Data Transfer Agreement (PDF)
• Confidential Disclosure Agreement (PDF)
• Professional Services (including Speaking Agreements) (PDF) 
• Independent Contractor Agreement (ICA) (PDF)
• Subcontract/Sub Award Out (PDF)
• Affiliation Agreement (Students/Residents/GME) (PDF)

Approve a Request Form (PDF)

Discussion Usage  (PDF)

Advance Account Usage (PDF)

Search Dashboard Usage (PDF)

Request Review Usage (PDF)

Department Setup Table

• Video
• User Guide (PDF)

• Reports and Query Viewer (PDF)

Expedited Review for Professional Services (PDF) 

Approving a Request Form with an Indirect Cost (IDC) Exception (PDF)

Reviewing Formal Review Requests

Discussion Usage (PDF) 

Formal Review Usage (PDF) 

Forwarding an email and utilizing Email Chatcher (PDF)

Flow Chart (Approval Path) (PDF)

1. How can I access SoonerTrack II? You may log in to SoonerTrack II at: https://fs.ou.edu
2. Is Sooner Track II linked to PeopleSoft Financials? Yes, it is part of the PeopleSoft Financials system.
3. Do I need Virtual Desktop or GlobalProtect VPN to use SoonerTrack II remotely? No. SoonerTrack II is now accessible off-campus through Self-Service at: selfservefs.ou.edu. As a result, you will not need to use the GlobalProtect VPN (Virtual Private Network) or MyDesk VDI service (Virtual Desktop Infrastructure) when off-campus to access the SoonerTrack II system.
4. How much post-award information is available in SoonerTrack II? Principal Investigators (PIs)/Department Staff don’t have access to award details. Only ORA has access. 
5. How do I determine the Financially Responsible Department? ORA does not determine the Financially Responsible Department that is chosen for the project. That is a departmental decision. Your departmental lead or Business Manager should be able to direct you in this; however, here is some general guidance: If it is a sponsored project, whoever/the department that would be managing the account and project if it is awarded. If it is an agreement, it would be whoever is responsible for oversight of the project.
6. Will the previous agreements entered in SoonerTrack I be accessible in the new system? If the agreements are in an active or a pending status, they will be in the new system.
7. Am I able to view the tickets/Request Forms for everyone in my group? Y ou will be able to see any Request Form for your ORG/Department if your Departmental Lead/Business Manager adds you as a User to the Department Setup Table in SoonerTrack II.
8. Will the participating departments be able to see the routings that their PIs have participation on? Not unless that ORG Departmental Lead/Business Manager adds the Person to their Department Setup Table in SoonerTrack II.
9. I need view or edit access to the Request Forms for my department. Whom should I contact? Please contact your Business Manager or contact us at soonertrackhelpdesk@ouhsc.edu.
10. I have some questions about routing in SoonerTrack II. Whom should I contact? For proposal-specific questions (what/when to route) please contact your Sponsored Programs Administrator (SPA) or his/her supervisor or email hscora@ouhsc.edu. Please send any system-specific questions to SoonerTrack Help Desk at soonertrackhelpdesk@ouhsc.edu. Find your SPA: https://research.ouhsc.edu/ResearchAdministration/AboutORA/SPA 
11. Are the PIs able to initiate the Request Form themselves or will they be dependent upon the Departmental Staff initiating the form? The PIs can initiate the Request Form.
12. I want to request a No Cost Extension (NCE) for my grant. Do you I need to create a new Request Form?  No. It will be via Request Review
13. How will we be able to link agreements? Either by "creating linked request" or by using the "related requests" grid on the request form.
14. Why am I receiving request form notifications that I’m not involved in approving? You are receiving that email because you are listed on the department setup table for a particular ORG and you have Dept. Notification checked to Yes. If you should be on the table but only want to receive notifications regarding your role in the workflow, Dept. Notifications can be turned to No.
15. For multi-PI grants, such as the PHF team grant, would it be possible for the Request Form to appear in more than one PI’s list? Request forms will only show up in their list if they are the routing/contact PI, same as in old SoonerTrack.
16. How can I see the proposals that I have created? You can see you proposals by using Manage Request Dashboard.
17. Will I get reminder emails for signatures/approvals for PIs, etc.? No. You will get the initial email.
18. When discussion is logged, are participants notified via email? Yes. The assigned SPA, the initiator of the Request Form, and any Notified User(s) added by SPA will get the real time notifications when a comment is posted in General Discussions.
19. How are ICAs being handled in the new SoonerTrack II system? We are working on a process to convert all ICAs and SUB outs to the new ST II system.  It will create a record for everything that is Active or expired after 1/1/2022. New SUB outs and ICAs can be entered and processed in the new SoonerTrack II system.