https://research.ouhsc.edu/ora Parent Page: Research Administration id: 26722 Active Page: SoonerTrack II Supportid:27698

SoonerTrack II

IMPORTANT UPDATE: Please note that the Principal Investigators (PIs) and Personnel who have never logged into https://fs.ou.edu previously will need to log in once to show up for their Departments/ORGs in the Request Forms. If they have not logged in, department support will not be able to route Request Forms for them.

SoonerTrack II system is now fully operational! All proposals must be routed through the new system for review, institutional approval, and submission to the sponsor.  

Benefits of the new system include:

  • Improved user experience with streamlining processes and more transparency.
  • Improved workflow and smart forms.
  • End-user reporting capability.
  • Reduced errors with direct connection to PeopleSoft Financials.

 

 

SoonerTrack II Live Q&A sessions

Have a question about the new SoonerTrack system? The Office of Research Administration (ORA) invites you to attend one of the SoonerTrack II Q&A sessions listed below, where you will have the opportunity to ask questions and receive answers from the subject matter experts. Registration is required. All sessions will be hosted virtually via Zoom. Questions may also be submitted ahead of time to soonertrackhelpdesk@ouhsc.edu.     

  • August 17, 2022 10:30 AM – 11:30 AM      Register here
  • August 24, 2022 10:30 AM – 11:30 AM      Register here
  • August 31, 2022 10:30 AM – 11:30 AM      Register here

 

Resources 

The following user guides have been developed to assist with use of the SoonerTrack II system. This section is intended as a living document and will be updated on a regular basis to ensure as much material is available as possible.

Introduction to SoonerTrack II Training

Quick Start Guide for Principal Investigators, Unit/Departmental Staff

User Guides for Principal Investigators

User Guides for Unit/Departmental Staff

User Guide for Departmental Leads

Department Setup Table

User Guides for Sponsored Programs Administrators

SoonerTrack II Flow Chart

FAQs

  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 both Virtual Desktop and GlobalProtect VPN to use SoonerTrack II remotely? No. If you work off-campus, you will need one of them 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. SoonerTrack II is separate from the financials portion in PeopleSoft.
  5. 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.
  6. Am I able to view the tickets/Request Forms for everyone in my group? You 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.
  7. 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.
  8. 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.
  9. 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 
  10. 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.
  11. 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
  12. How will we be able to link agreements? Either by "creating linked request" or by using the "related requests" grid on the request form.
  13. 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.
  14. 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.
  15. How can I see the proposals that I have created? You can see you proposals by using Manage Request Dashboard.
  16. Will I get reminder emails for signatures/approvals for PIs, etc.? No. You will get the initial email.
  17. When discussion is logged, are participants notified via email? YesA daily digest will be sent out every morning to the participants.  We are working on developing some real time notifications for targeted users. 
  18. 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.

Access Request Forms

 

 

Who do I contact if I have questions or comments regarding SoonerTrack II?

We encourage your feedback!  Please send questions or comments to the Help Desk at soonertrackhelpdesk@ouhsc.edu.