Pre-Proposal Review

Pre-Proposal Review is configured as either Simple or Complex; set in Call Management. 

• Simple : Reviewers apply a single rating and comment to assigned proposals.
• Complex : Reviewers apply scores for up to five evaluation criteria and a comment to assigned proposals. 
  If 'Complex' pre-proposal review is chosen, you must create an Evaluation Criteria Set for it in FMP (Reviews > Evaluation Criteria Sets).

Pre-Proposal Review Instructions also need to be verified; see Instructions Sets for Calls and Reporting Periods.

Also, confirm that the Pre-Proposal Review Deadline is correctly set for the call in Call Management.

For each proposal,

1. In FMP, go to Pre-Proposals > Coverpage, and click the button: 'PDF: All parts for this proposal' under 'Reports'. This triggers creation of a folder on the user's desktop named for the related Proposal ID, into which the system deposits the pre-proposal coverpage, narrative, budget worksheets or 90-4s, CV / resumes, and any other miscellaneous uploads.
2. Use a program like Adobe Acrobat to compile all of these pdfs into a single pdf named for the related Proposal ID (e.g. 'Bray_1234.pdf').
3. Go to Pre-Proposals > Files, and upload the compiled pre-proposal pdf via the blue upload button. The uploaded pre-proposal will become available to the proposal PI via the Control Panel, eSG Admins via the Administrative Review web interface, and to pre-proposal reviewers in the Pre-Proposal Review web interface.
4. At the top of Pre-Proposals, toggle 'Accepted for Review?' to 'Yes'.

Add / Edit Reviewers

• At a minimum, the following fields must be populated when adding a reviewer: last name, first name, email, and password (use blue [+] button to generate).
• Add the role of 'Pre-Proposal Reviewer' via the Roles list at top-right, and set the role status to 'active'.

Roles are used for eSG system and organizational purposes. The following roles are used by eSG to permit access to web interfaces and SHOULD NOT BE ALTERED:

Pre-Proposal Reviewer
Peer Reviewer
Panel Reviewer
Admin
Sub-Admin

Other roles may be added and applied to reviewers, depending upon your program. For example, if you have two groups of peer reviewers, you'd assign everyone in the group to the 'Peer Reviewer' role, and then assign each group to its own organizational role.

Assign Reviewers to Pre-Proposals

Reviewers may be assigned to proposals either from the Reviewers or Pre-Proposals layouts.

1. (from Reviewers) Select the Assignments tab. You may assign pre-proposals to a reviewer by call or proposal. To assign a reviewer to an entire call of pre-proposals accepted for review, use the select drop-down at right. To assign a reviewer to a specific proposal (among active calls and proposals accepted for review), click the green [+] button beneath 'Assigned Pre-Proposals for Review', and select the proposal via the drop-down that appears.
    
2. (from Pre-Proposals) Select the Pre-Proposal Reviewers tab. The list "Active Pre-Proposal Reviewers" reflects all reviewers assigned to the role "Pre-Proposal Reviewer", with a status of "active". To assign a reviewer in this list to the proposal in view, click the green [+] button.

Email Reviewers

• Use the appropriate email template customized for your program, which includes reviewer-specific login privileges and pre-proposal review instructions. [ see General Information - RFP - Email Tool ]

The presents to the reviewer all pre-proposals assigned to them, including the compiled pre-proposal PDF uploaded by the eSG Admin.  Evaluation fields reflect the pre-proposal review configuration (Simple or Complex) chosen for the call (see above). Reviewers are able to access the Pre-Proposal Review web interface only if they have active pre-proposals assigned to them.

Viewing

Reviews are viewable via the or FMP, as they are added by reviewers. Only pre-proposals whose "Accepted for Review?" field is set to 'Yes' will appear in this interface. The Admin Review web interface shows reviews by proposal, while FMP shows reviews...

• when browsing by proposal
• by reviewer
• as a list via Reviews (which includes the Rating of Review field supporting Reviewer evaluation, found in Reviewers > Evaluation)
• via Reports > Review Reports.

Retrieving

eSG Administrators have several options for retrieving pdfs of pre-proposal reviews:

1. By Proposal :
   1. : click 'Pre-Proposal Reviews' for a pre-proposal, and then export or print the pop-up window as a pdf 
   2. FMP > Pre-Proposals > Reviews: Click 'View: Pre-Proposal Reviews (this proposal)' (blinded/unblinded), and then 'Save as PDF'.
2. By Call, sorted by Proposal or Reviewer : FMP > Reports > Review Reports: Select call, then click either
   1. 'View: Pre-proposal reviews, by proposal' (blinded/unblinded), and then 'Save as PDF'
   2. 'View: pre-proposal reviews, by reviewer', and then 'Save as PDF'
3. By Review : FMP > Reviews: Switch to Form View of desired review and then save as PDF via the FMP main menu.

Review Tracking Grid

This feature (accessed via Reviews layout) lists scores/ratings, averages, and reviewers for submitted reviews in a 2D grid. Place the cursor over ratings to see the associated reviewer name.

Reviewer Evaluation

• Each review may be rated via the Reviews layout, or through the 'Reviews' tab of the Reviewers layout.

• Each reviewer may be evaluated or described using the 'Evaluation' tab of the Reviewers layout. You may include, keywords, comments about the reviewer and their performance, view the average quality of their reviews, and apply ratings.