Yes, if applicable, a development database can be used for testing, but once the processing has been tested and finalized, the file will only be processed to production.

Yes. One or more proposal/award files can be provided.

The multiple files will be combined and processed at the same time, as if they were in the same file. First, the proposal files will be combined and processed. Then the award files will be combined and processed. If the same record exists in Award file#1 and Award file #2, then one record will be flagged as a duplicate and the other one will be loaded.

Including both proposals and awards in the same file is not a supported option.

Interfolio uses upsert as a default.

1. If the record is new, it gets inserted.
2. If the record exists…
   • And data exists in the file for that record, it will update the grant information.
   • And if a field is blank in the file, that field will not update  (this option can be disabled).
3. For funding and authors, it checks for any type of change. It will remove the data and refresh it completely with what is in the file.
4. For statuses, if an existing record has a new status provided, the new status will be added.

Institutions may choose to only load new records, and skip all updates. They cannot pick and choose some updates and not others at this time.

Statuses cannot be modified. If the institutional source of record has different statuses, each status sent has to be mapped to a FAR status. For consistency of reporting, there are no exceptions.

The expectation is that for proposals the statuses used will be as follows:

• In Preparation - Not Submitted
• Submitted for Review
• Submitted - Not Funded
• Work Discontinued
• Withdrawn

The expectation is that for awards the statuses used will be as follows:

• Funded - In Progress
• Completed
• Work Discontinued
• Withdrawn

Institutions have the option to provide the Proposal ID in both the Proposal file and the Award file. If the Proposal ID is provided in the Award file and the Proposal record already exists in FAR, then the information in the Award file will be used to update the Proposal record.

There are two options for providing collaborator information. These are listed on the first page of the Grant data model.

• Option 1 (External Authors Only): Last name comma first name space middle initial period. Next a vertical pipe (|) Collaborator Role vertical piper (|) and the Percent Effort closed with a semi-colon and then the next Collaborator's data can be added.
  • Example:  Smith, John A.|PI|1.00 ; Doe,Jane A.|Co-PI|0.50; 
• Option 2 (Internal/External Authors): Collaborators can be listed in a separate file that provides Award/Proposal Record ID, Faculty ID, First Name, Middle Name, Last Name, Contributor Type, and Percent Effort. In this option, both internal and external faculty should be listed in the Collaborator file. As external faculty will not have a Faculty ID this field can be left blank. The associated grant records will need to be in the Proposal/Award file, along with this collaborator file.
   

No, internal collaborators are expected to have their own row of data to include their Faculty ID. In Option 2, any external collaborators can have a blank Faculty ID.

An activity classification can be added to identify the possible sources of data being added to the Grant section.

• Possible options include Manual, IDM, OSP, and more.
• Users can add new Activity Classifications as well as any desires options. See the article on how to customize Activity Classifications for more information.

Default Activity Classifications are those that are part of the FAR standard configuration. They may be modified or used as-is.

Yes. Activity Classifications should be added as columns of data at the end of the file. Any changes to the Activity Classifications should be configured in the database by the institution or on behalf of the institution by Interfolio in preparation for the file processing.

1. If there is no match on the primary faculty ID.
2. If the status does not match accepted values.
3. If the Activity Classification does not match accepted values.
4. Duplicate record(s).
5. If the period end date comes before the period start date.
6. If the award amount is negative.

The entire record will fail to load if an error is triggered. This is due to the constraints of the API.