ORCA
ORCA database
ORCA is the Online Management of Research Contracts and Awards project.
To monitor the progress of an award/ contract, or to view the details of any outstanding actions, you can log onto ORCA.
Some brief notes of guidance relating to the ORCA tool are provided below.
Guidance
Logging In
Users should log onto the system using their usual UoB username and password.
What is ORCA?
ORCA is the Online Management of Research Contracts and Applications. It is an online system that records all grant applications, awards and any associated agreements relating to the award.
Users are able to view all details and any outstanding actions needed for the setting of an award (i.e. pre go-live), for example viewing the application details, contract award information, contractual negotiations, outstanding costings required, status of signatures required for contract, Finance code created.
Ownership of ORCA
ORCA is jointly owned by Finance and RED (Research and Enterprise Development). Staff in these offices are responsible for inputting the data onto the system from inception to completion of the ORCA record. Departments are able to view the data and should inform Finance/RED of any updates or amendments not showing on the system.
Type of contracts recorded in ORCA
- Research
- Consultancy
- Consultancy procured (by the University)
- Studentships
- Other General Research or Teaching Agreements
- Memorandum of Understanding
- Material Transfer Agreements (MTA)
- Non Disclosure Agreements (NDA)
- Licence Agreements
- Subcontracts
- Collaboration agreements
- Research/grant applications
Notification of ORCA Record
When an ORCA record is created with details of a new contract or award, the Project Lead, Head of Department/School and Departmental Administrator will be sent an email from the ORCA team. This email notifies the user of the unique ORCA ID relating to this award, and provides a direct web link to the ORCA record so they are able to view the details and any outstanding actions. The email also provides the basic information regarding the award e.g. title, funder (if relevant).
Access within ORCA
Project Leads named on the application and/or award are able to view the details held within those ORCA documents. Heads of Department/School and named departmental administrators are able to view award details of all applications and awards relating to their particular department/school.
Where there are confidential contractual issues, RED is able to mark a contract as confidential removing all default access rights, and are then able to add specific named individuals e.g. Project Lead in order to reinstate their access as appropriate.
Searching for an Application or Contract
If the user knows the ORCA ID then they are able to search for the individual ID in the top of the screen (button called ‘Search Contracts/Applications by ORCA Id’.)
To view all applications or awards relating to a department, on the left-hand navigation bars users can click on All Applications or All Contracts.
From here they can view the summary information of the record by clicking on the ORCA Id: Title field. In order to search for a specific document, users can then click on the ‘Change or clear your contract filter’.
Viewing Summary Details for an Application or Contract
To view the summary information of the ORCA record, once the user has successfully searched for the record (see Searching for an Application or Contract above) they should then click on the ORCA Id: Title field.
Linked Documents
These are a group of two or more related applications or contracts. For example a research contract may have an initial application, and also require a Collaboration Agreement with a project involving multiple partners. We would therefore have a main Research contract, and a linked application and Collaboration Agreement.
Subcontracts in ORCA
These contracts are required where the University is passing on funds received on a project to another party. Therefore it is money going out of the University rather than funds coming in.
Monitoring progress of awards & contracts (the Progress Log)
To monitor the progress of an award / contract logged in ORCA users should access the Progress Log. This shows all the events that are required in order for the award to go live.
It shows dates of specific actions to date, highlights any outstanding actions and the relevant action holders (e.g. Finance, Department) and provides any other notes that may be of additional use.
To access the Progress Log, users can either view contract details (see Searching for an Application or Contract above) and then click on the Progress Log button on the left-hand navigation bar, or view all contracts (see Searching for an Application or Contract above) and then click on the Progress Log icon in the far right hand column of the table of documents.
Useful Links
The fEC tool for Project Costing
Finance Department (except the Student Funding Office)
Who to contact for further ORCA assistance
|
Role |
Name |
|
RED Representative |
|
|
Finance Representative |
If you have comments or questions please email the ORCA team on the following email address: