Conflict of Interest and Confidentiality Agreement Administrator Workflow

The video below provides a brief over of a workflow to collect COI or confidentiality agreements in GLM.

The first step in this workflow is to add an internal process. The COI or confidentiality agreement will be built on the evaluation form of this process. A request will then be manually entered in this process and assigned to evaluators, allowing them to complete their COI or confidentiality agreement.

Add the Process 

1. Click Tools in the upper navigation bar, and then click Process Manager.
2. Click Add Process.
   
   
3. Complete the applicable Add Process fields, and then click Create Process.
   • Name - Provide a descriptive name, such as Conflict of Interest Forms 2024.
   • Visibility - Select Internal. Set Visibility to Internal so no one can apply to this process.
     
     
     
4. Toggle off the LOI stage for the process.
5. Add an application form, but do not add additional questions to the form.
   • Specific questions will instead be added to the evaluation form, detailed in the next section.
   • Set the application due date field to Not Using.

Create the Evaluation Form

1. Click Tools in the upper navigation bar, and then click Process Manager.
2. Click the name of the process.
   
   
3. Click Application.
   
   
4. Click Evaluation 1.
   
   
5. Click Choose Form.
   
   
6. Click Create New Form.
   
   
7. Name the evaluation form, and then click Create New Form.
   
   
8. Add all necessary questions to the evaluation form.
   • Specific questions will depend upon the needs of your foundation. Some common examples include:
     • Instructions to the evaluators on how to complete the form, information about the policy, or other relevant details.
     • A radio button question asking the evaluators if they agree to the terms.
     • A text area question asking the evaluators to provide specifics on any conflicts of interest. 

Add Evaluators to the Process

Each evaluator who needs to complete the form must first be added as an evaluator within the process. 

1. Follow the steps in the Add or Remove Evaluators on a Process section of Configure an Evaluation Stage to add the evaluators to the Evaluation 1 stage of the process.
   
   • If some of the evaluators have a different user role, click the Evaluation 2 tab, add the form from Evaluation 1, and add the additional evaluators in the Evaluation 2 stage.

After the process has been built, the next step is create a request within the process. The relevant evaluators can then be assigned to evaluate the request, allowing them to complete the COI or confidentiality form.

1. In a GLM site, add an organization for the purposes of this workflow. In an SLM site, add an applicant for the purposes of this workflow.
   • Use your foundation's name as the name of the organization or the applicant, or use any placeholder information.
2. Follow the manual request entry workflow to enter a request with the application complete status in the COI or confidentiality agreement process. 

The relevant evaluators can now be assigned to evaluate the request, meaning they will be assigned the COI or confidentiality agreement built onto the evaluation form. 

1. Assign the relevant evaluators to the request that was manually entered in the COI or confidentiality agreement process. 
   • It is recommended to email the evaluators with specific instructions after assigning them to the request.
2. The evaluators can complete the COI or confidentiality agreement from their dashboard as they would complete any evaluation form.

1. Once all evaluators have completed the form, close evaluations for the request.
   • Evaluators can view the form on their dashboard but cannot edit it once evaluations are closed.
   • To instead keep the form open for editing, leave the request in the application evaluations assigned status. 
2. When the current COI or confidentiality agreements are no longer needed for immediate reference, abandon the request.
   • The request and associated evaluation forms can still be accessed from the Requests and Decisions page.
   • To abandon the request, navigate to the Request Summary page, and then click Abandon Request.