The landing page of the Conflict of Interest module is the My COI page. This page allows an individual to update a COI and it also displays the history of all COI’s for that individual. Once a user saves a COI in the system, the next time they go to complete a disclosure form, the COI will be pre-populated with the information they entered on the one they previously submitted. This should make the process a little simpler for the user the next time.
A Supervisor sees the same thing as an individual. A Super User will see an additional button (‘Go’) on the bottom of the screen (see screenshot below).
The following columns appear in the display grid: Last Notified, Last Modified, Reporting Period, Status, View Report, View Disclosure, Notes, and Action. The Last Notified, Last Modified, Reporting Period, and Status columns can be sorted by clicking on the column header title link. The arrow indicates the screen is sorted to that column in either ascending or descending order. The default sort order of the data is descending in which the COI’s that have been most recently updated (Last Modified) are displayed at the top of the grid.
The page displays 20 records per page. If a user has access to more than 20 records, the paging links located at the top right or bottom right of the grid (First Page | Previous Page | Next Page | Last Page) will allow the user to scroll through all records.
Screenshot of “My COI” for an Individual
Main Screen Elements
Column Name |
Description |
Last Notified |
Last date the individual was last notified to fill out a COI |
Last Modified |
Last date the user modified the COI |
Reporting Period |
Reporting Period for the COI |
Status |
The current status of the COI
|
View Report |
Displays Individual disclosure results (PDF format). |
View Disclosure |
Displays the actual disclosure questions and answers (PDF format). |
Notes |
Displays any notes entered by a Supervisor, Super User, and/or Delegate |
Action |
Update takes the user to the COI forms to be completed |
The Super User will have a slightly different version of this page with a 'Go’ button that allows him/her to Terminate the current “Start / In Progress” COI if for some reason the person did not need to complete a COI. The ‘Go’ button can also be used to change the status of a COI from 'Submitted' to 'In Progress' to allow someone who already submitted to be able to make additional changes. The screenshot below shows the example where the ‘Go’ button could be used for terminating a COI.
Screenshot of “My COI” for a Super User
Updating a Disclosure Statement
Clicking the ‘update’ button from the Action column on the My COI page will bring the user directly into the Disclosure Statement form. The user can make updates and choose one of the following buttons (which are displayed at both the top and bottom of the page for convenience):
‘save for later’ – saves the data without verifying required questions
‘complete this step’ – saves the data and checks that all required questions are answered. Items not answered correctly will be listed at the top in red. To navigate to the actual question that has an error, click on the error message.
‘cancel’ – does not save any updates and will take the user to the COI Forms – Disclosure Summary page
NOTE: Trustees see a different set of questions than shown here. The additional two forms they may be asked about are ‘Trustee Associations’ and ‘Trustee Family Associations and Equity Interests’.
Sample of Disclosure Form
Outside Entity
If the answer to the ‘Outside Activities’, ‘Equity Interests’, ‘Family Associations and Equity Interests’ or ‘Intellectual Property’ questions is yes, then a text box will appear to allow for the entry of the Outside Entity Names. Any Outside Entities listed from the previous COI cycle would be pre-populated in the text box already. The user can select ‘add new’ button that is right next to the text box and that will invoke the Outside Entity Selection page. The user can select an item in the text box and click ‘remove selected’ to remove it. If the last item is removed, the user must switch the parent question back to N or an error will appear.
The user will be asked to search for the Outside Entity or Employer by entering the first character, clicking ‘Search’ and selecting the appropriate search result. If no search result is found, a new entry can be added by clicking on the ‘Add New’ checkbox and entering the value in the text box. This will add the value and allow continuation to the next form by clicking ‘continue’.
When a new value is added, the Super User will review the item under the Data Management tab, where it can be accepted or rejected. If the Super User accepts, there is no change and the new value remains in the database, available for future selection. If the Super User rejects it, no one else will be able to add that name, but it will remain associated with the individual who added it to the system.
Screenshot Outside Entity Selection
When the answer is Yes to the ‘Your Equity Interests’ question, a child question will appear asking you to ‘List a Outside Entity for each Equity Interest’. To list the Outside entity, click the ‘add new’ button located to the right of the text box.
After clicking the ‘add new’ button, the Outside Entity box appears. In this example, Pfizer Pharmaceuticals is selected.
After clicking ‘continue’, you will be returned to the Disclosure Statement form where the name selected, ‘Pfizer Pharmaceuticals’, will appear in the text box.
After clicking one of the three buttons, save for later, complete this step, or cancel, the COI Forms page – Disclosure Summary will be presented.