REMINDER: Cayuse Migration – Downtime TONIGHT Monday 11/27 at 5PM

Dear Colleagues,


This is a reminder that the migration process for the Cayuse platform will begin tonight at 5PM. The system will be down through 12pm tomorrow.


Please review the message below for details – and forward to your faculty & staff colleagues as necessary.

Please let the ERA Team know if you have any questions.


Thank you,

The ERA Team




From: OR – Electronic Research Administration
Sent: Wednesday, November 22, 2023 11:27 AM
Subject: Cayuse Migration – Downtime on Monday 11/27 at 5PM
Importance: High


Dear Colleagues,


UCI and Cayuse have been working together to migrate the system to their newly updated Cayuse Platform. This migration will modernize our Cayuse instance and will provide us with more flexibility in support and features from the vendor moving forward.  


The interface of Cayuse Proposal will not change; however, there will be a minor change on navigation within the system to get to Proposals. Upon logging in, you will be brought to a landing page called the “My Tasks” that will look like this:



To get to the Proposals module, you will need to click Products in the upper right corner, and then select Proposals (S2S):



The Proposals module will remain the same. The only change to it will be the Profile management. Department users will no longer be able to create Profiles on their own due to the fact that a User Account must also be created (in order for them to access Cayuse). Therefore, Profile creation will be reserved for the ERA Team. Please plan ahead and let the ERA Team know if you need a profile created for an individual.


The ERA Team will plan on providing several Office Hours opportunities to go over the system and to answer any questions. Please keep an eye out for those email notifications once dates are determined.


To facilitate this migration, there will be scheduled downtime in two phases:


  1. Cayuse Downtime: Monday, November 27th from 5pm through Tuesday, November 28th at 12pm. **please see Note below**
    1. During this period, Cayuse will be unavailable; and the sync feature with KR will not work
  1. KR Downtime: Wednesday, November 29th from 7pm to 8pm
    1. During this time, KR will be unavailable, and thus the sync feature will not work either


Once the deploy of the updates is complete after 8pm on the 29th, both Cayuse and the KR with the sync feature will be functional again.



We realize Cayuse being down for part of the work day on the 28th is not ideal, however, it is necessary in order for the migration to complete. Cayuse Proposal is expected to be up and functioning after 12pm, so there will be ample time to still submit any proposals that afternoon. However, if you or your faculty are feeling uneasy about that downtime, you do have the option to utilize Workspace or NIH ASSIST for your submissions during that time. Your SPA Officer will be ready to submit through whichever mechanism you and your faculty choose. We just ask that you plan ahead and let your SPA Officer know if you are choosing one of those other options so that you have time to get the application completed.


Please let the ERA Team know if you have any questions or concerns.

Thank you,

The ERA Team





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