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Managing the Electronic Process
May 4, 2011Presented by:
Steve Beach, Research Admin CoordinatorCollege of LSA Research Office
Peggy Westrick, Senior Manager, College of LSA Research Office
LSA Research Administrators Information Network (RAIN)
Day Five
1
Submitting
proposals
Department and
PI
Have a good
Business Process for managing Research
Administration
Start here
Managing the
awards
Keeping up with
the rules
Training staff
Advocating for faculty
Being a good
steward of funds
Keeping my
career on track
Being a good
communicator
Time manageme
nt
BIG PICTUR
E for Department
Research Admin.
Setting expectations for faculty Service plan, Renewals, Deadlines,
Sponsor guidelineseRPMIRBsDeadlines
Resource commitments7471sAppointmentsPurchasing
Attending LSA ResAGSponsor sitesDRDA-netWord of Mouth
Spend time needed to explain your expectations
Locate resources neededHelp make proposals best that can be submitted
Know A21 rulesCost Acctg. Standards
Take coursesKnow the RA track if you want to stay doing research administration
Shepherding proposals (nagging)
Talking with HR manager about appointments
Proposals, Renewals, final reports, budgets, 7471sHow many things can I juggle-be realistic
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eGIF was created in Fall 2006 for LSA faculty in the Humanities Division to help them find funding.
Summer 2008 it was opened up for the Natural Sciences and Social Sciences
eGIF will help faculty find and request internal funding for research, fellowships, subventions, conferences, or various types of cost-sharing.
eGIF is available to:LSA Tenure / Tenure - Track Faculty LSA Research FacultyLSA Graduate Students
LSA RAIN-Managing the process with Electronic Systems (eGIF)
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eGIF can be accessed by going to https://www-a1.lsa.umich.edu/eGifOr by following the links on any of the following pageshttps://www-a1.lsa.umich.edu/admindata/http://www.lsa.umich.edu/research/
(under research links)
eGIF MUST be accessed using Firefox or Internet Explorer.
Safari on Mac’s will not run eGIF!!!
LSA RAIN-Managing the process with Electronic Systems (eGIF)
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For questions or assistancee-mail egif-help@umich.edu
eGIF link on http://www.lsa.umich.edu/research/(This site contains examples to help when filling out
application)Check out the front page on eGIFThere’s also help within the eGIF application process
LSA RAIN-Managing the process with Electronic Systems (eGIF)
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LSA RAIN-Managing the process with Electronic Systems (eGIF)
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LSA RAIN-Managing the process with Electronic Systems (eGIF)
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Determine process for eGIF applicationsFaculty can fill out the applicationStaff member can complete application for
faculty member as a proxy
LSA RAIN-Managing the process with Electronic Systems (eGIF)
Enter Faculty PI Uniquename
LSA RAIN-Managing the process with Electronic Systems (eGIF)
Scenerio 1:Review the following eGIF application as if you
are the departmental signer. Note anything you think is wrong with this application.
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eRPM was born March 30, 2009 http://www.erpm.umich.edu/
LSA had a phased implementation3/30/2009 Natural Sciences and
Psychology 4/27/2009 Social Sciences5/15/2009 Humanities
6/30/2009 end of paper PAFs in LSA
LSA RAIN-Managing the process with Electronic Systems (eRPM)
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For questions or assistanceSee LSA Business Process Document at
http://www.lsa.umich.edu/research/resources/admintoolkit
eRPM Training and Reference Materials http://www.umich.edu/~eresinfo/erpm/training.html
e-mail itsadminhelpdesk@umich.edu or call 4-4357
Contact LSA Dean’s Research Office at 7-3667
LSA RAIN-Managing the process with Electronic Systems (eRPM)
Manage Unit Data (MUD) screens are available for each proposal and that information can only be seen in eRPM by those with access rights.
All of the information stored in the MUD screens is kept in Pathways and can be pulled from there through Business Objects by anyone at U with Pathways access.
LSA RAIN-Managing the process with Electronic Systems (eRPM)“The Red Folder in eRPM” – Manage Unit Data Screen
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LSA RAIN-Managing the process with Electronic Systems (eRPM)“The Red Folder in eRPM” – Manage Unit Data Screen
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LSA RAIN-Managing the process with Electronic Systems (eRPM)“The Red Folder in eRPM” – Manage Unit Data Screen
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LSA RAIN-Managing the process with Electronic Systems (eRPM)“The Red Folder in eRPM” – Manage Unit Data Screen
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File names listed alphabetically
Suggest adding date as description by clicking on show advanced options
LSA RAIN-Managing the process with Electronic Systems (eRPM)
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LSA RAIN-Managing the process with Electronic Systems (eRPM)
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LSA RAIN-Managing the process with Electronic Systems (eRPM)
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LSA RAIN-Managing the process with Electronic Systems (eRPM)
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Best practice is to have Yes checked.
LSA RAIN-Managing the process with Electronic Systems (eRPM)College Deadline is 6 business days
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Below is an example of how DRDA has been counting DRDA’s 4 business days this way.
LSA RAIN-Managing the process with Electronic Systems (eRPM)DRDA Deadline is 4 business days
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xxxxxx
Some Dept
Jane Doe
Phone: 734-555-1111
E-mail: janedoe@umich.edu
Jane Doe in PAF If there is
not a previous precedent for an exception for being PI, contact Steve or Peggy to discuss.
LSA RAIN-Managing the process with Electronic Systems (eRPM)UM Key Personnel
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Remember Research Fellows, Grad Students, and Staff are not eligible to be UM Principal investigators or Participating Investigators.
Just because they’re listed on the sponsor form that way doesn’t make it right for the PAF
Read the sponsor guidelines. Sponsor may not allow them to be list as PI or COPI even though that’s where the faculty has put them
Fellowships or student specific grants like NSF Doctorial Dissertations are examples where a student or fellow may be referred to as a PI. Faculty member is UM Principal Investigator on PAF and the student is UM Sponsor PI on PAF.
http://www.drda.umich.edu/proposals/principal_investigator.html
LSA RAIN-Managing the process with Electronic Systems (eRPM)UM Key Personnel
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Academic year % = Number of Academic Months in budget/9 Academic MonthsSummer month % = Number of Summer Months in budget/3 Summer months Example: 1 AY month =11%, 1 Sum month =33.3%. COMMENT BOX 1/1/2009-12/31/20014 (use actual date information only in comment box as we use it as a data field)
LSA RAIN-Managing the process with Electronic Systems (eRPM)UM Key Personnel
Cost-sharing is request through eGIF eGIF approval of cost share should be uploaded to
PAF Nonmandatory Cost Sharing
The College does consider requests for non-mandatory voluntary cost sharing on a case-by-case basis. Please see the College's policy on cost sharing http://lsa.umich.edu/research/funding/sources/cost-sharing .
FOR NSF non-mandatory cost sharing, including personnel costs, is included in the he sponsor’s Facilities and Resources section (not in the budget or justification). The description should be narrative in nature and must not include any quantifiable financial information.
This non-mandatory cost sharing commitment should be put on the PAF in the cost sharing section.
Include sponsor Facilities and Resources section in PAF documents
LSA RAIN-Managing the process with Electronic Systems (eRPM)Cost-Sharing
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Use them. It benefits your faculty. Make sure they are setup at award time
LSA RAIN-Managing the process with Electronic Systems (eRPM)Subproject/Grant Details
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If no Sponsor deadline don’t route the PAF until the PAF is finalized
Final BudgetFinal Budget JustificationData Management Plan if required by
sponsorIdeally final version of narrative; otherwise
draft narrative
LSA RAIN-Managing the process with Electronic Systems (eRPM)Required documents when routing PAF
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Research Administrator adds information to MUD in ePAF (see next few screens) using a “P” at beginning of field to identify this entry is at proposal stage.
Research Administrator alerts the IT Manager via an email (template provided) that a proposal has been submitted with computing equipment over $5,000 listed in the budget and/or a Data Management Plan.
Included in that email is a copy of the Data Management Plan submitted with the proposal (if
applicable).
Research Administrator copies the College Research Office who in turns sends email to AD for Budget for tracking purposes. (The College Research Office wants to be copied to ensure that folks remember to follow this new process.)
LSA RAIN-Managing the process with Electronic Systems (eRPM)Computers and Computer Equipment Greater than $5000 (PAF on
Submission)
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LSA RAIN-Managing the process with Electronic Systems (eRPM)Computers and Computer Equipment Greater than $5000 (PAF on
Submission)
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LSA RAIN-Managing the process with Electronic Systems (eRPM)Computers and Computer Equipment Greater than $5000 (PAF on
Submission)
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Research Administrator adds information to MUD in ePAF (see next screen) using an “A” at beginning of field to identify this entry is at award stage.
Research Administrator alerts the IT Manager via an email (template provided) that an award has been received with computing equipment over $5,000 listed in the budget and/or a Data Management Plan.
Included in that email is a copy of the Data Management Plan submitted with the proposal and any changes made if budget cuts (if applicable).
Research Administrator copies the College Research Office who in turns sends email to AD for Budget for tracking purposes. (The College Research Office wants to be copied to ensure that folks remember to follow this new process.)
LSA RAIN-Managing the process with Electronic Systems (eRPM)Computers and Computer Equipment Greater than $5000 (PAF on
Award)
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LSA RAIN-Managing the process with Electronic Systems (eRPM)Computers and Computer Equipment Greater than $5000 (PAF on
Award)
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LSA RAIN-Managing the process with Electronic Systems (eRPM)Computers and Computer Equipment Greater than $5000 (PAF on
Award)
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If no Sponsor deadline don’t route the PAF until the PAF is finalized
Final proposals that DRDA is submitting must be upload AT LEAST four business days before the proposal is due to the sponsor
Currently Peggy sends PI and department an e-mail notice if proposal is not finalized and doesn’t meet DRDA policy when we sign it
Modifications are coming to eRPM to more easily track who’s in compliance with the DRDA deadline
LSA RAIN-Managing the process with Electronic Systems (eRPM)Finalize PAF
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KPI = Key Performance Indicator
Profile = Additional departmental measures
VOR = Volume of research (expenditures)Looks at project grants associated with
faculty member including subproject grants
LSA RAIN-Managing the process with Electronic Systems (MRS)
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LSA RAIN-Managing the process with Electronic Systems (eRPM)LSA Management Reporting System (MRS)https://www-a1.lsa.umich.edu/admindata/
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LSA RAIN-Managing the process with Electronic Systems (MRS)KPI
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LSA RAIN-Managing the process with Electronic Systems (MRS)Profile
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LSA RAIN-Managing the process with Electronic Systems (MRS)
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For more info on VOR check out this presentation.
Use this to view VOR
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(most detailed)
LSA RAIN-Managing the process with Electronic Systems (MRS)Volume of Research (VOR)
Departmental summary
LSA RAIN-Managing the process with Electronic Systems (MRS)Volume of Research (VOR)
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LSA RAIN-Managing the process with Electronic Systems (MRS)Profile
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(most detailed)
LSA RAIN-Managing the process with Electronic Systems (MRS)Volume of Research (VOR)
LSA RAIN-Managing the process with Electronic Systems (MRS)Volume of Research (VOR)
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(most detailed)
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USE WITH EXTREME CAUTION (even with the canned queries)!!!!
Easy to end up with duplicate recordsDuplicate or similar field names which net different
resultsIncomplete data in some fieldsData structure prevents returning desired results
ie in effort query can’t return PI’s name only emplidAward $’s inflated because it doesn’t reflect
subaccount information and/or actual split between PI’s
Data doesn’t always match Colleges numbers
LSA RAIN-Managing the process with Electronic Systems Business Objects
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