Managing the Electronic Process May 4, 2011 Presented by: Steve Beach, Research Admin Coordinator College of LSA Research Office Peggy Westrick, Senior

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

2

3

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)

4

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!!!


https://www-a1.lsa.umich.edu/eGif

https://www-a1.lsa.umich.edu/admindata/

http://www.lsa.umich.edu/research/

5

For questions or assistancee-mail [email protected]

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


mailto:[email protected]

http://www.lsa.umich.edu/research/

6


7


8

Determine process for eGIF applicationsFaculty can fill out the applicationStaff member can complete application for

faculty member as a proxy


Enter Faculty PI Uniquename


Scenerio 1:Review the following eGIF application as if you

are the departmental signer. Note anything you think is wrong with this application.

9

10

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)

11

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 [email protected] or call 4-4357

Contact LSA Dean’s Research Office at 7-3667




http://www.umich.edu/~eresinfo/erpm/training.html

http://www.umich.edu/~eresinfo/erpm/training.html

mailto:[email protected]

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

12


13


14


15

File names listed alphabetically

Suggest adding date as description by clicking on show advanced options


16


17


18


19

Best practice is to have Yes checked.

LSA RAIN-Managing the process with Electronic Systems (eRPM)College Deadline is 6 business days

20

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

21

22

xxxxxx

Some Dept

Jane Doe

Phone: 734-555-1111

E-mail: [email protected]

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

23

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


http://www.drda.umich.edu/proposals/principal_investigator.html

24

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)


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

25

http://lsa.umich.edu/research/funding/sources/cost-sharing

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

26

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

27

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)

28


Submission)

29


Submission)

30

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.)


Award)

31


Award)

32


Award)

33

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

34

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)

35

LSA RAIN-Managing the process with Electronic Systems (eRPM)LSA Management Reporting System (MRS)https://www-a1.lsa.umich.edu/admindata/

36

LSA RAIN-Managing the process with Electronic Systems (MRS)KPI

37

LSA RAIN-Managing the process with Electronic Systems (MRS)Profile

38

LSA RAIN-Managing the process with Electronic Systems (MRS)

39

For more info on VOR check out this presentation.

Use this to view VOR

40

(most detailed)

LSA RAIN-Managing the process with Electronic Systems (MRS)Volume of Research (VOR)

Departmental summary


41

LSA RAIN-Managing the process with Electronic Systems (MRS)Profile

42

43

(most detailed)



44

(most detailed)

45

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

Documents

Managing the Electronic Process May 4, 2011 Presented by: Steve Beach, Research Admin Coordinator College of LSA Research Office Peggy Westrick, Senior