07/16/2007 C&G Officer User Guide for eCAFSlide 1 C&G Officer User Guide for eCAF

07/16/2007 C&G Officer User Guide for eCAFSlide 2 Table of Contents Introduction First Time Use of eCAF Guide to Reviewing an eCAF Additional Resources

07/16/2007 C&G Officer User Guide for eCAFSlide 3 Introduction

07/16/2007 C&G Officer User Guide for eCAFSlide 4 What Is an eCAF? The Campus Approval Form (CAF) is a mandatory cover sheet that must be submitted with each proposal routed through the UCR Office of Research. PAMIS eCAF is the web-based electronic version of the required Campus Approval Form that allows its information to be efficiently and quickly processed.

07/16/2007 C&G Officer User Guide for eCAFSlide 5 Why Is an eCAF Required? The eCAF summarizes critical information to provide an efficient review format needed by such UCR constituents as PIs, Co-PIs, Chairs, Deans, and Office of Research staff. It also documents certain mandatory PI certifications and assurances. The information collected through the eCAF is used for UCR internal purposes and is not submitted to extramural sponsors.

07/16/2007 C&G Officer User Guide for eCAFSlide 6 Who Prepares an eCAF? An eCAF can be initially filled out by either an individual with PI status or a Contract & Grant Analyst. An eCAF initiated by a PI will automatically be routed next to someone assigned the role of Contract & Grant Analyst for review. After the Contract & Grant Analyst’s input and/or review, the eCAf will be routed back to the PI for final review and the completion of required certifications and assurances. Preparing an eCAF is a joint endeavor by a PI and a Contract & Grant Analyst, one which can be initiated by either party.

07/16/2007 C&G Officer User Guide for eCAFSlide 7 When Should an eCAF Be Created? An electronic Campus Approval Form should be prepared whenever a proposal will be submitted to an extramural sponsor through the Office of Research. the eCAF should be submitted to the Office of Research three working days prior to the date it is due at the agency for a standard proposal that has no cost sharing component, uses the standard (or an already pre-approved) indirect cost rate, and has no other exceptions. All other proposals require seven working days lead time. See ( Policy Title: Proposal Processing).

07/16/2007 C&G Officer User Guide for eCAFSlide 8 First Use of eCAF

07/16/2007 C&G Officer User Guide for eCAFSlide 9 Anyone who uses eCAF will need a valid UCR Net ID and password, which are assigned by an Enterprise Directory Administrator when someone becomes a career employee at UCR.Enterprise Directory Administrator You can look up all Net IDs in the electronic Campus Telephone Directory.Campus Telephone Directory

07/16/2007 C&G Officer User Guide for eCAFSlide 10 Anyone who uses eCAF will need a valid UCR Net ID and password, which is normally assigned by a Tel Coordinator whenever someone becomes a career employee at UCR. You can look up all Net IDs at Coordinatorhttp://ucrtel.ucr.edu/ucrtel/telsearch.htm

07/16/2007 C&G Officer User Guide for eCAFSlide 11 Guide to Reviewing an eCAF

07/16/2007 C&G Officer User Guide for eCAFSlide 12 Log in to eCAF by selecting it from your UCR PAMIS login page at ( Alternatively, eCAF may be accessed from the link provided in notification s sent by the eCAF system.

07/16/2007 C&G Officer User Guide for eCAFSlide 13 If you access eCAF by clicking on the link in a system-generated , you may arrive at this screen where you will be asked to: 1.Enter your UCR NetID. 2.Enter your password. 3.Click the “Sign In” button.

07/16/2007 C&G Officer User Guide for eCAFSlide 14 To review an eCAF that needs your attention, click on the e- CAFs Work in Progress link. (Note the number beside the link, which tells you how many e-CAFs are awaiting your attention.

07/16/2007 C&G Officer User Guide for eCAFSlide 15 To review this eCAF, click on the eCAF ID #. If you want to see all the eCAFs that are in the WIP queue for all Contract & Grant Officers, click on the View All link.

07/16/2007 C&G Officer User Guide for eCAFSlide 16 This is the upper portion of the opening eCAF screen. Information, action links, and navigation links are grouped into 3 discreet sections of the header: 1.Section one groups information about the PI, the sponsor, and the various due dates. 2.Section two has action links for granting preliminary approval, withdrawing the eCAF, and returning the eCAF to the C&G Analyst. 3.Section three has navigation links allowing you to return to either the eCAF work in progress grid or to the main menu.

07/16/2007 C&G Officer User Guide for eCAFSlide 17 The opening screen begins by displaying information on the OVERVIEW tab. The upper section of this summary contains data that was input on the PI INFORMATION tab.

07/16/2007 C&G Officer User Guide for eCAFSlide 18 Next comes information that was originally entered on the PROJECT INFORMATION tab.

07/16/2007 C&G Officer User Guide for eCAFSlide 19 Next comes the summarization of information that was entered on the BUDGET and COST SHARING tabs. (Note that in this example there was no cost sharing component.)

07/16/2007 C&G Officer User Guide for eCAFSlide 20 Input from the PI RESEARCH INTEGRITY tab comes next on the “Overview” tab.

07/16/2007 C&G Officer User Guide for eCAFSlide 21 At the bottom of the OVERVIEW tab is a detailed routing log for this eCAF.

07/16/2007 C&G Officer User Guide for eCAFSlide 22 You may move to the PI INFORMATION tab by clicking on it or by pressing the “NEXT” button. The information on this tab is identical to that displayed in the uppermost section of the OVERVIEW tab. Since you cannot edit these fields, the eCAF would need to be returned to the C&G Analyst for changes.

07/16/2007 C&G Officer User Guide for eCAFSlide 23 The PROJECT INFORMATION tab is where the C&G Analyst and/or PI(s) input information that is collected on the OVERVIEW tab. You, as C&G Officer, can only edit fields with white backgrounds. On this upper portion you can change the Project Title, Sponsor Due Date, and Sponsor Delivery Requirement.

07/16/2007 C&G Officer User Guide for eCAFSlide 24 You can change all fields in the Sponsor Information section.

07/16/2007 C&G Officer User Guide for eCAFSlide 25 In the Proposal Information section (the last section on this tab) you can change any field with a white background.

07/16/2007 C&G Officer User Guide for eCAFSlide 26 The Facilities & Administrative costs are calculated by the system based on the proposal dates entered and displayed at the top of the BUDGET tab screen. The only thing you can do here is request an alternative F&A rate by clicking the “Request Alternative F&A Rate” button.

07/16/2007 C&G Officer User Guide for eCAFSlide 27 This is how the this same section would look if an alternate F&A rate had been requested.

07/16/2007 C&G Officer User Guide for eCAFSlide 28 If you click the “Modify” button as seen on the previous screen, this is the popup window you would see.

07/16/2007 C&G Officer User Guide for eCAFSlide 29 If you had clicked on the “Remove/Withdraw” button, everything would revert back to the standard F&A rate. (Note that when you click the “Remove/Withdraw” button, the change takes place immediately and is irreversible.

07/16/2007 C&G Officer User Guide for eCAFSlide 30 Budget Information is the bottom portion of this tab. You may change the direct and F&A costs for both the initial and total periods, although typically you would not make changes to the budget. You can also delete any budget documents already uploaded and you can upload additional documents (by clicking the word “here”).

07/16/2007 C&G Officer User Guide for eCAFSlide 31 This is the popup window you would see if you chose to upload a document. Click on the “Browse” button to find the correct file. If it is the final budget, click the “Final” box. The description of the document you enter will be what is seen by other users.

07/16/2007 C&G Officer User Guide for eCAFSlide 32 While the system allows a C&G Officer to make changes in this area, it is preferable that the C&G Analyst be the one to do so.

07/16/2007 C&G Officer User Guide for eCAFSlide 33 The lower section of the COST SHARING tab captures any In Kind cost sharing that has been committed by a third party.

07/16/2007 C&G Officer User Guide for eCAFSlide 34 You cannot change anything on the PI RESEARCH INTEGRITY tab. (This is the upper portion only.)

07/16/2007 C&G Officer User Guide for eCAFSlide 35 You cannot change anything on the PI RESEARCH INTEGRITY tab. (This is lower portion only.)

07/16/2007 C&G Officer User Guide for eCAFSlide 36 On the COMMENTS tab you can enter comments of your own and see all of the comments that were entered by others before it got to you.

07/16/2007 C&G Officer User Guide for eCAFSlide 37 In the upper portion of the APPROVAL STATUS tab you can see a graphical representation of the routing for this eCAF, with the white box showing where it is now.

07/16/2007 C&G Officer User Guide for eCAFSlide 38 In the lower portion of the APPROVAL STATUS tab you can see a detailed transmittal log.

07/16/2007 C&G Officer User Guide for eCAFSlide 39 You may add attachments from the ATTACHMENTS tab by –entering a document description –choosing a category –and browsing for the appropriate document

07/16/2007 C&G Officer User Guide for eCAFSlide 40 The lower section of the ATTACHMENTS tab lists all documents that have already been uploaded. From this section you can also delete an attachment by clicking the checkbox in the Delete column and pressing the “Save” button.

07/16/2007 C&G Officer User Guide for eCAFSlide 41 On the CO-PI APPROVAL tab you can see a transaction log of approvals made by the Co-PI(s).

07/16/2007 C&G Officer User Guide for eCAFSlide 42

07/16/2007 C&G Officer User Guide for eCAFSlide 43 The CHAIR APPROVAL tab details the times this eCAF has been sent to the Chair and the action taken by the Chair (in this example, it was always approved).

07/16/2007 C&G Officer User Guide for eCAFSlide 44 This tab shows the times this eCAF was reviewed by the Dean (or in this case the person authorized by the Dean).

07/16/2007 C&G Officer User Guide for eCAFSlide 45 At the top of this tab, the C&G Officer can enter comments, which are required if it is going to be returned. Otherwise, comments are optional. The lower portion is a log of C&G Officer transactions.

07/16/2007 C&G Officer User Guide for eCAFSlide 46 Additional Resources PAMIS eCAF website: Computing Help Desk Feedback