1. Managing the Electronic Process May 4, 2011 Presented by: Steve Beach, Research Admin Coordinator College of LSA Research Office Peggy Westrick, Senior Manager, College of LSA Research Office LSA Research Administrators Information Network (RAIN) Day Five 1

2. 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 management BIG PICTURE for Department Research Admin. Setting expectations for faculty Service plan, Renewals, Deadlines, Sponsor guidelines eRPM IRBs Deadlines Resource commitments 7471s Appointments Purchasing Attending LSA ResAG Sponsor sites DRDA-net Word of Mouth Spend time needed to explain your expectations Locate resources needed Help make proposals best that can be submitted Know A21 rules Cost Acctg. Standards Take courses Know 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, 7471s How many things can I juggle-be realistic 2

3. 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 Faculty LSA Graduate Students LSA RAIN-Managing the process with Electronic Systems (eGIF)

4. 4 eGIF can be accessed by going to https://www-a1.lsa.umich.edu/eGif Or by following the links on any of the following pages https://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)

5. 5 For questions or assistance e-mail egif-help@umich.eduegif-help@umich.edu eGIF link on http://www.lsa.umich.edu/research/http://www.lsa.umich.edu/research/ (This site contains examples to help when filling out application) Check out the front page on eGIF There’s also help within the eGIF application process LSA RAIN-Managing the process with Electronic Systems (eGIF)

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8. 8 Determine process for eGIF applications Faculty can fill out the application Staff member can complete application for faculty member as a proxy LSA RAIN-Managing the process with Electronic Systems (eGIF) Enter Faculty PI Uniquename

9. 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. 9

10. 10 eRPM was born March 30, 2009 http://www.erpm.umich.edu/ LSA had a phased implementation 3/30/2009 Natural Sciences and Psychology 4/27/2009 Social Sciences 5/15/2009 Humanities 6/30/2009 end of paper PAFs in LSA LSA RAIN-Managing the process with Electronic Systems (eRPM)

11. 11 For questions or assistance See LSA Business Process Document at http://www.lsa.umich.edu/research/resources/admintoolkit http://www.lsa.umich.edu/research/resources/admintoolkit eRPM Training and Reference Materials http://www.umich.edu/~eresinfo/erpm/training.html http://www.umich.edu/~eresinfo/erpm/training.html e-mail itsadminhelpdesk@umich.edu or call 4-4357itsadminhelpdesk@umich.edu Contact LSA Dean’s Research Office at 7-3667 LSA RAIN-Managing the process with Electronic Systems (eRPM)

12. 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. LSA RAIN-Managing the process with Electronic Systems (eRPM) “The Red Folder in eRPM” – Manage Unit Data Screen 13

14. LSA RAIN-Managing the process with Electronic Systems (eRPM) “The Red Folder in eRPM” – Manage Unit Data Screen 14

15. LSA RAIN-Managing the process with Electronic Systems (eRPM) “The Red Folder in eRPM” – Manage Unit Data Screen 15 File names listed alphabetically Suggest adding date as description by clicking on show advanced options

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19. LSA RAIN-Managing the process with Electronic Systems (eRPM) 19 Best practice is to have Yes checked.

20. LSA RAIN-Managing the process with Electronic Systems (eRPM) College Deadline is 6 business days 20

21. 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. 22 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

23. 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 LSA RAIN-Managing the process with Electronic Systems (eRPM) UM Key Personnel

24. 24 Academic year % = Number of Academic Months in budget/9 Academic Months Summer 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

25. 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. 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

26. 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

27. If no Sponsor deadline don’t route the PAF until the PAF is finalized Final Budget Final Budget Justification Data Management Plan if required by sponsor Ideally final version of narrative; otherwise draft narrative LSA RAIN-Managing the process with Electronic Systems (eRPM) Required documents when routing PAF 27

28. 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

29. LSA RAIN-Managing the process with Electronic Systems (eRPM) Computers and Computer Equipment Greater than $5000 (PAF on Submission) 29

30. LSA RAIN-Managing the process with Electronic Systems (eRPM) Computers and Computer Equipment Greater than $5000 (PAF on Submission) 30

31. 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) 31

32. LSA RAIN-Managing the process with Electronic Systems (eRPM) Computers and Computer Equipment Greater than $5000 (PAF on Award) 32

33. LSA RAIN-Managing the process with Electronic Systems (eRPM) Computers and Computer Equipment Greater than $5000 (PAF on Award) 33

34. 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

35. 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

36. LSA RAIN-Managing the process with Electronic Systems (eRPM) LSA Management Reporting System (MRS) https://www-a1.lsa.umich.edu/admindata/ 36

37. LSA RAIN-Managing the process with Electronic Systems (MRS) KPI 37

38. LSA RAIN-Managing the process with Electronic Systems (MRS) Profile 38

39. 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. 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) Volume of Research (VOR) 41

42. LSA RAIN-Managing the process with Electronic Systems (MRS) Profile 42

43. 43 (most detailed) LSA RAIN-Managing the process with Electronic Systems (MRS) Volume of Research (VOR)

44. LSA RAIN-Managing the process with Electronic Systems (MRS) Volume of Research (VOR) 44 (most detailed)

45. 45 USE WITH EXTREME CAUTION (even with the canned queries)!!!! Easy to end up with duplicate records Duplicate or similar field names which net different results Incomplete data in some fields Data structure prevents returning desired results ie in effort query can’t return PI’s name only emplid Award $’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