Electronic Systems (eGIF) eGIF was created in Fall 2006 for LSA - - PowerPoint PPT Presentation

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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 Faculty  LSA Graduate Students

Electronic Systems (eGIF)

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 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 will run with Firefox, Internet Explorer and Chrome.

Firefox is probably the best choice.

 Safari on Mac’s will not run eGIF!!!

Electronic Systems (eGIF)

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 For questions or assistance

 e-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 eGIF  There’s also help within the eGIF application process

Electronic Systems (eGIF)

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Electronic Systems (eGIF) (Finding internal funding)

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Electronic Systems (eGIF) (eGIF Help and Examples)

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 Determine process for eGIF applications

 Faculty can fill out the application  Staff member can complete application for faculty member as a

proxy

Electronic Systems (eGIF) (Completing Application for Faculty)

Enter Faculty PI Uniquename

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Electronic Systems (eGIF) (Completing Application for Faculty)

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Electronic Systems (eGIF) (Completing Application for Faculty)

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Electronic Systems (eGIF) (Completing Application for Faculty)

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Electronic Systems (eGIF) (Completing Application for Faculty)

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Electronic Systems (eGIF) (Completing Application for Faculty)

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Electronic Systems (eGIF) (Completing Application for Faculty)

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Electronic Systems (eGIF) (Proxy View)

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Electronic Systems (eGIF) (Proxy View)

$ 1 $ 1 $ 9 $ 9 $ 1 $ $10 $ 1 $ 10 $ 2 $ 12 $ 2

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Electronic Systems (eGIF) (Key AdminView)

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Electronic Systems (eGIF) (Key AdminView)

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 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

Electronic Systems (eRPM)

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Electronic Systems (eRPM)

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Electronic Systems (eRPM)

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Electronic Systems (eRPM)

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Electronic Systems (eRPM)

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Electronic Systems (eRPM)

Make the comment useful!!! Be specific -

• don’t say per phone call or e-mail.

Change the subject line to let people know whether comment is

• important. If

comment to multiple people specify who requesting action from.

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Electronic Systems (eRPM)

See Appendix 1 for Instructions

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Electronic Systems (eRPM)

See Appendix 2 for Instructions on subcontracts

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Electronic Systems (eRPM)

Electronic Systems (eRPM) (see appendix 3 for detailed instructions)

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Best practice is to have Yes checked.

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Electronic Systems (eRPM) http://www.umich.edu/~eresinfo/erpm/workflow/workflow.html

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Electronic Systems (eRPM) http://www.umich.edu/~eresinfo/erpm/workflow/workflow.html

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Electronic Systems (eRPM) http://www.umich.edu/~eresinfo/erpm/workflow/workflow.html

Electronic Systems (eRPM)

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Electronic Systems (eRPM)

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(see appendix 4)

Electronic Systems (eRPM)

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Electronic Systems (eRPM)

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Below is an example of how we count LSA 3 business days deadline. In the example below the PAF is due to College by 9 am April 1, 2013

Electronic Systems (eRPM) LSA Deadline is 3 business days before deadline

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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

• r Peggy to discuss.

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. They can be listed on PAF’s as non-faculty

investigators if appropriate based on role on project

 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

• n PAF and the student is UM Sponsor PI on PAF.

 http://www.orsp.umich.edu/proposals/principal_investigator.html Electronic Systems (eRPM) UM Key Personnel

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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)

Electronic Systems (eRPM) UM Key Personnel



Use them. It benefits your faculty.



Make sure they are setup at award time

Electronic Systems (eRPM) Subproject/Grant Details

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 Final Proposal  Final Budget  Final Budget Justification  Data Management Plan if required by sponsor  Ideally final version of narrative; otherwise draft

narrative

Electronic Systems (eRPM) Required documents when routing PAF

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 Don’t route the PAF until the PAF is finalized  Explanation from PI is required if the PAF comes

to College the day before or the day the proposal is due to the sponsor.

 The Associate Dean is reviewing all PAF’s that we

receive on the day they are due to the sponsor.

Electronic Systems (eRPM) Finalize PAF

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 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.

 Instructions for computing data stored in MUD can be found on

the 8/3/11 meeting at https://sharepoint.umich.edu/lsa/dean/research/Lists/Calendar/Re search%20Admin%20Mtgs.aspx

Electronic Systems (eRPM) Manage Unit Data Screen

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 LSA requires the MUD Screens to be used for

the following:

 Computing Equipment >$5000 (includes FLUX usage)

 Instructions can be found on the 8/3/11 meeting at

https://sharepoint.umich.edu/lsa/dean/research/Lists/Calendar/Research%20Admi n%20Mtgs.aspx

 Changes to Effort and Subproject grants after the PAF

has been submitted ( this can be preaward or postaward) (see Appendix 5)

 Instructions can be found on the 3/7/2012 meeting at

https://sharepoint.umich.edu/lsa/dean/research/Lists/Calendar/Research%20Admi n%20Mtgs.aspx

Electronic Systems (eRPM) Manage Unit Data Screen

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 For questions or assistance

 See LSA Business Process Document at

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

 eRPMTraining 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

Electronic Systems (eRPM)

Proposal Management All Roles Working with Documents Step-By-Step Procedure

Last updated: 11/18/11 1 of 5 http://eresearch.umich.edu

Working with Documents

This procedure details how to:  Attach: Browse and attach documents right from the PAF Worksheet.  Upload New Version: Upload a new version of a document and keep a version history (keeps previous documents).  View Version History: View past versions of documents and revert to previous versions if needed.  Delete: Remove a document. Does not keep any version history.  Manage Document Security: Restrict specified personnel from viewing the document. Important Information  No limit on the number of documents that can be attached.  Each document cannot be larger than 150MB.  Documents can be any file type (e.g., .ppt, .xls, . pdf, .doc).

• The person viewing the document must have the correct program to view your attachments. For

example, if someone does not have Microsoft Project he/she cannot view MS Project files (.mpp).

• Consider uploading a lower version of file types to ensure everyone can view your document, e.g.,

upload .doc instead of .docx.  Mac users: make sure you turn on file extensions. Any file uploaded without an extension (e.g., doc) cannot be viewed by others. ATTACH DOCUMENT Use to browse and upload/attach documents within the PAF Worksheet. 1. Click Browse to locate the document on your computer. 2. Select the file to upload and click Open.

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Appendix 1

Proposal Management All Roles Working with Documents Step-By-Step Procedure

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• 3. Optional, enter a title for the document.
• 4. Select or verify the document Type.

Note: When uploading Internal Documents you have a choice of different document types. Otherwise the Type matches the section you are completing. E.g., UM Cost Share is associated with documents attached in the UM Cost Sharing Section.

• 5. Click Attach.

Important! Your document is not uploaded/attached unless you click attach.

• 6. Your document is attached and appears as Version 0.01.

Note: You can change a document property (Title,Type) at any time, i.e., before or after you attach the

• document. The change is saved when you Save the page or click Continue to move to the next page.

UPLOAD NEW VERSION OF A DOCUMENT Use to replace a document with a new version and keep a version history (keeps older versions for later reference).

• 1. Click Browse to locate the new version of the document

that has already been attached/uploaded. Tip: When uploading a new version, make sure you are on the line for the current document and not on the blank line.

• 2. Select the file to upload and click Open.

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Proposal Management All Roles Working with Documents Step-By-Step Procedure

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• 3. Optional, change or enter a title for the document.
• 4. Verify the document Type.
• 5. Click Attach.
• 6. Verify the Version number change and the Last Upload date/time.

A version number increase (e.g., change from version 0.01 to 0.02) signifies that you have attached a new version of the document. Similarly, if the Last Upload date and/or time differs from the Initial Upload date/time, it signifies that a new version of the document has been attached. VIEW DOCUMENT VERSION HISTORY Use to view past versions of edited documents and revert to previous versions if needed.

• 1. Click the version number (e.g., 0.02) or

View Revision History.

• 2. Click the applicable link in the Uploaded

File column to view a particular version of the file. Notes:  Each version of the document is listed

• n its own line.

 To revert to an earlier version of a document:

• Save the document
• Upload the document (follow the

directions to Upload a New Version

• f a Document).
• 3. Click OK to return to the previous page.

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Proposal Management All Roles Working with Documents Step-By-Step Procedure

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DELETE DOCUMENT Use to delete a document, including all version history.

• 1. Click Delete.
• 2. Click OK to warning.
• 3. The document and all previous versions

are permanently deleted. MANAGE DOCUMENT SECURITY Use to restrict specific personnel from viewing a document attached to a PAF. Any document that is restricted will not be visible to the restricted personnel. You cannot restrict access for UM or Sponsor Principal Investigators (PIs) or the Primary Research Administrator.

• 1. Click the

padlock. Note: When the padlock is grey, security has NOT been set on the document.

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Proposal Management All Roles Working with Documents Step-By-Step Procedure

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• 2. Click the box in front of any name to uncheck the box and restrict access to the document.

Note: A greyed out (inactive) checkbox indicates that you cannot restrict document access for:  UM Principal Investigators  Sponsor Principal Investigators  Primary Administrative Contact  Primary Post-Award Contact  Reviewers for the PAF

• 3. Click Submit.
• 4. Document security has been added, as indicated by the gold padlock

.

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Proposal Management PI & Project Team Enter a Subcontract in eRPM Step-By-Step Procedure

Last Updated: 1/7/2013 1 of 13 http://eresearch.umich.edu

A subcontract is required when UM pays an external organization to work on part

• f a sponsored project awarded to UM.

Enter a Subcontract in eRPM

This procedure details the process of adding a subcontract (SUBK) to a project. I. PAF: indicating that a project will include a subcontract II. Subcontract Worksheet: Adding a subcontract

• III. PAF Workspace: Using the Subcontracts tab to

enter subcontract details (post-award)

• IV. Subcontract Workspace: Submitting a subcontract

and Responding to Requested Changes Variations: Requesting a SUBK for PHS Projects, Awarded Projects, and previously submitted PAFs

• V. Requesting a SUBK for PHS Projects: Uploading Conflict of Interest (COI) Documents
• VI. Requesting a New SUBK for an Awarded Project (This variation also applies to PAFs submitted to the

sponsor prior to 8/13/2012). Important Information A subcontract (SUBK) may also be referred to as a sub-award, sub-grant, consortium agreement or sub-agreement. It is not a “subaccount,” where a project award is allocated to multiple UM departments. There are multiple ways to search for and select a subcontracting organization in eRPM. The main method is

• utlined in the procedure. View the Tips section for additional options.
• I. Indicating a Subcontract in the PAF

PAF - Section 2 People: question 2.2 1. Click Yes if the project will include a subcontract(s). Note: A “yes” answer enables the Subcontracts page in section 3 Budgets. PAF – Section 3 Budgets 2. Click Add New Subcontract. Note: The Subcontract form opens.

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Appendix 2a

Proposal Management PI & Project Team Enter a Subcontract in eRPM Step-By-Step Procedure

Last Updated: 1/7/2013 2 of 13 http://eresearch.umich.edu

• II. Add New Subcontract

Add New Subcontract Window

• 3. Start typing the name of the

external organization in the Name of Subcontract Organization field. Note: Matching values automatically appear.

• 4. Select the applicable Vendor

Name from the list. Add New Subcontract Window

• 5. Click OK.

Note: The Subcontract Worksheet

• pens.

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Proposal Management PI & Project Team Enter a Subcontract in eRPM Step-By-Step Procedure

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If you need help (e.g., definitions, format guidelines, etc.) completing the SUBK fields, click the field heading (e.g., Subcontract Title) to view online help in a pop-up window. Note: the screenshots below do not show the underlined field headings. Subcontract Worksheet - Introduction

• 6. Verify or update the

Subcontract Title. Note: The title defaults from the PAF title.

• 7. (Optional) Enter the Total

Subcontract Costs.

• 8. Click Add to enter Subcontract

Investigator information. Subcontract Investigators section

• 9. Enter First Name and Last

Name of the subcontract investigator.

• 10. Select the Investigator’s Role

from the drop-down menu.

• 11. (Optional) Enter the

Investigator’s contact information in the Phone and Email fields.

• 12. Click the applicable radio button

to indicate if the Investigator is the SUBK Contact PI. Note: This information is available

• n the Letter of Commitment
• r other subcontract

documentation.

• 13. Click OK.

You must identify at least one Investigator and one Contact for the subcontract at this time.

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Proposal Management PI & Project Team Enter a Subcontract in eRPM Step-By-Step Procedure

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Subcontract Worksheet - Introduction

• 14. Click Add to enter Subcontract

Contact information. Subcontract Contact Information section

• 15. Enter the Name of the

subcontract Contact.

• 16. Select the Role of the contact.
• 17. Enter the contact information:

Address Email Phone Note: At least one Administrative Contact must be entered at this stage. OCA requires both an Administrative Contact and an Institutional/Sponsored Programs Office Official be entered when the SUBK is submitted.

• 18. Click OK.

Subcontract Worksheet - Introduction

• 19. Click Add to attach documents

(e.g., Letter of Commitment) or enter Notes to provide intent/commitment information. Note: The Letter of Commitment template is on the ORSP web site (link provided). Use this template when the PAF with which the subcontract is associated is for a PHS funding opportunity (direct or prime), or for a sponsor following the PHS financial conflict of interest regulation.

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Proposal Management PI & Project Team Enter a Subcontract in eRPM Step-By-Step Procedure

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Attachments section

• 20. Browse for and select the

applicable document (completed by the subcontractor).

• 21. Select the applicable Type.
• 22. Click OK.
• 23. Click Continue to move to the

next page in the worksheet (not shown). End of Subcontract Worksheet Page

• 24. Click Finish.

Note:  The system returns you to the PAF Worksheet.  Once the PAF is submitted and awarded, additional sections of the SUBK Worksheet become available.  Use eRPM to enter subcontract details and submit the request.

• III. Subcontracts Tab

After the PAF is awarded, use eRPM to:  Enter the subcontract details (e.g., budget, etc.) needed for the Office of Contract Administration (OCA) to create the vendor contract  Execute Activities (e.g., Submit Subcontract Request)

• 1. Locate and open the applicable PAF (not shown).
• 2. Click the Subcontracts tab in the PAF Workspace.
• 3. Click the Name of the subcontract to open the SUBK Workspace.

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Proposal Management PI & Project Team Enter a Subcontract in eRPM Step-By-Step Procedure

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• 4. Click Edit SUBK Worksheet.

Note: SUBK must be in Pre-Submission State.

• 5. If applicable, update the Introduction information (e.g., Investigator, Contact, etc.). See the Add a New

Subcontract section for instructions.

• 6. Click Continue or use the Jump To menu to go to Subcontract Details.

The SUBK Workspace shows SUBK Management information (if applicable), UM personnel information, the SUBK/PAF relationship, and the draft or final subcontract agreement. Information is added to this page as details are entered. 4 5 6 6

Proposal Management PI & Project Team Enter a Subcontract in eRPM Step-By-Step Procedure

Last Updated: 1/7/2013 7 of 13 http://eresearch.umich.edu

Subcontract Worksheet – Subcontract Details

• 7. Complete the required details, including:

Subcontract Budget Start and End Dates Subcontract Project Period Start and End Dates Subcontract Estimated Award Cost Sharing Project Grant Federal Contract funding Notes:  Matching values automatically appear when entering a Project Grant. Select the applicable value from the list. See Tips for alternate search methods.  Project Grant is either the PGN for the parent project or, if established by Sponsored Programs, for the subcontract itself.

• 8. If applicable, enter Sole Source

Justification information. Note: You can either enter the information here

• r upload documentation on the next page.
• 9. Click Continue to go to the Subcontract

Additional Details page (not shown). Subcontract Additional Details Page

• 10. Indicate Clinical Trial inclusion.

Note: If you answer Yes, answer the additional questions that display.

• 11. Enter any Notes for the Office of Contract

Administration.

• 12. Click Add to upload required subcontract

documents.

• 13. Click Continue to go to the End of

Subcontract Worksheet page (not shown).

• 14. Click Finish to return to the SUBK

Workspace (not shown).

• 15. Recommendation: run Hide/Show Errors to

validate the SUBK data entry before clicking Finish.

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Proposal Management PI & Project Team Enter a Subcontract in eRPM Step-By-Step Procedure

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• IV. Submitting the Subcontract Request

Only the UM Principal Investigator, the Primary Research Administrator, or the Primary Post-Award Administrator can submit a subcontract request. If you see this warning in the Subcontract Workspace, you cannot submit it to OCA: Subcontract Workspace

• 1. Click Submit Subcontract

Request. Notes:  If the parent PAF is not in the Active State, a yellow warning message will appear in the Subcontract Workspace.  The system validates completion of required fields. Any error messages must be addressed before continuing. See Tips to learn about an alternative to execute subcontract Activities. Submit Subcontract Request Window

• 2. (Optional) Enter Comments for

the Office of Contract Administration (OCA).

• 3. Click OK.

Notes:  This activity is logged in the Recent Activity list in the Subcontract Workspace.  For non-PHS projects, the State of the SUBK changes to OCA Review.  For projects that follow PHS FCOI Regulations, the State

• f the SUBK changes to

SUBK PR Review.

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Proposal Management PI & Project Team Enter a Subcontract in eRPM Step-By-Step Procedure

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Responding to Requested Changes

Once a SUBK request has been submitted, ORSP and/or OCA may request that the Project Team make

• changes. When this occurs:

 The Project Team receives a system email notification  The SUBK displays in the Subcontracts with Required Action list in your Home Workspace  The “request change” activity is logged under Recent Activity in the SUBK Workspace.  The SUBK will be in the SUBK PT Making Changes State. Subcontract Workspace

• 1. Read any comments for the “request change”

activity in the Recent Activity log.

• 2. To make changes:

 Click Edit SUBK Worksheet and make appropriate changes.  Click Project Team Submit Changes. To decline chages:  Click Project Team Decline Changes.

• 3. Enter Comments to ORSP or OCA in the field

provided (not shown).

• 4. Click OK (not shown).

Subcontract Workflow by State

STATE DESCRIPTION EDITABLE? Pre-Submission Subcontract has been indicated on a PAF, but SUBK Worksheet is incomplete and/or Parent PAF is not in an Active State. Yes SUBK PR Review Subcontract request has been submitted and is undergoing ORSP review (SUBKs on PHS projects or new SUBKs on awarded projects). No SUBK PT Making Changes ORSP or OCA has requested changes to the SUBK Worksheet by the Project Team (SUBKs on PHS projects or new SUBKs on awarded projects). Yes OCA Review Subcontract request has been submitted and is awaiting OCA review. No OCA Processing Subcontract request is undergoing OCA review. No SUBK PI Review Draft subcontract agreement has been created and sent for review to the Contact PI

• r, if assigned, the Managing PI.

No SUBK Unit Review PI has approved the draft subcontract agreement, and it has been sent for review to the Unit Reviewer or, if assigned, the Managing Department’s Unit Reviewer. Yes 2 1

Proposal Management PI & Project Team Enter a Subcontract in eRPM Step-By-Step Procedure

Last Updated: 1/7/2013 10 of 13 http://eresearch.umich.edu STATE DESCRIPTION EDITABLE? OCA Processing – Unit Review PI & Unit have approved the draft subcontract agreement. OCA is completing any processing needed prior to sending the agreement to the subcontracting

• rganization.

No Subcontractor Processing OCA has sent the approved draft subcontract agreement to the subcontracting

• rganization for their review and approval.

No OCA Finalizing Draft subcontract agreement has been approved by the subcontracting organization and OCA is preparing to activate the SUBK. No Active Subcontract has been approved by OCA. No Canceled Subcontract has been canceled by Project Team or OCA. No

Variations:

• V. Uploading COI Documents for PHS Projects

If the subcontract is on a PAF whose sponsor follows PHS Financial Conflict of Interest (FCOI) Regulations, the Project Team must upload the subcontracting institution’s conflict of interest documents (e.g., FCOI reports) prior to submitting the SUBK. A subcontract request on a PHS project must first be approved by ORSP before it can be routed to OCA. Per UM business process, COI documents from the sub-recipient must be received by UM before OCA can establish the contract. SUBK Workspace

• 1. Complete the procedures in

sections I – III.

• 2. Click Manage SUBK Conflict of

Interest Documents from the Manage Data menu in the SUBK Workspace.

• 3. Click Browse to select the file from

your computer.

• 4. (Optional) Enter a Title in the field

provided.

• 5. Select the applicable document

Type from the drop-down list.

• 6. Click Attach.
• 7. Click OK to save and return to the

SUBK Workspace (not shown).

• 8. Complete the procedure to submit

the SUBK request (section IV).

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Proposal Management PI & Project Team Enter a Subcontract in eRPM Step-By-Step Procedure

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• VI. Requesting a SUBK on an Awarded Project or Active PAF

The following procedure applies only to Awarded Projects and PAFs submitted to sponsor prior to 8/13/2012. Once a PAF has been submitted and/or awarded, the PAF Worksheet is no longer editable.  To request a new SUBK be associated with an awarded project, complete the following procedure.  To request a new SUBK be associated with a submitted PAF (not yet awarded), you must wait until the PAF is awarded and then complete the following procedure. Project Workspace > Subcontracts Tab

• 1. Click the Subcontracts tab in the

applicable Project Workspace.

• 2. Click

.

• 3. Click

and choose the Subcontractor Organization. Note: If the Subcontractor Organization is not in the list, type their name in the field provided.

• 4. Click

. SUBK Worksheet The Introduction section of the SUBK Worksheet opens. Complete all required fields marked with an asterisk (*). After completing a section, click Continue to navigate to the next section. After completing the End of Subcontract Worksheet section, click Finish. Notes:  Refer to sections II and III for details on completing the SUBK Worksheet.  If the SUBK is associated with a PHS project, refer to section V for instructions on uploading COI documents.  After completing the SUBK Worksheet, refer to section IV for instructions on submitting the SUBK request.

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Request New Subcontract Window

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Proposal Management PI & Project Team Enter a Subcontract in eRPM Step-By-Step Procedure

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Tips

Using the Select button to search The matching function uses a “begins with” condition. If a match is not found, click Select to expand your search by using a wildcard (%). A Select button is available for both the Name of Subcontract Organization and Project Grant fields.  Select the field to search from the Filter by menu.  Enter your search criteria with the percent symbol (%).  Click the applicable radio button to select the desired value.  Click OK. If a match isn’t found by entering the name or through the Select function, enter the vendor name in the “If you are unable to find the organization…” text field. Executing Activities in the Subcontracts Tab of the PAF Workspace It is not necessary to open the Subcontract Workspace in order to execute Activities related to a subcontract (e.g., Submit Subcontract Request). Once a subcontract has been associated with a PAF, Activities can be accessed in the Subcontracts tab of the PAF Workspace by clicking the Execute Activity drop-down list. The available options will change depending on the State of the SUBK and your role(s) in eRPM.

Proposal Management PI & Project Team Enter a Subcontract in eRPM Step-By-Step Procedure

Last Updated: 1/7/2013 13 of 13 http://eresearch.umich.edu

Project Team Cancel SUBK (Pre-Award) on an Active PAF The Project Team can cancel a SUBK when the PAF State is Active and the SUBK State is Pre-Submission. Once a SUBK is awarded, only the Office of Contract Administration can cancel a SUBK. The Project Team Cancel Subcontract Activity is available in two locations:  The Activities menu in the SUBK Workspace  The Execute Activity Widget in the Subcontracts tab of the PAF Workspace List All SUBKs Click All SUBKs in the menu bar to open a list of all Subcontracts. SUBK Summary Click SUBK Summary in the Subcontract Workspace to view a summary of the information entered on the Subcontract Worksheet. This can be useful for viewing information related to a subcontract without opening the Subcontract Worksheet and/or when it is in a non-editable State e.g., OCA Review or Active.

SUBK Workspace > Activities Menu PAF Workspace > Subcontracts Tab

Proposal Management PI/Project Team Assign SUBK Management Step-By-Step Procedure Last Updated: 01/07/13 1 of 2

http://eresearch.umich.edu

Assign SUBK Management

In some cases a subcontract (SUBK) associated with a PAF will be managed by a Principal Investigator (PI)

• ther than the PAF Contact PI and/or a department other than the PAF Administrative Home. “Management”

provides the ability to enter the SUBK worksheet and execute activities (e.g., SUBK submission, approval of the draft subcontract). In eRPM, SUBK management is recorded via two activities:  Assign SUBK Management – completed by the PAF Administrative Home  Accept SUBK Management – completed by the unit reviewer in the department to which the SUBK is

• assigned. See the Unit Reviewer quick reference for instructions.

Upon unit acceptance, the work to establish the SUBK is transferred to the new department, but the PAF contact PI remains responsible for all subcontract activity associated with the project. The PAF Administrative Home department retains access to the SUBK.

Assign SUBK Management

SUBK Activities Menu 1. Click Assign SUBK Management from the Activities menu. Note: This activity is only available when the SUBK State is Pre-Submission. Assign SUBK Management Window 2. Select whether a Managing PI will be assigned to the SUBK (Yes or No). If select Yes, complete steps 3 –4. If select No, go to step 5. 3. Select the Managing Investigator’s Name from the list of PAF Investigators. 4. Select the Managing Administrator’s Name from the list of PAF Administrators.

1 2 3 4

The PAF’s Contact PI, Administrative Home Department, and Administrators are listed here. The investigators and administrators displayed here come from the parent PAF.

Appendix 2b

Proposal Management PI/Project Team Assign SUBK Management Step-By-Step Procedure Last Updated: 01/07/13 2 of 2

http://eresearch.umich.edu

Assign SUBK Management Window continued

• 5. To indicate a managing department, select

Yes.

• 6. Enter either the Dept ID (e.g.173500) or the

department’s Name in the search field. As you begin typing a value, the system displays matching values in a drop-down

• list. Select a value from that list.

Note: You can also click Select to search for and select the managing department.

• 7. If desired, enter Comments.

Note: Comments appear with the completed activity in the Recent Activity list on the SUBK Workspace and in the email notification.

• 8. Click

.

SUBK Assignment Information

After a SUBK is assigned, the PIs (contact and managing) and Administrators from both the PAF Administrative Home and managing department can view assignment information in two places. SUBK Workspace SUBK Management Email Notification

5

6 6 7 8

Email recipients include:  PIs & Administrators (PAF Administrative Home and managing department  SUBK “Notifiers” (PAF Administrative Home and managing department)  PAF “Notifiers” (PAF Administrative Home and managing department) Reviewers & Approvers (managi The Managing Department, Investigator and Administrator appear on the SUBK Workspace. SUBK Management assignments Basic SUBK info & link to SUBK in eRPM

Proposal Management Unit Liaison & Reviewer Manage Department Access Step-By-Step Procedure

Last updated: 11/12/12 1 of 2 http://eresearch.umich.edu

Manage Department Information

As a Research Unit Liaison (UL) or a Unit Reviewer, you can maintain a list in eRPM of the people or groups who do the following for each Dept ID to which you are assigned:  Reviews all PAFs and subcontracts in eRPM for a particular Dept ID. Note: only ULs can add/remove Reviewers Who Can Sign (i.e., reviewers who can also approve for the Dept ID).  Receives system emails for PAFs, project award and project change notifications, and subcontracts. Note: only the Subcontract Email Notification option gives the person eRPM access.  Acts as the department Contact for questions regarding proposal preparation, etc.  Acts as a Unit Data Manager for a particular Dept ID. Only people with this access can use the Manage Unit Data activity in eRPM. This list facilitates system functions, such as automated system notifications and the routing of PAFs and subcontracts, as well as provides departmental contact information for project teams. Important Information Refer to your unit’s policy to determine who manages the department information in eRPM. Some units assign the UL to manage this information for all Dept IDs within the unit, but others may assign a Unit Reviewer to manage a particular Dept ID. Navigation 1. Log into Proposal Management with your uniqname and Kerberos password from http://eresearch.umich.edu/. 2. Select either Unit Liaison or Reviewer, as applicable, under Roles in the left-side menu. The Home Workspace shows all the departments to which you are assigned. There are slight differences between the UL and Reviewer Workspace. Unit Liason – Home Workspace Reviewer – Home Workspace 3. Click Manage Department for the applicable Dept ID, then go to step 5. Note: New departments appear in the Department in need of Review section as a flag for your immediate attention. 3. Click the Manage Departments tab. 4. Click Manage Department for the applicable Dept ID.

3 3 4

Appendix 3

Proposal Management Unit Liaison & Reviewer Manage Department Access Step-By-Step Procedure

Last updated: 11/12/12 2 of 2 http://eresearch.umich.edu

Manage Department Page Tips: Use the eRPM Contact Us page (http://www.umich.edu/~eresinfo/erpm/contact.html) to:  Add a new department  Change department routing roll-up (i.e. hierarchy)  Change the Unit Liaison(s) for the department Include names, Dept IDs, etc. in the request as applicable. If a user isn’t found when searching eRPM, click Create A New User

• Account. See the Create an eResearch Account procedure for details.

5 6 7 8

• 5. Review the information on the

Manage Department page.

• 6. To add a person/email group

for any of the “roles” (e.g., Reviewers) displayed, click Add to search for and select a person/email group.

• 7. Select a Filter by criterion

(e.g., Last) and enter a keyword (e.g., last name) in the field.

• 8. Click Go.
• 9. Select the person to add.
• 10. Click OK to add the person and

return to the Manage Department page.

• 11. To delete a person/email group,

click Remove next to the person or group’s name.

• 12. If applicable, uncheck the “in

need of review” checkbox.

• 13. Click OK to save your work and

return to your Home Workspace.

9 10 11 12 13

Proposal Management

eRPM PAF Questions, Online Help, Unit Specific Dirctions, and Business Processes Question Online Help Additional Help Unit Specific Directions Business Process Business Process Change Needed (Y/N) http://www.umich.edu/~eresinfo /erpm/add_help/1_7.html http://www.umich.edu/~eresinfo /erpm/add_help/1_10.html http://www.lsa.umich.edu/UMIC H/research/Home/Policies%20an d%20Procedures/LSA_ExternalFu ndingDeadlinePolicy.docx http://lsa.umich.edu/research/

1.7 Deadlines

Sponsor Deadline: Formerly "Due Date". If none, select No Sponsor Deadline. FOA Deadline: Pulled from the opportunity chosen. DRDA Deadline: Review the DRDA Deadline policy. School/College Deadline: Refer to your School/College for deadline policy information. Dept/Unit Deadline: Refer to your Dept/Unit for deadline policy information. Other Deadlines: Use blank text box to note additional deadlines. If PI requires a date other than sponsor deadline that new date will become the deadline that is used by all for tracking purposes. LSA uses for Faculty Search on LSA Research Webpage. Important to use descriptive terms. Enter 3 Key Terms. Key terms help expand searches beyond project title in the eRPM data set (data warehouse). E.g., you want to find all cow related projects, it helps if project key terms include cow, bovine, heifer.

1.18 Descriptive Key Term s 1.10 Deadlines Sponsor Deadline

Sponsor Deadline: Formerly "Due Date". If none, select No Sponsor Deadline. DRDA Deadline: Review the DRDA Deadline policy. School/College Deadline: Refer to your School/College for deadline policy information. Dept/Unit Deadline: Refer to your Dept/Unit for deadline policy information. Other Deadlines: Use blank text box to note additional deadlines. Deanʹs office requires three working days before sponsor deadline day. LSA requires PAF to be Finalized for College review and signature. Each department should have a written deadline policy.

1.16 Proposal Type/ Class Code *

Relates to financial class codes. Class drives the indirect cost rate. If you are using an off‐campus rate please provide a justification in the notes section. Please see ORSPʹs website for information on what qualifies for off‐campus.

2.1 W ill students w ork on this project? *

Use for all students (undergrad, temp, or Grad Student). We will revisit how to use for LSA.

Question Key: *Required to Save = Question must be complete before you can Save or click Continue to save and move to the next page of the PAF Worksheet. E.g., question 1.1 Project Title *Required to Save. * = Question required to route for approval (will receive error if try to route for approval without completing). E.g., question 1.16 Proposal Type/Class Code * Nothing = Question optional. Not required by eRPM system. Unit may determine if question required by unit. E.g., question 1.2 Long Title.

Important: Online help questions may be updated after the distribution of this document. The most up to date information is found in eRPM PAF Worksheet. 1 of 6 Last updated: 06/03/2010

Appendix 4

Proposal Management

eRPM PAF Questions, Online Help, Unit Specific Dirctions, and Business Processes Question Online Help Additional Help Unit Specific Directions Business Process Business Process Change Needed (Y/N)

Question Key: *Required to Save = Question must be complete before you can Save or click Continue to save and move to the next page of the PAF Worksheet. E.g., question 1.1 Project Title *Required to Save. * = Question required to route for approval (will receive error if try to route for approval without completing). E.g., question 1.16 Proposal Type/Class Code * Nothing = Question optional. Not required by eRPM system. Unit may determine if question required by unit. E.g., question 1.2 Long Title.

http://www.umich.edu/~eresinfo /erpm/add_help/2_3.html http://www.umich.edu/~eresinfo /erpm/add_help/2_6.html If you are selecting someone to serve as PI who is not PI eligible please note why you are requesting the exception. Do not include personnel to the PAF who are not PI eligible as Participating Investigator with effort or without

• effort. In LSA Michigan Society

Fellows and Math Rotators are PI

• eligible. Staff are NOT PI eligible.

No HR appt. needed for new faculty sumitting proposal before arival unless making expenditures. Adding UM Key Personnel has two main steps:

• 1. Add the person. You must click SAVE.
• 2. Add Appointments for the person.

Click the help link to learn more

2.3 UM Key Personnel 2.3a I neligible Job Code Com m ents*

For PI eligibility exception, please provide request from Chair. This is rarely allowed.

2.6 Adm inistrative Personnel Administrative personnel includes staff from the

departments but not PIs. Find the correct person to add, assign edit rights, and SAVE. Click the help link to learn more. Each unit should list more than research admin so that project can be viewed if primary administrator is unavailable. If Department uses a ʺno effortʺ appointment this will allow other deparment to view faculty activity in eRPM for that proposal. Defaults to the selected appointment for the UM Principal Investigator. Can be changed if desired using the Select button.

2.7 Project Adm inistrative Hom e: * 2.9 Prim ary Post-Aw ard Contact: *

Select one post‐award administrative contact. This contact will be the contact for the project when funded. If no post‐award administrative contact is listed, the Primary Administrative contact is the PI. Each unit should develop best practice. Important: Online help questions may be updated after the distribution of this document. The most up to date information is found in eRPM PAF Worksheet. 2 of 6 Last updated: 06/03/2010

Proposal Management

eRPM PAF Questions, Online Help, Unit Specific Dirctions, and Business Processes Question Online Help Additional Help Unit Specific Directions Business Process Business Process Change Needed (Y/N)

Question Key: *Required to Save = Question must be complete before you can Save or click Continue to save and move to the next page of the PAF Worksheet. E.g., question 1.1 Project Title *Required to Save. * = Question required to route for approval (will receive error if try to route for approval without completing). E.g., question 1.16 Proposal Type/Class Code * Nothing = Question optional. Not required by eRPM system. Unit may determine if question required by unit. E.g., question 1.2 Long Title.

http://www.umich.edu/~eresinfo /erpm/add_help/2_10.html http://www.lsa.umich.edu/UMIC H/research/Home/Resources%20 and%20Links/Research%20Admi nistration%20Toolkit/Showing%2 0effort%20on%20eRPM%20PAF. docx http://www.umich.edu/~eresinfo /erpm/add_help/3_3.html http://www.lsa.umich.edu/resear ch/lsagatewaytointernalfundinge gif http://www.umich.edu/~eresinfo /erpm/add_help/3_9.html http://www.lsa.umich.edu/resear ch/lsagatewaytointernalfundinge gif http://www.umich.edu/~eresinfo /erpm/add_help/3_10.html

2.10 Key Personnel Detail

Click the help link for more information. LSA uses academic year appointment as 100% and 3 Summer months as 100% . Add future appointments to show summer effort for proposal. 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). If effort is cost‐shared add a future appointment to capture that effort and in the comment box after the date add semicolon and then cost‐ shared. Upload eGIF approval summary and letter if available (still required to route for review by approvers). Use system as repository for cost sharing commitments including eGIF. Click here to learn how to attach UM Cost Sharing Supporting documentation.

3.3 UM Cost Sharing Docum entation 3.8 Notes

Add here any notes to clarify the budget or budget calculations. For example, exclusions from the indirect cost calculation base. Provide rationale if using off‐ campus or other rate than standard

• n‐campus research. Things to

consider are where person resides during specified timeframe and if an office at department is provided for person during period. Provide sponsor announcement if indirects are not allowed.

3.9 Other UM Com m itm ent Details

Type a Description of other commitment details and Dept ID (ask commitment source if department ID unknown). Tip: You can look up departments in the Blue Pages ‐ Unit Heads/Administrators Listings. Department Name displays after you enter the Dept ID.

• REVISIT. Use for tuition shortfall

after requested and approved through eGIF.

3.10 Other UM Com m itm ents Docum ents

Click here to learn how to attach Other UM Commitments documents. Must include email or award letter Important: Online help questions may be updated after the distribution of this document. The most up to date information is found in eRPM PAF Worksheet. 3 of 6 Last updated: 06/03/2010

Proposal Management

eRPM PAF Questions, Online Help, Unit Specific Dirctions, and Business Processes Question Online Help Additional Help Unit Specific Directions Business Process Business Process Change Needed (Y/N)

Question Key: *Required to Save = Question must be complete before you can Save or click Continue to save and move to the next page of the PAF Worksheet. E.g., question 1.1 Project Title *Required to Save. * = Question required to route for approval (will receive error if try to route for approval without completing). E.g., question 1.16 Proposal Type/Class Code * Nothing = Question optional. Not required by eRPM system. Unit may determine if question required by unit. E.g., question 1.2 Long Title.

http://www.umich.edu/~eresinfo /erpm/add_help/3_13.html Enter total dollar amount of subcontracts to other institutions. Before you can route for approval, you must either: ‐ Attach Letters of Commitment in 3.10 or 6.2 Supporting Documents (Proposal section ‐ Internal documents page) OR ‐ Provide relevant details for subcontracts in the Notes field.

3.12 Notes 3.13 I ndirect Cost W aiver Docum entation

If an indirect cost waiver has been requested and approved, attach supporting documentation. Click the help link to learn how to attach documents. IDC Waiver not used in LSA

3.14 Notes

Before you can route for approval, you must either: ‐ Attach Indirect Cost Waiver Documentation OR ‐ Provide relevant details for the requested and approved indirect cost waiver in the Notes field. Each school/college may not allow or have specific requirements for Indirect Cost Waivers. Contact the Administrative Home of the project for more information. IDC Waiver not used in LSA

3.15 Subproject/ Grant Details*

Page 4 of the ePAF. Optional ‐ May not be required by some units. The purpose of this page of the worksheet is to help identify and estimate subaccounts for applications that involve multiple units. Designed for completion at the proposal preparation and routing stage, it sets forth a tentative distribution of award funds among the participating units. The budget arrangements are subject to change, based on the actual award and subsequent negotiations, and are not considered final. It does, however, provide a useful planning guide for anticipated financial responsibilities and distribution. To the extent possible, sections of this page of the worksheet should be completed by the UM Principal Investigator and acknowledged by each participating unit that is party to the proposal. Tip: You can look up departments in the Blue Pages ‐ Unit Heads/Administrators Listings. WARNING ‐ Add and Clear buttons work on the whole section not individual fields. After entering subproject details for a Dept ID, click Add to save. After adding details for a Dept ID, you have the option Edit or Delete. LSA projects must include subproject/grant detail when multiple unit participants and follow‐up at award time with a subProject/Grant. COULD also be used if multiple faculty are listed

• n the PAF from the same

department‐‐especially if they have

• effort. PIʹs portion of project must

be shown with subproject. Potential EXCEPTIONS: Dollars for LSA not material; project doesnʹt carry IDC (equipment grants; training grants), or if other exception requested please call LSA Research Office.

4.3 Footage If additional space has been committed for this project, indicate the square footage committed

If you don't have enough project space, contact your unit administrator. Tip: You can look up departments in the Blue Pages ‐ Unit Heads/Administrators Listings. If you need additional space, please discuss with your facilities/chairʹs office at least two weeks prior to routing of proposal. Important: Online help questions may be updated after the distribution of this document. The most up to date information is found in eRPM PAF Worksheet. 4 of 6 Last updated: 06/03/2010

Proposal Management

eRPM PAF Questions, Online Help, Unit Specific Dirctions, and Business Processes Question Online Help Additional Help Unit Specific Directions Business Process Business Process Change Needed (Y/N)

Question Key: *Required to Save = Question must be complete before you can Save or click Continue to save and move to the next page of the PAF Worksheet. E.g., question 1.1 Project Title *Required to Save. * = Question required to route for approval (will receive error if try to route for approval without completing). E.g., question 1.16 Proposal Type/Class Code * Nothing = Question optional. Not required by eRPM system. Unit may determine if question required by unit. E.g., question 1.2 Long Title.

http://www.umich.edu/~eresinfo /erpm/add_help/6_1.html http://www.lsa.umich.edu/UMIC H/research/Home/Policies%20an d%20Procedures/LSA_ExternalFu ndingDeadlinePolicy.docx http://www.umich.edu/~eresinfo /erpm/add_help/6_2.html MANAGE UNIT DATA SCREENS https://sharepoint.umich.edu/lsa /dean/research/Lists/Calendar/At tachments/1/Bs.%20Process%20f

• r%20collecting%20Computing%

20and%20Equipment%20data.pp tx https://sharepoint.umich.edu/lsa /dean/research/Lists/Calendar/At tachments/45/MUD%20commit ments.pptx REVISED DOCUMENTS TO SPONSOR http://orsp.umich.edu/sops/300.0 http://orsp.umich.edu/sops/300.0 https://sharepoint.umich.edu/lsa /dean/research/Lists/Calendar/At tachments/43/Capturing%20Cha nges%20to%20PAF%20after%20P roposal%20is%20Submitted.pptx https://sharepoint.umich.edu/lsa /dean/research/Lists/Calendar/At tachments/45/MUD%20commit ments.pptx

6.2 Final Proposal

Click here to learn how to attach supporting documents. LSA Policy states that all proposals must be in finalized state when routed for College signature when LSA is Administrative Home. LETʹS DISCUSS HOW TO USE SUPPORTING DOCUMENTS SECTION. Click here to learn how to attach supporting documents.

6.3 Supporting Docum ents

MUD Custom Fields (Computing & Computing Equipment Computing and computing equipment

• f >$5000 shall be entered into MUD

MUD Add a Commitment (Rescource Commitment Updates When a resource commitment such as the total budget, subaccount, or effort changes and the PAF can't be modified to capture it, use MUD. Draft of an award has not be received and budget changes >20% or Indrect Cost Rate Changes or UM Cost Share Changes Notify ORSP that PAF needs to be updated and re‐signed per their SOP 300.01 Update all relevant resource commitments in PAF and upload new supporting documents Draft of an award has not be received and budget changes <20% Per ORSP SOP 300.01 post a comment notifing ORSP, College and other interested parties of revised documents being sent to sponsor Copy LSA Dean's Office on correspondence with ORSP regarding new documents to the sponsor. Capture new data in MUD per steps above in MUD Add a Commitment Important: Online help questions may be updated after the distribution of this document. The most up to date information is found in eRPM PAF Worksheet. 5 of 6 Last updated: 06/03/2010

Proposal Management

eRPM PAF Questions, Online Help, Unit Specific Dirctions, and Business Processes Question Online Help Additional Help Unit Specific Directions Business Process Business Process Change Needed (Y/N)

Question Key: *Required to Save = Question must be complete before you can Save or click Continue to save and move to the next page of the PAF Worksheet. E.g., question 1.1 Project Title *Required to Save. * = Question required to route for approval (will receive error if try to route for approval without completing). E.g., question 1.16 Proposal Type/Class Code * Nothing = Question optional. Not required by eRPM system. Unit may determine if question required by unit. E.g., question 1.2 Long Title.

http://orsp.umich.edu/sops/400.0 https://sharepoint.umich.edu/lsa /dean/research/Lists/Calendar/At tachments/43/Capturing%20Cha nges%20to%20PAF%20after%20P roposal%20is%20Submitted.pptx https://sharepoint.umich.edu/lsa /dean/research/Lists/Calendar/At tachments/45/MUD%20commit ments.pptx http://orsp.umich.edu/sops/300.0 https://sharepoint.umich.edu/lsa /dean/research/Lists/Calendar/At tachments/43/Capturing%20Cha nges%20to%20PAF%20after%20P roposal%20is%20Submitted.pptx https://sharepoint.umich.edu/lsa /dean/research/Lists/Calendar/At tachments/45/MUD%20commit ments.pptx An Award has been received and the budget changes >20% or Indrect Cost Rate Changes or UM Cost Share Changes ORSP requires that PAF needs to be re‐approved by PI(s), Unit(S)/Department(s), and Dean's Offices(s) via the post‐ a‐comment Update all relevant resource commitments in MUD per steps above in MUD Add a Commitmentand upload new supporting documents in post‐a‐ comment for everyones review. An Award has been received and the budget changes <20% or Indrect Cost Rate Changes or UM Cost Share Changes Per ORSP SOP 400.01 post a comment notifing ORSP, College and other interested parties of revised documents being sent to sponsor Copy LSA Dean's Office on correspondence with ORSP regarding new documents to the sponsor. Capture new data in MUD per steps above in MUD Add a Commitment Important: Online help questions may be updated after the distribution of this document. The most up to date information is found in eRPM PAF Worksheet. 6 of 6 Last updated: 06/03/2010

Step 1 Step 2 Pick your unit Step 3 Click add to start adding commitments Adding Resource Commitments Changes (Budget, Effort ,and Subaccount) to MUD

Appendix 5

The PAF Budget View The MUD Subaccount View

The PAF Subaccount View The MUD Subaccount View

The PAF Effort View The MUD Effort View