1 erpm was born march 30, 2009 lsa had a phased implementation 3/30/2009 natural sciences and...

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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

Electronic Systems (eRPM)

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Electronic Systems (eRPM)(Job Aids)

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Electronic Systems (eRPM)(Job Aids)


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Electronic Systems (eRPM)(LSA Business Process)

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Electronic Systems (eRPM)(PAF Questions / LSA Instruction - Deadlines)

Deadlines

Sponsor Deadline: Formerly "Due Date". • If none, select No Sponsor Deadline. • FOA Deadline: Pulled from the opportunity chosen. • ORSP Deadline: Review the ORSP 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.

• http://www.umich.edu/~eresinfo/erpm/add_help/1_7.htmlLSA Instructions - If PI requires a date other than sponsor deadline that new date will become the deadline that is used by all for tracking purposes.

http://www.umich.edu/~eresinfo/erpm/add_help/1_7.html


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If the sponsor deadline is 12/1/2015 but the PI wants it submitted by November 24, 2015 how do you complete the sponsor deadline section of the PAF?

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If the sponsor deadline is 12/1/2015 but the PI wants it submitted by November 24, 2015 how do you complete the sponsor deadline section of the PAF? Put 11/24/2015 as the sponsor deadline.

11/24/2015

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Monday (preferably sooner) Compliant proposal received by LSA Dean’s Research Office before 9:00 a.m.

Tuesday Approved proposal submitted to DRDA by 9:00 a.m. DRDA can submit once reviewed.

Wednesday DRDA can submit once reviewed.Thursday—Sponsor Deadline Day DRDA can submit once reviewed.

An example for calculating the College deadline can be found at http://www.lsa.umich.edu/UMICH/research/Home/Policies%20and%20Procedures/LSA_ExternalFundingDeadlinePolicy.docx

http://www.lsa.umich.edu/UMICH/research/Home/Policies%20and%20Procedures/LSA_ExternalFundingDeadlinePolicy.docx



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If the sponsor deadline is 12/1/2015 but the PI wants it submitted by November 24, 2015 what is the College deadline date?

11/24/2015

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If the sponsor deadline is 12/1/2015 but the PI wants it submitted by November 24, 2015 what is the College deadline date? College Deadline is 11/19/2015.

11/24/2015

11/19/2015

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See the link for what to do if PAF misses the LSA deadline http://www.lsa.umich.edu/UMICH/research/Home/Policies%20and%20Procedures/LSA_ExternalFundingDeadlinePolicy.docx

Full Day before deadline (9:00 a.m.) PAF comes finalized or returned to department Did not meet College deadline policy and the appropriate note will go in

PAF comments College will do limited review if time is available and sign proposal. PI must submit a message with PAF stating reason for late submission. PI assumes responsibility if proposal does not make it to sponsor.




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See the link for what to do if PAF misses the LSA deadline http://www.lsa.umich.edu/UMICH/research/Home/Policies%20and%20Procedures/LSA_ExternalFundingDeadlinePolicy.docx

Day of deadline PAF must come finalized. Did not meet College deadline policy Research Administrator or PI must contact through a phone

conversation (not leaving a voicemail message) with College and DRDA alerting to the exception request

PI must submit a message with PAF stating reason for late submission. College will NOT review but may allow "expedited submission" without

signing the PAF based on PI reason for lateness For expedited submissions proposal will return for College signature

after-the-fact. The Associate Dean will determine at that point if PAF is to be signed or proposal withdrawn.

After two unapproved "day of deadline" submissions College will NOT forward proposal without the Chair requesting exception.

PI assumes responsibility if proposal does not make it to sponsor.




If PAF comes to the College and it is not finalized the PAF will be returned to the department

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.


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If the prime sponsor deadline is 12/1/2015 but the direct sponsor wants it submitted to them by November 27, 2015 what is the sponsor deadline date for the PAFWhere does the other date go?

11/24/2015

11/19/2015

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If the prime sponsor deadline is 12/1/2015 but the direct sponsor wants it submitted to them by November 27, 2015 what is the sponsor deadline date for the PAF? 11/27/2014 (the direct sponsor deadline)Where does the other date go? In the Other Deadline Box

11/27/2015

11/19/2015

Prime Sponsor Deadline

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Other Schools as Administrative Home on proposals with LSA FacultyThe College of LSA will adhere to the deadline policy of the PI’s administrative home, and will work with schools so that they adhere to our policy when our College is the administrative home. Cost SharingLSA Cost Sharing requests are due two weeks prior to sponsor deadline through eGIF with the proposal in final format. Any request not received at least one week prior to sponsor deadline will not be considered.

Prime Sponsor versus Direct Sponsor DeadlineFor subcontracts the eRPM sponsor deadline should reflect the Direct Sponsor deadline not the Prime Sponsor deadline. A note should be inserted making it clear which deadline is for the Direct Sponsor.

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Electronic Systems (eRPM) (PAF Questions / LSA Instruction - Deadlines)

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Electronic Systems (eRPM)(PAF Questions / LSA Instruction – Sponsor Guidelines)

Sponsor Guidelines URL

Type the relevent URL (web page address). If a not for profit insert PDF of sponsor guidelines.

LSA Instructions - LSA will return if PDF is not included for Not for Profit proposals

Why???

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Electronic Systems (eRPM)(PAF Questions / LSA Instruction – Sponsor Guidelines)

Sponsor Guidelines URL

Type the relevent URL (web page address). If a not for profit insert PDF of sponsor guidelines.

LSA Instructions - LSA will return if PDF is not included for Not for Profit proposals

Why??? So have a permanent record of the requirements that were in place when proposal submitted.

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Electronic Systems (eRPM)(PAF Questions / LSA Instruction – Class Code)

Proposal Type/Class Code

Relates to financial class codes.http://orsp.umich.edu/proposals/processing/classcodes.html

LSA Instructions - Class drives the indirect cost rate. If you are using an off-campus rate please provide a justification in the PAF Budget notes section. Please see ORSP's website for information on what qualifies for off-campus (see the FAQs at http://orsp.umich.edu/indirect-costs-rates.)

http://orsp.umich.edu/proposals/processing/classcodes.html

http://orsp.umich.edu/proposals/processing/classcodes.html

http://orsp.umich.edu/indirect-costs-rates

http://orsp.umich.edu/indirect-costs-rates

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Electronic Systems (eRPM)(PAF Questions / LSA Instruction – Descriptive Key Terms)

Descriptive Key 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.

LSA Instructions - LSA uses for Faculty Search on LSA Research Webpage. Important to use descriptive terms.http://lsa.umich.edu/research/

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

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Electronic Systems (eRPM)(PAF Questions / LSA Instruction – Students on Project)

Will students work on this project?

LSA Instructions - Use for all students (undergrad, temp, or Grad Student).

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Electronic Systems (eRPM)(PAF Questions / LSA Instruction – UM Key Personnel)

UM Key Personnel

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 http://www.umich.edu/~eresinfo/erpm/add_help/2_3.htmlhttp://orsp.umich.edu/proposals/principal_investigator.html

LSA Instructions - This is where you can give the PI permission to edit the PAF and attachments—its their PAF so not a bad idea to give lead PI edit rights.

Make sure your Key Personnel are PI eligible or see next slides for exceptions.

Add future appointment for personnel in eRPM if personnel does not have an appointment where they will be paid or if personnel effort is not the same in all years of the project.



http://orsp.umich.edu/proposals/principal_investigator.html

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Electronic Systems (eRPM)(PAF Questions / LSA Instruction – Ineligible Job Code)

Ineligible Job Code Commentshttp://orsp.umich.edu/proposals/principal_investigator.html

LSA Instructions - If you are selecting someone to serve as PI who is not PI eligible please note why you are requesting the exception (contact Steve or Peggy if doesn’t meet situations below, request may be needed from the Chair.)

GSRA’s, Research Fellows, or staff are generally not include as personnel on the PAF.

GSRA’s or Research Fellows can be listed as Sponsor PI on the PAF if they are sponsor PI.

In LSA Michigan Society Fellows and Math Rotators are PI eligible.

No HR appt. needed for new faculty submitting proposal before arrival unless making expenditures.

Non-faculty investigators (ie staff, GSRA, Research Fellows) employees who are listed in a NIH proposal as Senior Key Personnel who need to disclose in M-Inform can be listed on the PAF as Non-faculty investigators.



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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.orsp.umich.edu/proposals/principal_investigator.html

Electronic Systems (eRPM)(PAF Questions / LSA Instruction – Ineligible Job Code)

mailto:[email protected]


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Electronic Systems (eRPM)(PAF Questions / LSA Instruction – Admin Personnel)

2.6 Administrative 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.http://www.umich.edu/~eresinfo/erpm/add_help/2_6.html

LSA Instructions - Each unit should list more than the primary research administrator so that project can be edited if primary administrator is unavailable.

WHY?



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Administrative 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.http://www.umich.edu/~eresinfo/erpm/add_help/2_6.html

LSA Instructions - Each unit should list more than the primary research administrator so that project can be viewed if primary administrator is unavailable.

WHY? Only people on the PAF can edit the PAF until it is routed and emergencies can happen.



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Reminder: There are certain functions that the primary research admin can do on the PAF. See http://www.umich.edu/~eresinfo/erpm/docs/PM_PT_Changes_SS.pdf

Anyone listed as administrative personnel on the PAF can be selected as the Primary Research Admin See http://www.umich.edu/~eresinfo/erpm/docs/PM_PT_MngData_noRelProj.pdf

http://www.umich.edu/~eresinfo/erpm/docs/PM_PT_Changes_SS.pdf

http://www.umich.edu/~eresinfo/erpm/docs/PM_PT_Changes_SS.pdf

http://www.umich.edu/~eresinfo/erpm/docs/PM_PT_MngData_noRelProj.pdf



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Project Administrative Home:

Defaults to the selected appointment for the UM Principal Investigator. Can be changed if desired using the Select button.

LSA Instructions - Can use multiple appointments for a faculty member on a PAF to allow other non-administrative home department to view faculty activity in eRPM for proposal. Consider using a future appointment if needed.

****Space in other unit will also all other department to see the PAF.

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Electronic Systems (eRPM)(PAF Questions / LSA Instruction – Post Award Contact)

Primary Post-Award 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.

LSA Instructions - Each unit should develop best practice

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Electronic Systems (eRPM)(PAF Questions / LSA Instruction – Key Personnel Detail)

Key Personnel Detail

Click the help link for more information.http://www.umich.edu/~eresinfo/erpm/add_help/2_10.htmlhttp://www.lsa.umich.edu/UMICH/research/Home/Resources%20and%20Links/Research%20Administration%20Toolkit/Showing%20effort%20on%20eRPM%20PAF.docx

LSA Instructions - LSA uses academic year = 9 months and Summer as 3 month.Example: 1 AY month =11%, 1 Sum month =33.3%.

If effort is not the same in all years add future appointments to show the change in effort.

In the PAF effort COMMENT BOX put the date for the budget period of the effort (ie 1/1/2009-12/31/20014)

If there is cost-shared and noncost-shared effort add a future appointment to capture that effort and in the comment box after the date add a semicolon and then cost-shared.



http://www.lsa.umich.edu/UMICH/research/Home/Resources%20and%20Links/Research%20Administration%20Toolkit/Showing%20effort%20on%20eRPM%20PAF.docx



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Electronic Systems (eRPM)(PAF Questions / LSA Instruction – Key Personnel Detail)

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Electronic Systems (eRPM)(PAF Questions / LSA Instruction – UM Cost Sharing Documentation)

UM Cost Sharing Documentation

Click here to learn how to attach UM Cost Sharing Supporting documentation. http://www.umich.edu/~eresinfo/erpm/add_help/3_3.html

LSA Instructions - Upload eGIF approval summary and/or correspondence prior to routing for review by approvers. PAF is NOT to be used to request cost-sharing.

Use system as repository for cost sharing commitments including eGIF.



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Electronic Systems (eRPM)(PAF Questions / LSA Instruction – Budget)

Budget Notes

Add here any notes to clarify the budget or budget calculations. For example, exclusions from the indirect cost calculation base. http://orsp.umich.edu/proposals/budgets/indirect_costs_off_campus.html

LSA Instructions - Provide rationale if using off-campus or other rate than standard on-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 pdf in documents uploaded to the PAF if sponsor announcement does not allow indirects.

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Electronic Systems (eRPM)(PAF Questions / LSA Instruction – Other UM Commitment Details)

Other UM Commitment 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. Click Save. To add more commitment details, click Add.http://www.umich.edu/~eresinfo/erpm/add_help/3_9.html

LSA Instructions - Use for tuition shortfall after requested and approved through eGIF. Use system as repository for commitments including eGIF and other e-mail correspondence. Must include email or award letter in PAF.



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Electronic Systems (eRPM) (PAF Questions / LSA Instruction – Subcontract)

Subaccount

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.

LSA Instructions - Enter total dollar amount of subcontracts to other institutions.

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$20,000

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PAF Summary Display

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Electronic Systems (eRPM)(PAF Questions / LSA Instruction – Indirect Cost Waiver)

Indirect Cost Waiver Documentation

If an indirect cost waiver has been requested and approved, attach supporting documentation. Click the help link to learn how to attach documents.http://orsp.umich.edu/sops/200.02-indirect-cost-recovery-and-waivers.pdf

LSA Instructions - IDC Waiver not used in LSAhttp://lsa.umich.edu/research/policiesandprocedures/lsaindirectcostidcrecoverypolicy_ci

http://orsp.umich.edu/sops/200.02-indirect-cost-recovery-and-waivers.pdf



http://lsa.umich.edu/research/policiesandprocedures/lsaindirectcostidcrecoverypolicy_ci

http://lsa.umich.edu/research/policiesandprocedures/lsaindirectcostidcrecoverypolicy_ci

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Electronic Systems (eRPM)(PAF Questions / LSA Instruction – Subproject/Grant Details)

Subproject/Grant Details

Formerly known as 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.

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3.15 Subproject/Grant Details*

LSA Instructions - 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 on the PAF from the same department--especially if they have effort. PI's portion of project must be shown with subproject.

Potential EXCEPTIONS: Dollars for LSA not material; project doesn't carry IDC (equipment grants; training grants

If other exception requested please call LSA Research Office at [email protected].


Use them. It benefits your faculty. Make sure they are setup at award time


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Electronic Systems (eRPM)(PAF Questions / LSA Instruction – Additional Space)

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.

LSA Instructions - If PI needs additional space, please discuss with your facilities/chair's office at least two weeks prior to routing of proposal.

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Electronic Systems (eRPM)(PAF Questions / LSA Instruction – Final Proposal)

Final Proposal

Click here to learn how to attach supporting documents.http://www.umich.edu/~eresinfo/erpm/add_help/6_1.html

LSA Instructions - LSA Policy states that all proposals must be in finalized state when routed for College signature when LSA is Administrative Home.



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Electronic Systems (eRPM)(PAF Questions / LSA Instruction – Supporting Documents)

Supporting Documents

Click here to learn how to attach supporting documents. http://www.umich.edu/~eresinfo/erpm/add_help/6_2.html

LSA Instructions LSA requires an internal budget and justification even if not required by sponsor.

• Please make sure identify any internal documents as such and that they should not be sent to the sponsor.

• The attachment should be loaded into the PAF documents NOT the Proposal documents.

• Add banner across document that internal only.



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Electronic Systems (eRPM)(Document Management)

When uploading a new file should you delete the old one first?

See http://www.umich.edu/~eresinfo/erpm/docs/PM_attach_documents_SS.pdf for to learn how to save multiple revisions of a document

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Electronic Systems (eRPM)(Document Management)

When uploading a new file should you delete the old one first? No

Then

http://www.umich.edu/~eresinfo/erpm/docs/PM_attach_documents_SS.pdf

http://www.umich.edu/~eresinfo/erpm/docs/PM_attach_documents_SS.pdf

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Electronic Systems (eRPM)(Posted Comments

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)(Posted Comments

• Make the comment useful!!! Be specific -- don’t say per phone call or e-mail.

• Identify in the comment who you would like to respond if comment is going to several people.

• Change the subject line to let people know whether comment is important.

• Remember the comments can’t be deleted…• Be succinct – brief but detailed that recipient know what is

expected• http://www.umich.edu/~

eresinfo/erpm/docs/PM_postcomment_SS.pdf• http://www.umich.edu/~

eresinfo/erpm/docs/PM_PostaComment_email.pdf

Comment Example

PI will sign PAF asap. Dawn and Dr. Kennedy, this is a 50K max cost, 2-year proposal, with 10% IDC per sponsor guidelines. This is only for Corey to supervise a GSRA and materials. The sponsor does not need to see a detailed budget in the proposal at this time, per their guidelines. We have included the usual internal detailed budget in PAF Documents. $45,455 Directs + $4545 IDC = 50K total costs. Thank you.

http://www.umich.edu/~eresinfo/erpm/docs/PM_postcomment_SS.pdf

http://www.umich.edu/~eresinfo/erpm/docs/PM_postcomment_SS.pdf

http://www.umich.edu/~eresinfo/erpm/docs/PM_PostaComment_email.pdf

http://www.umich.edu/~eresinfo/erpm/docs/PM_PostaComment_email.pdf

Electronic Systems (eRPM)(Routing the PAF)

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eRPM - What does the department’s signature mean?• That the department supports the PI carrying out the

research as proposed in the budget• That the departmental equipment and other resources shown

as contributed by unit/s are approved. • If there is new equipment, the unit will/has work/worked with

facilities to coordinate needs.• That the proposed research complies to the best of unit’s

ability with Sponsor, College, and Department rules.

Who Can Sign for Department?The Chair or Associate Chair are the designated signers. The person signing should represent the department for research, space, and resources.

The department should have a business process where chair delegates signature authority when they are unavailable.

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Electronic Systems (eRPM)(system generated message)

WARNING – eRPM sends a lot of message. Make sure you know who’s getting them and don’t assume. Not all notifications can be done in ePRM!!

http://www.umich.edu/~eresinfo/erpm/docs/Email_Notifications.pdf




Electronic Systems (eRPM)(see http://www.umich.edu/~eresinfo/erpm/docs/PM_UL_manageaccess_SS.pdf

for detailed instructions)

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Best practice is to have Yes checked.

http://www.umich.edu/~eresinfo/erpm/docs/PM_UL_manageaccess_SS.pdf

http://www.umich.edu/~eresinfo/erpm/docs/PM_UL_manageaccess_SS.pdf

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Generate Grants.gov package as PDF

http://www.umich.edu/~eresinfo/erpm/docs/Grants.pdf

Electronic Systems (eRPM)(Grants.gov Generate PDF)




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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/Research%20Admin%20Mtgs.aspx

Electronic Systems (eRPM)Manage Unit Data Screen

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



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%20Admin%20Mtgs.aspx

Changes to Effort and Subproject grants after the PAF has been submitted ( this can be preaward or postaward) Instructions can be found on the 3/7/2012 meeting at https://sharepoint.umich.edu/lsa/dean/research/Lists/Calendar/Research%20Admin%20Mtgs.aspx

Electronic Systems (eRPM)Manage Unit Data Screen

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Process for Tracking and Communicating Computing

Research Administrator uses eResearch Proposal Management System (eRPM) to add additional information so the Department and College can track computing in Proposals and Awards.

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.

Tracking and Communicating the Proposal

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.

Tracking and Communicating the Award

Just like at the proposal stage the: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.

Step 1

Step 2Pick your unit

Step 3Click add to start adding commitments

Adding Resource Commitments Changes (Budget, Effort ,and Subaccount) to MUD

The PAF Budget View

The MUD Subaccount View

The PAF Subaccount View

The MUD Subaccount View

The PAF Effort View

The MUD Effort View

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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 [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



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


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