You are here

New Award Management Functionality

Where can I learn more?

eRPM Award Management Training Page

To help prepare Research Administrators and Unit Reviewer/Approvers, ITS prepared  job aids, reference materials, FAQs, and training documents.

eRPM Sandbox/Data Conversion
The eRPM Sandbox has been updated with the new functionality and with award records converted from existing active PAFs. The Sandbox will be updated periodically with additional converted data between now and August 20th. For more information on the data conversion process and schedule, please refer to the Data Conversion section of the eRPM Award Management training page.

Information Sessions
Information Sessions are also available to help answer any questions you may have after reviewing the materials. No registration is required for these sessions, scheduled for:

South Campus: Wolverine Tower - Room G18

  • Tuesday, Aug. 14, 3:00-4:30 PM

North Campus: Lurie Engineering Center - Johnson Rooms A, B, and C

  • Friday, Aug. 17, 9:00-10:30 AM

We'll communicate via RAPid newsletters (sign up here), and we will update this page, whenever we make significant updates or announcements. We are excited about this coming functionality, and we hope you are too!

Working Group

ITS: Cathy Handyside, Carolyn Pappas, Brian Palmby, Vasu Ramani, Mike Randolph, LaTonya Woods

ORSP: Karen Alameddine, Emily Baxter, Lark Haunert, Craig Reynolds, Tracy Schwab, Kate Strzempek, Colleen Vogler

Sponsored Programs: Bryan Van Sickle

The decision-making body for key business practice changes is the Research Administration Advisory Council Executive Committee (RAAC EC), with input from the Research Associate Deans (RADs), members of the U-M Research Compliance Advisory Committee (RCAC), and other campus leaders as needed.

Advisory Teams

Two advisory teams have been established to discuss the project details, gather input and provide feedback, and make recommendations. They come from the schools/colleges/institutes and the central offices.

School/College/Institute Advisory Team

Medicine: Heather Offhaus, Beth Brant, Anne Many, Megan Diffin 

Engineering: Linda Forsyth, Kimberly Mann

Institute for Social Research: Nick Prieur

Small School & Colleges Research Administrators Group: Anna Taylor (School of Dentistry), Jan Mitchell (College of Pharmacy)

College of Literature, Science, and the Arts: Heidi Madias

Central Office Advisory Team

ORSP: Karen Alameddine, Emily Baxter, Lark Haunert, Tricia Haynes, Kullie Kennedy, Tony Nielsen, Pat Roe, Tracy Schwab, Colleen Vogler

Sponsored Programs: Adam Mall, Amanda Simon

ITS: Carolyn Pappas, LaTonya Woods, Vasu Ramani

In addition to the advisory teams, a Data & Reporting Team has been convened to address reporting needs and related BusinessObjects repository queries. The members of the RAAC Metrics Committee may also be tapped to serve on the Data & Reporting Team.

New Award Management (AWD) functionality is coming soon.

What Is Award Management?

Award Management LifecycleAward Management encompasses activity within multiple phases of the sponsored project lifecycle – from the steps to accepting an award, to change requests and modifications throughout, and to the deliverables due to the sponsor during and at the conclusion of a project.

Effectively managing an award through these phases within the increasingly complex regulatory landscape takes coordination among the research units and various central offices and benefits from a comprehensive system that records and tracks progress towards the completion of a project.

Specifically, the new Award Management functionality:

  • Introduces a unique award identification number (e.g., AWD000001) that represents a single point-of-reference for a project across U-M systems--including M-Pathways Financials and other eResearch systems (e.g., eRRM, eRAM, M-Inform)
  • References all related Proposal Approval Forms (PAFs), Unfunded Agreements (UFAs), Agreement Acceptance Requests (AARs), related compliance records (e.g., HUMs and PROs), and sub-contract(s)

(August 13, 2018) Don't forget our upcoming ITS's Upcoming Info Sessions as we count down to our August 20th implementation. View our latest communication for other updates. Please note that these are Information Sessions. ITS is available during these times if you would like to bring questions. Thanks!

  • Tuesday, August 14, 3:00-4:30 p.m. South Campus: Wolverine Tower - Room G18

  • Friday, August 17, 9:00-10:30 a.m. - North Campus: Lurie Engineering Center - Johnson Rooms A, B, and C


Background

When U-M’s eResearch Proposal Management System (eRPM) launched back in 2008, the system was designed to replicate U-M’s original paper-based routing of the Proposal Approval Form (PAF), in addition to paper-based award management processes.

Why is this new award management functionality needed?

In response to an increased volume of research and an increasingly complex regulatory landscape, U-M regularly needs to update its business processes and related system functionality. The Proposal Approval Form (PAF) in the eResearch Proposal Management (eRPM) system works well for proposal submission activities but currently is limited in function for award set-up and post-award management. 


This is because in eRPM today, a PAF and an award have a one-to-one relationship (e.g., a single proposal results in one grant). This structure doesn’t always reflect reality, where one PAF may be related to multiple awards; or multiple PAFs may all be related to one award. As a result, management of an award sometimes can be difficult. 

Current State Example:

  • A principal investigator (PI) has an existing award that was originally approved on a PAF at the time of submission.
  • The same PI now requests supplemental funding to her existing award with a new scope of work to conduct human subjects research. The supplemental request requires a new (second) PAF.
  • When the sponsor agrees to the supplemental request, the funds are added to the existing award amount, thus resulting in two PAFs related to a single award, only one of which notes human subjects research.

Current State Challenge: How can we understand the entire funding and compliance story for this award when approval for human subjects research is only on the supplemental PAF?


Goals

To address issues like this and to better support the University’s business processes for sponsored awards, ORSP, in conjunction with Sponsored Programs, ITS-eResearch, and the research units, is developing new functionality in eRPM with the goal to:

  • Streamline the award management processes;
  • Create greater flexibility in the relationship between PAFs and Awards (AWDs);
  • Increase the visibility of award details and related items (e.g., individual funding commitments, compliance factors, required deliverables);
  • Provide consistent award data between eRPM and U-M’s financial system (M-Pathways); and
  • Enhance the “big picture” view of sponsored awards at the University of Michigan.

What will change in order to meet these goals?

Greater Flexibility

With Award Management (AWD) functionality, eRPM will accommodate multiple PAF/Award relationships, including one-to-one, many-to-one, and one-to-many.

Visibility of Details and Related Items

The implementation of the new Award Management functionality will mean no more searching multiple PAFs to understand the complete award “story.” All award information will be in one accessible AWD record, giving PIs and Project Teams greater visibility into the award details and related compliance. The Award Management workspace will display, list, and/or link to many related aspects of an award, such as individual funding commitments, compliance factors, required deliverables, etc.

Timeline

  • User Acceptance Testing (UAT) *

    • June 2018

  • Training for units and central offices

    • July 2018

  • Information Sessions

    • Tuesday, August 14, 3:00-4:30 p.m. South Campus: Wolverine Tower - Room G18

    • Friday, August 17, 9:00-10:30 a.m. - North Campus: Lurie Engineering Center - Johnson Rooms A, B, and C

  • August 20,  2018 - Implementation**


*During the month of June, the AWD team conducted UAT. During this process, representatives from the schools/colleges/institutes and central offices (who were involved in the design teams) were asked to participate in a limited release of the AWD eRPM project. The UAT process helped ensure that requirements were met and gave the work teams a chance to preview the online workflow. Additionally, the teams are identifying any remaining "offline" business processes. No new functionality is added during UAT.

In July, the AWD team began conducting broader training for units and central offices to prepare for launch and implementation in August.

**Note that future enhancements are planned. This includes automated routing and approval of the current paper-based Project Award Change (PAC) Request Form.

FAQs

ORSP in conjunction with Sponsored Programs, ITS-eResearch, and the research units is developing new award management functionality in eRPM with the goal to:

  • Streamline the award management processes;
  • Create greater flexibility in the relationship between PAFs and Awards (AWDs);
  • Increase the visibility of award details and related items (e.g., individual funding commitments, compliance factors, required deliverables);
  • Provide consistent award data between eRPM and U-M’s financial system (M-Pathways); and
  • Enhance the “big picture” view of sponsored awards at the University of Michigan.

After review, testing, and communications, we plan to launch August 2018. The timeline includes:

  • User Acceptance Testing (UAT) - June 2018
  • Training - July 2018
  • "Go Live" - August 2018

For questions on the Award Managment Functionality project, please contact AWDMGT-CoreProjectTeam@umich.edu or 734-936-1284.

User Acceptance Testing (UAT). During the UAT process, representatives from the schools/colleges/institutes and central offices  (who were involved in the working groups) will be asked to preview the online workflow. Additionally, this is a time to redefine or identify any remaining "offline" business processes. No new functionality is expected to be added during UAT. The UAT process simply ensures that requirements have been met.

 

The initial award notification will come in an email, and all information that we currently know as PAN (Project Award Notice) or PAC (Project Award Change) will reside in the AWD system. If you wish to have a hard copy printed, your best course of action would be to save the email notification as a PDF. 

The following training resources will be available the week of July 23, 2018, on the eRPM Training and Reference Materials web page:

  • Narrated training video with system demonstrations
  • Step by step job aids and other helpful documentation

In addition, eRPM users have access today to the eRPM “sandbox”, where you can practice using real dataPlease note that data entered in the sandbox will not be reviewed, processed, or approved.

We are also planning to hold two interchanges (one on central campus, one on North Campus) just prior to the go live. Details will be shared once the schedule and locations are confirmed.

eRPM will be unavailable during the weekend of the system upgrade and data conversion. Tentatively, the temporary system outage will run from 5:30 p.m. on Friday, August 17 through 6:00 a.m. on Monday, August 20.

eRPM system users (unit and central offices) will be notified in advance of the weekend for the upgrade once the dates are confirmed to allow for planning.

What is getting converted?

  • PAFs with Active P/Gs
    • Single PAF = New Award/Single P/G
    • Multiple PAFs with same P/G = New Award/Single P/G
    • (Includes PAFs that are expended but related to an active P/G)
    • Includes projects that are complete, but not yet Closed)
  • A list of historical PANs and PACs will display on the Modifications tab of the Award record.  
    • An award modification reference will be created for each historical PAN/PAC. 
      • All modifications of a project will have a Modification ID in order of the PAN or PAC create date.  
      • The name of the modification will be the PAF ID on which it was created followed by the PAN/PAC ID (e.g., 18-PAF012345-F055555-01).
      • The modification type will start with "Legacy" (e.g., Legacy - PAC Financial, Legacy - Administrative, etc.) to indicate that it is a converted record
      • These records are intended for reference only and will not contain any content. The original PAN/PACs, including detailed content, can be found on their respective PAFs. 

What is NOT getting converted?

  • Closed Projects. PAFs will remain in the system in a Closed state.
  • Documents - No documents will be moved from the PAF to the Award record. Documents will remain on the PAF for historical reference.

For more details, please see Data Conversion on the ITS website.

Yes, a "snapshot" of the closed PAFs will be available in a single table in the data warehouse for running queries.

  • The Attachments tab lists associated award, modification, change request, supporting and other documents, and security plans.
  • On the Unit Documents tab, you will see documents uploaded by you or others in your unit with access to the award (e.g., PI). Documents stored here are also visible to central offices.
  • The Activity History tab holds documents added through the Post a Comment activity.

Both units and ORSP have the ability to create Deliverables.

Units are not required to use Deliverables. You are encouraged to check with your unit about any guidelines or requirements in place regarding the use of Deliverables.

Yes. Click on the Name of the item to edit. Refer to Manage Deliverables.

No. If you update personnel (Investigators or Administrative) on the Award, the related PAF is not updated.

No. The PAF exists for historical purposes. Once a PAF is funded, it is for reference only.

All modifications are handled on the award. When a modification is made to the award, the PAF will not change. Links to modifications display on the Modifications tab in the Award workspace.

All PAFs tied to a single award will show up on the Related Records tab. From this tab, you can link back to the PAF if needed.

Today, ORSP adds commitment lines in the PAF. In Award Management, ORSP will complete an award modification to add new funding information to an award. The new budget line information will appear on the $$$ tab in the Award workspace.

A link to M-Reports is available on the Main tab in Award Management. You can use it to locate more detailed information about the Project/Grant, including any subs under the parent.

When Award Management goes live in August, fully automated routing of unit requests will not be in place but is planned for a future system upgrade.

Until then, the PI/Project Team will have two options to request an award change:

  • Complete the current PAC-R form, obtain ink signatures, and upload the form using the new Request Action/Modification activity available in the Award workspace 
    Or
  • Use the new online Request Action/Modification activity
    • Fill out the online Request Action/Modification form, print the form, and obtain ink signatures
    • Upload the signed form to your change request and click Submit

You can enter the new end date in the Comments/Instructions for ORSP box. Refer to Award Change Request.

Post-award hardship requests will be submitted through a new award change request type available both on the PAC-R form and the online Award Change Request.

Yes, it will show up as Hardship. The Project/Grant will not have an award ID until it is awarded.

No. PAF comments will not be migrated over to the Award.

The Awards tab (for PI & Project Teams) is where you find awards awaiting action (similar to the PAFs tab). Awards on this tab are grouped by:

  • Awards Awaiting PI Signature
  • Modifications Awaiting PI Signature
  • Change Requests with Required Action
  • Awards on Hold

You can find a list of active awards on the Active tab.

Questions?

For questions on the Award Management Functionality project, please contact AWDMGT-CoreProjectTeam@umich.edu.