Best Practices for Communicating About Sponsored Projects

This resource provides tips for communication between the University of Michigan’s research project teams and the Office of Research and Sponsored Projects (ORSP) or Finance-Sponsored Programs. Learn about communicating via the eResearch proposal management (eRPM) system in the eRPM Communications Matrix and other means in the Email vs. Phone Communications Matrix. For communications best practices related to the Ironclad Contract Lifecycle Management (CLM) system, visit Working With Ironclad CLM.

eRPM Communications Matrix

PAF = Proposal approval form

UFA = Unfunded agreement

	eRPM Communication Method
	Project Team Request ORSP Action	Post a Comment	Send to Project Team for Changes	Request Action
Quick reference use	Use first for PAFs/UFAs	Use as an FYI for the record and not for action-oriented items	For ORSP’s use	Use for AWDs
When this eRPM activity is available	After the PAF/UFA is routed to ORSP	As soon as a PAF is created; on active Awards	Once submitted for approval until routed to ORSP, and when ORSP returns PAF/UFA.	On an Award or UFA in the state of Processing or Active
eRPM Guide URL	Request ORSP Action to Make Changes	Proposal Management: Post a Comment for the Entire Project	Proposal Management: (ORSP) Send to Project Team for Changes	Proposal Management: Request Action on Award
When to use	To request that ORSP take action or make changes to a PAF or an UFA, or send items to sponsor. To share a PAF/UFA status change. Example: pre-award changes; sponsor requests a pre-award rebudget from a principal investigator (PI); to forward Award documents. Tip: Primary Research Administrator status is needed to use this. Tip: If there is a sponsor deadline for this request, be sure to include that date at the beginning of the request.	As an “FYI” to create a permanent record in the system, relay small updates, attach documents to PAF/UFA/AWD. To reference or share sponsor communications. To upload final technical report. When instructed by ORSP. Tip: Opt to not select email recipients if just attaching a document for posterity. If you do select an email recipient, modify the default subject line and/or the comment. Tip: Include all necessary information.	This is for ORSP’s use to return the record to the project team to make and submit changes to a PAF or UFA in the approval process.	To request that ORSP take action on or make changes to an AWD, create an Award Change Request (ACR). Request Action on the AWD record to either: 1) Request one 22 changes to an AWD such as a no cost extension, approval of UG expenses, change of PI, etc., 2) Request an Other Action from ORSP (such as submit a progress report, add a HUM number to a project, etc.). See Award Change Requests for more details.
Results	Each action request moves the PAF/UFA into the ORSP officer’s eRPM inbox.	All who have access to the PAF or AWD can see comment, but they have to go into the record to see it. Tip: Post a Comment does not put the request in the officer’s work queue, thus, officers handling coverage will not know if action needs to be taken. Don’t use for action-oriented communications.	Generates “acknowledgment request” emails to all previous PAF approvers.	Places the request in the ORSP officer’s work queue and can be seen by all officers handling coverage.
Does it trigger an email?	No.	An email is sent only if recipient(s) are selected. The comment poster can check and uncheck recipient boxes.	Yes, in every instance used, to everyone with approval access to the PAF.	Yes, the PI, Primary/Additional Post-Award Contact(s), and the ACR creator will each receive an email notification that an ACR has been routed for approval. This process does not send an email to ORSP, but does arrive in the officer’s work queue.
Examples and scenarios	PI indicates proposal has been turned down; update PAF/UFA docs sent to PI	Document an issue with a PAF	Budget revision, indirect cost rate change, effort change, or other event requested by unit	Budget or effort revisions, indirect cost rate change or other event requested by unit

Email vs. Phone Communications Matrix

When to email	When to phone
When eRPM is not an option, draft an email. Do this: When documentation in eRPM is not necessary When documentation aids later support and clarification To gain clarification before documenting in eRPM To share correspondence with a sponsor To request a Zoom consultation	Picking up the phone may help: When quick confirmation or speaking directly with someone is needed (remember to leave a voicemail). To clear up miscommunication (e.g., still not clear after writing back and forth). To discuss complex situations or when multiple issues need resolution. To respond by phone, if requested, or speak in real time via phone or Zoom For urgent matters or same-day requests (and, of course, it is best to plan ahead and avoid these situations wherever possible).
Tips for emailing: Summarize the issue, what action is needed and who the action is needed from. Put as much key information in the subject line as possible, including “URGENT” and a “RESPOND BY” time if a same-day reply is needed. Describe consequences of a delayed response for time-sensitive messages.	Tips for calling: Always leave a voicemail, which will be automatically transcribed and forwarded via email. Identify who is calling and the purpose. When connected, be sure to ask if it is a good time to speak with the person and indicate how long the call may take (e.g., “Do you have five minutes, or time for a quick call?”).