See the following to learn about eRPM enhancements to the Subcontract process, as well as PAF and PAC changes.
eRPM Subcontract functionality continues to evolve as eResearch, ORSP, and the Office of Contract Administration (OCA) work to automate the business processes.
New process! The PAF Administrative Home can now assign another U-M department to manage a SUBK associated with the PAF. "Management" indicates responsibility for entering and submitting SUBK details, receiving system notifications, approving the agreement, receiving concurrence receipts, etc.
Two activities are required to complete the process:
New process! The PI and the unit now review and approve draft subcontract agreements in eRPM. This process replaces the paper approvals previously conducted with OCA. PI and unit approval is required before OCA sends the agreement to the subcontracting organization for their signature.
The general process in eRPM is:
See the PI Sign SUBK procedure for complete instructions, business process information, and tips.
Note: New SUBK email notifications are sent for the "manage" and "approve" processes. See the SUBK Notification matrix to learn which activities trigger an email, who receives it, etc.
PIs, Project Teams and Reviewers - check your home workspace for a new SUBKs tab. This tab displays at-a-glance status information of your SUBKs and provides quick access to locate and open SUBKs in any state (except Active).
|PI & Project Team SUBK Tab Listers||Unit Reviewer SUBK Tab Listers|
|SUBKs with Required Action||SUBKs Ready for Unit Approval|
|SUBKs Not Yet Signed by PI (for approval)||SUBKs with Required Action|
|SUBKs Ready for Completion (pre-submission)||SUBKs Not Yet Signed by PI|
|SUBKs in Progress (post-submission)||SUBKs Pending Acceptance from Managing Department|
For updated instructions, see the Enter a Subcontract in eRPM procedure.
State Description SUBK PI Review Draft subcontract agreement has been created by OCA, uploaded into SUBK, and sent for review to the Contact PI or, if assigned, the Managing PI. SUBK Unit Review PI has approved the draft subcontract agreement. The draft agreement is undergoing review by the Unit Reviewer. 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 organization. Subcontractor Processing OCA has sent the approved draft subcontract agreement to the subcontracting organization for their review and approval. OCA Finalizing Draft subcontract agreement approved by the subcontracting organization. OCA preparing to activate the SUBK.
These states are visible on the SUBK Workspace, SUBKs tab in your home workspace, All SUBKs view, and the Subcontracts tab within PAF Workspace.
|The SUBK Post a Comment activity to include the option of emailing select Department SUBK Notifiers.|
These changes will be applied to eRPM workspaces & worksheets at a later date.
The Modification field on the PAC (Project Award Change) notice has been moved below the Prime Sponsor Award Reference Number field. This change also applied to the Project Award, Edit Project Award, and PR Signoff Project Award views.