eRAM: Manage Shortcodes

Overview

Shortcodes are used for making purchases at U-M, including purchasing animals, equipment and/or other services related to Animal Management protocols, and for assigning daily-care per diem charges. Within the eResearch Animal Management (eRAM) system, Principal Investigators (PI), the Unit for Laboratory Animal Medicine (ULAM), or Shortcode Managers designated by the PI can activate or disable shortcodes for use overall, and they can be designated for specific uses on specific protocols. Billing Viewers (designated by PI or Shortcode Manager) receive emails for billing and can view Statements of Charges. PIs can also share shortcodes between protocols and/or with other PIs.

Contents

Adding a New Shortcode

When completing an Animal Use Form, only the shortcodes listed in eRAM that are associated to the specific protocol will be available for use. A Principal Investigator and/or Shortcode Manager can add valid shortcodes to eRAM as necessary. Shortcodes are added from the PI & Lab Personnel Workspace.

  1. Click the Manage Shortcodes tab.
  2. Click Update Details.
    Note The PI must designate his/her first Shortcode Manager. Following that, the designated Shortcode Manager has the ability to add others. For details, see the Adding a New Shortcode Manager section of this document.
  3. Click Add.
  4. Type the first few digits of the Shortcode in the Select Shortcode field, and then select the desired Shortcode from the list of matching values that display.
    OR
    Click Browse... and then choose the desired shortcode from the list that displays.
  5. Click the appropriate radio button in the Is this Shortcode available for use? field. This setting can be changed at any time.
  6. Check the applicable box(es) to Select use type(s).
  7. If applicable, begin typing the protocol number in the Protocols Authorized to Use of This Shortcode (owned by PI listed above) field, and then select desired protocol from the list that displays.
    OR
    Click Browse... to search for and select the protocols for which this Shortcode can be used.
  8. If applicable, begin typing the protocol number in the Protocols Authorized to Use This Shortcode (owned by another PI) field, and then select desired protocol from the list that displays.
    OR
    Click Browse... to search for and select the protocols for which this Shortcode can be used.
  9. If applicable, begin typing the Billing Viewers field, and then select the desired person from the list that displays.
    OR
    Click Browse... to search for and select Billing Viewers.
    Note For details, see the Adding a New Billing Viewer section of this document.
  10. Click OK.
  11. Verify the information is correct on the Manage Shortcode Details page. Then, click OK.
    Notes
  • To change the details of a Shortcode, click Update in the appropriate row.
  • For a Shortcode to be available (i.e. show up in appropriate drop-down lists on Animal Use Forms):
    • The protocol must be listed on this page;
    • “Available for Use?” must be “yes” for the Shortcode, and;
    • It must be flagged as “Active in M-Pathways”.

​Adding a New Shortcode Manager

Individuals can be designated as a Shortcode Manager for a PI. This allows someone other than the PI to add or update shortcodes in eRAM that are owned by that PI. The PI must set up her/his first Shortcode Manager in eRAM. Additional Shortcode Managers can then be added by the PI or by Shortcode Managers already designated by the PI.

  1. Click the Manage Shortcodes tab.
  2. Click Update Details.
  3. Click Browse... in the Persons Authorized to Manage Shortcodes field.
  4. Click the checkbox(es) next to the individual(s) being added as a Shortcode Manager(s).
    Note Use the Filter by options to narrow the list of people when searching for the individual. You can Filter by first, last, or uniqname.
  5. Click OK.
  6. Click OK.
    Note If a person should no longer be a Shortcode Manager, click Remove in the appropriate row.

Adding a New Billing Viewer

PIs and Shortcode Managers can designate Billing Viewers for specific Shortcodes. Shortcode Managers and Billing Viewers receive emails for billing and can view Statements of Charges. Billing Viewers have no other functionality in eRAM.

  1. Click the Manage Shortcodes tab.
  2. Click Update Details in the Shortcode Details list.
  3. Click Update next to the Shortcode for which you wish to designate a Billing Viewer(s).
  4. Click Browse... in the Billing Viewers field.
  5. Click the checkbox(es) next to the individual(s) being added as a Billing Viewer(s).
    Note Use the Filter by options to narrow the list of people when searching for the individual. You can Filter by first, last, or uniqname.
  6. Click OK.
    Notes
    • The selected individual(s) display in the Billing Viewers section.
    • If desired, click Remove in the appropriate row to remove the person as a Billing Viewer.
  7. Click OK to return to the Manage Shortcode Details page.

Requesting/Approving/Denying to Share a Shortcode

I. Requester Actions

Requesting a Shortcode involves action by two people—the protocol PI or “requester” and the owner (must be a PI) of the Shortcode. Only a PI can request to share a Shortcode, and only a PI can give final approval/denial of a Shortcode request. The steps in this section are divided into sections based on your role in the request.

Follow the steps applicable to your role. Shortcode requests are made from within the protocol for which the Shortcode will be used. Once the Shortcode request is approved, it can only be used on that protocol. To use the Shortcode on a different protocol, a separate request must be made from within the appropriate protocol.

Note Shortcode requests appear on the Action Items tab on your Home Workspace.

  1. Click the Request to Use Another PIs Shortcode Activity.
  2. Click Browse... in the Principal Investigator field.
  3. Click the radio button next to the Principal Investigator who owns the Shortcode.
    Note Use the Filter by options to narrow the list of people when searching for the individual.
  4. Click OK.
  5. Enter any comments for the PI in the Comments field, if necessary.
  6. Check the box to affirm you will use the Shortcode in accordance with the related funding agreement.
  7. Click OK.

II. Shortcode Owner Actions – Approve/Deny Request

After a Shortcode is requested, the PI listed as the Shortcode owner (and, if applicable, that PI’s designated Shortcode Manager(s)) receives an email notification. The request can be accessed either by clicking on the link in the email or going to the Action Items tab on the Home Workspace.

  1. Click the Action Items tab.
  2. Action Items are assigned an ID number beginning with “ACT.” Click the Action Item’s ID number to open it.
    • If approving a request, complete steps 3-8.
    • If denying a request, skip to step 9.
  3. Click Select Shortcode from the Activities menu.
    Note The PI and/or the PI’s Shortcode Manager can select a Shortcode.
  4. Select the Shortcode being shared with the requester from the Select Shortcode drop-down list.
  5. Click OK.
  6. Click Affirm Shortcode.
    Note Only the PI can affirm the Shortcode to complete the process.
  7. Check the box to affirm that the Shortcode may be used by the requester.
  8. Click OK.
    Note After the PI affirms the Shortcode, it is available for use by the requester when creating an Animal Use Form from the specified protocol.
  9. Click the Deny Shortcode Request from the Activities menu.
  10. Enter comments for the requesting PI in the Comments field.
    Note The Comments field is a required field to deny a request and will be included in an email to the requester.
  11. Click OK.

Requesting a Shortcode Transfer

If a Shortcode used for protocol animal use forms is found to be invalid, or if you would like to switch the Shortcode associated with a particular protocol, a PI or a designated Shortcode Manager can request that another valid Shortcode​ be applied.

  1. Click Shortcode Transfer Request from the Manage Shortcodes tab of your Home Workspace.
  2. Select the Shortcode to be changed from the list of available Shortcodes.
    Note Only Shortcodes that are owned by the PI, available for use, and active in M-Pathways will appear in the list.
  3. Click Continue.
  4. Click the appropriate checkbox(es) to select the Protocol(s) for which the new Shortcode is to be applied.​
  5. Select new Shortcode from the drop-down list.
  6. Select the Start date for the Shortcode transfer to take effect.
  7. If the request involves charges billed more than 90 days ago, click Add to upload Financial Operations Approval documentation.
  8. Click Finish.
    Note An Open Action Item will be created for your Shortcode transfer request and you will be taken to the Open Action Item Workspace. Nothing more is required from the PI/Shortcode Manager. ULAM Accounting will verify the Shortcode Transfer Request and close the Action Item.

 

Last Updated: 
Saturday, May 22, 2021