Proposal Management: Manage Unit Data

Overview

• Enables departments to capture their own information for any project where the department is an approving department (e.g., Approver of space, budget, personnel with effort, or cost-sharing).
• Unit Data is sent to the Proposal Management data set nightly.
• Anyone with access to the Proposal Management data set can view the data. It is not restricted to the department that entered the data.
• Departments set guidelines regarding expectations about the data collected, when to collect data and reporting on this data using the Proposal Management data set. If you have questions, contact your Research Unit Liaison.

Important Information

• You must be a Unit Data Manager in eRPM to enter Unit Data for a Dept ID.
• Unit data can be entered in any state in eRPM (e.g., Proposal Preparation, Unit Review, Submitted to Sponsor, etc.).

Navigation

Role: Reviewer: My Home > PAF Workspace

Step-by-Step Process

1. From the PAF Workspace, click Manage Unit Data.
   Note (If you do not see the Manage Unit Data link, this means you are not listed as a Unit Data Manager on any of the approving departments for this PAF.
   
2. A list of all Departments related to this PAF/Project that you have access to view and edit Unit Data displays.
   
3. Click Update to enter/edit unit data for this PAF/Proposal.
4. Enter applicable information on the Proposal Unit Information page. Refer to the Edit Proposal Unit Information field description below for more information.
   Important Unit Data entries are not saved until you click OK on the Edit Proposal Unit Information window, and click OK on the Manage Unit Data page.
5. Click Add to enter Commitments.
   
6. Enter applicable commitment details. Refer to the Add Proposal Commitment Detail field description below for more information.
7. Click OK to save commitment detail and return to the Edit Proposal Unit Information page.
   Important Commitments are not saved until you click OK on the Add Proposal Commitment Detail window, click OK on the Edit Proposal Unit Information window, and click OK on the Manage Unit Data page.
8. If applicable, click Copy to copy commitment detail lines. This copies everything except the Start and End Dates.
9. Click Add to upload Supporting Documents.
10. Click OK to return to the Manage Unit Data page.
11. Click OK.
    Important You must click OK on the Manage Unit Data page to save all of your Unit Data entries. If you do not click OK here, you will lose work.
    When you return to the Manage Unit Data page, do not click Edit to make changes until you click OK to save all of you Unit Data entries. You will lose work if you click Edit before you click OK.

Edit Proposal Unit Information

Letter	Field/Button	Description
A	Department ID	Department for which you are a Reviewer or Reviewer who can sign. You are entering unit data on behalf of this department. This Owning Dept ID is what you will use to limit your queries in BusinessObjects to ensure that only relevant Unit Data is returned.
B	Project Grant Type: Code	Primarily used by the Medical School. Selection options include: Non-Subdiv Account , Parent Account, Sub Account, Cross Reference, Sub Account of Other School, Other School.
C	Project Sponsor Reference Numbers	Fields for Direct & Prime Sponsor Reference Numbers. Fields include: PHS Fund Type, PHS Project Type, PHS Institute Code, PHS Budget Year, Award No., PHS Research Supp
D	Project Type: Code	Primarily used by the Medical School. Selection options include: Research project, Research career devel/FWSP, Research program project center, Research training, Research equipment, Research Other, Instructional, Research non-faculty FWSP, Unlisted.
E	Project Type: Detail	Text box where detail can be included.
F	Project Type: Fund Type	Selection options include: New, New Resubmission, Competitive Renewal, Competitive Renewal Resubmission, Non Competitive Renewal, Non Competitive Renewal Prorated, Supplement, Increment, Cross Reference
G	Unit Fees: Charge Fee	Fee: U.S. currency. Description: A brief description of the Fee. You may add as many Charge Fees as you like. Click Add to start a new row.
H	Unit Fees: Waiver	Check Box to indicate if a charge waiver exists. Box checked = yes, there is a charge waiver Box unchecked = no, there is not a charge waiver
I	Unit Fees: Waiver Description	Description of the charge waiver.
J	Considerations: Has Unit Space	Check box to indicate if a department/unit has space. Box checked = yes, department/unit has space Box not checked = no, department/unit does not have space
K	Considerations: Has Cost Share	Check box to indicate if a department/unit has received external cost sharing. Box checked = yes, department/unit has cost share Box un checked = no, department/unit does not have cost share
L	Considerations: FDP	Check box to indicate there is a Federal Demonstration Partnership. Box checked = yes, there is a Federal Demonstration Partnership Box unchecked = no, there is not a Federal Demonstration Partnership
M	Considerations: Met Unit Deadline	Indicates whether or not the proposal met any internally defined unit deadlines (generally indicated on the PAF with optional deadline row(s)). Options include: Yes, No, N/A
N	IDC: IDC Waiver	Indicates whether or not an Indirect Cost Waiver was submitted. Box checked = yes, Indirect Cost Waiver was submitted Box unchecked = no, Indirect Cost Waiver was not submitted
O	IDC: IDC Original Rate	Used to indicate the original pre-waiver Indirect Cost Waiver rate.
P	IDC: Est. Waiver Amount	Used by the unit to display the balance resulting from the Indirect Cost Waiver (i.e., the amount of money lost due to issuance of IDC Waiver). U.S. currency.

Edit Proposal Unit Information Continued

Letter	Field/Button	Description
Q	Tracking Information: Internal Ref. No.	Used by the unit to track the file internally. Unit-defined reference.
R	Tracking Information: Archive No.	Unit-defined archive reference. For instance, if the unit maintains a physical archive and assigns archive numbers based on their own internal system, they can reference the number here for future look-up.
S	Tracking Information: Original End Date	If a No Cost Time Extension has been issued on any of the commitment lines associated with this owning department, the project original end date will be displayed here.
T	Tracking Information: Additional Title Information	Supplemental title information used for tracking.
U	Tracking Information: Add Notes	Used for additional notes needed for tracking information.
V	Payment: Payment Terms	Select as many payment terms as relevant.
W	Payment: Payment Notes	Enter relevant payment notes.
X	Impact (e.g., Geographical)	Enter as many impact terms as needed. Click Add to save each term needed. You will need to click OK on the bottom right of this window and click OK on the Manage Unit Data page to save your work.
Y	Initiative	Enter as many initiative terms as needed. Click Add to save each term needed. You will need to click OK on the bottom right of this window and click OK on the Manage Unit Data page to save your work.

Add Proposal Commitment Detail

Letter	Field/Button	Description
A	<Prev Next>	After saving your unit data, the Previous and Next buttons are available when there are multiple commitment lines. Use to navigate between commitment lines without having to return to the Edit Proposal Unit Information window.
B	Commitment Department	Department that has made the commitment.
C	Key Personnel	List of all UM PIs, Sponsor PIs, Participating Investigators with or without effort who have ever been on the PAF. Multiple PIs can be selected for a single commitment.
D	Related Project PAF	If relationships are established, Related PAF displays.
E	Commitment Start Date	Start of commitment.
F	Commitment End Date	End of commitment.
G	Original End Date	If a No Cost Time Extension has been issued on any of the commitment lines associated with this owning department, the original end date will be displayed here.
H	Fund Type	Selection options include: Competitive Renewal, Competitive Renewal Resubmission, Cross Reference, Increment, New, New Resubmission, Non Competitive Renewal, Non Competitive Renewal Prorated, Supplement
I	Reference Numbers	Fields for Direct & Prime Sponsor Reference Numbers. Fields include: PHS Fund Type, PHS Project Type, PHS Institute Code, Award No., PHS Budget Year, PHS Research Supp
J	Date Commitment Received	Date commitment was received.
K	Is Current Commitment?	Check box to indicate if commitment is current. Box checked = yes, is current commitment Box unchecked = no, is not current commitment
L	UM Cost Sharing Details	Click Add to open a new window and enter as many UM cost sharing commitment lines as applicable. Department - Department of either department that made the commitment to cost share. Source - Cost-share source. Direct - Direct cost share funds. Note indirect costs are tracked, but you need to click edit to view the indirect cost sharing detail. Journal Entry - Used to track cost share journal entry lines. Has Been Paid - Check box to indicate if cost share has been paid. Box checked = yes, is cost share has been paid Box unchecked = no, is not paid

Add Proposal Commitment Detail Continued

Letter	Field/Button	Description
M	Sponsor Direct & Indirect Costs	Enter sponsor direct & indirect costs.
N	Total	Row & column totals for Sponsor Direct Costs, Sponsor Indirect Costs, and UM Cost Sharing.
O	Project Grants	List of all PGNs associated with PAF. Select all associated with commitments.
P	Project Grant Type	Primarily used by the Medical School. Selection options include: Cross Reference, Non-Subdiv Account, Other School, Parent Account, Sub Account, Sub Account of Other School.
Q	Commitment Notes	Used to enter relevant commitment notes.