Electronic Grants Management System User GUIDE


Contents



Preface

List of Abbreviations

Chapter 1. Introduction to EGMS

EGMS: A New Tool for Both Pre-Award and Post-Award Grants Management

What Are the Advantages of EGMS Proposal Preparation?
EGMS Enhances Consistency, Communication, and Compliance

Individual EGMS Databases Address Specific Proposal-Related Functions
EGMS Proposal Preparation
Proposal Routing Form
Other Support Database
Expertise Database

EGMS Generates PRFs from Completed Electronic Proposals prior to Submission to SPA

The Proposal Routing Form Can Be Used with an EGMS Proposal or a Paper Proposal

NIH, NSF, and Generic Format Proposals Can Be Prepared with EGMS Release 1.0
Types of Proposals Available in the Current Version of EGMS
Currently Not Available


Chapter 2. Getting Started in EGMS

What Do I Need to Start Using EGMS?
User Requirements Hardware and Software Requirements

What Resources Are Available to Help Me Use EGMS?
Technical Assistance
By phone
Online

Business Process Assistance
Training Services Assistance
Suggestions, Comments, and Bugs

How Do I Start Using EGMS to Prepare a Proposal?
Use the EGMS Home Page Links to Access Database Modules and EGMS Resources Create Your User Account in Each Individual EGMS Database

Users Create New Proposals and Access Existing Proposals through the EGMS Proposal Preparation Database

User Groups Allow PIs to Delegate and Departmental Staff to Share the Proposal Preparation Process
The Concept of User Groups
Guidelines for Forming New User Groups
How Do I Form a Group or Modify an Existing User Group?

To create a new User Group
To modify User Group membership or member status
To delete a User Group from your list of groups

You Establish a New Proposal when You Submit Proposal Settings to EGMS

The Proposal Selection Screen Provides Options to Search for, Clone, Hide, Delete, and Show All Existing Proposals
Search Options
To Clone a Proposal
To Delete a Proposal
To Hide a Proposal
The Show All Function


Chapter 3. The Proposal Routing Form

What Is the Proposal Routing Form?

Form Preparation and Routing

Database Main Menu Options

Preparing Only the Proposal Routing Form in EGMS
Creating an EGMS PRF for a Nonelectronic Proposal
Correcting the PRF: before the PRF Passes Audit
Correcting the PRF: after Audit, when Status Is Samsara or Pending

Preparing a Proposal Routing Form when You Have an EGMS Proposal
Generating a PRF from an EGMS Proposal
Correcting the PRF: before the PRF Passes Audit

Correcting information entered directly into the PRF
Correcting PRF data elements that flowed from the proposal

Correcting the PRF: after Audit, when Status Is Samsara or Pending
Correcting information entered directly into the PRF
Correcting PRF data elements that flowed from the proposal

Reusing Proposal Routing Form Data Elements: Creating and Using Templates
Using a Completed PRF as a Template to Prepare a New PRF
Creating Templates
Using an Existing Template to Prepare a New PRF

Obtaining an Ink Approval Signature from an Individual at Another Location: Fax Form Process Option

Attaching an Electronic Approval Signature to a Proposal Routing Form

Accessing a Proposal Routing Form Prepared by Another Individual

Printing Proposal Routing Forms
Printing Completed PRFs
Printing a Blank PRF for Manual Completion

Submitting Proposal Routing Forms to Sponsored Projects Administration

Removing Unsubmitted Proposal Routing Forms from your Status of Requests List

Division Administrators and Approval Chains

Table PRF-1: Detailed Instructions for Completing the PRF Data Fields

Table PRF-2: Links to Definitions, Policies, and Resource Materials Provided on the Electronic PRF


Chapter 4. Preparation of Proposal Forms in EGMS

What Is the EGMS Proposal Preparation Database?

Read Me First: Tips for Using the EGMS Proposal Preparation Database

Database Main Menu Options

Budget Only EGMS Proposal Preparation

Preparing All Sponsor-Required Forms in EGMS

Preparing Supplement Proposals in EGMS

NIH Modular Grant Preparation

Creating an Account in the EGMS Proposal Preparation Database

Accessing the Main Menu for an Existing Proposal
To Access the Proposal Main Menu from the EGMS Home Page

Proposal Preparation: Key Personnel Section
Subsections: Key Personnel, Biographical Sketch & Other Support, PI Information, Personnel Report, Collaborators, Research Activity

Proposal Preparation: Progress Report Section
Subsections: Specific Aims, Studies and Results, Supplements, Gender and Minority Inclusion

Proposal Preparation: Project Information Section
Subsections: Project Abstract or Description, Sites, RFA/PA, Program Income, Sponsor, Research Experiences for Undergraduates Program, Program Support, Table of Contents, Proposal Info

Proposal Preparation: Resources Section
Subsections: Laboratory, Clinical, Animal, Major Equipment, Computer, Office, Other

Proposal Preparation: Budget Section
Subsections: Budget Information, Personnel, Consultants, Equipment, Travel, Patient Care Costs, Alterations & Renovations, Other Expenses, Consortium/Contract, Supplies, Modular Information, Participant Support

Proposal Preparation: Assurances Section
Subsections: Human Subjects Use, Animal Subjects Use

Using Copy and Paste to Populate Your Proposal

Viewing EGMS Proposal Forms Populated with Data

Auditing Proposal Information
To Audit a Subsection or Section
To Audit the Entire Proposal

Correcting Proposal Information Where Individual Listings Are Held in a Summary Table
To Correct Information that Has Been Added to a Proposal and Is Held in a Summary Table

Editing Proposal Settings
To Edit Proposal Settings

Generating a Proposal Routing Form from a Completed EGMS Proposal
With an Account Established in the PRF Database, Generate the PRF from the Proposal

Correcting a Frozen EGMS Proposal: Unfreeze, Modify, and Refreeze
To Correct Frozen Proposals and Return Them to Frozen Status

Printing EGMS Proposal Forms

Submitting Finished EGMS Proposals to Sponsored Projects Administration
Proposal and Proposal Routing Form (PRF) Status
Delivery of Original Proposal and PRF and Proposal Copies to SPA

For EGMS proposals with electronic approval of the PRF For EGMS proposals with manual approval routing of the PRF

Table PP-2: Links to Definitions, Policies, and Resource Materials Provided in the EGMS Proposal Preparation Database


Chapter 5. The Expertise Database

What is the Expertise Database?

Read Me First: Tips for Using the Expertise Database

Preparing an Online Curriculum Vitae

Setting up Other Personnel to Add Data and Update an Expertise Database Record
Accessing the Expertise Group and Screeen
Assigning Members to Your Expertise Group

To Add Members
To Remove Members

Removing Your Acess to Another Person's Expertise Database Record

Removing Your Expertise Database Record from the U of M Public Web Site

Creating an Expertise Database Record
Accessing a Particular Expertise Database Record for Data Entry Entering Key Data for Individual Subsections:
Demographics, Educational, Research and Expertise, Professional, Courses Taught, Memberships, Publications, Honors, Community and University Service, Image File, Patents, Languages
Working from a Current Electronic CV to Create an Expertise Database Record
To use the Cut and Paste Box to create the Expertise Database Record
Posting Publications Using the CV Loader

Viewing and Verifying an Expertise Record: Audit, Validate, and Show Form
Auditing an Expertise Record
Validating Your Expertise Record
Printing a Copy of the Expertise Record

Updating Expertise Records: Modifying Existing Information and/or Adding New Information
Updating Subsections Where Individual Listings Are Held in a Summary Table
To add a new data set
To modify an existing data set
To delete an existing data set

Updating the Image File Subsection
Updating the Demographics and Research and Expertise Subsections

Sending Your Expertise Record to Community of Science
Preparing a Record for Community of Science
Reviewing and/or Modifying the Record Extract prior to Upload to Community of Science

To add a data set
To remove or alter a data set

Uploading Your Record to Community of Science
Modifying the Community of Science Extract Following an Initial Upload


Chapter 6. The Other Support Database

What Is the Other Support Database?

Read Me First: Tips for Using the Other Support Database

Keeping Track of Current Funding with the EGMS Other Support Database

Setting Up Other Personnel to Add Data to and Update Your Other Support Database Record
Accessing the Other Support Information Screen
Assigning Members to Your Other Support Group

To add members
To remove members

Removing Your Access to Another Person's Other Support Database Record

Creating an Other Support Database Record
Accessing a Particular Other Support Database Record for Data Entry
Entering Key Data into the Other Support Subsection
Auditing an Other Support Database Record

Updating Other Support Records: Modifying Existing Information and/or Adding New Information
Adding a New Data Set
Modifying an Existing Data Set
Deleting an Existing Data Set

Appendixes

Appendix 1: New Faculty and Staff X.500 Username Instructions

Appendix 2: U of M Title and Look Up Instructions

Appendix 3: Printing EGMS Documents

Glossary

Index




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