Proposal Management Manage Unit Data Overview 12/1/2009

What is Unit Data in eRPM? Manage Unit Data 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 Data is sent to Proposal Management data set nightly Anyone with access to the Proposal Management data set can view the data – Not restricted to the department that entered the data 2

Illustration of Unit Data Collection 3 PAF/Project Dept 1- UM Principal Investigator Dept 2 - Participating Investigator with Effort Dept 3 – UM Cost Share Dept 1 enters Unit Data Dept 2 enters Unit Data Dept 3 enters Unit Data eResearch Proposal Management System Dept 1 Unit Data Dept 2 Unit Data Dept 3 Unit Data Proposal Management Data Set Refreshed nightly.

Department Defines Unit Data Departments set guidelines/expectations about: – Data to collect – When to collect data – Reporting on this data using the Proposal Management data set Since departments set data guidelines/ expectations, do not compare unit data across Schools/Colleges. For example, – Department A: Collects unit data & defines fields * – Department B: Does not collect unit data – Department C Collects unit data & defines fields * – * Field definitions may not be the same 4

How do I enter Unit Data? System Demonstration Detailed directions with generic field described in: Manage Unit Data – Step- By-Step Procedure Manage Unit Data – Definitions for Your Departments/Unit - Tool 5

Who Can Enter Unit Data? Manage Unit Data is available to: – Reviewers at the Department Level – Unit Liaisons for all their departments – Unit Data Managers New group on the Manage Department Information page Allows individuals to view & enter department data For example, post-award individuals 6

Who Can Add Unit Data Managers? For a Dept ID, Unit Data Managers can be added on Manage Department Information page by: – Unit Liaisons – Reviewers Who Can Sign – Reviewers 7

Where can I view Unit Data? eRPM system – Unit Data can be viewed by those with access to enter data for individual Dept IDs 8

Where can I view Unit Data? Data Warehouse - Proposal Management data set/ RS02 Proposal Management BusinessObjects Universe 9 Proposal Management Dept Info Folder: Department/unit information defined by units. Do not use to report across schools/colleges because units define how to use these fields & units use these fields uniquely. o Unit Data can by searched/queried by those with access to this data set. o Unit data can be queried using a query or reporting tool. BusinessObjects is the query tool supported by U-M. Learn more about BusinessObjects XI 3.1 Web Intelligence (WebI):

Proposal Management Data Dictionary Excerpt of Proposal Management Dept Info 10

How Could My Department Use This? Commitments – For a PAF where your department is not the Administrative Home, but you have a Co-PI (e.g., Participating Investigator with Effort), enter/track his/her commitments 11

How Could My Department Use This? Cost-sharing – Track outstanding cost-sharing: Owed to a department Owed by a department 12

How Could My Department Use This? Capture information not included on the PAF, for example – Unit Fees (e.g. IRB Fees) – IDC Waiver 13

When will Unit Data be available? Manage Unit Data will be available in eResearch Proposal Management - February 1, for departments, to gather, collect & report on department specific information. 14

Planning to Use Manage Unit Data 1. Will you collect Unit Data? 2. What will be collected? 3. At what level will the data be collected? Dept? School/College? 4. Who will enter the data? 5. When & who will report on the data? 15 Departments must set their own guidelines for capturing & reporting on Unit Data Start these conversations prior to January 2010 Share with your unit next steps in early 2010 (even if it is you are not ready to use Manage Unit Data yet)

1. Will you collect Unit Data? 2. What will be collected? 3. At what level will the data be collected? Dept? School/College? 4. Who will enter the data? 5. When & who will report on the data? 16 Determine if it will add value for your departments to collect Unit Data Think about the big picture – what would be helpful for your unit to report on in the future Overall, what do you need

2. What will be collected? 1. Will you collect Unit Data? 2. What will be collected? 3. At what level will the data be collected? Dept? School/College? 3. Who will enter the data? 5. When & who will report on the data? 17 Determine what data you will collect, specific Manage Unit Data fields Create definitions of what these Manage Unit Data fields represent for your unit (e.g., Unit Fees used for IRB fields) For text fields, specifically define what you want entered so that you can consistently report on this data in the future

3. At what level? 1. Will you collect Unit Data? 2. What will be collected? 3. At what level will the data be collected? Dept? School/College? 4. Who will enter the data? 5. When & who will report on the data? 18 Define at what level you want to collect data Department level School/college level

4. Who will enter data? 1. Will you collect Unit Data? 2. What will be collected? 3. At what level will the data be collected? Dept? School/College? 4. Who will enter the data? 5. When & who will report on the data? 19 Determine who will enter unit data Individuals Reviewers Unit Liaisons for all their departments Unit Data Managers New group available on Manage Department Information page

5. Who & when will you report? 1. Will you collect Unit Data? 2. What will be collected? 3. At what level will the data be collected? Dept? School/College? 4. Who will enter the data? 5. When & who will report on the data? 20 Determine: Who will create reports on the data When will reports be created