eApproval for Grants

1
eApproval for Grants Contracts

• Meetings with Deans Administrators
• Summer 2004

2
eApproval

• No Signature Page!
• Circulate paper copies of research docs
• Same approval rules that drive the signature page
  now will generate the Approval Chart
• ASTRA data must be accurate
• Email notification options

3
Central Document Storage

• Go paperless!
• Upload all UW sponsor documents (i.e., grant
  and contract) to a central server
• Secure access to documents by owners and
  reviewers
• Requires standard document types
• PDF, Word

4
2 Phase Strategy

• Deploy eApproval first, alone
• Continue to circulate paper documents
• Requires
• Campus units update ASTRA data
• Train Users, Approvers and PIs
• Then, deploy ability to upload documents to
  central document storage

5
Todays Agenda

• Determine Approval Rules for your school or
  college

6
Handouts

• Approval Chart
• Rules
• Matrix
• Preparing for eApprovals

7
Approval Chart

• Generated based on eGC1 content
• Org Receiving Funding
• Selected Depts/Dean for Personnel
• Some Compliance Questions
• Units Paying for Cost Sharing
• Applies rules of school/colleges participating

8
Approvers

• Must approve application before it can advance to
  next approver/watcher
• Notified by email (optional)
• Able to view the entire application
• An application is not fully approved until all
  approvers have approved

9
Watchers

• Observes the approval process, but does not
  approve
• Notified by email (optional)
• Able to view the entire application
• Approval process does not depend on the Watcher
  taking any action

10
15 Approval Rules

• Rule
• 1-2
• 3-11
• 12-14
• 15

• Standard for all applications
• Determined by Deans Office
• Determined by compliance policy
• Standard for all applications

11
Approval Rules 3-10

• What is your in-house approval process?

12
Approval Rule 5 Academic Home Department

• Adds a Watcher to the Approval Chart
• If incorrect, does not delay the approval process
• Dept Admin may request change by emailing
  acadpers_at_u.washington.edu

13
Question

• Do you currently observe any anomalies on the
  signature page?
• Extra or missing signature lines?

14
How to Prepare for eApproval

• Handout
• Separate meeting if needed
• Open campus sessions
• Authorize all PIs in ASTRA by 8/1/04
• Confirm accuracy of your unit Reviewers (i.e.,
  Dept Reviewers).

15
Timeline

• eApproval is currently estimated to start
  deployment in September
• Campus Approvers will be first group deployed
• Units will be deployed incrementally
• Deployment speed determined by user feedback
  support capability w/in ORIS

16
New Topic

• Identify resource for in-house on Reporting Needs
• Who runs your reports?
• Who requests your reports?

17

• Thank you for your time today!