Introducing eRAM Phase 2

August 2012

eRAM Phases • Phase 1 – 2011

o eSirius Animal Application/Protocol system was retired

o eRAM Application/Protocol system implemented to support UCUCA

business processes

• Phase 2 – 2012 (September 10 Go-Live) o Online Animal usage to replace paper forms sent to the UCUCA and

ULAM offices

o Action Items

o Shortcode Maintenance

• Phase 3 – 2013 o Sirius to retire

o Online animal census and invoices and remaining ULAM processes within

eRAM

What’s New in Phase 2? • Online Animal Use Forms

o “Animal Use” is a common term used for:

• Animal Purchase Request – formerly a paper form faxed to ULAM

• Animal Transfer between U of M Protocols – formerly a paper “C” form

faxed to UCUCA

• Report Non-traditional Animal Acquisition – formerly a paper “D” form

faxed to UCUCA

• Shipping Form (Import) – formerly an email process with ULAM

Quarantine

• ULAM Notification of Delivery – formerly a paper “D” form faxed to

UCUCA and separate notification with ULAM

• Transfer Rodents To/From Reuse Program– formerly a paper “A” or “C”

form faxed to UCUCA

What’s New in Phase 2? cont. • Action Items

o Online tracking of system generated and human assigned tasks

• Shortcode Maintenance o Online functionality which replaces the “ULAM Authorization to Charge

and/or Request for Account Change” paper ULAM form

• Enter/maintain U of M shortcodes into eRAM to be used on the new

animal use forms

• Allow shortcodes to be associated to specific protocols by the

Shortcode Manager or PI

• Allow PIs to designate Shortcode Manager(s) to maintain their

shortcodes

• Track the requests for shortcode usage between PIs

• Request ULAM to change the shortcode(s)

System Preview Navigation

PI & Lab Personnel Workspace

Animal Management Inbox tab

Action Items tab

Use Forms in Progress tab

Approved Use Forms tab

Manage Shortcodes tab

Protocol Workspace

Animal Numbers and Transactions tab

• Protocol Workspace

Animal Numbers and Transactions tab, cont.

Action Items tab

Shortcodes tab

Animal Use Forms tab

System Preview Animal Use Forms

Starting an Animal Use Form

Page 1: Select Your Form

Page 2: Select Your Species

OR Select Species and Transfer Role, for Transfers

Page 3: Complete the form

Page 3: Complete the form, cont.

100 100

Animal Use Workspace

Form Processing Some General Information

The Basics • All forms, once created, are in the eRAM state of

Pre-Submission (just like protocols and

amendments).

• When a form is submitted, the next state depends

on the form type.

Form Type Next State Where It Goes

Purchase Request Final Review ULAM Procurement

Notification of Delivery Final Review ULAM Procurement

Non- Traditional Acquisition Final Review UCUCA Office

Shipping Form Final Review ULAM Quarantine

U of M Transfer Preliminary Review “2nd” PI/Lab Inbox

Rodent Transfer Preliminary Review “2nd” PI/Lab Inbox

For Transfers Once the form is in the eRAM state of Preliminary

Review,

1. The other or “2nd” PI/Lab updates the form using an

activity

2. The 2nd PI/Authorized Signer submits the form

3. The eRAM state is then Final Review

4. The UCUCA office either approves the form or

sends it back to either PI for editing

Who Can “Do” Forms • To Create (“start”) Forms:

You must be either the Protocol PI, a Protocol Editor,

or a Protocol Authorized Signer

• To Submit Forms:

You must be either the Protocol PI or a Protocol

Authorized Signer

When Can You “Do” A Form? • You can create (“start”) most forms after the

protocol has gone to Committee Review.

• You can submit all forms after the protocol has

been Approved (that is when your authorized

animal numbers are approved).

Action Items

Action Items • AKA Tasks, To Dos, Post-its, Request for Amendment,

etc.

• Can be generated by the system

• Can be generated by a human

• Can be tracked in the system

• Replaces many manual emails

• Replaces the need for tracking spreadsheets

System Generated Action Items • Many types of action items are automatically

created.

• Amendment needs, annual review actions,

negative animal balances, etc.

Human Generated Action Items • Many types of action items can be created as

needed.

• Tasks for a business unit, protocol PI and lab

personnel, individual assignment

Create Action Item from Animal Use Form

Fill Out Action Item Information

Track Action Item

Assignee: Complete Action Item

Complete Action Item

Assigner: Close Action Item

Close Action Item

Shortcode Maintenance

Online functionality to replace the “ULAM Authorization to Charge and/or Request for

Account Change” paper ULAM form.

Shortcode Management • Management of a shortcode includes:

o Entering a new (FIN assigned) shortcode into eRAM

o Associating the shortcode to an individual protocol

o Activation of a shortcode for use (by ULAM Procurement) thus allowing

the shortcode to show up on various shortcode selection lists on the

animal use forms

Who Can Manage Shortcodes?

• PIs can manage their own shortcodes (across

protocols)

• PIs can delegate Shortcode Managers to manage

their own shortcodes (across protocols)

• PIs (only!) can request to use another PI’s shortcode

• PIs (only!) can allow the use of their own shortcode

by another PI

Enter Shortcodes into eRAM

Manage Shortcode Details

Add Shortcode and Associate to Protocols

Assign Shortcode Manager(s)

Request to Use or Remove (Another PI’s) Shortcode

Request to Use Another PI’s Shortcode

Transfer Shortcode(s)

Shortcode Transfer Request

Your Go-Live Checklist • Review your shortcodes and Shortcode Managers

o Do you have a shortcode identified for each protocol?

Required for animal use forms!

o Do you have someone other than the PI that manages shortcodes?

PIs can add their shortcode managers (Manage Shortcodes tab in PI/Lab

Personnel workspace)

• Review your protocol Health Contacts o Do you have at least one Health Contact listed on your protocol(s)?

Required for animal use forms!

o Giving someone the Health Contact role requires a personnel amendment.

• Review your protocol Authorized Signers o Do you have someone other than the PI that is listed as an Authorized Signer

on your protocol(s)?

Required for animal use forms!

The PI is automatically an Authorized Signer.

o Giving someone the Authorized Signer role requires a personnel amendment.

Reference Materials • Today’s handouts

• Presentation link will be available on the main page

of the eRAM website

http://www.umich.edu/~eresinfo/am.html

• Training materials will be available prior to Sept 10 on

the eRAM website, Training page

http://www.umich.edu/~eresinfo/eram/training.html

Questions?

Thanks for coming to learn

about eRAM Phase 2.0!