Electronic Research Administration

What is it?

Many sponsors now rely upon electronic communication (email) with their grantees and upon secure sites to receive grant applications, to communicate funding decisions, to accept reports, and to close out research projects. Electronic Research Administration is the term used to describe the method most sponsors are employing to handle the grant application, award, and management process.

While there are sponsors who still use paper, the number of sponsors turning to electronic means for grant-related activities is constantly increasing.

The University of Texas at Austin (UT-Austin) has its own internal electronic grant tracking system most commonly known as RMS (Research Management System). RMS allows users to route a proposal application to OSP electronically; and it allows OSP to track all actions associated with a particular project.

In addition to RMS, UT-Austin uses Cayuse424 to provide a system-to-system submission solution for Grants.gov. Per current OSP policy, individuals must use CAYAUSE424 to submit applications to Grants.gov unless CAYUSE424 does NOT support the agency's funding opportunity. http://www.utexas.edu/research/osp/news/proposal_procedure_change.html

Is it important that I use electronic systems?

First and foremost, know your sponsor.

There are many sponsors that only use electronic means to communicate with the research community. If your sponsor employs electronic grant management practices, it is important that you obtain electronic access to your sponsor’s system and learn to use all features that are necessary to submit, accept, and administer your grant(s).

If your sponsor does not use electronic means to administer grants, then you are only required to use RMS to route your proposal application to OSP.

What has OSP done to help the research community adapt to and access electronic research management systems?

OSP has registered with all major sponsors and is authorized to submit grant applications on behalf of UT-Austin’s principal investigators.

OSP has created and staffed a position – Electronic Research Administrator - that will coordinate electronic research administration activities.

Who is the Electronic Research Administrator at UT-Austin?

Cathie Simpkins is the Electronic Research Administrator. You may contact her by phone at (512) 471-2340 or by email: csimpkins@austin.utexas.edu

What can the Electronic Research Administrator do?

What type of authorization do I need?

Authorizations for electronic systems are role-specific. It is important to determine what role you will play in the grant application, award, and management process and request the appropriate authorization:

Two other roles one might see when registering to use a sponsor’s electronic grant management system are: 1) Authorizing Official; and 2) Signing Official. These titles are reserved for personnel within the Office of Sponsored Projects who have been granted institutional-level authority.

In the event that UT-Austin is not an authorized user of a particular electronic system, the Office of Sponsored Projects will take steps to obtain proper authorization. If you are not sure that UT-Austin is authorized to use a particular sponsor’s electronic grant management system, contact the Electronic Research Administrator as soon as you can to verify UT-Austin can proceed with your application. If necessary, the Electronic Research Administrator will initiate UT-Austin’s registration.

How do I obtain authorization to use electronic grant management systems?

Some sponsors require PIs to have individual accounts – be sure to comply with extra sponsor requirements in order to access proprietary systems.

To obtain access to UT-Austin’s internal electronic system (RMS):

  1. Determine your role in the process (PI, Dean, Administrative Support, etc.)
  2. Based on that determination, proceed as follows:
    1. Dean / Associate Dean for Research / Unit Director
      1. Submit an e-mail request to osp@austin.utexas.edu. Provide your name, UT EID, unit code, if you have that information available, and state the department’s name to be credited for your research.
    2. PI
      1. Submit an e-mail request to osp@austin.utexas.edu. Provide your name, UT EID, unit code, if you have that information available, and state the department’s name to be credited for your research.
    3. Administrative Support
      1. Have your PI and/or supervisor submit an e-mail to osp@austin.utexas.edu requesting that you be granted RMS access to their PI code(s). State the PI’s name(s) you will be assisting and the department name and/or unit code, if you have that information available.

To obtain access to Cayuse:

  1. Determine your role in the process (PI, Dean, Administrative Support, etc.)
  2. Based on that determination, proceed as follows:
    1. Dean / Associate Dean for Research / Unit Director
      1. Submit an e-mail request to osp@austin.utexas.edu. Provide your name, title, department name, UT EID and e-mail address.
    2. PI
      1. Submit an e-mail request to osp@austin.utexas.edu. Provide your name, title, department name, UT EID, e-mail address, and eRACommons user name, if known.
    3. Administrative Support
      1. Submit an e-mail request to osp@austin.utexas.edu. Provide your name, title, department name, UT EID, e-mail address, and PI’s name you will be assisting.

NOTE:  The Electronic Research Administrator will send you an e-mail informing you of your username and temporary password. You may click on the “Settings” tab and select “Change Password” to change your temporary password to a more meaningful and secure password.

To obtain access to NSF Fastlane

You may request a form from OSP by sending an e-mail to osp@austin.utexas.edu or submit the following to osp@austin.utexas.edu:

  1. Dean/Associate Dean for Research/Unit Director
    1. Submit an e-mail request to osp@austin.utexas.edu providing your name, title, highest degree and the year conferred, department name, e-mail address, business phone number, fax number and UT EID.
  2. PI
    1. Submit an e-mail request to osp@austin.utexas.edu providing your name, title, highest degree and the year conferred, department name, e-mail address, business phone number, fax number, and UT EIID.
  3. Administrative Support
    1. Submit an e-mail request to osp@austin.utexas.edu providing your name, title, department name, UT EID, e-mail address and PI’s name you will be assisting.

Note:  In an effort to reduce the use of Social Security Numbers, your Fastlane Account will be set up with a pseudo SSN/NSF ID#.  That number will be reflected in the confirmation e-mail you will receive electronically from NSF Fastlane.  Please use that number when signing into Fastlane.  In addition, the Electronic Research Administrator will also e-mail your temporary password to you.  When logging on to FastLane for the first time, you will be prompted to change your temporary password to a permanent password.

To obtain access to NIH COMMONS

  1. Dean/Associate Dean for Research/Unit Director
    1. Submit an e-mail request to osp@austin.utexas.edu providing your name, title, and e-mail address.
  2. PI –
    1. Submit an e-mail request to osp@austin.utexas.edu providing your name, title, and e-mail address.
  3. Administrative Support –
    1. Submit an e-mail request to osp@austin.utexas.edu providing your name, title, e-mail address and PI’s name you will be assisting.

Note:  Electronic Research Administrator will send you an e-mail with your user name.  COMMONS will electronically send you an e-mail providing you with your temporary password.