Introducing eram Phase 2 August 2012

Transcription

1 Introducing eram Phase 2 August 2012

2 Phase o o eram Phases esirius Animal Application/Protocol system was retired eram Application/Protocol system implemented to support UCUCA business processes Phase (September 10 Go-Live) o o o Online Animal usage to replace paper forms sent to the UCUCA and ULAM offices Action Items Shortcode Maintenance Phase o o Sirius to retire Online animal census and invoices and remaining ULAM processes within eram

3 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 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

4 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)

5 System Preview Navigation

6 PI & Lab Personnel Workspace

7 Animal Management Inbox tab

8 Action Items tab

9 Use Forms in Progress tab

10 Approved Use Forms tab

11 Manage Shortcodes tab

12 Protocol Workspace

13 Animal Numbers and Transactions tab Protocol Workspace

14 Animal Numbers and Transactions tab, cont.

15 Action Items tab

16 Shortcodes tab

17 Animal Use Forms tab

18 System Preview Animal Use Forms

19 Starting an Animal Use Form

20 Page 1: Select Your Form

21 Page 2: Select Your Species OR Select Species and Transfer Role, for Transfers

22 Page 3: Complete the form

23 Page 3: Complete the form, cont

24 Animal Use Workspace

25 Form Processing Some General Information

26 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 2 nd PI/Lab Inbox Rodent Transfer Preliminary Review 2 nd PI/Lab Inbox

27 For Transfers Once the form is in the eram state of Preliminary Review, 1. The other or 2 nd PI/Lab updates the form using an activity 2. The 2 nd 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

28 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

29 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).

30 Action Items

31 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 s Replaces the need for tracking spreadsheets

32 System Generated Action Items Many types of action items are automatically created. Amendment needs, annual review actions, negative animal balances, etc.

33 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

34 Create Action Item from Animal Use Form

35 Fill Out Action Item Information

36 Track Action Item

37 Assignee: Complete Action Item

38 Complete Action Item

39 Assigner: Close Action Item

40 Close Action Item

41 Shortcode Maintenance Online functionality to replace the ULAM Authorization to Charge and/or Request for Account Change paper ULAM form.

42 Shortcode Management Management of a shortcode includes: o o o Entering a new (FIN assigned) shortcode into eram Associating the shortcode to an individual protocol 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

43 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

44 Enter Shortcodes into eram

45 Manage Shortcode Details

46 Add Shortcode and Associate to Protocols

47 Assign Shortcode Manager(s)

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

49 Request to Use Another PI s Shortcode

50 Transfer Shortcode(s)

51 Shortcode Transfer Request

52 Your Go-Live Checklist Review your shortcodes and Shortcode Managers o o Do you have a shortcode identified for each protocol? Required for animal use forms! 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 o Do you have at least one Health Contact listed on your protocol(s)? Required for animal use forms! Giving someone the Health Contact role requires a personnel amendment. Review your protocol Authorized Signers o 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. Giving someone the Authorized Signer role requires a personnel amendment.

53 Reference Materials Today s handouts Presentation link will be available on the main page of the eram website Training materials will be available prior to Sept 10 on the eram website, Training page

54 Questions?

55 Thanks for coming to learn about eram Phase 2.0!