Managing Short Codes
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- Lionel Strickland
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1 Managing Short Codes Managing Short Codes Overview Short codes are used for making purchases at U-M, including purchasing animals, equipment and/or other services related to Animal Management protocols, and for assigning daily-care per diem charges. Within the eresearch Animal Management (eram) system, Principal Investigators (PI), ULAM, or Short Code Managers designated by the PI can add, remove and edit short codes in eram. PIs can also share short codes between protocols and/or with other PIs. Contents Adding a New Short Code Adding a New Short Code Manager Requesting/Approving/Denying to Share a Short Code Requesting a Short Code Transfer Adding a New Short Code When completing any Animal Use Form, only the short codes listed in eram will be available for use. A Principal Investigator and/or Short Code Manager can add valid short codes to eram as necessary. Short codes are added from the Home Workspace. Home Workspace 1. Click the Manage Short Codes tab. 1 1 of 11 Last updated: 9/10/2012
2 Home Workspace (continued) 2. Click Update Details. 2 Manage Short Code Details page 3. Click. 3 5 Add Short Code page 4 4. Enter the number of the valid short code in the Enter short code field Click the appropriate radio button in the Is this short code available for use? field. This setting can be changed at any time Check the appropriate boxes to indicate if the short code will be used for Purchases, Tech. Services, and/or Care in the Select use type(s) field. 7. Click to enter the protocols for which this short code can be used. 2 of 11 Last updated: 9/10/2012
3 Select One or More Animal Protocol Projects page 8. Check the box(es) next to the applicable protocols. 9. Click. 8 9 Add Short Code page 10. Click. 10 Manage Short Code Details page 11. Verify the information is correct on the Manage Short Code Details page. Then, Notes: click. 11 Short codes can be removed by clicking in the appropriate row. To change the details of a short code, click in the appropriate row. For a short code to be available (i.e. show up in appropriate drop-down lists on Animal Use Forms): 1) The protocol must be listed on this page; 2) Available for Use? must be yes for the short code, and; 3) It must be flagged as Active in M-Pathways by ULAM Accounting. 3 of 11 Last updated: 9/10/2012
4 Adding a New Short Code Manager Individuals can be designated as a Short Code Manager for a PI. This allows someone other than the PI to add, update and remove short codes in eram that are owned by that PI. The PI must set up her/his first Short Code Manager in eram. Additional Short Code Managers can then be added by the PI or by Short Code Managers already designated by the PI. Home Workspace 1. Click the Manage Short Codes tab. 1 Home Workspace (continued) 2. Click Update Details. 2 Manage Short Code Details page 3. Under Persons Authorized to Manage Short Codes, click. 3 4 of 11 Last updated: 9/10/2012
5 Select One or More Persons page 4. Check the box(es) next to the individual(s) being added as a Short Code Manager(s). Note: Use the Filter By options to narrow the list of people when searching for the individual. 5. Click. 4 5 Manage Short Code Details page 6. Click. Note: If a person should no longer be a Short Code Manager, click in the appropriate row. 6 5 of 11 Last updated: 9/10/2012
6 Requesting/Approving/Denying to Share a Short Code Requesting a short code involves action by two people the requestor and the owner of the short code. Only a PI can request to share a short code, and only a PI can give final approval/denial of a short code request. The steps in this section are divided into sections based on your role in the request. Follow the steps applicable to your role. Short code requests are made from within the protocol for which the short code will be used. Once the short code request is approved, it can only be used on that protocol. To use the short code on a different protocol, a separate request must be made from within the appropriate protocol. Note: Short code requests appear on the Action Items tab on your Home Workspace. I. Requestor Actions Protocol Workspace 1. Click the Request to Use Another PIs Shortcode Activity. 1 Request to Use Another PI s Shortcode page 2. Click in the Principal Investigator field. 2 6 of 11 Last updated: 9/10/2012
7 Select Person page 3. Click the radio button next to the Principal Investigator who owns the short code. Note: Use the Filter By options to narrow the list of people when searching for the individual Click. 4 Request to Use Another PI s Shortcode page 5. Enter any comments for the PI in the Comments field, if necessary. 6. Check the box to affirm you will use the short code in accordance with the related funding agreement. 7. Click of 11 Last updated: 9/10/2012
8 II. Short Code Owner Actions Approve/Deny Request After a short code is requested, the PI listed as the short code owner (and, if applicable, that PI s designated Short Code Manager(s)) receives an notification. The request can be accessed either by clicking on the link in the or going to the Action Items tab on the Home Workspace. Home Workspace 1. Click the Action Items tab. 1 Home Workspace (continued) 2. Action Items are assigned an ID number. Click the Action Item s ID number to open it. 2 Action Item Workspace 3. If approving the request, click the Select Short Code Activity and complete steps 4-8. If denying a request, skip to step of 11 Last updated: 9/10/2012
9 Select Short Code page 4. Select the short code being shared with the requestor from the Select Short Code drop-down list. 5. Click. Note: The PI and/or the PI s Short Code Manager can select a short code. 4 5 Action Item Workspace 6. Click Affirm Short Code. Note: Only the PI can affirm the short code to complete the process. 6 Affirm Short Code page 7. Check the box to affirm that the short code may be used by the requestor. 8. Click. Note: After the PI affirms the short code, it is available for use by the requestor within the specified protocol of 11 Last updated: 9/10/2012
10 Action Item Workspace 9. Click the Deny Short Code Request Activity 9 Deny Short Code Page 10. Enter comments for the requesting PI in the Comments field. Note: The Comments field is a required field to deny a request. 11. Click Requesting a Short Code Transfer If a short code used for prior animal use is found to be invalid, or if you would like to switch the short code associated with a particular animal use, a PI or a designated Short Code Manager can request that another approved short code be applied to that animal use. Manage Short Codes Tab 1. Click from the Manage Short Codes tab of your Home Workspace of 11 Last updated: 9/10/2012
11 Select Short Code Select the Short code to be changed from the list of available short codes. Note: Only short codes that are owned by the PI, available for use, and active in M- Pathways will appear in the list. 3. Click Continue. Short Code Transfer Request Details Page Click the appropriate checkbox(es) to select the Protocol(s) for which the new short code is to be applied. 5. Select the new short code from the dropdown list. 6. Select the charge type(s) for which the new short code may be used. 7. Enter the billing cycles that this change will affect in the field provided. 8. Answer the question Are you requesting a transaction to go back more than (4) billing cycles? 9. Enter any Notes to ULAM in the field provided (optional). 10. Click Finish. An Open Action Item will be created for your short code transfer request and you will be taken to the Open Action Item Workspace. Nothing more is required from the PI/Short Code Manager. ULAM Accounting will verify the Short Code Transfer Request and close the Action Item. 11 of 11 Last updated: 9/10/2012
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