ERA Award Change Request Implementation Update

As announced at the December 4th Research Operations All Hands Meeting, the process for units to request changes to existing awards is moving to ERA on January 28, 2020 (see previous announcement here). As we approach the launch date of the new ERA Award Change Request functionality in ERA, we want to provide some useful guidance and implementation updates to help units better prepare for this transition.

What is an ERA Award Change Request?

The new Award Change Request activity in ERA will include all post-award modification requests including modifications received from our sponsors, post award at-risk, investigator allocation changes, no-cost extensions, re-budgets, personnel changes, carry-forward requests, requests for a new subaward, and changes in scope. The ORSPA Action Form will no longer be available after January 23, 2020 and notifications@asu.edu will no longer accept modification requests. Requests such as inquiries on the next increment of funding, questions regarding subaward budgets, CAS exceptions, F&A reconciliations, subaward payments, and general inquiries should be sent to your AMT Service Liaison instead of submitted through ERA or sent to notifications@asu.edu.

Timeline

We recommend units review the implementation timeline included below:

Required User Roles

The new Award Change Request activity in ERA may require users to have additional roles in ERA:

  • If you will be initiating Award Change Requests in ERA, you will require the “RA Role.”
  • If you will be providing Cost Center Manager approval for unit guarantees on Post-Award At-Risk Requests, you will require the “Department Reviewer/Chair/Dean Role”.

If you would like your role updated in ERA, please enter your information here by 5PM on Friday January 24, 2020. After this date, you will need to request roles by emailing ERA@asu.edu

Training and Resources

To help the RA Community navigate the new Award Change Request functionality in ERA, KE Research Operations will provide the following resources and training opportunities:

  1. January 23, 2020 11:00am – 12:15pm (In-Person and Online) RA Seminar: Sneak Peak of New Award Change Request Feature in ERA.
  2. January 28, 2020 11:00am – 1:00pm (In-Person Only) ERA Award Changes Training Lab for RA Community. Centerpoint 310-10. Registration in Research Academy is required to ensure appropriate access to the ERA Training Environment.
  3. January 30, 2020 11:00am – 1:00pm (In-Person Only) ERA Award Changes Training Lab for RA Community. Memorial Union Room 238 (Apache Room). Registration in Research Academy is required to ensure appropriate access to the ERA Training Environment.
  4. February 4, 2020 11:00am – 1:00pm (In-Person Only) ERA Award Changes Training Lab for RA Community. Centerpoint 310-10. Registration in Research Academy is required to ensure appropriate access to the ERA Training Environment.
  5. February 6, 2020 11:00am – 1:00pm (In-Person Only) ERA Award Changes Training Lab for RA Community. Downtown – Student Center @ the Post Office Patagonia Conference Room (L1-20). Registration in Research Academy is required to ensure appropriate access to the ERA Training Environment.

Additionally, the Manage Change Work Instructions (WI-EP-130) and related award change content on the Research Admin website will be updated and available online on January 28, 2020.

Upon implementation of ERA Award Change Requests, questions about navigating the Award Change Request Activity in ERA, system access or system issues should be directed to ERA@asu.edu