Proposal Management: Manage Department Information

Overview

As a Research Unit Liaison (UL) or as a Reviewer, you can maintain a list in eResearch Proposal Management (eRPM) of the people or groups who do the following for each Department ID to which you are assigned:

  • Reviews all Proposal Approval Forms (PAFs), Awards (AWD), Award Change Requests (ACR), Unfunded Agreements (UFA), Agreement Acceptance Requests (AAR), and Subcontracts (SUBK) in eRPM for a particular Dept ID.
    Notes
    • Only Unit Liaisons can add/remove Unit Approvers (i.e., reviewers who can also approve for the Dept ID).
    • Contact the ITS Service Center if you need to change the UL of your department.
  • Receives system email notifications for PAFs, AWDs, ACRs, UFAs, AARs, SUBKs. 
    • Only the Subcontract Email Notification option also gives the person eRPM access.
  • Acts as the department Contact for Questions regarding proposal preparation, award, etc.
  • Acts as a Unit Data Manager for a particular Dept ID.

This list facilitates system functions, such as automated email notifications and the routing of PAFs, Awards, ACRs, UFAs and SUBKs, as well as provides departmental contact information for project teams. Department contacts and project-specific notification recipient lists can also be maintained by anyone specified on the department.

Important Refer to your unit’s policy to determine who manages the department information in eRPM. Some units assign the UL to manage this information for all Dept IDs within the unit, but others may assign a Unit Reviewer to manage a particular Dept ID. 

Navigation

Role: Unit Liaison or Reviewer > Home Workspace

Step-by-Step Process

  1. Click the applicable Role: "Reviewer" or "Unit Liaison".
    Unit Liaison Home Workspace in eRPM
  2. From the Unit Liaison Home Workspace, click Manage Department for the applicable Department ID, then go to step 4.
    Note New departments appear in the 'Department Information in need of Review' section to signal your immediate attention.
    Inbox Manage Department Information
    OR
    From the Reviewer Home Workspace, click the Manage Departments tab.
    Manage Departments tab
  3. Click Manage Department next to the applicable Department ID.
  4. Review the department approval information and 'Unit Contacts' on the Manage Department page.
    Manage Department window
  5. To add a person/email group for any of the roles displayed (e.g., Contact for Questions, Unit Approver(s), Unit Reviewer(s), Email Notifications, etc.), click Browse... to search for and select a person/email group.
  6. Select a Filter by criterion (e.g., Last Name) and enter a keyword (e.g., name).
    Select One or More Persons window
  7. Click Go.
  8. Check the box by the Name.
  9. Click OK to return to the Manage Department page.
  10. To delete a person/email group, click Remove delete Remove by the person or group’s name.
    Note The 'IT Managers' role is used by departments engaged in work that require system security plans.
    Additional Contacts section
  11. After verifying the information on the page is correct, uncheck the box: "If this box is checked, this department’s information is in need of review.”, if applicable. 
  12. Click OK to save and return to your Home Workspace.

Tips

  • User not found? If a user is not found when searching for a person in the system, click Create A New User Account.
  • Use the eRPM Contact Us page to:
    • Add a new department.
    • Change department routing roll-up (i.e., hierarchy).
    • Change the Unit Liaison(s) for the department. Include name(s), uniqname(s), and Dept ID(s) in the request.

Related Resources

Last Updated
Monday, March 16, 2026