Proposal Management: Agreement Acceptance

Overview

The Agreement Acceptance process accommodates PI and Unit approvals for agreements (Awards, UFAs, etc.) that require additional approvals. It replaces the PAF-R and other award approval paper processes. ORSP or OTT will initiate the new process, and PI and Unit Approvals will be processed in eRPM.

The table below lists the potential terms or scenarios that will require review and approval. These terms will display for selection in the Create Agreement Acceptance Request activity. A checkmark indicates reviewer approval is required.

  Other Central Office approval PI/Project Team editing or agreement Unit Review - Project Admin Home Div/Dept approval Unit Review - Project Admin Home Dean approval ORSP handling UMOR approval
20% Change in Funding (+/-)    
Alternative Dispute Resolution (Arbitration)        
Cost Sharing Change    
External Audit        
F&A Rate Change    
Foreign Currency    
Foreign Currency (Typical)      
Governing Law        
Insurance (Risk Management)        
IT Security  
Publication Restriction - Prior Sponsor Approval  
Publication Restriction > 180 Days  
Reimbursement Risk - Final Financial Report        
Other (optional)  

ORSP or OTT will create an Agreement Acceptance. It is then routed to the reviewers that need to approve. The reviewers will receive an email notification informing them when action is required.

Notes

  • Standard Agreement Acceptance Requests (AAR) will follow a consistent workflow (see the Agreement Acceptance Status Map):
    ORSP Project Team  PI  Unit Review  ORSP UMOR (as needed)
    • If another central office is required, such as Treasury, the AAR will be routed from ORSP to that central office prior to any other applicable approvals.
    • If there are multiple PIs, the AAR requires approval from only the Contact PI.
    • If there is a Sponsor PI, the AAR requires approval from only the U-M PI.
  • All departments on the originating PAF/UFA will be notified that an AAR is in progress; however, only the Administrative Home chain will be required to approve.

Navigation

Role: ORSP-PR or OTT > PAF, UFA, or Award Workspace

Step-by-Step Process

Create Agreement Acceptance Request activity

  1. Click the Create Agreement Acceptance Request activity from the applicable PAF, UFA, or Award workspace.
  2. Check the boxes to select the term type(s).
  3. If Other is selected, check the boxes to route to other approvers.
  4. Enter a Description of the terms requiring additional review and approval.
  5. If applicable, click Add to upload supporting Documents.
  6. If applicable, enter or select the Request Deadline.
  7. If applicable, enter or Browse... for Central Office Reviewers.
    Note This may be required based on the terms selected.
  8. Click OK.

The Agreement Acceptance Workspace displays. The request is routed to the applicable PI, Department and School/College and other required signers (see chart above).

Note The PAF, UFA, or Award workspace will display an Agreement Acceptance message, a link to the AAR under Agreement Acceptance Requests, and the activity under Recent Activity and/or Activity History.

Project Representative (PR) Approve/Decline/Request Changes

After the Agreement Acceptance Request is approved by all of the required signers, it will be returned to ORSP. It will display on the PR's Awards Inbox tab or on the OTT’s Inbox tab. After reviewing the AAR, the PR or OTT can then Approve, Decline, or Request Changes.

  1. Click the applicable activity: PR ApprovePR Decline, or PR Request Changes.
    Notes
    1. Click View Agreement Acceptance Request or the Attachments tab to review Project Team documents.
    2. Click Attachments or review Recent Activity for Unit Approval documents.
    3. See a list of required departments under Unit Approval Status.
  2. If applicable, enter Comments.
    Note Comments are required if requesting changes.
  3. If applicable, click Add to upload Documents.
  4. Click OK.
    Notes
    • If PR Approved: The record will be routed to UMOR for further review, if needed.
    • If PR Declined: The Agreement Acceptance will be in the state of Declined. Completing this activity will not update the state of the PAF/UFA/Award.
    • If PR Requested Changes: The Agreement Acceptance will be returned to the Project Team for changes, but it will not route to departments for further approval.
Last Updated: 
Monday, May 24, 2021