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ERA Unit Administrator User Guide

Last updated: 12/10/2021 - 4:53pm

Introduction

A Unit Administrator Role has been created in ERA to allow each Department/College to update their unit’s information in the ERA Master Store. This guide is intended to help those with the Unit Administrator Role to navigate the ERA Master Store and make any necessary updates. Any questions about the Unit Administrator Role and/or ERA Master Store should be directed to ERA@asu.edu.

A list of current Unit Administrators can be viewed by ASU personnel HERE.

Unit Administrator Role

Role Overview

The Unit Administrator Role allows users to Edit Department and College unit information in the ERA Master Store. The Unit Administrator Role allows updates to the following fields:

Field Category

Editable Fields

ERA Hierarchy
  • FP Approver
  • Cost-Share Approvers
Workday Information
  • Workday Cost Center
Unit Contacts
  • Public Inbox
  • Pre-Award Research Administrators
  • Post-Award Research Administrators
  • After-the-Fact Reporting

Each department/college will be allowed to designate up to two ERA Unit Administrators. The unit administrator role should be requested for high level managers (Assistant Director or RAM). The High-Level Manager should then designate/identify a secondary Unit Administrator to be granted the role in ERA.

Requesting Access

Effective 5/18/2020, all new requests for the ERA Unit Administrator Role should be submitted to ERA@asu.edu with the following information:

  1. Name of new Unit Administrator
  2. Email Address
  3. Unit Name/Unit Code for which the user will serve as a Unit Administrator

Removing Access

As the Unit It is the responsibility of each unit to notify ERA of any changes to Unit Administrators that would require a person’s role to be removed. If a Unit Administrator role needs to be revoked, units need to send an email notification to ERA@asu.edu as soon as possible.

ERA Master Store

The ERA Master Store is the internal database ERA uses to store unit information that is used to:

  • Determine approval workflows for funding proposals
  • Determine how to set-up and activate sponsored awards and accounts
  • Determine how post-award email notifications will be disseminated
  • Drives institutional reporting

Unit Administrators will need to access the ERA Master Store to make changes to their unit information.

Accessing the ERA Master Store

  1. Log in to ERA with ASURITE and password.
  2. Under My ERA help image, click on the Maintenance help image tab.

Editing Unit Information in the Master Store

  1. Unit Searches in the Master Store are done using a search box and applying different filters:
    Unit search help image
     
  2. Select the filter you want to use to search for the unit you need to edit:
    Unit filter help image
     
  3. Enter the unit name/code in the search box and hit enter.
  4. From the search results, click on the “Edit” link located on the left side of the screen.
  5. Navigate to the field you want to edit
  6. Click on the browse button Browse button help image to search for the value you want to select for that field.
  7. Click OK to add the value to that field.
  8. Click OK to save the change for your unit.
ERA Hierarchy

As a Unit Administrator you will be able to make changes to the ERA approval hierarchy for your assigned unit. As such, it is important to understand the ERA Hierarchy.

Within the department/college hierarchy, there are three fields: Unit Heads, FP Approvers and Cost Share Approvers. Based on how these are completed ERA will determine who receives a request to approve a FP (see How the Hierarchy Works section below).

When a proposal is going to be routed, ERA will look at the units/centers that have been listed on FP 1.2.1 Lead Unit, Investigators & Allocations. Based on the units/centers entered on FP 1.2.1 ERA will determine the other units/colleges that will need to approve if those units are considered children of other units/colleges.

As an example, if a PI has B1343007 (Center for Renewable Energy Electrochemistry) as their center, the parent department B1343003 (SEMTE - Mechanical and Aerospace Engineering) and its parent B1343 (School for Engineering of Matter, Transport and Energy) and its parent B13 (Ira A. Fulton Schools of Engineering) would all need to approve.

B1343007 -> B1343003 -> B1343 -> B13

The Unit Head

Should be the individual who oversees that center, department, college. This individual is typically the Dean, Chair or Center Director. In addition to being responsible for approving FPs and Cost Sharing (unless a proxy is listed) this individual is also responsible for reviewing Conflict of Interest if they exist for staff/faculty within their center, department, or college.

The ERA Unit Administrator does not have access to update the Unit Head field. Any changes to the Unit Head need to be requested by emailing ERA@asu.edu.

The FP Approver

This is an individual who has been designated to approve proposals on behalf of a center, department or college. This person is responsible for approving FPs and Cost Sharing (unless another individual is listed).

ERA Unit Administrators should know that adding multiple FP Approvers for a specific unit will require all listed FP Approver to approve all FP.

Cost Share Approvers

This is an individual who has been designated to approve Cost Sharing on behalf of a center, department or college. This person is only responsible for approving Cost Sharing.

ERA Unit Administrators should know that adding multiple Cost Share Approvers for a specific unit will require all listed Cost Share Approver to approve all FP.

How the Hierarchy Works

  Unit Head FP Approver Cost Share Approver COI Approval Funding Proposal Approval Cost Sharing Approval
Individual Present Yes No No Unit Head Unit Head Unit Head

Individual Present

Yes Yes No Unit Head FP Approver FP Approver
Individual Present Yes Yes Yes Unit Head FP Approver Cost Share Approver
Individual Present No Yes No Roll up to Unit Head of parent unit FP Approver FP Approver
Individual Present No No Yes Roll up to Unit Head of parent unit Roll up to Unit Head/FP Approver of parent unit Cost Share Approver
Individual Present No No No Roll up to Unit Head of parent unit Roll up to Unit Head/FP Approver of parent unit Roll up to Unit Head/FP Approver/Cost Share of parent unit
Workday Information

Unit Administrators can Edit the “Workday Cost Center” field for their unit. The “Workday Cost Center Field” in the Master Store serves as the default Cost Center for any grant accounts associated with this unit. It is important to note that the Master Store can only hold one Cost Center value at a time.

Changes to the “Workday Cost Center” field are not retroactive. The new Cost Center will only begin to populate for new grant accounts created after the change to the Master Store has been saved.

Unit Contacts

Public Inbox

The “Public Inbox” field is used to send ERA email notifications regarding activations of new awards and award modifications. If a unit has a listed public email listed in this field, all award activation notifications will be routed to that address only. For units that do not list a public inbox in this field, all award activation notifications will be sent to all the Post-Award Research Administrators listed for that unit.

Pre-Award Research Administrators

Contacts in this group will be listed on the Award and Proposal Contacts by Department report on the Knowledge Enterprise Analytics website. ERA email notifications regarding specific Funding Proposals will continue to be sent to the listed RA Owner. The Proposals & Negotiation Team may also use this information for follow-ups and request for additional information regarding proposals and agreements.

Post-Award Research Administrators

Contacts in this group will be listed on Who Can Help Me and will receive ERA email notifications regarding award activations and modifications (unless a public inbox is listed for that unit). The Award Management Team will also use this information for follow-ups and requests for additional information regarding award activations, modifications and post-period expense verification.

After-the-Fact Reporting

Contacts in this group will be listed on Who Can Help Me, will receive email notifications regarding ATF Review Reports and will gain access to ATF Review reports for their assigned unit.

Other Important Considerations
  • Changes made to the Master Store will be reflected immediately in ERA and will be visible on Who Can Help Me the following day.
  • The text box to enter a new value for hierarchy and unit contact fields is located above the Header help image line as shown below:
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