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Systems Access

Last updated: 07/31/2023 - 5:07pm

Research Advancement (RA) staff should first contact their immediate supervisor to review this list with them or arrange to review the list with another RA professional.  For assistance in identifying the appropriate RA professional to provide guidance and/or training, please contact


• All Research Advancement Staff – systems and resources that both Pre-award and Post-award RA staff may use

• Post-Award Research Advancement Staff – additional systems and resources that Post-award RA staff may use

All Research Advancement Staff

Systems and Resources


Where to Request Access

Research Advancement Distribution List (RA DL)

Regular announcements, updates, and reminders are sent by email to those on the RA DL. Access to certain systems and resources are also granted via inclusion on the RA DL

A manager or colleague can use the Add/Remove a Colleague tool on RA SharePoint.


Contact the individual noted -  if in Engineering (April MacCleary), CLAS (Vicki Krell) or the Biodesign Institute (Lacey Ward) to be added to your college/institute’s internal RA distribution list (DL) - this will roll up to the main RA DL. Other units, contact to be added to the RA DL.

Research Academy

The "Getting Your Start as an RA" and "Post-Award Research Advancement" tracks guide Pre-Award and Post-Award Research Advancement staff through the essentials of what they need to know about research administration at ASU

Use the Add/Remove a Colleague tool on RA SharePoint (or  email to request access.

Research Operations News

This blog includes posts, updates, and announcements for the RA Community for use in completing administrative duties related to sponsored projects.

Announcements are distributed regularly through the main Research Operations News page. Members of the RA Community can sign up to receive system-generated newsletters immediately, weekly, or bi-weekly.

Access is available publicly:

Research Operations News

Welcome Page

Newsletter Signup


Direct URL:

Research Advancement SharePoint (RA SharePoint, RA SP)

This site is the RA portal to various research administration SharePoint sites and resources, including My Items in ORSPA, Awards Files, E-Business, and other Links.

URL's for other commonly used sites and systems are included on the RA SharePoint site for convenience.

A manager or colleague can use the Add/Remove a Colleague tool on RA SharePoint. Otherwise, access is granted via the RA DL.

RA Community MS Teams Site

The RA Community Teams Site serves as a platform for RAs to discuss sponsored projects questions and strategies with each other. The site includes a bulletin board and topical channels to allow the RA Community to share tips & tricks, best practices, and resources with each other.

Email to be added as a member of the RA Community MS Teams Site.


Who Can Help Me?

Search box used to find RAs and ORSPA contact information. The tool is useful for faculty in locating their unit RAs. It is also helpful to RAs who need to identify colleagues in other units and/or ORSPA contacts during proposal preparation and/or the post-award administration of projects. Be sure to add yourself!

Updates to unit contacts are made in ERA by the unit's designated Unit Administrator (see ERA Unit Administrator below).

ERA Unit Administrator

The Unit Administrator role in ERA allows each Department and/or College to Edit the following fields for their units:

  • Workday Cost Center
  • Unit Public Email Address
  • FP Approvers
  • Cost Share Approvers
  • Pre-Award Research Administrators
  • Post-Award Research Administrators
  • After The Fact Reporting

Each department/college is 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.

ERA Unit Administrator Guide 

Email to request the Unit Administrator role, if appropriate.

ERA Proposals


ERA Awards


ERA Agreements

ASU's Enterprise Research Administration system (ERA) provides an integrated platform for the administration of research and sponsored projects at ASU. It provides workspace and status information on 1) proposals/awards, 2) negotiations/signature of award agreements processed by ResOps, 3) issuance of or modification to subawards and 4)submission of Award Change Requests. Due to implementation of the Awards module of ERA, post-award research administrator will require the same access levels as pre-award administrators.

Use the Add/Remove a Colleague tool on RA SharePoint (or email to request the appropriate access. 

Pre-Award: Research Administrator role


  • Research Administrator role needed to create Award Change Requests in ERA. 

  • Department Reviewer/Dean/Chair role needed if providing Cost Center Manager approval for unit guarantees on post-award at-risk requests.

ERA Proposals

ERA Awards

ERA Agreements

ERA Training Server

The ERA Training Server is a replica of ERA that RAs can use for hands on learning 

Use the Add/Remove a Colleague tool on RA SharePoint (or email to request access.

ERA System Suggestion Box


Ideas portal where ERA -system-specific enhancement suggestions can be submitted. ERA System Suggestion Box (ASURITE log in required)

CMC Contribution Center


Ideas portal for community members to propose process changes and improvements for the Change Management Committee (CMC) to consider

CMC Contribution Center User Guide

CMC Contribution Center (ASURITE log in required)


Current & Pending Tool

A tool for creating current & pending support reports for ASU investigators

Current & Pending Tool Use ASURITE login to access.

Award Files


Award documentation from before ERA was fully-launched is stored in the ORSPA Awards folder. (See the job aid below for help navigating the folders.) 

Award Folder Structure and Naming Conventions job aid

Pre-Award RAs may need to access these folders to find copies of proposal documents for awarded proposals and/or to prepare renewal applications

Access is granted via the RA DL. Site is accessed via RA SharePoint. Direct URL to ORSPA Awards:

E-Business (RA)

E-Business is a list of institutional ID's and passwords for various online sponsor portals. The list is maintained by ResOps and is accessible to the RA community. (Note that this list is for ASU (ORSPA) login info. For ASU Foundation ID's and passwords, RA Staff will need to contact ASUF)

Access is granted via the RA DL. Site is accessed via RA SharePoint. Direct URL to E-Business: 


PeopleSoft (PS) is the name of the software ASU uses to manage the University's student (SA), customer (CRM) and human resources (HCM) data. The ASU community primarily connects to PeopleSoft through My ASU, ASU's central access point into the University. RA Staff use PeopleSoft to look up salaries for ASU employees to prepare proposal budgets, revise budgets for existing awards, etc.




Step 1 - Navigate to MyASU ( > click on the "Service" tab > Service Catalog (right below "Report an Incident") > under "Categories", click on Identity Management > PeopleSoft Security > PeopleSoft RA_ID

Or, use the PeopleSoft Security Catalog Item, and select PeopleSoft RA_ID

Step 2 - Request Access for Your New ID: Once you have an RA_ASURITE ID for PS, go back to the Service menu in My ASU and Submit a PeopleSoft role request for your new ID - add/request the "HCM ORSPA View 1" role.

DTA (Department Time Administrator)

If role is assigned, request through PeopleSoft

See PeopleSoft, above.


Workday is ASU’s Financial Management System with financial reporting capabilities.

The “Department View Only” role is recommended for RAs who will not be initiating or approving transactions in Workday. id=workday_landing_page

Space Survey

For unit space coordinator role, if assigned

Adobe Professional software

Used to create/edit PDFs.  Those who do not need to create/edit PDFs will only need the Adobe Reader to view PDFs

Contact your unit’s IT support.

KE Research Analytics


Here you can find monthly chartbooks and pivot table, resources for competitive analyses of national sponsored project data from four-year degree-granting US colleges and universities, and interactive reports of internal sponsored project data for ASU investigators and affiliates.

If you have any questions or would like to request a particular report that is not posted, please email

Tableau reports require additional access. Please submit a ticket here and select "Knowledge Enterprise Analytics" as the group name.

Research Administration Listserv



This Research Administration Discussion Listserv is an external to ASU forum which allows industry professionals from universities, hospitals, and government and non-profit research labs to share information and field questions from their peers. Focused on research grant administration, the listserv features such topics as grant funding, grant submission, regulatory compliance, project budgeting, educational opportunities, and technology

Because there is a high volume of email traffic that comes through the listserv,  it is recommended to set up rules in Outlook to divert RESADM-L emails into a separate folder for viewing as time permits

Pivot Funding Search Tool

The Pivot Funding Search Tool is a database of funding opportunities for all areas. It also includes research profiles, which can be used to find potential collaborators, and papers invited, a section with calls for papers on special topics and conferences.

Then click, “Signup” Next to the login button.

Federal Agency Systems

Each sponsor portal or system has different processes for establishing a user account. Refer to the Federal Sponsor Portal Registration Job Aid and/or the sponsor's website for guidance on gaining roles and accesses.


 Federal Sponsor Portal Registration Job Aid


Post-Award Research Advancement Staff

Systems and Resources


Where to Request Access


Workday is ASU’s Financial Management System with financial reporting capabilities. Depending on the Post-Award RAs role, recommended Workday roles are as follows:

Grant Manager: to approve financial transactions within Workday for grants.

PeopleSoft HR Grant Manager: Department role used to approve personnel transaction requests (PTR) and select position management transactions for grants within the PeopleSoft HR system.

Grant P-Card Allocator: Department role used to review and reallocate purchasing card transactions within Payment Net for grants.

Department Accountant: Required role to initiate Accounting Adjustments and Accounting Journals.


Request access if responsible for making purchases

Forecasting Tool (FT) 

The Forecasting Tool (FT) is used by unit RA and business/finance staff to accurately project the availability of funding on grant, program, and gift accounts as well as be able to save the calculations for later reference.   

The FT is not meant to be a replacement for Workday. It is intended to be a complimentary tool to be used in conjunction with Workday. The FT is also not meant to be a monthly audit readiness reconciliation tool that is currently available in Workday.  The FT is meant to be a tool for administrators, not faculty, and requires review of training videos and the Forecasting Tool Training Guide in order to effectively utilize the tool. The FT contains a significant number of features that are not readily apparent and while the training is not necessarily intensive, it is required to become proficient in use 


ASU’s travel management system for all faculty, staff, and graduate student employees for all out-of-state and international travel, as well as in-state travel with an overnight stay

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