Project Update - October 2022

PROJECT UPDATE

October 2022

Project Highlights

Upgrades are coming!
Resources Revamp
COI Reminders

Upgrades Update

Because UTRMS is a SaaS product, there are continual improvements and upgrades being made. This results in a product that grows and changes as the research landscape continues to evolve. In December we are scheduled to see an upgrade of SF424. This upgrade includes a few enhancements, multiple bug fixes, and some general improvements. We are looking forward to the corrections on form names, a stronger alignment between SF424 and the data and form layout for specific forms, faster patch installation time, improved functioning of the Flatten PDF function, and alignment with the new NIH forms in preparation for January changes.

In early March, we are looking forward to upgrades in three modules; Grants, Agreements, and IRB. Changes in the Grants module include increased flexibility in budgeting by person-months or effort percentage, risk levels and ratings for subrecipients, and some new reports. The Agreements upgrade includes the addition of departmental level editors, the ability to complete a large number of record access updates all at once, and the inclusion of a Manage Access activity.

We will continue to inform you of the changes and upgrades to UTRMS and how those changes affect your use. Look for continuing previews of upcoming changes, updated user resources reflecting new steps or procedures, and in-depth training sessions.

Help Resources Revamp

Enhanced

Documentation

Questions about UTRMS? We are continually working to expand and advance the support available to UTRMS users. Our Resources have been redesigned into larger documents allowing users to more easily find, access, and search for help topics. If you prefer video direction, check out the short videos on specific topics that allow you to watch as the task is completed. More videos to come!

Searchable

FAQs

Do you want to look through Frequently Asked Questions? They are now searchable! Use the Keyword field to type in the word you are searching. This flexible search feature saves time and will pull up related answers from all of the modules. If you prefer to look through the list of FAQs, click on the name of the module to see FAQs about module specific topics.

View and Download the User Guides Now

Link to the Guide

Description of the Guide

Guide Length and Format

Agreements Guide

Directions for creating and submitting greements, amendments, and ancillary reviews, how to respond to clarification requests, creating subawards, and more.

45 page PDF

Proposal Creation & Submission Guide

Provides detailed directions on how to create ad bt a funding proposal in UTRMS-Grants.

59 page PDF

Awards Guide

Reviews the process award go through to become active and directions for the research community may need to take to prepare an award for activiation.

19 page PDF

Tips for Using Large PDF Documents

All of the quick guides are now a few large documents! Now how do I quickly find what I need? Here are some tips to help you use the documents easily:

Open the PDF on your computer. When you first see the PDF, you are looking at it in UT Box. Click the Open button in the upper right corner to open the PDF on your computer and access full functionality.

Browse the Table of Contents to see which topics are covered. Click on the name or page number of the section you need to move immediately to that section.

Bookmarks are found on the left side of the screen if you have opened the PDF on your computer (not in Box). Use these bookmarks to find the topic you need and click on a topic to move immediately to that section.

Use the Find function to search by key words. Cntrl-F on a PC and Command-F on a Mac. Type a key word into the Find window and it will go to each place the word in found in the document.

Major sections begin on a new page by design. Only one section you need to reference? Print to PDF and only print the pages you want. Create your own quick guide in seconds.

Keyboard shortcuts make accessing any document easier. These only work if the PDF is open on your computer:

Home: returns to page 1
End: goes to the last page
Cntrl-P: print
Right Arrow: next page
Left Arrow: previous page
Cntrl-Shift-N: go to page #

System Tips

How to Complete Your Disclosure Profile for the new COI policy

When it is time for you to complete a new Disclosure Profile in UTRMS, you will receive an email. The email indicates the reason you need to update information in UTRMS, and provides a link directly to your profile so that you can easily access the system. You cannot update your disclosure profile until you receive this email prompt. Some of the reasons the emails are sent out include:

You are required to complete a COI Disclosure Profile
You are listed on a new research project requiring a COI Disclosure Profile update
Your COI Training has expired

If you have any questions about the new policies, read the updated sections of the Handbook of Operating Procedures (HOP) related to conflict of interest:

HOP 5-2011 on Conflict of Interest, Conflict of Commitment, and Outside Activities

HOP 7-1210 on Promoting Objectivity in Research by Managing, Reducing, or Eliminating Financial Conflicts of Interest

Improving How UTRMS Works for UT Austin

When faced with a challenge in UTRMS, do you see possible solutions? Do you hear from co-workers about key items that could be improved? Come be a part of creating solutions! The UTRMS Project Team is convening a Task Force designed to brainstorm and implement solutions to the most critical UTRMS issues facing research teams and end users. We need power users and representatives from across disciplines to participate. If you are interested in joining the Improvement Task Force, send an email to [email protected] and we will contact you.

If you need help, reach out to the UTRMS Project Team using the Support Ticket Request on our Help website.

The UTRMS Project Update is released quarterly. You are receiving this newsletter because you have subscribed to our listserv or are a member of a UT research listserv. You can unsubscribe from this newsletter at any time. View past issues of our newsletter here.

Do you think a coworker would find this helpful? Please forward to a friend. Sign up for our newsletter.

If you have a project-related question, concern, request for additional information, or training inquiry, you may reach us via the contact form on our project website.