PROJECT UPDATE
March 2022
Project Highlights
  • Conflict of Interest Update
  • Grants News
  • System Tips

Work in Progress
A lot is happening behind the scenes in preparation for the UTRMS-Grants and -COI joint go-live on June 27th! Continue reading to learn more.
Conflict of Interest Update
Changes are coming to the way that researchers disclose their financial interests, foreign engagements and outside activities. UTRMS-COI will be the new portal for submission of the required disclosures as well as faculty requests for participation in outside activities.

Starting on June 27th, researchers will be required to enter their information into the new system on a rolling basis dependent on the annual disclosure due date or when they are added to a research protocol or award (whichever is earliest). The eProtocol FID system will be closed to any new entries and only used to reference historical data after June 27th.

Are you a PI or researcher who would like to preview the new system and provide your feedback? Do you have questions on how the new COI module will affect research? Email the UTRMS project inbox for more information.
Grants News
We have been busily preparing for the UTRMS-Grants go-live! Just some of the items we are working on in collaboration with groups across campus are: development of DEFINE integration with the new system, packaging and migration of proposal and award records from RMS, testing and validation of system functionality and customizations, designing training plans for central offices and campus, and building support and help channels for system users.

Here is what campus can expect between now and go-live on June 27th.
Grants Module Pilot Test - April 11-May 6
The new Grants system will be tested with the submission of real funding proposals and set-up of real awards during this period. If you or a researcher you support has a proposal due or award anticipated within the above pilot window, please consider volunteering as participants are still needed! You will receive early exposure to the new system and hands-on assistance from the UTRMS Project Team along the way. To opt in, please email the UTRMS project inbox for more details and an invitation to an onboarding session. (For those who have already volunteered, expect more information soon!)
May ARA Meeting
A significant portion of the May meeting of the UT Association of Research Administrators will be devoted to a demonstration of the new Grants system including a summary of changes to current processes and time for questions and answers. See the ARA email for meeting details.
Training and Webinars - beginning in June
Throughout the month of June, our team along with central offices plans to host multiple opportunities for campus to attend system demonstrations and receive guidance on how to use the new Grants system. A selection of the sessions will be tailored to specific submission types. Registration links will be advertised across campus and will be sent in a special mailing to this list in May.
Go-Live Strategy
UTRMS-Grants goes live on June 27th! RMS will enter a dead period in the days ahead of this date to accommodate data migration from the old systems to the new. More detailed information on cutoff dates and deadlines will be distributed via OSP in the coming weeks.
System Tips
Agreements View Access for Team Members

Do you need to view agreements submitted in your department? Access to records is granted on a per-agreement basis. This means the Agreement Creator must list anyone that needs view access to the agreement record in Q.5 of the "General Information" page. Future versions of the Agreements module will grant access to records based on department, so stay tuned!
Having access issues?

If you or someone on your team are not able to login to UTRMS, submit the contact form located on our website and a project team member will assist you. This form may also be used if you are unable to locate a staff member within the system to add to your project.
Training and Resources
We have added the recording links for all UTRMS webinars to our Documents Library in the Project Communications section. If you missed a webinar or are using a module for the first time, view the recording links here. (Also recommended viewing for new team members!)

For on-demand help in the system, UT-specific help text is accessible by clicking the orange question marks. The walkthroughs provided via the orange "Get Help" button were developed in collaboration with the experts at IRB and OSP/OIE!
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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.