Orientation (3): Grant Administration Required Systems and Training
There are many systems in which research administrators will need access to in order to perform many functions of their job. Please find a description below of each system with the appropriate links. To return to the main orientation page click here.
Research Administration Course
This course will give you a general overview of research administration. While this course is not required at UVa, it is highly recommended. The Research Administration Course was created at UVa and it covers pre-award, agreements, and post-award.
UVA Required Systems
ResearchUVA
This is the main grants and contracts management system which allows access to all of the documents associated with the awards for each organization (ORG). The system will allow viewing of status updates related to a project and the current funding amount for each project. Please see the attached document in the INFORMATION section of this page for step by step instructions for requesting access to ResearchUVA.
University Business Intelligence (UBI): UBI supports Finance and Student Information System (SIS) reports and dashboards. To gain access to certain Finance or SIS modules, please click here for step by step instructions.
Oracle/ Integrated Systems: The Integrated System is the University's suite of administrative applications (also called modules) used for financial operations. Click here for detailed information about how to request access and the training's required to gain access.
Recommended Responsibilities:
Note: These are common responsibilities that RAs use in daily. Not all will be applicable to each RA and should be discussed with manager. Clicking on the Responsibility name links you to the Learning Program in Workday.
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Description: Set up projects and tasks and fund projects from existing award installments (link awards and projects). May also create award/project budgets; reconcile all award transactions; create and adjust expenditure batches for recorded transactions, for new transactions, and for UVA manual encumbrances; enable budgetary controls on non-G&C projects; and reconcile all project transactions.
Description: Set up projects and tasks, May also create award/project budgets; reconcile all project transactions; create and adjust expenditure batches for recorded transactions, for new transactions, and for UVA manual encumbrances; and reconcile all project transactions.
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Description: Change key members on non-G&C projects and awards, and change fiscal contacts, examiners, and fiscal officers on G&C projects
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Description: Process transactions in Grants Management (also called Grants Accounting) module; create and adjust expenditure batches for both new and recorded expenditures, and for UVA manual encumbrances. Useful for RA: Cost Transfers
Description: Individuals who enter labor schedules, initiates distribution adjustments, and accesses labor distribution reports.
Description: Enter purchase requisitions and place orders using the UVA Marketplace and access and update receiving in iProcurement. User will have self-approval up to a specified dollar limit less than $5,000
Description: Enter purchase requisitions and place orders using the UVA Marketplace and access and update receiving in iProcurement. All requisitions will route for approval to a PO Approver.
Description: Have the same level of access as PO Shoppers and PO Requesters, and additional are able to initiate and approve payment vouchers and view Account Payable information.
Research Administrator Dashboard: This is an additional tool which offers principal investigators and research administrators an unprecedented clarity into post-award data, financial issues, and trends associated with sponsored research. Click here to access this dash board and for additional information see this site.
External Grant Management Systems
eRA Commons: This site will provide access to any submitted NIH proposals whether funded or not. Click here to access the log on screen. Contact your SOM Office of Grant and Contracts grant administrator (listed here) to create your account with eRA commons.
ASSIST: The Application Submission System & Interface for Submission Tracking (ASSIST) system is used to prepare and submit applications electronically to NIH and other Public Health Service agencies. The username and password used for eRA commons will be used for this system as well. Click here to access the log on site.
Grants.gov. (WorkSpace): Workspace is the standard way for organizations or individuals to apply for federal grants in Grants.gov. To log in or apply for a login click here.
- Please Note: New users will be able to register for a new account but should contact their cognizant SOMOGC grants administrator to link this new account to the University's institutional account.
eBRAP (DoD)
DoD Congressionally Directed Medical Research Programs (CDMRP)
FastLane (NSF Grant Submission and Management System) FastLane and Research.gov are currently both available through a dual log in. Some funding opportunities are still available in FastLane and others are available on Research.gov.
proposalCENTRAL
- Introduction: Institution Overview-History of UVa School of Medicine and Medical Center and Maps of important locations
- Important Contacts
- Required Systems and Training
- Internal and External Research Administration Resources
- Institutional Research Administrator Meetings
- Listservs important for all Research Administrators
- UVa Research Administration Policies
- Professional Development
- Glossary of Terms