Vice President for Research & Creative Scholarship
Vice President for Research & Creative Scholarship
While E-Prop is fairly intuitive, the additional information below may be helpful. Please email Judy Fredenberg with any suggestions or additions.
In addition to the itemized list below, use the find feature (Ctrl-F) to search for specific words, like “reject” or “save." Contact your departmentally-assigned pre-award point of contact with questions.
The PI (or Prepared By user) can correct the autofill if a department pulled from Banner is incorrect. This will correct the data in E-Prop. The next time the person’s information is autofilled, it will pull from E-Prop. The information in Banner is not changed.
Once PI enters information, saves, and submits a checklist, it can be used as a “template” for future checklists.
Under “Checklist,” select “Clone” and enter the proposal number of the original checklist. Make all changes necessary and proceed as usual.
If having trouble logging in:
Some mobile devices only display a partial message. You may need to tap the message to view it completely.
The default browser on Android devices may encounter security certificate issues when accessing E-Prop. Using the browser FireFox will allow access and downloading/viewing of attachments.
LOI/Prep > See additional information to determine if E-PROP is required for institutional review and approval. If yes and there is no sponsor deadline, use 01/01/2099 for the Sponsor Submission Deadline and select N/A as the Deadline Type
Additional funding > Modification/revision that involves additional funding.
New > New checklist / new money being requested
See Submit below
Click Save to save your current progress. Save often: Timeout is one hour
Once the checklist has been saved, only the PI, Additional Editor, and Prepared By user have the capability to edit. (The co-PI does not.)
Enter search criteria as appropriate. Text searches return all items containing that text. Anytime search conditions are changed, the FIND button must be clicked to view results.
Search Results Default to Current Fiscal Year. If you know a checklist should be in there but isn’t, be sure to double check the input information, and realize that Search defaults to the current fiscal year.
Access Limited to Authorized Reviewers. A user can only search E-Prop for proposals/checklists for which s/he was authorized to open and review (Prepared By, PI, Additional Editor, or otherwise part of the routing queue). In some departments, they will want a second individual to be able to search their proposals. These individuals need to be added as an Additional Editor. If they are not added prior to submission, contact the SPS to add when the checklist gets to him/her for review and approval.
Example: Dean “Smith” routinely forwards E-Prop approvals to Dr. “Jones” to review and approve. Dean Smith is able to search of the checklists approved under her name. Should Dr. Jones also wish to be able to search those proposals, she will either need to be routinely added as an Additional Editor prior to submittal or the SPS needs to add her as an Additional Editor when the checklist arrives at ORSP for review and approval.
Copy into Excel. When a search is complete, it is possible to copy those cells and paste into excel for further manipulation.
Submission Deadline Searching: If both dates are entered, a search between the dates is done. If the first date is entered, the search results include anything greater than or equal to the date entered. If the second date is entered, the search results include anything less than or equal to the date entered.
Rejected > Once submitted, the checklist can only be edited if an approver rejects it. Should it need to be edited, the SPS can advise the PI to request an approver reject. If change is insignificant, the SPS can make it when the checklist reaches him/her.
Not Submitted > When checklist completes approval process, but proposal is not submitted to sponsor. The SPS can change the status to “Not Submitted” when it’s the SPS’s turn to approve.
Not Reviewed > Checklist is saved but NOT submitted for routing and approval, and PI wants it off his/her Working On queue. Only SPS can change status to “Not Reviewed.”
Submitted > Checklist completes approval routing and process, and proposal is ready for submission to sponsor. Only SPS can change status to “Submitted.” Because this status will drive the report on the number of proposals submitted in any given time frame, it is important that SPS change appropriately.
Click SUBMIT to begin the review and approval process.
If a PI or Prepared By user adds blank line(s) under any approval section, the system will not allow submission.
Once submitted, the information cannot be changed unless rejected by an approver.
Approval is sequential and based on the e-mail groups in the ROUTING QUEUE (under the REVIEW AND APPROVALS section.)
Proposals containing institutional or compliance requirements are automatically routed for approval:
If approvers indicate they are not receiving notifications, have them:
Tracking the Routing: Users can open the Checklist at any time and monitor the routing progress by going to REVIEW AND APPROVALS. The SPS can override the routing and redirect if necessary.
Designee: If a department wishes to routinely designate someone to approve on behalf of a chair or dean, the chair/dean’s Outlook can be set up with a rule to automatically forward the emails sent from “eprop@umontana.edu." When the message is opened in Outlook, go to Rules > Create Rule. This can also be done via the messaging server. After logging in, choose "Options" then "Create an inbox rule."
When a Checklist is started and saved, but NOT submitted for routing and approval, and PI wants it off his/her Working On queue, contact SPS to change its status to “Not Reviewed.”
Office of the Vice President
Research & Creative Scholarship
University Hall 116
(406) 243-6670
Fax: (406) 243-6330
