Accessing Researcher Home Page and eTRAC

Access to the Researcher Home Page and eTRAC is dependent on your role and responsibility in a proposal or project.  Click on the links below to view more information based on your relationship to research proposal or project:

Faculty/Department Administrator

Departmental administrator access will provide staff members with access to all projects assigned to their area of responsibility.

Department administrators may request access via the regular process of completing the Request for Administrative Applications Access – PeopleSoft Financials.  The form must be signed by the appropriate unit’s PeopleSoft Authorized Approver.

RSO assigns a “responsibility unit” or DEPTID to the research project during the project set-up process which will automatically provide access to those employees that have this level of departmental access.

Central Service Unit

To request departmental administrative access to Researcher Home Page and eTRAC, complete the form Request for Administrative Applications Access – PeopleSoft Financials.


Project Holder and Project Team Members

Researchers

Access to the Researcher Home Page and eTRAC is automatically granted to a user based on their role (e.g., Principal Investigator, Project Administrator, Dean, Chair, etc.) in a research proposal or project.   Users are assigned to the specific proposal, award and project during the award activation process administered by the Research Services Office (RSO).

NOTE:  Access to research projects in Researcher Home Page and eTRAC includes access to all financial transactions including salary details associated with a project.  Care should be exercised when requesting access.

Project Holder

Principal Investigators (PI), who are eligible to hold a project, will automatically receive access to their projects in Researcher Home Page and eTRAC once they are assigned to a Proposal as a resource or Project as a team member.  The Research Services Office (RSO) assigns the PI as a regular part of the project authorization process, where the PI is eligible to hold a project, as the holder on the project record.  This step establishes access to the research proposal/project in Researcher Home Page and the project in eTRAC.   The employee ID for the PI is used for this purpose.

Awards Held by a Position

Should an award be held by a position (e.g. Dean or Chair), the current incumbent will be identified on the Research Proposal and Project as the Project Holder.  As necessary, the RSO will transfer eTRAC access to these Research Projects to a new incumbent, should there be a change.  Individuals in these positions will continue to have access to the projects they hold to support their own research.

Project Team Members

In the following situations, please complete the Request for Administrative Applications Access – PeopleSoft eTRAC request form.

  • Staff responsible for administration of a researcher’s project(s).
  • Staff from a department other than that of the Project Holder who require access to financial details of the project.
  • Staff in your unit who should have access to specific research projects only as opposed to departmental-wide access as outlined above.
  • After projects are available to researchers, this form would be used for granting access to:
    • Co-investigators
    • Researchers who are not eligible to hold a project, according to University policy.

The form must be signed by the Project Holder and by the research project’s associated PeopleSoft Authorized Approver.  Log into the AIS Support Site to determine who is a PeopleSoft Authorized Approver for a specific department.

Employees, who require access to a research project outside of their home department, will require the approval from the PeopleSoft Authorized Approver of the Project Holder’s associated department.  Log into the AIS Support Site to determine who is a PeopleSoft Authorized Approver for a specific department.

Non-U of A employees can obtain access to eTRAC the same way as an U of A employee by completing the appropriate form and requesting authorization from the Project Holder and department authorized approver.  Non-U-of-A employees need an employee ID (EMPLID) and campus computing ID (CCID), which can be obtained through the Project Holder’s department.


More Information

Proposals – Access to view Research Proposals in the Researcher Home Page is based on a user being assigned as a resource to a specific Proposal.  Note:  Once a Proposal has been awarded to a Project with an active SpeedCode, the Proposal will no longer be available in the Proposal section of the Researcher Home Page.

Projects – Access to view Research Projects in both the Researcher Home Page and eTRAC are based on a user being assigned as a Team Member to a specific Research Project.
The following criteria and table illustrates an individual’s access based on their role in a Research Proposal or Project:

Criteria 1– The user must have an active and valid Relationship to Institution (EMP – Employee, GST – Guest, PRH – Pre-hire, ACD – Academic, CFS – Contract For Service, NOU – non-University, EMR – Emeritus).

Criteria 2 – The user must be assigned to either a Proposal as a Resource or a Project (flagged as a research grant) as a Team Member.

Criteria 3 – If the user is a team member Project Holder (Project Manager Flag selected) they will always have access to Active and Inactive Projects regardless of the Project End Date or Team Member End Date.

Criteria 4 – If the user is a Team Member on a Project, but is not the Project Holder, their access to view a Project is dependent on their specific Project Role conditions:

  • Group 1 – Access is granted if the Team Member End Date is greater than or equal to today OR the Team Member End Date is equal to the Project End Date regardless of the Project Status (Active/Inactive) - based on their specific project roles on the Project.
  • Group 2 – Access is granted if the Team Member End Date is greater than or equal to today regardless of the Project Status (Active/Inactive) for any project role - excluding those listed in Group 1 above.