RAMSeS for the Admin Office

Transcription

1 Administrating Prpsals in RAMSeS RAMSeS (Research Administratin Management System and electrnic Submissin) is UNC-GA s fficial prpsal tracking and award management system. It is used t create and manage the fficial University recrds fr all spnsred prjects. Each recrd cntains bth financial and cmpliance infrmatin necessary fr submissin as well as financial management nce an award has been made. All prpsals requesting funding fr a grant, cntract r cperative agreement, whether submitted electrnically r via hardcpy, must be ruted thrugh RAMSeS. This is accmplished by preparing an electrnic Internal Prcessing Frm (eipf) which is mandatry fr all applicatins regardless f the funding surce r submissin methd. This manual is designed t walk Spnsred Prgrams Administratrs (OSP) and Cntracts and Grants (CG) thrugh managing submissins and awards in RAMSeS. RAMSeS Access Lg int RAMSeS t create r wrk with a current submissin by ging t the fllwing link. Replace the xxxx with yur schl s abbreviatin. : The first time yu lg in, r if yu are using a different cmputer, yu will see a bx asking yu t chse yur campus, as seen in figure 1. Frm the drp dwn select yur campus and then check the bx Remember My Selectin and click the submit buttn (the selectin will be remembered until the histry has been cleared n the cmputer being used). Figure 1 If yu have prblems lgging int RAMSeS, yu shuld d the fllwing: Enter yur University user name and passwrd at the next screen (see Figure 2). First, attempt t reset yur University ID s passwrd. If resetting the passwrd des nt wrk, cntact OSP. Figure 2 August

2 Once yu are lgged in, the screen will lk like Figure 3 belw. The hme page, als referred t as the Dashbard, is where Principal Investigatrs (PIs) r administratrs create new r access prir submissins and awards. It is als the place fr department heads and deans t access prpsals fr their respective departments r schls/clleges. Figure 3 The Prpsal Dashbard (hme screen) within RAMSeS creates the University s fficial recrd fr each spnsred research prject. The electrnic Internal Prcessing Frm (eipf) is required fr each research prpsal f a grant, cntract r cperative agreement and it is used t cllect financial and cmpliance infrmatin and dcumentatin needed fr internal review and apprval. An eipf is prepared when a PI plans t cmpete fr r receive any funding frm an agency. Fr example, it is necessary t prepare an eipf fr the fllwing: A new prpsal requesting new dllars nt assciated with an existing award. A prpsal supplement requesting additinal dllars t an existing award. A cntinuatin prpsal, bth cmpeting and nn-cmpeting (e.g., NIH SNAP r esnap). An incming subcntract, where funds are directed t the University frm the prime recipient f an award. The prime cntract directly awarded frm a Federal, industry, fundatin, nn-prfit r State agency. Once cmpleted, the eipf is submitted and electrnically ruted t the apprpriate University fficials fr review and apprval. Lastly, it must be electrnically certified by the Principal Investigatr (PI), befre a prpsal is submitted fr funding. August

3 Nte: Several funding agencies nw require electrnic submissin f prpsals. These types f submissins are agency-specific peratins separate frm the University s recrd-keeping systems. Cmpletin f an eipf thrugh RAMSeS is necessary prir t submitting an electrnic applicatin r a paper applicatin. The fllwing prcedures are perfrmed in Prpsal Dashbard: 1. Preparing and Submitting an eipf. 2. Apprving and Ruting an eipf. 3. PI Certificatin f an eipf. The menu links n the Dashbard d the fllwing: Start New Prpsal Where the RA r PI ges t create a new prpsal My Prpsals List f all unsubmitted /submitted prpsals that the user created r is named n Prpsals in My Dept Access fr department heads/deans t all prpsals frm/assciated with faculty in their department r schl/cllege Assumptin f Risk Inbx OSP use nly My Awards List f all Active /Inactive awards fr the PI lgged in r anyne listed as an Administrative Cntact n the award Awards In My Dept Access fr department heads/deans t all awards fr/assciated with faculty in their department r schl/cllege ARRA Submissins Used fr accessing ARRA reprts (nly PIs wh have an ARRA-funded prject will see infrmatin here) PI Certificatin Inbx Shws list f submissins that require the PI t electrnically apprve Dept Apprval Inbx Shws list f submissins that require the department head s / dean s electrnic apprval The center f the screen prvides infrmatin abut bth the Prpsal and Award Dashbards and prvides links t the Frequently Asked Questins and Help files. The Help file is als accessible frm every page within a prpsal. An Adbe printable dcument f a prpsal can be btained by clicking n the adbe icn at any time. This icn is fund n the far right f the rw fr each prpsal shwn and under each menu ptin n the hme page except fr START NEW PROPOSAL and ARRA SUBMISSIONS. Within a prpsal, the Adbe icn is lcated in the tp left right beside the prpsal number. The Adbe dcument cntains all infrmatin that was entered while answering the questins n the eipf, the name and size f every attachment assciated with the prpsal, and the date and time apprvers required t sign ff n the prpsal, cmplete this task. August

4 Prpsal Access As administratrs f RAMSeS, prpsals and awards can be accessed via the ADMIN tab n the menu bar. Click Admin, and select Prpsal Admin frm the drp dwn. Yu will then see a screen similar t the ne belw. There are five areas n the Prpsal Administratin screen that are referred t as buckets. Lists different ways prpsals can be searched in RAMSeS. Defaults t Prpsal Number. The Prpsal Administratin buckets are: Unsubmitted the Unsubmitted bucket cntains prpsals that are nt cmplete and have nt been submitted fr ruting. This bucket can als serve and an Intent t Apply, letting OSP and CG knw that the PI intends t submit t a specific prgram n a specific date. Once a PI r Research Administratr (RA) has cmpleted the first screen f the eipf and generated a RAMSeS number, it will appear in this bucket. At that time, all OSP and CG staff will be able t access it. Departmental Ruting The Departmental Ruting bucket hlds all the prpsals that are currently ruting fr PI certificatins and Departmental/Dean authrizatin. August

5 Admin Office The Admin Office bucket can have mre than ne admin ffice listed. In mst cases, there are tw admin ffices in this bucket. CGS The CGS bucket hld the prpsals in ruting that are waiting fr CG apprval n the budget prir t submissin t the spnsr. Once CG apprves the budget, they manually mve the spnsr t OSP. OSP The OSP bucket hlds all the prpsals that are currently awaiting final University apprval t be submitted t the spnsr. Admin Office Review The bucket can be split int tw different areas as well. PS Prpsal Specialist (PS) is the persn in the pre-award ffice that is respnsible fr reviewing the prpsal. CS Cntract Specialist (CS), is the persn respnsible fr negtiating cntracts and agreements n incming awards. Pst Apprval Every prpsal that has been apprved r had ther actins made t them will appear in ne f the areas within this bucket. Remember, nce a prpsal has been assigned a number in RAMSeS, each f the administratrs will be able t access it and make changes as needed. Once the prpsal is in ruting, nly the admin ffice can make changes. Once yur campus is ruting, PIs r RAs will be creating the eipfs in RAMSeS. At that time, the prpsal numbers in RAMSeS shuld be viewed as place hlders nly. RAMSeS des nt use them t determine which prpsals were submitted fr a specific physical year. Instead, the prpsal apprved date is used. Prpsal numbers will never be in sequential rder fr a given fiscal year again. It will nt be uncmmn t have a prpsal started during ne fiscal year and submitted in anther. NOTE: All prpsals shuld nly have ONE prpsal apprved date. Having mre than ne prpsal apprved date will cause the prpsal t shw up mre than nce n all the reprts. What t Lk Fr n eipf Prir t Apprval At anytime, the administratrs can be reviewing a prpsal, prir t it reaching the Admin Office bucket. There are things that need careful review s that future reprts cme ut crrectly. The eipf General Infrmatin page Funding Agency Make sure the funding agency is listed crrectly. August

6 Prime Funding Agency Shuld nly have smething in it if the prpsal is truly a Federal, State, pass thrugh dllars. CHESS cdes Award Admin Department Make sure a department is listed. Persnnel Make sure there is nly ne Lead PI Department infrmatin is crrect fr all persnnel. This will affect reprting later if they are nt crrect. Effrt % s filled in. This will be mre imprtant n the award side fr effrt tracking. Budget The ttal funds requested are the same amunt n the prpsal t the spnsr. All attachments fr cst share and F&A are in the attachments sectin. If persnnel, space r equipment is checked, there shuld be a nte in the space t the right f the chices. Cnflict f Interest and Exprt Cntrls These questins are t be answered fr the whle research team named in the prpsal. If there is a YES answer, fllw-up with the apprpriate persn n yur campus t reslve the issue. (Wh handles exprt cntrls r cnflicts f interest n yur campus?) Research Subjects If human r animal subject are n the prject, and a cmpliance number was given, fllw-up with cmpliance ffice t verify the human r animal assurance infrmatin. If cmpliance nt yet cmpleted, make sure PI knws that if funded, n mney can be spent until prper assurance infrmatin is in place. Apprving Departments Verify that all necessary apprving departments have reviewed/r are ging t review the prpsal. If a department is missing Add the department and re-authrize the departments Call r the cntact fr the department added because an ntificatin will nt g ut t them. Attachments Verify that all necessary attachments are laded in the attachments sectin. Applicatin Packages Once the final versin has been submitted t the agency, save it with a different name than the ne already laded in the attachments. Uplad the final versin Remve all previus versins f the applicatin package. Any verificatin f agency receipt f applicatin shuld be laded in the attachments sectin. August

7 Prpsal Administratin Page General Tab Make sure the crrect Admin Office and Status appear If either needs t be changed, click n their link and select the crrect infrmatin.. Prpsal submitted t agency Once the prpsal has been submitted t the agency Change the status t Prpsal Apprved Every prpsal shuld have a prpsal apprved date r they will nt appear n prpsal reprts. Fill in the apprpriate Prpsal Specialist, Cntract Specialist (if used n yur campus), and select wh the apprving persn was. Spnsr Assigned Prpsal N Sme agencies assign a number at the time f submissin fr tracking purpses. Put that number here as anther way f identifying the crrect prpsal shuld it be funded. (i.e. GRANT fr GRANTS.gv r fr NSF) Cnfidential check nly if the prpsal cannt be reprted n because the spnsr want t be annymus r n reprting can be dne n the prpsal and award. Respnsible Cnduct f Research Shuld be checked n submissins that require RCR. This shuld nly be checked nce the whle research team meets the training requirement. When changes are made t anything n the right side, the UPDATE buttn must be clicked t save the changes made. Ruting Tab Shws list f all Investigatrs needing t certify and departments that need t authrize the prpsal. If they have already authrized and certified, the date, time and any ntes left will shw under Authrizing Decisin. At any time, yu can click n the name f an apprver and RAMSeS will shw yu that persn s cntact infrmatin. (Phne number, address and campus lcatin) Cmpliance Tab Shws any cmpliance infrmatin entered n the eipf. Events Shw any Wrkflw events that may have been created n the prpsal. August

8 Awards Will shw all awards n the prpsal and prvide access t the award prject. Ntes Tab Access t view all ntes left n the prpsal and see when they were left and by whm. Attachments Tab Shws all attachments n the eipf and allws the uplad f ther attachments relevant t the prpsal. Lg Tab This tab shws all s that have been sent t let apprvers knw there is a prpsal in ruting fr them t apprve. Shws a printable PDF versin f everything entered in the eipf. Shws all s sent t apprvers. Shws each status and wh made the change alng with the date and time change was made. Must click t save changes made t sectins abve. August

9 Award Administratin Once a prpsal has btained Prpsal Apprved status frm OSP, the IPF shuld nt be altered. If revisins need t be made that require signatures again, anther IPF will need t be created, r attachments can be upladed t the riginal IPF and thse that need t apprve the changes can leave a submissin nte as their apprval. PIs can make changes t the status f their prpsals t Just in Time (JIT) r Nt Funded. If PIs make a status change they shuld always make sure t uplad the supprting dcument in the attachment area. Hwever, it is highly suggested that nly OSP staff change the status f a prpsal befre r after it btains the final apprval frm OSP. After a prpsal has received OSP s apprval status, the nly things it shuld be changed t are: Any f the JIT ptins Under Award Negtiatin Funded Withdrawn Nt Funded With any status change, OSP shuld verify that the prper dcuments are laded in the attachments sectin f the prpsal. Award Prcess in RAMSeS All award dcuments shuld be ruted thrugh OSP befre an award can be created in RAMSeS. IF award dcumentatin is sent t the PI r Cntracts and Grants, it is their respnsibility t prmptly frward the dcumentatin t OSP s that the award can be recrded as quickly as pssible. Anyne wh electrnically receives an award ntice, n cst extensin, r any award mdificatins shuld prmptly frward that ntice t the Spnsred Prgrams Office t ensure timely recrding f the award. They shuld nt uplad any ntice f award t the prpsals as it will have t be mved nce the award is created in RAMSeS. August

10 Award Admin Buckets T manage all awards and accunts within RAMSeS, yu will need t use the Award Admin buckets. T access these buckets, click n Admin, Award Admin. Yur screen will be like the ne belw. D NOT create award prjects using this link. Search ptins fr finding awards. There are fur buckets that manage pst award actins. Pst Apprval Bucket Allws access t all funded prjects, all prpsals with prpsal apprved status, thse prpsals under award negtiatin, and thse with JITs. Pending Subcntracts Prvides access t all subcntracts in RAMSeS. (Awaiting) Admin Dept Subcntracts that are waiting wrk frm Spnsred Prgrams (Awaiting) Subcntractr Subcntracts that are particularly executed and waiting t be returned with the subcntractr s signature. (Awaiting) Award Mgr/Analyst Subcntracts that are waiting actin by Spnsred Prgrams. (If Cntracts and Grants are using the system t get subcntracts, this is the status where OSP shuld leave the subcntract s that CG can grab it t d what they need t d.) Fully Executed The status given t subcntracts nce everything is in place. (If CG is using the system, they shuld change the status t Fully Executed. If nt, OSP will change it.) Inactive All subcntracts that are n lnger active. Accunt Requests Used fr ruting Assumptins f Risk/Financial Guarantees Nt Authrized AOR/FG waiting t be apprved New Apprved AOR/FG waiting t have an accunt assigned t it. August

11 Award Setup Extensin Existing AOR/FGs that are being extended. Funded All AOR/FG that have been assigned an accunt number and are ready fr spending. Deleted Expired AOR/FGs This bucket is used t hand ff new awards t CG fr prcessing. It has three sectins t it, but the nly ne used is Awaiting Award Distributin. Once CG distributes the award, the award mves ut f the bucket. Search There are several ways t search fr award infrmatin thrugh this search area. The default is accunt number (Banner Fund). Other ptins are, Prject Number, Title, Lead PI, Investigatr, Spnsr Award N., Attachments, Spnsr, and Department (Department f Lead PI). Search by attachments This ptin allws the search f all attachments by the persn that upladed them int RAMSeS. Search by file name. This nly wrks if everyne is cnsistent in naming f files. Date Upladed searches attachments by their uplad date. Dcument Type allws the search f attachments based n their type (i.e. N-Cst Extensin, Award Ntice (Prject), Award Ntice (Award).) This search cvers all attachments (prpsal and award). Prject Administratin Screen General Tab Cntains basic and required infrmatin n the prject Awards Tab Shws all the awards assciated with the prject Obligated and Anticipated Accunts Tab Shws all accunts, bth prime and sub. Billing Tab Cntains all the billing fields that were n the General Tab. NEW August

12 Persnnel Tab Shws list f all persnnel named n the mst recent award and their effrt Events Tab Shws any events n the prject Prpsals Tab Shws all prpsals linked t the prject Subcntracts Tab Shws all subcntracts created fr the prject Ntes Tab- Shw all ntes n the prject Attachments Tab - Shws all attachments fr bth the prpsals linked t the prject, individual awards and subcntracts Attachments can be filtered the sectin they are attached t and type Creating an Award There are tw scenaris that culd ccur with funding a prpsal that has n previus awards n it. First, the prpsal culd be a cntinuatin r supplement f an existing award prject. If this is the case, when creating the award, yu wuld fllw the same prcess as was shwn fr creating an award n a prpsal that has existing awards. Remember, prjects can have many prpsals linked t them thrugh the different awards that get created. The secnd scenari wuld have the award being created nt linked t an existing award prject. Instead, we wuld be creating a brand new prject that wuld hld this award and any future actins that affect the prject. With this scenari, the award prject must be created befre the award. Creating Awards fr Existing Award Prjects When award dcuments arrive in OSP, the persn charged with entering awards will d the fllwing: Determine if prpsal is legacy r ne created in RAMSeS If the prpsal is legacy, there may be data that will have t be upladed int the prpsal and award sectins prir t entering the new award. Award will be matched up t the crrect prpsal by agency, title, spnsr number, r PI. Find the crrect prpsal that crrespnds with award dcuments using the Prpsal Admin Screen Lk up by Investigatr Lk up by spnsr Lk up by spnsr number (i.e. NSF r NIH number) Open the prpsal and check t make sure award is being added t the crrect file Check prject title Principal Investigatrs Amunt Requested Prject start and end dates If a cntinuatin f an existing funded prject, check the spnsr number With the apprpriate prpsal pulled up, click n the Award Tab Click ADD AWARD buttn t start adding the new award. August

13 If prir awards exist n the prpsal, select t apprpriate award prject frm the Add an Award windw that pps up. If the Lead PI has existing awards in RAMSeS, the windw that pps up will shw a list f all award prjects fr the PI fr yu t chse frm r yu can create a new award prject. The purpse f award prjects is t keep a cmplete award recrd f all awards received and actins made t a prject during the life f the prject. NOTE: Award prjects can have many prpsals linked t it thrugh the individual awards, but each individual award SHOULD ONLY have ONE prpsal assciated it. Having mre than ne prpsal n an award will cause that award t shw up nce fr every prpsal listed n the reprts. The pp up windw will change t ne that cllects specific details f the new award. T cntinue creating the award, all required fields and the Official Reprting Date must be filled in. Basic Award Elements are: Spnsr Award N This is the number assigned by the funding agency (i.e. NSF r NIH number) Award Amunt The amunt the award is fr Award Type Chse ne frm the list. (New, supplement, Renewal, Nncmpeting Renewal) Reprting Designatin Obligated - are funds actually received / "in the bank Anticipated - are thse expected t be received in the future Official Reprt Date Date award entered in system and sent fr prcessing in Banner August

14 Award Ntice Received Date award was received in OSP ARRA Funding Is the award stimulus mney? MUST be included fr award t shw n reprts. Once CREATE AWARD buttn is clicked, the Award Administratin screen will appear and the award will be assigned an award number (i.e. A ). Award numbers are assigned by RAMSeS based n the Prject begin date. Examples are: Prject Begin date is December 12, 2011, award prject number will begin with A12 Prject Begin date is July 1, 2012, award prject number will begin with A13, even thugh the award was entered in RAMSeS prir t the start f the new fiscal year. The Award Administratin Screen is divided int tabs, just like the prpsal and award prject. It pens t the General tab. Yu will ntice that the infrmatin added n the Add Award screen appears n the General Tab. The Title, Admin Award Dept, and Primary Cntact pull in autmatically frm the prpsal. August

15 Budget begin and end dates fr an individual award. Begin and end dates fr the accunt are added by editing the accunt inf n the Distributin Tab. General Tab cntains imprtant infrmatin relevant t the award. Any infrmatin that was entered n the previus screen is filled in n the General tab. Spnsr Award N This is the number assigned by the funding agency (i.e. NSF r NIH number) Award Amunt The amunt the award is fr Award Type Chse ne frm the list. (New, supplement, Renewal, Nncmpeting Renewal) Reprting Designatin Obligated - are funds actually received / "in the bank Anticipated - are thse expected t be received in the future Official Reprt Date Date award entered in system and sent fr prcessing in Banner Award Ntice Received Date award was received in OSP ARRA Funding Is the award stimulus mney? Award Begin Date and Award End Date are the budget dates fr the current award being entered in RAMSeS. If changes are made, click the Save Award Details buttn. Peple Tab lists all the peple named n the prpsal that is linked t the award. Yu can edit this infrmatin t remve peple wh are n lnger invlved with the prject r left the University. Yu can als edit t crrect the percent effrt fr each persn listed. Events Tab will shw any events that get created n the award. August

16 Prpsal Tab shws the prpsal that is linked t the individual award. Prpsal numbers are autmatically linked t awards when the award is created n the award tab f the prpsal. Remember, an individual award shuld nt have but ONE prpsal listed n it. Even thugh RAMSeS will allw the additin f mre than ne prpsal, yu shuld nt add additinal nes. If additinal prpsals are added t ne award, it will cause that award t shw up nce fr every prpsal listed n the Awards Reprts. Distributin Tab is where accunts get added t the award and funds distributed. If the pre award ffice is handing awards ff t Cntracts and Grants, r waiting fr accunt infrmatin t cme back t them, they wuld create a Temp Accunt. In creating a temp accunt, the fllwing must be filled in befre the accunt can be saved. Amunt n Accunt (Amunt f award) Accunt Type (Prime, Sub, Nn-wrking Prime) Status (Active, Inactive, Frzen) Click Save Temp Accunt when dne. Cntracts and Grants r the pre-award ffice will pick the award up ut f the waiting t be distributed bucket and cnvert the temp accunt t a Banner Fund number. In cnverting the temp accunt, if the Fund number being used has already been used in RAMSeS, the Accunt lkup windw will tell yu which PI the accunt belngs t. August

17 If this is a new award, needing a new accunt number, click n Add Accunt buttn t add the Banner Fund number Type in the accunt number t be used Click n the Create Accunt buttn t add the new number If the award is linked t an existing accunt number Type in the accunt number Click Reuse Accunt, if reusing ne that is already in RAMSeS. Repeat the prcess if there are sub accunts t be added t the award. T edit accunt inf, click accunt Once the Fund number has been added t the award, sme infrmatin will need t be updated within it. Edit Accunt Infrmatin Click n the accunt number Click n the Edit Accunt buttn Cmplete all the accunt infrmatin fr this award Make budget begin and end dates match the award dcument Add the crrect F&A Rate Click the Edit Accunt buttn when cmplete t save the changes t the accunt. Distributing Funds T distribute the award click the Distribute Award buttn. Enter in the amunt t be distributed. August

18 If adding mre than ne accunt yu will need t minus the amunt t be distributed frm the Prime accunt and then key in the amunt t g t each Sub accunt. Once the award is distributed t all accunts, the Distributin Tab will shw the amunt in each accunt, what type f accunt it is and wh the persn was that mdified the accunt and when. Ntes Tab is where any cmmunicatin that may be needed later as a reference, they can be added here. These ntes are just like thse n the prpsal side. Attachments Tab is where all attachments related t the current award are upladed. Creating an Award n a Prpsal That Has N Prir Awards There are tw scenaris that culd ccur with funding a prpsal that has n previus awards n it. First, the prpsal culd be a cntinuatin r supplement f an existing award prject. If this is the case, when creating the award, yu wuld fllw the same prcess as was shwn fr creating an award n a prpsal that has existing awards. Remember, prjects can have many prpsals linked t them thrugh the different awards that get created. The secnd scenari wuld have the award being created nt linked t an existing award prject. Instead, we wuld be creating a brand new prject that wuld hld this award and any future actins that affect the prject. With this scenari, the award prject must be created befre the award. Award Prject Creatin With the apprpriate prpsal pulled up, click n the Award Tab Click ADD AWARD buttn t start adding the new award. If this is the first award t prpsal a prject has t be created befre the award can be added. If the Lead PI has existing awards in RAMSeS, the windw that pps up will shw a list f all award prjects fr the PI fr yu t chse frm r yu can create a new award prject. The purpse f award prjects is t keep a cmplete award recrd f all awards received and actins made August

19 t a prject during the life f the prject. Select create award buttn List f Prjects windw will appear fr all prjects the PI has If this prject is nt related t ne in the list, D Nt select any f the ptins, Only click the Create New Prject buttn, and click k n the ppup that asks if yu want t create a New Prject If there are n prjects listed, click the Create New Prject buttn, and click k n the ppup that asks if yu want t create a New Prject Fill in the required empty fields n the Award Prject Administratin screen. If spnsr is annymus r n publicity is required, mark the Cnfidential bx. Required fields will have a red * in frnt f the field name. (This screen will have the Prject Title, PI, Admin Award Department, Spnsr, and the Begin and End dates are pre-ppulated based n the infrmatin within the selected prpsal). Make any crrectins that may be needed t the PI and/r Award Admin Department fields. (Smetimes investigatr r department infrmatin can change frm the time a prpsal is submitted until an award is actually granted). Prvide the Prime Spnsr if award is flw-thrugh if there is ne Chse the award type ( Grant, Cntract, Other) Chse F&A Activity Type (CHESS Cde) If yu have the CFDA N, prvide it, hwever this is nt a required field t create the prject. Make changes t the Prject Begin and End dates based n the actual award dcuments Once the required elements are cmpleted, click Create Prject buttn at the bttm f the screen Prject infrmatin can be mdified as needed thrughut the life f the prject. August

20 Add Award Click n the Award tab and then click the Add Award buttn t generate the windw t enter the basic award elements. Basic Award Elements are: Spnsr Award N This is the number assigned by the funding agency (i.e. NSF r NIH number) Award Amunt The amunt the award is fr Award Type Chse ne frm the list. (New, supplement, Renewal, Nn-cmpeting Renewal) Reprting Designatin Obligated - are funds actually received / "in the bank Anticipated - are thse expected t be received in the future Official Reprt Date Date award entered in system and sent fr prcessing in Banner Award Ntice Received Date award was received in OSP ARRA Funding Is the award stimulus mney? Once CREATE AWARD buttn is clicked, the Award Administratin screen will appear and the award will be assigned an award number (i.e. A ). Award numbers are assigned by RAMSeS based n the Prject begin date. Examples are: Prject Begin date is December 12, 2011, award prject number will begin with A12 Prject Begin date is July 1, 2012, award prject number will begin with A13, even thugh the award was entered in RAMSeS prir t the start f the new fiscal year. Award Administratin Windw Award windw pens with tabs that apply nly t the award yu are wrking with. General Tab is filled in with the infrmatin entered in the award pp-up. Click the Prpsal tab t make sure the prpsal is listed that relates t the award. If n prpsals shw, add the related prpsal number t the award by typing in the number and clicking n Add Prpsal t Award buttn. (i.e.: ) Check the Peple tab t make sure all Investigatrs are listed. This infrmatin gets added based n the Investigatr infrmatin within the prpsal. August

21 If investigatrs have changes since the prpsal submissin, yu may remve the investigatr n lnger n the prject and add the replacement. Spnsred and Cst Shared % Effrt can als be added fr all Investigatrs by editing the persn infrmatin f each Investigatr listed. Click the attachments tab t uplad all dcuments fr this award. Nte: INVOICES get upladed at the prject level, checks get upladed with the apprpriate award as a Ntice Open all attachments t verify accuracy Click n the Events tab and set all events that apply t this award If IRB apprval has nt been cnfirmed at award time, nte is left n the award General screen stating accunt needs t be frzen until IRB apprval is cnfirmed. (Prcess may differ frm campus t campus.) Click n the Distributin tab t add temp accunt Click n the Add Temp Accunt buttn Fill in the award amunt in the Amunt n Accunt field Click Add Temp Accunt t save changes. Duble check all infrmatin and click Save Award Detail when dne Award nw appears in the Awaiting Distributin Bucket fr Cntracts and Grants r Pre- Award Office t finish the prcess. Distributing the Funds Cntracts and Grants r the Pre-Award Office will pick the award up ut f the waiting t be distributed bucket and cnvert the temp accunt t a Banner Fund number. In cnverting the temp accunt, if the Fund number being used has already been used in RAMSeS, the Accunt lkup windw will tell yu which PI the accunt belngs t. If this is a new award, needing a new accunt number, click n Add Accunt buttn t add the Banner Fund number Type in the accunt number t be used Click n the Create Accunt buttn t add the new number T edit accunt infrmatin, click n the accunt number. Temp Accunt will shw here. Click number t bring up the temp accunt inf in rder t cnvert it t a Banner Fund Number. August

22 If the award is linked t an existing accunt number Type in the accunt number Click Reuse Accunt, if reusing ne that is already in RAMSeS. Once the Fund number has been added t the award, sme infrmatin will need t be updated within it. Edit Accunt Infrmatin Click n the accunt number Click n the Edit Accunt buttn Cmplete all the accunt infrmatin fr this award Make budget begin and end dates match the award dcument Add the crrect F&A Rate Click the Edit Accunt buttn when cmplete t save the changes t the accunt, and then clse the windw. Distributin f Funds T distribute the award click the Distribute Award buttn. Enter in the amunt t be distributed. If adding mre than ne accunt yu will need t minus the amunt t be distributed frm the Prime accunt and then key in the amunt t g t each Sub accunt. The award is cmplete nce all infrmatin is in the remaining sectins f the award and the award has been distributed. Subcntract Subcntracts t ther rganizatins where yur campus is the funding agency Subcntracts, like prpsals and awards can be mnitred and accessed at any time thrugh RAMSeS. T create a subcntract, click n the Subcntract Tab f the Award prject. Click the link Add New Subcntract t create r click the subcntract number t mdify an existing sub. Creating New Subcntract Enter in the infrmatin relevant t the cmpleteness f the subcntract. August

23 Belw are three different scenaris f subcntracts at different stages f cmpletin. Awaiting Subcntractr signature Match dcuments with the prpsal Click n the Awards tab at the prpsal level Click the View Prject link at the right f any award n the screen. Click n the Subcntracts tab Click n the Add New Subcntract link Fill in all infrmatin except the Accunt Number that applies t this versin f the subcntract. Amunt will be amunt yur campus is awarding the subcntracted Status shuld be (Awaiting) Subcntractr This is when OSP has mailed ut dcuments t be signed and are waiting fr the dcuments t be sent back. Organizatin is the name f the agency/persn university is subcntracting t. It pulls frm the spnsr pick list in RAMSeS. If Organizatin cannt be fund in the pick list click n Organizatin Nt Listed link and type in the name f the subcntracted An will be sent t GA t verify the spnsr and add them t the table. Select the Award Manager Persn that will be handling the negtiatin f the sub. Enter the Sent Date Date mailed dcument fr signature Enter the Subcntract Begin and End Dates based n the subcntract infrmatin Click Create Subcntract buttn Subcntract Administratin Screen Opens Click n the attachments tab and add the subcntract as a Partially Executed Agreement Shipping dcumentatin gets upladed here as Other August

24 Subcntract nw appears in the Pending Subcntracts bucket in the (Awaiting Subcntractr sectin Fully Executed Subcntract arrives in OSP Opens apprpriate subcntract in RAMSeS Open the Awards Admin Screen Click n the number beside (Awaiting) Subcntractr Select the crrect subcntract frm the pick list by clicking n the subcntract number The Subcntract Administratin screen pens Change the status t (Awaiting) Award Mgr/Analyst Add the Executin Date Date last signature btained n dcument Click Save Subcntract Details buttn Click n the attachments tab Uplad the fully executed subcntract Click n Events tab t setup any needed events fr this subcntract Subcntract will nw appear in the (Awaiting) Award Mgr/Analyst sectin f the Pending Subcntracts bucket which will be mnitred by Cntracts and Grants Cntracts and Grants r Pre-Award Office Mnitr the Pending Subcntracts bucket fr all new (Awaiting) Award Mgr/Analyst Subcntracts Click n the number beside (Awaiting) Award Mgr/Analyst Subcntracts t bring up a list f all subcntracts that are ready fr accunt finalizatin Select the subcntract by clicking n the number frm the pick list Subcntract Administratin screen pens Add accunt number (Banner Fund Number) fr the subcntract Change status t Fully Executed Click Save Subcntract Details This mves the subcntract t the Fully Executed sectin f the Pending Subcntracts bucket August

25 Add any ntes, events r attachments that they may have relevant t this subcntract that are nt already listed Subcntract Amendments Subcntract Amendment arrives in OSP Open apprpriate subcntract in RAMSeS Open the Awards Admin Screen Click n the number beside (Awaiting) Subcntractr Select the crrect subcntract frm the pick list by clicking n the subcntract number The Subcntract Administratin screen pens Click n the Add New Amendment link at the bttm f the screen A pp up windw will appear fr yu t mdify the subcntract details. Make the necessary changes. Change the amunt if amendment is a n cst extensin Change the status t (Awaiting) Award Mgr/Analyst If end date changed based n dcument, change t new date Click Create Amendment buttn The Subcntract Administratin screen will pen fr the amendment Click n the attachments tab and add the attachments Add any events and ntes that may be needed. Cntracts and Grants r Pre-Award Office Mnitr the Pending Subcntracts bucket fr all new (Awaiting) Award Mgr/Analyst Subcntracts Click n the number beside (Awaiting) Award Mgr/Analyst Subcntracts t bring up a list f all subcntracts that are ready fr accunt finalizatin Select the subcntract by clicking n the number frm the pick list Subcntract Administratin screen pens Add accunt number (Banner Fund Number) fr the subcntract Change status t Fully Executed Click Save Subcntract Details This mves the subcntract t the Fully Executed sectin f the Pending Subcntracts bucket Add any ntes, events r attachments that they may have relevant t this subcntract that are nt already listed The secnd and third ptins can vary depending n hw campuses OSP and CG wrk tgether. August

26 Inactive Subcntracts What happens when a subcntract ends? Again, the ffice that keeps up with this can be different at each campus. In sme cases, CG will be the respnsible party and in thers, it may be OSP. When a subcntract ends (becmes inactive) Click n the number beside Fully Executed in the Pending Subcntracts bucket t bring up a list f all subcntracts that are fully executed r pull the assciated award prject up and select the subcntract frm the list n the Subcntracts Tab. Select the subcntract by clicking n the number frm the pick list Subcntract Administratin screen pens Change status t Inactive Click Save Subcntract Details This mves the subcntract t the Inactive sectin f the Pending Subcntracts bucket Add any ntes, events r attachments that they may have relevant t this subcntract that are nt already listed Other Award Prject Actins N-Cst Extensin N-Cst Extensins are prcessed n the award prject as an attachment. Keep in mind, each campus is different. Sme require ruting and thers may nt. In sme cases the OSP handles all the RAMSeS ntatins and in thers, it may be CG. An example f prcessing a n-cst extensin is as fllws: 1. N-Cst Extensin Dcument arrives in OSP a. Match dcuments with prpsal b. Click n the Awards tab c. Click n View Prject link at the end f any award listed n the screen d. Make changes t the Prject i. Verify all prject infrmatin fr accuracy ii. Change the prject begin and end dates t match the n-cst extensin iii. Click Save Prject Details t save changes e. Attach the N Cst Extensin Dcumentatin i. Click n the attachments tab 1. Select N Cst Extensin as the dcument type frm the pick list 2. Brwse t find the N Cst Extensin dcument 3. Click Next nce dcument path appears in the select file bx 4. Click Uplad f. Click n Events tab t create a new event t ntify Cntracts and Grants f the N Cst Extensin August

27 i. Event gets sent t all C&G directrs and OSP Directrs with the fllwing dcumentatin 1. N Cst Extensin Dcumentatin has been added t award prject number (i.e. A ). OSP has changed the prject begin and end dates n the prject. C&G needs t change the budget dates n the accunt in RAMSeS and make the changes in the Banner Finance System. ii. sent t C&G, cpying OSP directrs with the fllwing infrmatin 1. Subject : NO COST EXTENSION 2. Bdy f will read as fllws: N Cst Extensin Dcumentatin has been added t award prject number (i.e. A ). OSP has changed the prject begin and end dates n the prject. C&G needs t change the budget dates n the accunt in RAMSeS and make the changes in the Banner Finance System. 2. Cntracts and Grants a. Mnitr wrkflw carefully fr N Cst Extensins b. Open the award prject c. Click n the accunts tab d. Click n the accunt number t edit the budget dates i. Make the changes t the Budget begin and end dates based n the N Cst Extensin dcument ii. Verify all ther infrmatin n the accunt. iii. Click Edit Accunt buttn t save the changes iv. Add any attachments, ntes r events that apply t this accunt if needed v. Click Clse buttn t g back t the prject screen e. G t the wrkflw fr the N Cst Extensin that is being executed and change the status t Clsed f. Make needed changes t the Banner Finance System fr the grant accunt Every campus is different in hw clsely OSP and CG wrk tgether. In sme cases, OSP may be ding everything and ing infrmatin t CG r passing it alng via paper frm. RAMSeS pens the dr t having a cmpletely paperless prcess fr relaying pst award activity between OSP and CG using the Award Admin buckets and r WrkFlw (infrmatin in a separate dcument). August

28 User Management Glbal Administratrs are the nly peple that can make changes t user rights and add/remve users. T d this, they wuld click n Admin, User Management. The screen pulls up the User Administratin view where users can be added r remved. All Admin users are added n the Admins tab while Read Only users are added n the Read Only tab. Each campus shuld limit the number f Glbal Admins t 3 if pssible. Glbal Admins have cmplete read write access t the databases and can make changes as needed. General administratrs (OSP & CG staff) shuld have the fllwing rights: Preliminary Award Award Persn Management Dcument Access ARRA Management (If yur campus uses this feature) General Administratin Read Only Access Be careful wh yu give read nly access t. Thugh they have read nly right, they als have access t every prpsal and award in RAMSeS. Peple with read nly rights shuld have all the check bxes blank n the User Admins page. Individuals that may need read nly access t RAMSeS data: Cmpliance Officer University Cuncil Develpment Office Technlgy Transfer Office An Administratr in the Chancellr r Prvst August

29 Persnnel Management The persnnel management sectin allws thse admins wh have been given access t crrecting missing r bad PIDs n prpsals and awards in RAMSeS. This management requires the user t be able t verify the PID in Backbne in rder t crrect it in RAMSeS. Persnnel Management is cmpsed f fur tabs. Prpsals list all the missing r bad PIDs fr peple named n the prpsals. Award Cntacts lists the missing r bad PIDS fr the persnnel named n the individual awards. Prject s- lists all the missing r bad PIDs fr the PI listed n the Award Prject. Accunts lists the missing r bad PIDs f peple named n the accunts. Missing Data Reprts Missing Data Reprts were new with versin 21. They allw the glbal admins t run reprts fr all aspects f data t check fr any missing data that wuld cause the reprting t be incrrect in RAMSeS. Sme imprtant infrmatin abut the missing data reprt functin is N date range needed. Reprts search cmplete database Exprt t Excel t view reprt Reprts specific t: Prpsals Award Prjects and Accunts Individual Awards Currently nly Glbal Admins can run these reprts August

30 Reprt ptins fr prpsals: Mst cmmn prblem with prpsal reprting Reprt ptins fr Prjects and Accunts: Searches all the required data fr the award prjects that affects reprting and searches Searches all the required data n the accunts that affects reprting and searches August

31 Reprt Optins fr Awards: Mst cmmn cause fr awards nt t shw n reprts. RAMSeS Canned Reprts There are sme search ptins in the built in reprts that cause reprts t be run different ways. Thse ptins are Admin and Appt. Prpsal and Award reprts default differently depending n the reprt being run. Admin When selected, returns all the prpsal r award data fr departments r schls where they are listed as the Award Admin Department. Appt When selected, returns all the prpsal r award data fr departments r schls where they are listed as the Lead PIs department r schl. Fr accurate reprts, select ONLY ne. August

32 Help Tickets Each campus has designated peple wh can submit a help ticket t GA when prblems and errrs ccur. Fr thse individuals, please fllw the belw infrmatin t help GA reslve the issues quickly. When an errr cmes up n yur screen, it is imprtant t prvide us with as much detail as pssible s we can quickly fix the prblem. Remember, when filling ut tickets, r sending , be as specific as yu can. Give us step by step instructins f what yu were ding leading up t the errr. One f the ways yu can shw us what yu encuntered is t take a screen sht and send it t us. Yu may want t send several screen shts shwing the steps yu tk leading up t the prblem. T d that, fllw these steps: (Remember, yu will have t repeat these steps fr each screensht yu d.) 1. Please press the print screen key n yur keybard t capture a virtual image f yur screen at the time f the errr. a. If yu d nt have the ticket tracker in yur versin f RAMSeS, i. Open yur , and paste it int the bdy f the by hlding the CTRL key and the V key at the same time. ii. If yur will nt send graphics, d the fllwing: 1. Open Wrd and paste the screen sht in a new Wrd dcument and then save the file. Name the file smething that lets us knw what yu are sending us (i.e. UNCGA reprt errr ). 2. Attach the file t the and submit it. b. If yu have the tracker, i. Open Wrd and paste the screen sht in a new Wrd dcument and then save the file. Name the file smething that lets us knw what yu are sending us (i.e. UNCGA reprt errr ). ii. Attach the file t the ticket and submit it. August

33 Ticket Screen Include as much detail as pssible in every ticket yu submit. Name f persn creating the ticket, their PID and pull in autmatically. Subject Where is the prblem ccurring Example: UNC-GA Prpsal Apprve Date Missing Categry What area f RAMSeS is that in? (i.e. Prpsal, Award, General Questin, etc.) Please include as much detail as pssible in the message bdy. Uplad screen shts Screen shts can prvide GA exact errr messages and let GA knw where in RAMSeS the user was when the prblem ccurred. Be sure t include: Prpsal r award numbers. Detailed descriptin f the prblem User having the prblem What the user was ding when the prblem ccurred. Anyne else having the same issue? All tickets submitted by yu will shw up here. August

34 Prgram Administratr Administratin A prgram administratr is smene wh manages all prpsals and awards fr a particular department. The Glbal Admin wuld need t set this up. T d s, they will click n Admin, Prgram Administratr. The screen will appear similar t the ne belw. A number will be assigned manually fr each persn in the ffice that is respnsible fr managing submissins and awards. Their names are pulled in using the persnnel lkup, linked t Backbne. N limit n the number f administratrs yu can add. Managing the Departments Click n the Managed Departments tab and type the administratr number in the Administratr Number bx beside the crrespnding department and click Update. This prcess will have t be repeated fr each department and if departmental rles change. August