RAMSeS for the Admin Office
Contents
1. Access for department heads deans to all awards for associated with faculty in their department or school college e ARRA Submissions Used for accessing ARRA reports only Pls who have an ARRA funded project will see information here e PI Certification Inbox Shows list of submissions that require the PI to electronically approve e Dept Approval Inbox Shows list of submissions that require the department head s dean s electronic approval The center of the screen provides information about both the Proposal and Award Dashboards and provides links to the Frequently Asked Questions and Help files The Help file is also accessible from every page within a proposal An Adobe printable document of a proposal can be obtained by clicking on the adobe icon at any time a This icon is found on the far right of the row for each proposal shown and under each menu option on the home page except for START NEW PROPOSAL and ARRA SUBMISSIONS Within a proposal the Adobe icon is located in the top left right beside the proposal number The Adobe document contains all information that was entered while answering the questions on the elPF the name and size of every attachment associated with the proposal and the date and time approvers required to sign off on the proposal complete this task August 2011 3 RAMSeS for the Admin Office Proposal Access As administrators of RAMSeS proposals and awards can be accessed via the ADMIN ta2. pdate 29 RAMSeS for the Admin Office Report options for proposals gt gt Missing Data Reports The reports in this section are used to check for crucial missing information in the database No date ranges are need to run these reports Simply click the link of the desired report and RAMSeS will automatically generate an Excel spreadsheet for review Proposals Most common problem with proposal reporting Proposals with No Lead PI Proposals with more than one Lead PI Proposals with PI s that have No Dept Proposals with No Award Admin Dept Proposals with No Sponsor Proposals with Status Funded or Proposal Status History Table Report options for Projects and Accounts Projects Searches all the required data for the award projects that affects reporting and searches Projects with Missing Information Accounts Accounts with Missing Informatio Searches all the required data on the accounts that affects reporting and searches August 2011 30 RAMSeS for the Admin Office Report Options for Awards Proposals Projects Accounts las Awards Most common cause for awards not to show on reports Awards with No Dollars Feed Date Awards with No Award Admin Dept Awards with No Lead PI Awards with PI s that have No Dept RAMSeS Canned Reports There are some search options in the built in reports that cause reports to be run different ways Those options
3. Status Awaiting Admin Dept X Execution Date AE Remove Date Organization University of North Carolina at Greensboro UN nN Subcontract Begin Date 09 01 2011 Remove Date Program eee Select Specialist v Subcontract End Date 12 31 2011 Remove Date ARRA Funding Subcontract Contact Email Delete Subcontract Cancel Changes Fully Executed Subcontract arrives in OSP o Opens appropriate subcontract in RAMSeS Open the Awards Admin Screen Click on the number beside Awaiting Subcontractor Select the correct subcontract from the pick list by clicking on the subcontract number e The Subcontract Administration screen opens o Change the status to Awaiting Award Mgr Analyst o Add the Execution Date Date last signature obtained on document o Click Save Subcontract Details button o Click on the attachments tab Upload the fully executed subcontract o Click on Events tab to setup any needed events for this subcontract o Subcontract will now appear in the Awaiting Award Mgr Analyst section of the Pending Subcontracts bucket which will be monitored by Contracts and Grants o Contracts and Grants or Pre Award Office Monitor the Pending Subcontracts bucket for all new Awaiting Award Mgr Analyst Subcontracts Click on the number beside Awaiting Award Mgr Analyst Subcontracts to bring up a list of all subcontracts that are ready for account finalization e Select the subcontract by cli
4. Amount 12 000 00 Obligated Prime Acct View Project Award Coversheet UCopy Award Sponsor Award No 8 17 2011 11 52 AM PRE NEER Primary Admin Contact Sarah Smith Last Updated Project Title test TW Program Administrator Award Amount Sponsor Award No 12000 00 ARRA Stimulus Funding Award Type New v Reporting Designation Obligated v Document No Official Report Date 08 17 2011 Admin Award Dept 24104 Office Of The President Award Notice Received 08 46 2011 Award Begia Date a Prime Account Begin Award End Date Award Notes oe Date Prime Account End Da Budget begin and end dates for an individual award Begin and end dates for the account are added by editing the account info on the Distribution Tab Save Award Details Delete Award Nest Award Cancel General Tab contains important information relevant to the award Any information that was entered on the previous screen is filled in on the General tab O O O O O Sponsor Award No This is the number assigned by the funding agency i e NSF or NIH number Award Amount The amount the award is for Award Type Choose one from the list New supplement Renewal Non competing Renewal Reporting Designation o Obligated are funds actually received in the bank o Anticipated are those expected to be received in the future Official Report Date Date awa
5. Science August 2011 34
6. are Admin and Appt Proposal and Award reports default differently depending on the report being run e Admin o When selected returns all the proposal or award data for departments or schools where they are listed as the Award Admin Department e Appt o When selected returns all the proposal or award data for departments or schools where they are listed as the Lead PIs department or school e For accurate reports select ONLY one August 2011 31 RAMSeS for the Admin Office Help Tickets Each campus has designated people who can submit a help ticket to GA when problems and errors occur For those individuals please follow the below information to help GA resolve the issues quickly When an error comes up on your screen it is important to provide us with as much detail as possible so we can quickly fix the problem Remember when filling out tickets or sending email be as specific as you can Give us step by step instructions of what you were doing leading up to the error One of the ways you can show us what you encountered is to take a screen shot and send it to us You may want to send several screen shots showing the steps you took leading up to the problem To do that follow these steps Remember you will have to repeat these steps for each screenshot you do 1 Please press the print screen key on your keyboard to capture a virtual image of your screen at the time of the error a If you do not have the ticket
7. award e The prime contract directly awarded from a Federal industry foundation non profit or State agency Once completed the elPF is submitted and electronically routed to the appropriate University officials for review and approval Lastly it must be electronically certified by the Principal Investigator PI before a proposal is submitted for funding August 2011 2 RAMSeS for the Admin Office Note Several funding agencies now require electronic submission of proposals These types of submissions are agency specific operations separate from the University s record keeping systems Completion of an elPF through RAMSeS is necessary prior to submitting an electronic application or a paper application The following procedures are performed in Proposal Dashboard 1 Preparing and Submitting an elPF 2 Approving and Routing an elPF 3 PI Certification of an elPF The menu links on the Dashboard do the following e Start New Proposal Where the RA or PI goes to create a new proposal e My Proposals List of all unsubmitted submitted proposals that the user created or is named on e Proposals in My Dept Access for department heads deans to all proposals from associated with faculty in their department or school college e Assumption of Risk Inbox OSP use only e My Awards List of all Active Inactive awards for the PI logged in or anyone listed as an Administrative Contact on the award e Awards In My Dept
8. award amount in the Amount on Account field o Click Add Temp Account to save changes e Double check all information and click Save Award Detail when done e Award now appears in the Awaiting Distribution Bucket for Contracts and Grants or Pre Award Office to finish the process Distributing the Funds e Contracts and Grants or the Pre Award Office will pick the award up out of the waiting to be distributed bucket and convert the temp account to a Banner Fund number In converting the temp account if the Fund number being used has already been used in RAMS eS the Account lookup window will tell you which PI the account belongs to o If this is anew award needing a new account number click on Add Account button to add the Banner Fund number Type in the account number to be used e Click on the Create Account button to add the new number se RAMS eS uwnc sa Proposal Administration and Development For immediate assistance contact ORIS at 919 843 2594 Award Administration ick To rch Results Award No A11 0007 001 Amount 12 000 00 Obligated Prime Acct 123567 Active View Project Award Coversheet Copy Award 8 17 2011 11 52 AM Courtney Thornton Project Title test TW Program Administrator Sponsor Award No Last Updated Primary Admin Contact Sarah Smith This award has not been fully distributed Add Account Distribute Award Add Temp Account 0 00 Prime Active 0 00 8 22 2011 3 35 PM Court
9. clicked to save the changes made e Routing Tab o Shows list of all Investigators needing to certify and departments that need to authorize the proposal o If they have already authorized and certified the date time and any notes left will show under Authorizing Decision o At any time you can click on the name of an approver and RAMSeS will show you that person s contact information Phone number email address and campus location e Compliance Tab o Shows any compliance information entered on the elPF e Events o Show any Workflow events that may have been created on the proposal August 2011 7 RAMSeS for the Admin Office e Awards o Will show all awards on the proposal and provide access to the award project e Notes Tab o Access to view all notes left on the proposal and see when they were left and by whom e Attachments Tab o Shows all attachments on the elPF and allows the upload of other attachments relevant to the proposal e Email Log Tab o This tab shows all emails that have been sent to let approvers know there is a proposal in routing for them to approve Shows a printable PDF version of everything entered in the elPF gt gt Proposal Administration Back To Search Results Proposal NO 44 9947 a Sponsor US DHHS NIH National Institute of Environmental Health Sciences NIEHS Lead Investigator Sarah Smith Deadline 12 10 2010 New Electronic Yes Grants gov Proposal Specialist Contrac
10. days after being closed Missing Name Thornton Courtney PID 710359694 Category What area Email cthornton northcarolina edu of RAMSeS is that in Subject o i e Proposal Award eee Select a category t Selecting the appropriate category will help expedite the resolution of your issue General Question etc Please enter your question or issue below e Please include as MERAL much detail as possible in the message body Be sure to include e Upload screen shots o Screen shots can provide GA exact error messages and Proposal or award numbers Detailed description of the problem e User having the problem e What the user was doing when the problem occurred e Anyone else having the let GA know same issue where in RAMSeS the Attachment user was when the problem occurred August 2011 33 RAMSeS for the Admin Office Program Administrator Administration A program administrator is someone who manages all proposals and awards for a particular department The Global Admin would need to set this up To do so they will click on Admin Program Administrator The screen will appear similar to the one below gt gt Program Administrator Administration E A number will be assigned manually for each person in the office that is responsible for managing Administrator Number Administrator submissions and awards 1 i M 5 b nie iasa Delete e Their names are
11. enter the basic award elements Basic Award Elements are o Sponsor Award No This is the number assigned by the funding agency i e NSF or NIH number o Award Amount The amount the award is for o Award Type Choose one from the list New supplement Renewal Non competing Renewal o Reporting Designation Obligated are funds actually received in the bank Anticipated are Add an Award Enter the Details Below to Create a New Award Sponsor Award No Award Amount no commas those expected to be received in the future 2 ye 7 o Official Report Date Date Reporting Designation _ award entered in system KD n Official Report Date and sent for processing in Banner Award Notice Received al o Award Notice Received Date award was received in OSP o ARRA Funding Is the award stimulus money ARRA Stimulus Funding F cancer Once CREATE AWARD button is clicked the Award Administration screen will appear and the award will be assigned an award number i e A12 0012 003 Award numbers are assigned by RAMSeS based on the Project begin date Examples are e Project Begin date is December 12 2011 award project number will begin with A12 e Project Begin date is July 1 2012 award project number will begin with A13 even though the award was entered in RAMSeS prior to the start of the new fiscal year Award Administration Window e Award window opens with
12. pulled in 02 Marc Maus Delete using the personnel lookup 03 Panda Powell Delete D TEn linked to Backbone 05 Cheryl Nichols Delete e No limit on the number 06 Patricia Fox Delete of administrators you can add a Managing the Departments Click on the Managed Departments tab and type the administrator number in the Administrator Number box beside the corresponding department and click Update This process will have to be repeated for each department and if departmental roles gt gt Program Administrator Administration Administrator Number Department change 04 32550 Do Not Use CAS Cultural Arts 02 32511 Do not use CAS Gerontology Update 02 32521 Do Not Use CAS Health and Applied Human Sciences 06 32441 Do not use CAS Social Work 06 30223 Do Not Use Center for Faculty Leadership 06 31600 Do not use NUR School of Nursing 02 30011 Academic Affairs Admin Provost Update fo2 30013 Academic Affairs Planning 02 30000 Academic Affairs Provost Update 02 30110 Admissions 05 25900 Athletics 02 32411 CAS Anthropology fos 32121 CAS Art 05 32120 CAS Art amp Art History 01 32310 CAS Biology and Marine Biology Admin Grant 01 32311 CAS Biology and Marine Biology Grant Update 01 32321 CAS Chemistry and Biochemistry fr 32320 CAS Chemistry and Biochemistry Admin 04 32000 CAS College of Arts and Sciences Admin 05 32241 CAS Communication Studies 04 32331 CAS Computer
13. schools colleges Proposal Dashboard Start New Proposal 4 My Proposals Proposals In My Dept Assumption of Risk Inbox Award Dashboard My Awards Awards In My Dept ARRA Submissi Certifications Approvals PI Certification Inbox 1 Dept Approval Inbox Office of Sponsored Programs 1713 Moore Humanities Research Administration Building Greensboro NC 27402 6170 Phone 336 334 5878 Fax 336 334 3140 e RAMS eS UNcG Proposal and Award Development For immediate assistance contact OSP at 336 334 5878 UNCG Proposal and Award Developme gt gt RAMSeS WELCOME TO THE RAMSesS Information System The purpose of this information system is to provide the Research Community at UNCG with the tools needed to initiate and manage the submission of your sponsored research proposals as well as interact with the administrative offices in the management and closeout of your funded proposals The Proposal Dashboard offers you the ability to start a new proposal by creating an elPF edit and track your unsubmitted and submitted proposals view and track proposals on which you re listed as a contributing member certify all proposals on which you re cited as the PI authorize proposals in your role as a departmental college center proposal approver OPwVN gt The Award Dashboard offers you the ability to view awards on which you re listed as a member of the Research Team view awards for administering departments where yo
14. some information will need to be updated within it e Edit Account Information o Click on the account number o Click on the Edit Account button o Complete all the account information for this award Make budget begin and end dates match the award document Add the correct F amp A Rate Click the Edit Account button when complete to save the changes to the account e Distributing Funds o To distribute the award click the Distribute Award button Enter in the amount to be distributed August 2011 17 RAMSeS for the Admin Office If adding more than one account you will need to minus the amount to be Enter Revisions Below use the minus sign for account deductions distributed from the Prime Account No Account Type Distributed Amount account and then key in the 123567 Prime 250000 Currently 3 211 156 00 amount to go to each Sub 234567 Prime 250000 Currently 0 00 account o Once the award is distributed to all meat accounts the Distribution Tab will show the amount in each account what type of account it is and who the person was that modified the account and when Notes Tab is where any communication that may be needed later as a reference they can be added here These notes are just like those on the proposal side Attachments Tab is where all attachments related to the current award are uploaded Creating an Award on a Proposal That Has No Prior Awards There are two scenarios that could oc
15. tracker in your version of RAMSeS i Open your email and paste it into the body of the email by holding the CTRL key and the V key at the same time ii If your email will not send graphics do the following 1 Open Word and paste the screen shot in a new Word document and then save the file Name the file something that lets us know what you are sending us i e UNCGA report error 2 Attach the file to the email and submit it b If you have the tracker i Open Word and paste the screen shot in a new Word document and then save the file Name the file something that lets us know what you are sending us i e UNCGA report error ii Attach the file to the ticket and submit it August 2011 32 Ticket Screen Include as much detail as possible in every ticket you submit RAMSeS for the Admin Office Please enter a subject category and complete description of your issue including relevant details proposal award number etc You will automatically be notified when your issue has been resolved closed out A list of your issues is displayed below Closed tickets are My Issues ID Details All tickets submitted by you will show up here e Name of person creating the ticket their PID and email pull in automatically e Subject Where is the problem occurring o Example UNC GA gt gt Contact ORIS Report a technical issue Ask a technical question Proposal Approve Date displayed for 30
16. RAMSeS for the Admin Office Administrating Proposals in RAMSeS RAMSeS Research Administration Management System and electronic Submission is UNC GA s official proposal tracking and award management system It is used to create and manage the official University records for all sponsored projects Each record contains both financial and compliance information necessary for submission as well as financial management once an award has been made All proposals requesting funding for a grant contract or cooperative agreement whether submitted electronically or via hardcopy must be routed through RAMSeS This is accomplished by preparing an electronic Internal Processing Form elPF which is mandatory for all applications regardless of the funding source or submission method This manual is designed to walk Sponsored Programs Administrators OSP and Contracts and Grants CG through managing submissions and awards in RAMSeS RAMSeS Access Log into RAMSeS to create or work with a current submission by going to the following link Replace the xxxx with your school s abbreviation https xxxx myresearchonline org ramses The first time you log in or if you are using a different computer Please Login to Continue F gt you will see a box asking you to choose your campus as seen in To proceed with the login process please select your campus from the options below figure 1 From the drop down select your campus and then ch
17. all Notes and Attachments on Proposals and Awards e General Administration ieai Administrative Access to ARRA Reports and Tools COI Management Can perform COI various administrative functions Metrics D GA Reporting Internal Reporting Data Management Access IACUC 7 OTD Proposal Admin Offices General Administration V Proposal Edit Access for this Admin Office Read Only Access Delete User Cancel Be careful who you give read only access too Though they have read only right they also have access to every proposal and award in RAMSeS People with read only rights should have all the check boxes blank on the User Admins page Individuals that may need read only access to RAMSeS data e Compliance Officer e University Council e Development Office e Technology Transfer Office e An Administrator in the Chancellor or Provost August 2011 28 Personnel Management The personnel management section allows those admins who have been given access to correcting missing or bad PIDs on proposals and awards in RAMSeS This management requires the user to be able to verify the PID in Backbone in order to correct it in RAMSeS RAMSeS for the Admin Office gt gt Personnel Management Personnel Management is composed of four tabs e Proposals list all the missing or bad PIDs for people named on the proposals e Award Contacts lists the missing or bad PIDS for the personnel named on the indiv
18. am 2009 10 Select complete award record of all awards received and actions made A10 0005 Golden Leaf Scholars Program 2010 2011 Select A11 0007 test TW Select _ Create New Project _ Cancer August 2011 18 RAMSeS for the Admin Office to a project during the life of the project o Select create award button Project Administration List of Projects window will appear for all projects the PI has e If this project is not related to one in the list Do Not select any of the options Only click the Create New Project button and click ok on the popup that asks if you want to create a New Project e If there are no projects listed click the Create New Project button and click ok on the popup that asks if you want to create a New Project Fill in the required empty fields on the Award Project Administration screen Project No A11 0007 Prime Acct Lead Pl Sarah Smith Project Dates 12 09 2010 12 31 2010 Account Manager Program Administrator Total Obligated 0 00 Project Title test TW Total Anticipated 0 00 General Awards Accounts Billing Personnel Events Proposals Subcontracts Notes Attachments Project Title PIs Project Begin Date Admin Award Dept Sponsor Cfda No F amp A Activity Type If sponsor is test TW Confidential anonymous or no Sarah Smith Q y z publicity is 12 09 2010 Project End Date 12 31 2010 x required mark the Office O
19. b on the menu bar Click Admin and select Proposal Admin from the drop down You will then see a screen similar to the one below There are five areas on the Proposal Administration screen that are referred to as buckets RAMSeS UNCG Proposal and Award Development For immediate assistance contact OSP st 336 334 5878 searched in RAMSeS gt gt Proposal Administration Defaults to Proposal Admin Office Review Search Proposals Number Search By Proposal Number Proposal Number 12 al 05 9999 Admin Office Review 0 Electronic Sub 0 Proposal Number a vestigator Not Funded 1372 Scan Barcode Facal Yaar JIT Request Received 1 Sponsor JIT Request Approved 2 i Proposal Number EER Barcode D Under Award Negotistion 0 epartment Funded Preliminary 66 Sponsor Assigned Proposal No EATER Project Title unded 1674 APEE Attachment s aii Stimulus Funding ee Lead Pl 1 The Proposal Administration buckets are e Unsubmitted the Unsubmitted bucket contains proposals that are not complete and have not been submitted for routing This bucket can also serve and an Intent to Apply letting OSP and CG know that the PI intends to submit to a specific program on a specific date Once a PI or Research Administrator RA has completed the first screen of the elPF and generated a RAMSeS number it will appear in this bucket At that time all OSP and CG staff will be able to access it e De
20. bcontractor s signature Awaiting Award Mgr Analyst Subcontracts that are waiting action by Sponsored Programs If Contracts and Grants are using the system to get subcontracts this is the status where OSP should leave the subcontract so that CG can grab it to do what they need to do Fully Executed The status given to subcontracts once everything is in place If CG is using the system they should change the status to Fully Executed If not OSP will change it Inactive All subcontracts that are no longer active e Account Requests o Used for routing Assumptions of Risk Financial Guarantees Not Authorized AOR FG waiting to be approved New Approved AOR FG waiting to have an account assigned to it August 2011 10 RAMSeS for the Admin Office Extension Existing AOR FGs that are being extended Funded All AOR FG that have been assigned an account number and are ready for spending Deleted Expired AOR FGs e Award Setup o This bucket is used to hand off new awards to CG for processing It has three sections to it but the only one used is Awaiting Award Distribution Once CG distributes the award the award moves out of the bucket e Search o There are several ways to search for award information through this search area The default is account number Banner Fund Other options are Project Number Title Lead PI Investigator Sponsor Award No Attachments Sponsor and Department Depar
21. cking on the number from the pick list e Subcontract Administration screen opens o Add account number Banner Fund Number for the subcontract o Change status to Fully Executed o Click Save Subcontract Details o This moves the subcontract to the Fully Executed section of the Pending Subcontracts bucket August 2011 24 RAMSeS for the Admin Office o Add any notes events or attachments that they may have relevant to this subcontract that are not already listed Subcontract Amendments e Subcontract Amendment arrives in OSP o Open appropriate subcontract in RAMSeS Open the Awards Admin Screen Click on the number beside Awaiting Subcontractor Select the correct subcontract from the pick list by clicking on the subcontract number e The Subcontract Administration screen opens e Click on the Add New Amendment link at the bottom of the screen e A pop up window will appear for you to modify the subcontract details Make the necessary changes o Change the amount if amendment is a no cost extension o Change the status to Awaiting Award Mgr Analyst o If end date changed based on document change to new date o Click Create Amendment button e The Subcontract Administration screen will open for the amendment e Click on the attachments tab and add the attachments e Add any events and notes that may be needed e Contracts and Grants or Pre Award Office o Monitor the Pending Subcontracts bucket for all new Awaiting Award Mgr Ana
22. cur with funding a proposal that has no previous awards on it First the proposal could be a continuation or supplement of an existing award project If this is the case when creating the award you would follow the same process as was shown for creating an award on a proposal that has existing awards Remember projects can have many proposals linked to them through the different awards that get created The second scenario would have the award being created not linked to an existing award project Instead we would be creating a brand new project that would hold this award and any future actions that affect the project With this scenario the award project must be created before the award Award Project Creation e With the appropriate proposal pulled up click on the Award Tab o Click ADD AWARD button to start adding the new award o If this is the first award to proposal a project has to be created before the award can be added If the Lead PI has existing awards in RAMSeS the window that pops Proiect Number Project Info up will show a list of all award A05 0001 Golden LEAF Scholars Programs 2005 06 Select projects for the PI for you to choose 06 0003 Golden Leaf Scholars Program Select from or you can create a new A07 0004 Golden LEAF Scholars Program 2007 08 Select award project The purpose of A08 0002 Golden LEAF Scholars Program 2008 09 Select award projects is to keep a A09 0001 Golden LEAF Scholars Progr
23. d number In converting the temp account if the Fund number being used has already been used in RAMSeS the Account lookup window will tell you which PI the account belongs to August 2011 16 RAMSeS for the Admin Office o If this is anew award needing a new account number click on Add Account button to add the Banner Fund number Type in the account number to be used e Click on the Create Account button to add the new number If the award is linked to an existing account number e Type in the account number e Click Reuse Account if reusing one that is already in RAMSeS Repeat the process if there are sub accounts to be added to the award O For immediate assistance contact ORIS at 919 843 2594 RAMS eS unc carroposat Administr Award Administration Back To Search Results Award No A11 0007 001 Amount 12 000 00 Obligated View Project Award Coversheet Prime Acct 123567 Active ICopy Award 3 _ 8 17 2011 11 52 AM x s Sponsor Award No Last Updated Fo Primary Admin Contact Sarah Smith Project Title test TW This award has not been fully distributed Add Account Distribute Award Add Temp Account Program Administrator 0 00 Prime Active 0 00 8 22 2011 3 35 PM Courtney Thornton 123567 Total Award To edit account info 5 0 000 10 000 15 000 click account Temp Account No AccountType Amount on Account Once the Fund number has been added to the award
24. eck the box Remember My Selection and click the submit button the selection will be remembered until the history has been Select Your Campus UNC Greensboro izl iv Remember My Selection cleared on the computer being used NOTE If you are not officially affiliated with one of The University of North Carolina s 17 institutions you are not currently eligible to participate in this program you are officially affliated with The University of North Carolina but do not see your Enter your University user name and password at the next screen school listed above please contact us for assistance see Figure 2 Figure 1 If you have problems logging into RAMSeS you should do the following e First attempt to reset your University ID s password e f resetting the password does not work contact OSP User name Password Sign In Inter institutional Registration uses UNCG Novell user name reset your passwor s and passwords If you re having problems logging in or need to se visit reset unc password plea gedu Figure 2 August 2011 1 RAMSeS for the Admin Office Once you are logged in the screen will look like Figure 3 below The home page also referred to as the Dashboard is where Principal Investigators Pls or administrators create new or access prior submissions and awards It is also the place for department heads and deans to access proposals for their respective departments or
25. f The President SS Primary Administrative Contact Courtney Thornton ON Confidential box US DHHS NIH National Institute of Environmen Prime Sponsor Award Type 10 15 Grant v OR Organized Research 110 v Agency Program Designation Save Project Details Delete Project Cancel Project Creation Required fields will have a red in front of the field name This screen will have the Project Title PI Admin Award Department Sponsor and the Begin and End dates are pre populated based on the information within the selected proposal Make any corrections that may be needed to the PI and or Award Admin Department fields Sometimes investigator or department information can change from the time a proposal is submitted until an award is actually granted Provide the Prime Sponsor if award is flow through if there is one Choose the award type Grant Contract Other Choose F amp A Activity Type CHESS Code If you have the CFDA No provide it however this is not a required field to create the project Make changes to the Project Begin and End dates based on the actual award documents Once the required elements are completed click Create Project button at the bottom of the screen o Project information can be modified as needed throughout the life of the project August 2011 19 RAMSeS for the Admin Office Add Award e Click on the Award tab and then click the Add Award button to generate the window to
26. funds requested are the same amount on the proposal to the sponsor o All attachments for cost share and F amp A are in the attachments section o If personnel space or equipment is checked there should be a note in the space to the right of the choices Conflict of Interest and Export Controls o These questions are to be answered for the whole research team named in the proposal o If there is a YES answer follow up with the appropriate person on your campus to resolve the issue Who handles export controls or conflicts of interest on your campus Research Subjects o If human or animal subject are on the project and a compliance number was given follow up with compliance office to verify the human or animal assurance information o If compliance not yet completed make sure PI knows that if funded no money can be spent until proper assurance information is in place Approving Departments o Verify that all necessary approving departments have reviewed or are going to review the proposal o Ifa department is missing Add the department and re authorize the departments Call or email the contact for the department added because an email notification will not go out to them Attachments o Verify that all necessary attachments are loaded in the attachments section o Application Packages Once the final version has been submitted to the agency save it witha different name than the one already loaded in the attachments U
27. he award project must be created before the award Creating Awards for Existing Award Projects When award documents arrive in OSP the person charged with entering awards will do the following Determine if proposal is legacy or one created in RAMSeS If the proposal is legacy there may be data that will have to be uploaded into the proposal and award sections prior to entering the new award e Award will be matched up to the correct proposal by agency title soonsor number or PI o Find the correct proposal that corresponds with award documents using the Proposal Admin Screen Look up by Investigator Look up by sponsor Look up by sponsor number i e NSF or NIH number o Open the proposal and check to make sure award is being added to the correct file Check project title Principal Investigators Amount Requested Project start and end dates If a continuation of an existing funded project check the sponsor number e With the appropriate proposal pulled up click on the Award Tab o Click ADD AWARD button to start adding the new award August 2011 12 RAMSeS for the Admin Office f prior awards exist on the proposal select to appropriate award project from the Add an Award window that pops up If the Lead PI has existing awards in RAMSeS the window that pops up will show a list of all award projects for the PI for you to choose from or you can create a new award project The purpose of award projects is to keep a com
28. idual awards e Projects lists all the missing or bad PIDs for the PI listed on the Award Project e Accounts lists the missing or bad PIDs of people named on the accounts Missing Data Reports Missing Data Reports were new with version 21 They allow the global admins to run reports for all aspects of data to check for any missing data that would cause the reporting to be incorrect in RAMSeS Some important information about the missing data report function is m No date range needed Reports search complete database Export to Excel to view report Reports specific to o Proposals a Award Projects and Accounts o Individual Awards Currently only Global Admins can run Personnel Management Use Lookup to search personnel records Name Proposal Number Walter Allen 03 0211 Basel Alramadi 09 0355 Basel Alramadi 09 0168 Basel Alramadi 09 0177 Carol Baker 01 0239 Alison Barnes 02 0073 Timothy Biggart 03 0037 Julianne Gold Brunson 00 0245 Susan Butler 05 0205 Susan Butler 05 0295 Susan Butler 04 0236 Chas Daye 03 0211 Isabel Gauthier 06 0323 Stacey Gillepsie 02 0077 Robert Hensen 09 0489 Shuijin Hu 03 0085 these reports August 2011 PID 463573 399649 826284 150220 708618 708618 708618 Proposals Award Contacts Projects Accounts jpdate jpdate jpdate jpdate jpdate jpdate jpdate jpdate jpdate pdate Ipdate jpdate jpdate jpdate a a
29. ill have to be moved once the award is created in RAMSeS August 2011 9 RAMSeS for the Admin Office Award Admin Buckets To manage all awards and accounts within RAMSeS you will need to use the Award Admin buckets To access these buckets click on Admin Award Admin Your screen will be like the one below Do NOT create award projects gt gt Award Administration Create Project Post Approval d Account Requests Search using this link Approved 3 Not Authorized 0 JT Received 0 now Search By anneni z JIT Approved 0 Extension 0 Account Number fewer sae aE MM Search options ae for finding Program Administra Sponsor Attachments awards Investigator Q a Pending 0 Erpe Sponsor Award No Awaiting Admin Dept 2 Stimulus Funding Preliminary 0 x Awaiting 0 Award Title Subcontractor Awaiting 27 Distribution Awaiting Award 0 Mgr Analyst Fully Executed 0 0 Inactive There are four buckets that manage post award actions e Post Approval Bucket o Allows access to all funded projects all proposals with proposal approved status those proposals under award negotiation and those with JITs e Pending Subcontracts o Provides access to all subcontracts in RAMSeS Awaiting Admin Dept Subcontracts that are waiting work from Sponsored Programs Awaiting Subcontractor Subcontracts that are particularly executed and waiting to be returned with the su
30. ing and emailing information to CG or passing it along via paper form RAMSeS opens the door to having a completely paperless process for relaying post award activity between OSP and CG using the Award Admin buckets and or WorkFlow information in a separate document August 2011 27 RAMSeS for the Admin Office User Management Global Administrators are the only people that can make changes to user rights and add remove users To do this they would click on Admin User Management The screen pulls up the User Administration view where users can be added or removed All Admin users are added on the Admins tab while Read Only users are added on the Read Only tab Each campus should limit the number of Global Admins to 3 if possible Global Admins have complete read write access to the databases and can make changes as needed General administrators OSP amp CG staff should have the gt gt User Administration following rights Back to User List User Martisha Wallace e Preliminary Award PID 714064512 e Award Global Unrestricted access to every function within RAMSeS Person Man agem ent Preliminary Award V Add Edit Only Preliminary Awards View Proposals and Awards Award V Add Edit Awards View Proposals e Document Access a aaacesad Add Edit Sponsors e ARRA Management If Management Person 7 your Campus uses this Management Correct Blank PIDs from proposal feature Document Access V Add View
31. ll be amount your campus is awarding the subcontracted o Status should be Awaiting Subcontractor This is when OSP has mailed out documents to be signed and are waiting for the documents to be sent back o Organization is the name of the agency person university is subcontracting to It pulls from the sponsor pick list in RAMSeS f Organization cannot be found in the pick list click on Organization Not Listed link and type in the name of the subcontracted e An email will be sent to GA to verify the sponsor and add them to the table o Select the Award Manager Person that will be handling the negotiation of the sub o Enter the Sent Date Date mailed document for signature o Enter the Subcontract Begin and End Dates based on the subcontract information o Click Create Subcontract button e Subcontract Administration Screen Opens o Click on the attachments tab and add the subcontract as a Partially Executed Agreement o Shipping documentation gets uploaded here as Other August 2011 23 RAMSeS for the Admin Office o Subcontract now appears in the Pending Subcontracts bucket in the Awaiting Subcontractor section Subcontract Administration Back To Search Results Subcontract No A11 0007 S001 View Project Amount 500 00 Status Program Administrator Account No Last Updated 8 24 2011 12 16 PM Courtney Thornton Events Notes Attachments Amount 500 Sent Date 08 08 2011 Remove Date
32. lyst Subcontracts o Click on the number beside Awaiting Award Mgr Analyst Subcontracts to bring up a list of all subcontracts that are ready for account finalization Select the subcontract by clicking on the number from the pick list Subcontract Administration screen opens e Add account number Banner Fund Number for the subcontract e Change status to Fully Executed e Click Save Subcontract Details e This moves the subcontract to the Fully Executed section of the Pending Subcontracts bucket e Add any notes events or attachments that they may have relevant to this subcontract that are not already listed The second and third options can vary depending on how campuses OSP and CG work together August 2011 25 RAMSeS for the Admin Office Inactive Subcontracts What happens when a subcontract ends Again the office that keeps up with this can be different at each campus In some cases CG will be the responsible party and in others it may be OSP o When a subcontract ends becomes inactive Click on the number beside Fully Executed in the Pending Subcontracts bucket to bring up a list of all subcontracts that are fully executed or pull the associated award project up and select the subcontract from the list on the Subcontracts Tab e Select the subcontract by clicking on the number from the pick list e Subcontract Administration screen opens o Change status to Inactive o Click Save Subcontract Details o This moves the subcon
33. nce The award is complete once all information is in the remaining sections of the award and the award has been distributed Subcontract Subcontracts to other organizations where your campus is the funding agency Subcontracts like proposals and awards can be monitored and accessed at any time through RAMSeS To create a subcontract click on the Subcontract Tab of the Award project e Click the link Add New Subcontract to create or click the subcontract number to modify an existing sub e Creating New Subcontract o Enter in the information relevant to the completeness of the subcontract August 2011 22 RAMSeS for the Admin Office New Subcontract x Account No Amount i Sent Date Remove Date Status X Execution Date Remove Date Organization Subcontract Begin Date jE Remove Date Program 2 PRESET arte Select Specialist v Subcontract End Date at Remove Date ARRA Funding E Subcontract Contact Email Create Subcontract Cancel Below are three different scenarios of subcontracts at different stages of completion e Awaiting Subcontractor signature o Match documents with the proposal o Click on the Awards tab at the proposal level Click the View Project link at the right of any award on the screen Click on the Subcontracts tab e Click on the Add New Subcontract link e Fill in all information except the Account Number that applies to this version of the subcontract o Amount wi
34. ney Thornton 123567 a Total To edit account Award information click on O 5 000 10 000 15 000 the account number Temp Account will show here Click number to Temp AccountNo Account Type Amount on Account bring up the temp account info in order to convert it to a Banner Fund Number August 2011 21 RAMSeS for the Admin Office If the award is linked to an existing account number e Type in the account number e Click Reuse Account if reusing one that is already in RAMSeS Once the Fund number has been added to the award some information will need to be updated within it e Edit Account Information o Click on the account number o Click on the Edit Account button o Complete all the account information for this award Make budget begin and end dates match the award document Add the correct F amp A Rate Click the Edit Account button when complete to save the changes to the account and then close the window e Distribution of Funds o To distribute the award click the Distribute Award button Enter in the amount to be distributed f adding more than one account you will need to minus the amount to be distributed from the Prime account and then key in the amount to go to each Sub account Enter Revisions Below use the minus sign for account deductions Account No Account Type Distributed Amount 123567 Prime 250000 Currently 3 211 156 00 234567 Prime 250000 Currently 0 00 ca
35. osals to Proposal Status Windows Internet Explorer Just in Time JIT or Not Funded If Pls make a status https unc myresearchonline org change they should always make sure to upload the unsubmitted supporting document in the attachment area However it is Dept Approval In Process highly suggested that only OSP staff change the status of a Reopened proposal before or after it obtains the final approval from ee OSP After a proposal has received OSP s approval status n ror the only things it should be changed to are rere e Any of the JIT options 2 F e Under Award Negotiation o e Funded JIT Request Received e Withdrawn JiTRequest Approved e Not Funded Withdrawn With any status change OSP should verify that the proper documents are loaded in the attachments section of the proposal vp internet f R100 Award Process in RAMSeS All award documents should be routed through OSP before an award can be created in RAMSeS IF award documentation is sent to the PI or Contracts and Grants it is their responsibility to promptly forward the documentation to OSP so that the award can be recorded as quickly as possible Anyone who electronically receives an award notice no cost extension or any award modifications should promptly forward that notice to the Sponsored Programs Office to ensure timely recording of the award They should not upload any notice of award to the proposals as it w
36. partmental Routing The Departmental Routing bucket holds all the proposals that are currently routing for PI certifications and Departmental Dean authorization August 2011 4 RAMSeS for the Admin Office e Admin Office The Admin Office bucket can have more than one admin office listed In most cases there are two admin offices in this bucket o CGS The CGS bucket hold the proposals in routing that are waiting for CG approval on the budget prior to submission to the sponsor Once CG approves the budget they manually move the sponsor to OSP o OSP The OSP bucket holds all the proposals that are currently awaiting final University approval to be submitted to the sponsor e Admin Office Review The bucket can be split into two different areas as well o PS Proposal Specialist PS is the person in the pre award office that is responsible for reviewing the proposal o CS Contract Specialist CS is the person responsible for negotiating contracts and agreements on incoming awards e Post Approval Every proposal that has been approved or had other actions made to them will appear in one of the areas within this bucket Remember once a proposal has been assigned a number in RAMS eS each of the administrators will be able to access it and make changes as needed Once the proposal is in routing only the admin office can make changes Once your campus is routing Pls or RAs will be creating the elPFs in RAMSeS At
37. plete award record of all awards received and actions made to a project during the life of the project NOTE Award projects can have many proposals linked to it through the individual awards but each individual award SHOULD ONLY have ONE proposal associated it Having more than one proposal on an award will cause that award to show up once for every proposal listed on the reports Add an Award Project Number Project Info A05 0001 A06 0003 A07 0004 A08 0002 A09 0001 A10 0005 A11 0007 Golden LEAF Scholars Programs 2005 06 Golden Leaf Scholars Program Golden LEAF Scholars Program 2007 08 Golden LEAF Scholars Program 2008 09 Golden LEAF Scholars Program 2009 10 Golden Leaf Scholars Program 2010 2011 test TW Create New Project Cancel Select Select Select Select Select Select Select KERELEI The pop up window will change to one that collects specific details of the new award To continue creating the award all required fields and the Official Reporting Date must be filled in Basic Award Elements are o Sponsor Award No This is the number assigned by the funding agency i e NSF or NIH number o Award Amount The amount the award is for o Award Type Choose one from the list New supplement Renewal Non competing Renewal o Reporting Designation o Obligated are funds actually received in the bank o Anticipated are those expected to be received in the fut
38. pload the final version Remove all previous versions of the application package o Any verification of agency receipt of application should be loaded in the attachments section August 2011 6 RAMSeS for the Admin Office Proposal Administration Page e General Tab o Make sure the correct Admin Office and Status appear f either needs to be changed click on their link and select the correct information o Proposal submitted to agency Once the proposal has been submitted to the agency e Change the status to Proposal Approved Every proposal should have a proposal approved date or they will not appear on proposal reports e Fill in the appropriate Proposal Specialist Contract Specialist if used on your campus and select who the approving person was e Sponsor Assigned Proposal No Some agencies assign a number at the time of submission for tracking purposes Put that number here as another way of identifying the correct proposal should it be funded i e GRANT10933964 for GRANTS gov or 0812367 for NSF o Confidential check only if the proposal cannot be reported on because the sponsor want to be anonymous or no reporting can be done on the proposal and award o Responsible Conduct of Research Should be checked on submissions that require RCR This should only be checked once the whole research team meets the training requirement When changes are made to anything on the right side the UPDATE button must be
39. rd entered in system and sent for processing in Banner Award Notice Received Date award was received in OSP ARRA Funding Is the award stimulus money e Award Begin Date and Award End Date are the budget dates for the current award being entered in RAMSeS e f changes are made click the Save Award Details button People Tab lists all the people named on the proposal that is linked to the award You can edit this information to remove people who are no longer involved with the project or left the University You can also edit to correct the percent effort for each person listed Events Tab will show any events that get created on the award August 2011 15 RAMSeS for the Admin Office Proposal Tab shows the proposal that is linked to the individual award Proposal numbers are automatically linked to awards when the award is created on the award tab of the proposal Remember an individual award should not have but ONE proposal listed on it Even though RAMSeS will allow the addition of more than one proposal you should not add additional ones If additional proposals are added to one award it will cause that award to show up once for every proposal listed on the Awards Reports Distribution Tab is where accounts get added to the award and funds distributed e If the pre award office is handing awards off to Contracts and Grants or waiting for account information to come back to them they would create a Temp Account o In crea
40. t Specialist Courtney Thornton Program Administrator Account Manager Project Title test TW cent Rowing complnce ens Awards CDA Shows all emails sent to Admin Award Dept Office Of The President Proposal Specialist i OF approve rs Initial Funds Requested 101 1 3 Daoa Contract Specialist nak Total Funds Requested 101 10 p EA Approving Person Thornton Courtney v Admin Office General Administration tatus Funded 12 000 00 Sponsor Assigned Proposal No Shows each status and who made Proposal On Hold Confidential Responsible the change along with the date Conduct of Research and time change was made Status History Status Person Date Changed to Funded Changed by Courtney Thornton 8 17 2011 11 52 AM Changed to Proposal Approved Changed by Courtney Thornton 8 17 2011 11 38 AM Must click to save changes made to sections above August 2011 8 RAMSeS for the Admin Office Award Administration Once a proposal has obtained Proposal Approved status from OSP the IPF should not be altered If revisions need to be made that require signatures again another IPF will need to be created or attachments can be uploaded to the original IPF and those that need to approve the changes can leave a submission note as their approval Under Award Negotiation Funded Preliminary Funded Pls can make changes to the status of their prop
41. tabs that apply only to the award you are working with e General Tab is filled in with the information entered in the award pop up e Click the Proposal tab to make sure the proposal is listed that relates to the award If no proposals show add the related proposal number to the award by typing in the number and clicking on Add Proposal to Award button i e 08 0001 e Check the People tab to make sure all Investigators are listed This information gets added based on the Investigator information within the proposal August 2011 20 RAMSeS for the Admin Office o If investigators have changes since the proposal submission you may remove the investigator no longer on the project and add the replacement o Sponsored and Cost Shared Effort can also be added for all Investigators by editing the person information of each Investigator listed e Click the attachments tab to upload all documents for this award Note INVOICES get uploaded at the project level checks get uploaded with the appropriate award as a Notice Open all attachments to verify accuracy e Click on the Events tab and set all events that apply to this award e f IRB approval has not been confirmed at award time note is left on the award General screen stating account needs to be frozen until IRB approval is confirmed Process may differ from campus to campus e Click on the Distribution tab to add temp account o Click on the Add Temp Account button o Fill in the
42. that time the proposal numbers in RAMSeS should be viewed as place holders only RAMSeS does not use them to determine which proposals were submitted for a specific physical year Instead the proposal approved date is used Proposal numbers will never be in sequential order for a given fiscal year again It will not be uncommon to have a proposal started during one fiscal year and submitted in another NOTE All proposals should only have ONE proposal approved date Having more than one proposal approved date will cause the proposal to show up more than once on all the reports What to Look For on elPF Prior to Approval At anytime the administrators can be reviewing a proposal prior to it reaching the Admin Office bucket There are things that need careful review so that future reports come out correctly The elPF e General Information page o Funding Agency Make sure the funding agency is listed correctly August 2011 5 RAMSeS for the Admin Office o Prime Funding Agency Should only have something in it if the proposal is truly a Federal State pass through dollars o CHESS codes o Award Admin Department Make sure a department is listed Personnel o Make sure there is only one Lead PI o Department information is correct for all personnel This will affect reporting later if they are not correct o Effort s filled in This will be more important on the award side for effort tracking Budget o The total
43. the awards associated with the project o Obligated and Anticipated e Accounts Tab Shows all accounts both prime and sub e Billing Tab Contains all the billing fields that were on the General Tab NEW August 2011 11 RAMSeS for the Admin Office e Personnel Tab Shows list of all personnel named on the most recent award and their effort Events Tab Shows any events on the project Proposals Tab Shows all proposals linked to the project Subcontracts Tab Shows all subcontracts created for the project Notes Tab Show all notes on the project Attachments Tab Shows all attachments for both the proposals linked to the project individual awards and subcontracts o Attachments can be filtered the section they are attached to and type Creating an Award There are two scenarios that could occur with funding a proposal that has no previous awards on it First the proposal could be a continuation or supplement of an existing award project If this is the case when creating the award you would follow the same process as was shown for creating an award on a proposal that has existing awards Remember projects can have many proposals linked to them through the different awards that get created The second scenario would have the award being created not linked to an existing award project Instead we would be creating a brand new project that would hold this award and any future actions that affect the project With this scenario t
44. ting a temp account the following must be filled in before the account can be saved Amount on Account Amount of award Account Type Prime Sub Non working Prime Status Active Inactive Frozen o Click Save Temp Account when done Account 933 1 Amount on Account 3211156 valid number Account Type Prime stablished 05 23 2011 Pl Robert Kanoy Dept Access and Outreach Budget Begin Badet End Status Active GEAR UP North Carefina EAR UP North Carolina Short Title Project Title Sponsor Award No Map Code COA History Seq Continuing Acct No E Technical Report Date Final Report Date Old Account No GC Code Select x ABR Code Select v Designated Restriction Select v Equipment Ownership Code X Expanded Authority Blank Account is not under expanded authority v Related Income Account Related Interest Account Related Matching Account Prior Approval Code Select x Limit of Cost No v Account Manager Cost Sharing F amp A Rate F amp A Type Select Type z Off Campus ARRA Stimulus Funding Save Temp Account Convert Temp Account Close e Contracts and Grants or the pre award office will pick the award up out of the waiting to be distributed bucket and convert the temp account to a Banner Fun
45. tment of Lead PI Search by attachments e This option allows the search of all attachments by the person that uploaded them into RAMSeS e Search by file name This only works if everyone is consistent in naming of files e Date Uploaded searches attachments by their upload date Document Type allows the search of attachments based on their type i e No Cost Extension Award Notice Project Award Notice Award This search covers all attachments proposal and award Project Administration Screen Project Administration Back To Search Results Project No A10 0011 Prime Acct Lead Pl Cindy Defoor Project Dates 5 20 2010 3 31 2011 Account Manager Program Administrator Total Obligated 8 900 00 Project Title Global Leadership Initiative Sustainable Energy and Green Jobs Total Anticipated 0 00 General Awards Accounts Billing Personnel Events Proposals Subcontracts Notes Attachments Project Title Global Leadership Initiative Sustainable Energy andG Confidential PI Cindy Defoor Q Project Begin Date 05 20 2010 Project End Date 03 31 2011 E Admin Award Dept Ncciu a Primary Administrative Contact Q Sponsor The Winston Salem Foundation a Prime Sponsor The Winston Salem Foundation A Cfda No Award Type 10 15 Grant v F amp A Activity Type v Agency Program Designation Delete Project CancelChanges _ e General Tab Contains basic and required information on the project e Awards Tab Shows all
46. tract to the Inactive section of the Pending Subcontracts bucket o Add any notes events or attachments that they may have relevant to this subcontract that are not already listed Other Award Project Actions No Cost Extension No Cost Extensions are processed on the award project as an attachment Keep in mind each campus is different Some require routing and others may not In some cases the OSP handles all the RAMSeS notations and in others it may be CG An example of processing a no cost extension is as follows 1 No Cost Extension Document arrives in OSP a Match documents with proposal b Click on the Awards tab c Click on View Project link at the end of any award listed on the screen d Make changes to the Project i Verify all project information for accuracy ii Change the project begin and end dates to match the no cost extension iii Click Save Project Details to save changes e Attach the No Cost Extension Documentation i Click on the attachments tab 1 Select No Cost Extension as the document type from the pick list 2 Browse to find the No Cost Extension document 3 Click Next once document path appears in the select file box 4 Click Upload f Click on Events tab to create a new event to notify Contracts and Grants of the No Cost Extension August 2011 26 RAMSeS for the Admin Office i Event gets sent to all C amp G directors and OSP Directors with the following documentation 1 No Cost Extension Doc
47. u have been granted award data access add notes and or attachments to awards you have access to view the distributions of award moneys to various accounts opa Help options include the following e FAQ ists frequently asked questions e Help with IPF questions view the OSP website for questions responses on the elPF e Speak to Someone Contact Finder determine who in the administrative office is best suited to help you with a particular issue Reporting offers you the ability to generate proposal and award reports for a particular Investigator Department Figure 3 The Proposal Dashboard home screen within RAMSeS creates the University s official record for each sponsored research project The electronic Internal Processing Form elPF is required for each research proposal of a grant contract or cooperative agreement and it is used to collect financial and compliance information and documentation needed for internal review and approval An elPF is prepared when a PI plans to compete for or receive any funding from an agency For example it is necessary to prepare an elPF for the following e Anew proposal requesting new dollars not associated with an existing award e A proposal supplement requesting additional dollars to an existing award e Acontinuation proposal both competing and non competing e g NIH SNAP or eSNAP e Anincoming subcontract where funds are directed to the University from the prime recipient of an
48. umentation has been added to award project number i e AO8 0071 OSP has changed the project begin and end dates on the project C amp G needs to change the budget dates on the account in RAMSeS and make the changes in the Banner Finance System ii Email sent to C amp G copying OSP directors with the following information 1 Subject NO COST EXTENSION 2 Body of email will read as follows No Cost Extension Documentation has been added to award project number i e A08 0071 OSP has changed the project begin and end dates on the project C amp G needs to change the budget dates on the account in RAMSeS and make the changes in the Banner Finance System 2 Contracts and Grants a Monitor workflow carefully for No Cost Extensions b Open the award project c Click on the accounts tab d Click on the account number to edit the budget dates i Make the changes to the Budget begin and end dates based on the No Cost Extension document ii Verify all other information on the account ii Click Edit Account button to save the changes v Add any attachments notes or events that apply to this account if needed v Click Close button to go back to the project screen e Go to the workflow for the No Cost Extension that is being executed and change the status to Closed f Make needed changes to the Banner Finance System for the grant account Every campus is different in how closely OSP and CG work together In some cases OSP may be doing everyth
49. ure o Official Report Date Date award entered in system and sent for processing in Banner August 2011 13 RAMSeS for the Admin Office o Award Notice Received Date award was received in OSP o ARRA Funding Is the award stimulus money Add an Award Enter the Details Below to Create a New Award Sponsor Award No Award Amount no commas Award Type aes Reporting Designation v MUST be included for award Official Report Date es US m to show on reports Award Notice Received E ARRA Stimulus Funding Once CREATE AWARD button is clicked the Award Administration screen will appear and the award will be assigned an award number i e A12 0012 003 Award numbers are assigned by RAMSeS based on the Project begin date Examples are e Project Begin date is December 12 2011 award project number will begin with A12 e Project Begin date is July 1 2012 award project number will begin with A13 even though the award was entered in RAMSeS prior to the start of the new fiscal year The Award Administration Screen is divided into tabs just like the proposal and award project It opens to the General tab You will notice that the information added on the Add Award screen appears on the General Tab The Title Admin Award Dept and Primary Contact pull in automatically from the proposal August 2011 14 Award Administration RAMSeS for the Admin Office Award No A11 0007 001
Download Pdf Manuals
Related Search