electronic proposal management system the university...

RAMSeSElectronic Proposal Management System

for

The University of North Carolina

Presented by:

Tisha Wallace, Assistant Research Director

UNC-GA Office of Research

(919) 843-5100

[email protected]

RAMSeShttps://yourschool.myresearchonline.org/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.

BENEFITS

No new username and password to learn

Faster routing of submissions

Access from any location that has internet access

Instant access to files needed for review.

Each record contains both financial and compliance information necessary for submission as well as financial management once an award has been made.

2RAMSES USER CONFERENCE

RAMSeS Accomplishments

Dedicated support for all GA instances

All campuses on version 21 as of August 17, 2011

All campuses on Unified Sponsor Table with exception of UNC-CH

E-mail notification for manually added sponsors

Training

Training material created and available for each campus to customize

Test site created for each campus to use in testing updates and training

Barebone staff trained and preparing for “Live Routing” (in process)

Routing in place for all campuses by December 2011

Custom Reporting Tool available by December 2011


Routing Timeline

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This timeline shows when each campus

began routing proposals electronically to

their campus and when the final campuses

should have routing in place.

RAMSES USER CONFERENCE

Accessing RAMSeS… Two Sites

Production site used by faculty and staff:

https://uncga.myresearchonline.org/ramses

Campus username and password

Test site used to train campus and test upgrades

https://testuncga.myresearchonline.org/ramses

Username = ramses

Password = ramses999

Goal of no more paper for proposal routing by Spring 2012


Unified Sponsor Table

RAMSES USER CONFERENCE 66


Unified Sponsor Table

All Campuses with exception of UNC-CH and NCSU are on the Unified Table

Finding sponsors:

Keyword lookup recommended (i.e. US Department of Education is

listed as Department of Education DOED. Recommended

keywords: department of education, DOED, education)

Sponsor not found

PI, Departmental Admin or OSP staff can manually add sponsor

by clicking Organization not Listed.

When SUBMIT button is clicked for routing, email is sent to

Tisha Wallace

Direct Sponsor (prop/award)

Prime Sponsor (prop/award)

Subcontractors (prop/award)


Unified Sponsor Table (cont.)

Email cont…

If sponsor is in table or after sponsor has been added,

email is sent to a contact at the campus letting them

know the proper name of the sponsor and what proposal

it is on so they can correct the eIPF.

Sponsor prior to Unified Table:

All sponsors have been matched to a sponsor in the Unified

Table.

Name appears the same on proposals and awards, but the

code is now the Unified Table’s code

Reporting pulls the Unified list

Version 21

Everyone on the same version!


Version 21… What’s New on Proposal Side?eIPF General Information Page

•Condensed CHESS Code List

• Legacy CHESS codes were converted to match the new codes

•Primary Administrative Contact

• Should contain the name of the person who will be administering the project should it be awarded.

• Can be Lead PI, another member of research team, or an administrative person (i.e. departmental admin)


Version 21… What’s New on Proposal Side? (cont.)

Personnel Screen

Effort % renamed

Sponsored Effort %

Cost Shared Effort % field

added

Total effort calculated in

the personnel view at

bottom of page



Location of Sponsored Activities

Page renamed Location of Budget

Expenditures

Percent of Work added to each

location type

All locations combined must total

100%



Proposal Administration General

Tab

Checkboxes

Confidential – Sponsor wishes to be

anonymous or requires no publicity

Responsible Conduct of Research –

Has to be marked for the research

team and not individuals.


Version 21… What’s New on Award Side? Project Administration

General Tab – Contains basic and required information on the project NEW

FEATURES

Awards Tab – Shows all the awards associated with the project

Obligated and Anticipated

Accounts – Shows all accounts, both prime and sub.

Billing – Contains all the billing fields that were on the General Tab. NEW


Version 21… What’s New on Award Side? Project Administration (cont.)

Personnel – Shows list of all personnel named on the most recent award and

their effort NEW

Events – Shows any events on the project

Proposals – Shows all proposals linked to the project

Subcontracts – Shows all subcontracts created for the project

Notes- Show all notes on the project

Attachments- Shows all attachments for both the proposals linked to the project

, individual awards and subcontracts

Attachments can be filtered the section they are attached to and type


Version 21… What’s New on Award Side? (cont.)

Individual Awards

General Tab-

Reporting Designation choices

Obligated - are funds actually received / "in the bank”

Anticipated - are those expected to be received in the future

Award Begin and End Dates

People Tab –

Ability to edit Sponsored and Cost Shared effort for each person named on each individual award

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..

MUST be included for award

to show on reports.


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Proposal and Award Administration


Administering Proposal

General

Is the admin tab for changing status

Shows basic information of the eIPF

Individuals to contact

Status History - Shows all the

administrative changes made to

proposal

Routing

Shows all PIs and departments

that need to approve

Compliance

Shows IRB information


Administering Proposal (cont.)


Events

Shows all Workflow events created for proposal

Awards

Shows all awards

Gives link to project

Submission Notes

Shows any notes left by PI, Depart Head, Dean, or Admin Staff regarding proposal

Attachments

Shows all attachments on the proposal only

Email Log

Shows all emails sent for this proposal.

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As an administrator, what am I looking for? Check eIPF for:

Compliance Issues

Any export control, intellectual properties or conflict of interest problems

Correct effort on personnel page

Budget data

Correct amount

Correct F&A

Cost Share

Equipment/Personnel

Approving persons

Make sure all departments needed are listed

Correct sponsor

Needed attachments


Actions to take upon submission.. General Tab

Record any sponsor number (NSF or GRANTS.gov)

Select appropriate Proposal Specialist, Contract Specialist, and Approving Person

Once submitted to agency change STATUS to Proposal Approved

Attachment

Final version of proposal/proposal package uploaded and checked

Previous versions removed

Confirmation for sponsor of receipt saved and uploaded

NOTE: ALL proposals MUST have a Proposal Approved date for it to show on the reports. This status MUST occur before adding an award to the proposal.


Administering Awards

Awards should ONLY be entered after the proposal has a

Proposal Approved status

Award Project

Title, Lead PI, Begin and End Dates, Admin. Award Dept all

carry forward from the proposal

Add for reporting purposes

CFDA Number

F&A Activity Type

Award Type (Grant, Contract, etc.)


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Administering Awards (cont.)

Individual Awards Must Haves:

Award Amount

Award Type (New, Supplement, Renewal, Non-Competing Continuation)

Official Report Date (ALL AWARD REPORTS PULL FROM THIS FIELD)

Award Begin and End Dates (Current awards budget period)

Additional Individual Awards Information:

People Tab – Sponsored and Cost Shared Effort %

Proposal Tab – ONLY ONE PROPOSAL PER AWARD

Attachments Tab – All documents related to award should be uploaded here

Distribution Tab – Fund Number


Other Award Project Actions

Other Common Award Project Actions

No-Cost Extensions

Should be added as an attachment on the award project

Award Project End Date changed

Budget End Date changed on account

Post Award Office notified by Workflow or email about

the No-Cost Extension


Other Award Project Actions (cont.)PI Changes

Should be added as an attachment on the award project

Change PI on the project General Tab

Change PI on the most current award

Financial Guarantees /Assumption of Risk

Should be routed by the Financial Guarantee tab on the

user side for approval

Will appear in the New Account Request bucket on

Award Admin screen

Any document should be added as an attachment on the

award project


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Help Tickets


Reporting RAMSeS ProblemsReport ALL problems through the “Contact ORIS/Technical Support” link under the HELP menu.

Who can submit?

Each Campus has designated Global Admins than can submit help tickets.

Who sees the help tickets?

Emails go to Sweta, Tisha and Courtney at GA and John Stephenson when ticket is submitted by user

Who works on your tickets?

All tickets are worked on by either Sweta or Tisha.

Email notification is sent to the person that created the ticket once it has been resolved.

If a true work stoppage

Follow-up with an email or call after submitting the ticket


The Help TicketInclude as much detail as possible in

every ticket you submit.

Name of person creating the

ticket , their PID and email pull in

automatically.

Subject – Where is the problem

occurring

Example: UNC-GA Proposal Approve

Date Missing

Category –What area of RAMSeS

is that in? (i.e. Proposal, Award,

General Question, etc.)

Please include as much detail as

possible in the message body.

Upload screen shots

All tickets

submitted by

you will show

up here.

Be sure to include:

• Proposal or award numbers.

• Detailed description of the problem

• User having the problem

• What the user was doing when the

problem occurred.

• Anyone else having the same issue?


GA Technical Support Contacts

Tisha Wallace

(919) 843-5100 or [email protected]

Or

Sweta Bhakta

(919) 636-4819 or [email protected]


electronic proposal management system the university...

Documents