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
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
3RAMSES USER CONFERENCE
Routing Timeline
4
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
5RAMSES USER CONFERENCE
RAMSES USER CONFERENCE 7
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)
RAMSES USER CONFERENCE 8
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… 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)
10RAMSES USER CONFERENCE
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
11RAMSES USER CONFERENCE
Version 21… What’s New on Proposal Side? (cont.)
Location of Sponsored Activities
Page renamed Location of Budget
Expenditures
Percent of Work added to each
location type
All locations combined must total
100%
12RAMSES USER CONFERENCE
Version 21… What’s New on Proposal Side? (cont.)
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.
13RAMSES USER CONFERENCE
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
14RAMSES USER CONFERENCE
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
15RAMSES USER CONFERENCE
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.
16RAMSES USER CONFERENCE
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
18RAMSES USER CONFERENCE
Administering Proposal (cont.)
RAMSES USER CONFERENCE 19
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.
19
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
20RAMSES USER CONFERENCE
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.
21RAMSES USER CONFERENCE
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.)
22RAMSES USER CONFERENCE
23
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
23RAMSES USER CONFERENCE
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
24RAMSES USER CONFERENCE
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
25RAMSES USER CONFERENCE
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
27RAMSES USER CONFERENCE
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?
28RAMSES USER CONFERENCE
GA Technical Support Contacts
Tisha Wallace
(919) 843-5100 or [email protected]
Or
Sweta Bhakta
(919) 636-4819 or [email protected]
29RAMSES USER CONFERENCE