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Dear colleagues,

Below are this build’s fixes, enhancements, new features, design and data changes that were included in yesterday’s software upgrade.

TABLE OF CONTENTS (for additional detail, please select links or scroll down):

–          Research Administrators and Pre-Award: What’s Changed in Proposal Development?

–          Pre-Award and Post-Award: What’s Changed in Award?

–          Additional Resources

As always, please report any technical issues to ras-support@tufts.edu. Thank you!

– The RAS Team

Build Notes – Research Administration System (v1803.T2.23)
Proposal Development (and Budget)
Fixed

  • Key Personnel: PI Certification Validations to improve PI experience. Validations will now be immediately displayed when certifications are either incomplete or invalid, and saving will not be possible without correcting/completing. Previously exiting the certification without saving was falsely transmitting ‘certification complete’ notifications.
  • Attachments Panel: Hierarchy Copy: Fixed a bug in Hierarchy copy for change/correction whereby Personnel attachment links to the relevant key person were sometimes reshuffled.
  • Budget > Assign Personnel to Periods Panel: Variable Base Salary by Period: Fixed an issue where applying different Period Start dates in the ‘Salary Effective Date’ field when adding 2 or more instances of the same employee in Budget Personnel (in order to vary base salary by period) didn’t recognize entries beyond the first instance. Note: this is still the only case where the Salary Effective Date should be adjusted from its default, and it should always match the start date of the applied period.

 Data Changes & New Features

  • Budget > Rates Panel: FY19 Fringe Rates Updated: Updated fringe rates should now pull in against FY19 periods in Budget
  • Supplemental Info Panel: HNRCA Letter of Intent #: New field required on all HNRCA proposals (including hierarchies that contain an HNRCA ‘child’) for the HNRCA Letter of Intent number; this value feeds through to IP/Award Custom Data
Award
New Features

  • Custom Data Tab: Term Closeout Fields Now Allow for Decimals
  • Custom Data Tab: New “Mixed Campus Rate” Field – this new field defaults to ‘No’ when standard ‘On-Campus’ setting is defined in the PD budget for all items. But if there is one (or more) line items identified as ‘Off’ Campus in an otherwise ‘On’ Campus budget, this field will change to ‘Yes’ and flow through to Award
  • Contacts Tab: Post-Award Specialist – the post-award contact who performs the final approval on the linked Parent Award’s Award Budget will now be the name to display in PeopleSoft against the Grant, even if there are multiple contacts set against a department
  • Comments, Notes & Attachments Tab: Archiving of Versioned INOAs – RAS will newly archive all system-generated INOAs in this tab of Award, after each successful Award Budget transaction is processed; version number will match the Award Budget version
  • Time & Money Module: Default Expand of Hierarchy During Data Entry: Previously, an award hierarchy was defaulted to collapsed view when editing Time & Money and user would need to expand the hierarchy to enter dates; this has been changed so that hierarchies are always expanded upon edit to ensure correct dates (current obligated dates for the individual award) are used for each transaction
Additional Resources
  • Known Issues Open, known issues in the system (with instructions/workaround recommendations) can now additionally be found via a link on the home page of RAS (post-login), under Quick Links
  • More on how to use features and functions of the RAS application in the RAS Job Aids. If you cannot find the answer in this guide, please review the Known Issues list or else contact:
    • your Pre Award Signing Official (Proposal Development (PD), Institutional Proposal (IP) – functional questions)
    • your Post Award Specialist (Award, Award Budget – functional questions)
    • ras-support@tufts.edu  617-627-3376* (system errors or for other technical support)

Please be sure to use official channels for contacting technical support so we can address your request most efficiently.
*For urgent issues, calling the above phone number will guarantee the most immediate response.

  • Support Tickets/Emails: Key contextual information—like RAS Proposal #/Award #, Opportunity ID, steps taken to produce the error/issue, screen shots (if applicable), and submission deadline date—should be included along with a clear summary of your question for best results.
  • Please note that Subcontractor/Site and Sponsor Requests are managed by Jordan Wilkinson in OVPR, with backup contacts Dorian Walsh (Dorian.Walsh@tufts.edu) and Brandon Milby (Brandon.Milby@tufts.edu). Please continue to direct all such requests to Jordan.
— IMPORTANT REMINDERS –

Proposal Development

  • Please remember to enter at least one Keyword from the available menu for each PD proposal. Keywords are essential for university trend reporting to better inform future submission strategy.
  • Please remember to enter a value for Location of Foreign Work if any part of the proposed work will take place in a foreign country or region. (You can use “TBD” if the specifics of that location are presently unknown.)
  • Reminder: PLEASE DO NOT USE THE “SALARY EFFECTIVE DATE” FIELD IN PROPOSAL BUDGET. This date should default to the Project Start date and should NOT be changed except in the specific scenario of adding the same employee twice to budget for variable base salary by period. When used in variance from the period start date, it can affect the accurate calculation of your budget. Instead, apply specific date ranges in the Apply Personnel to Periods panel per the job aids.

Award

  • Please remember to ALWAYS use the start date of the increment of funding in the Obligated Start field and NOT the Project Start date, unless shared.
  • Please remember to ALWAYS edit and finalize the Award PRIOR to transmitting a first Award Budget transaction.

Award Budget

  • Please note that Award closeout procedure using Award Budget requires two sequential transactions through the Award Budget Tool – financial amount closeout (drawing all remaining Anticipated funds to zero) and a separate status change closeout. If processed together, the grant will be inactivated before money can be updated.
July 8, 2018 – Version 1803.T2.23 (this includes Tufts configurations & fixes)