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Dear colleagues,

This past weekend we performed a software upgrade to the RAS system, that may require action for your S2S-linked proposals in PD. Please review the Proposal Development section carefully for needed steps.

A build containing some additional fixes and features will follow next month.

Below are complete details surrounding what has changed.

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

– The RAS Team

Build Notes – Research Administration System (v1808.T2.25)
Proposal Development (and Budget)
Data Changes & New Features

  • S2S Opportunity Search Panel: Header-V2.0 (Grants.gov) Update:

Grants.gov has updated their web service (used to connect to S2S opportunities) and will require linking to a new version (V2.0) of Federal opportunities, effective October 20, 2018. This build makes those opportunity versions available for selection.

To Check if you are linked to Header-V1.0 or Header-V2.0:

  1. Navigate to S2S Opportunity Search in PD.
  2. Click the Schema URL: View Schema link. If you see the following, continue to Step 3. (If you see Header-V2.0, no further action is needed.)
  1. Click the Change Opportunity button at the top of the panel. You will see some field options for search as well (Package ID, Competition ID).
  2. Select Domain Grants.gov and copy in the opportunity number or CFDA number just as you did to find the opportunity the first time.
  3. Click the Search button and Select the relevant opportunity to bring it into the proposal. (The format of the opportunities has been updated, and you will see one or more associated CFDA numbers which newly get carried through to IP and Award modules downstream.)
  4. Click the Schema URL: View Schema link. You should now see:
  1. Note for Post-Award: If the proposal is awarded, only the FIRST CFDA number (in the case of multiple CFDAs) will feed through to PeopleSoft via the Award Budget transaction.

Fixed

  • Budget -> Assign Personnel to Periods: Mixed Rates Error Fixed. When selecting the ‘Summary’ option during Assign Personnel to Periods action, fixed error generated with the “Mixed On/Off Campus Items in Budget” question on the Proposal side.
  • Budget -> Subaward Panel:  Subaward PDF Replace Error Fixed. Fixed an error that was appearing when a user tried to replace a PDF attached to an existing subaward entry in the PD Budget.
  • S2S Opportunity Search Panel: Supplemental and Project Abstract Form Errors Fixed. An issue has been fixed relating to these 2 User Attached Forms, newly allowing linking to most ONR/NIFA opportunities through S2S. Please note, one issue still remains for select NIFA opportunities (those that utilize ONLY the SF424 and NO OTHER federal forms beyond those being user attached). Please see the Known Issues page for complete detail.
  • S2S Opportunity Search Panel: NIH Validation Message Removed from Non-NIH Proposals. The persistent message that previously displayed for all S2S (regardless of Sponsor) indicating whether or not the NIH validations were turned on has now been removed from non-NIH to avoid user confusion.
Additional Resources
Please be sure to use official channels for contacting technical support so we can address your request most efficiently.

  • RAS Route Paths – A new view is available for you to preview all current route paths established for your departments in RAS. Separate tables are displayed for:
    • PD Route Path (Proposal & PD Budget)
    • Award Budget Route Path

You can hover over the final column to see all roles summarized, including delegate assignments for each stop. Going forward, please use these views as your baseline for requesting additional updates.

  • Keywords – A complete list of currently available keywords that can be applied in PD (or, later in IP/Award).
  • 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 Portfolio Manager (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)
      *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 Shauna Gaffny (Shauna.Gaffny@tufts.edu) and Brandon Milby (Brandon.Milby@tufts.edu). Please continue to direct all such requests to Jordan.
— GENERAL 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. Note: This is distinct from the Salary Anniversary Date, which may be used to set a 9/1 inflation date, for example.

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. This affects how money is aligned with fiscal years in end-of-year reporting.
  • Please remember to ALWAYS edit and finalize the Award PRIOR to transmitting a first Award Budget transaction. This will help prevent blocking errors.

Award Budget

  • Please remember to check alignment between existing PeopleSoft records and RAS records before performing the first Award Budget transaction. This will help prevent blocking errors.
  • 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.
September 23, 2018 – Version 1808.T2.25 (this includes Tufts configurations & fixes)