Open Menu Close Menu Open Search Close Search

Dear colleagues,

This weekend we performed a software upgrade to the RAS system to complete several planned enhancements to various modules (see detail below). Please note, now that we have passed the Grants.gov deadline for Header V2.0, some of your PD proposals may require further action. Two relevant job aids are attached for your reference.

Please scroll down to see 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 (v1808.0021 T2.26)
Proposal Development (and Budget)
Data Changes & New Features

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

REMINDER: October 20 (Saturday) was the last day to submit S2S using Header-V1.0. Please ensure that going forward you are always linked to Header 1.0 (this is especially important to verify if you are copying a proposal previously submitted using header v.1.0).

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 Header-V2.0, no further action is needed.
  • New Anticipated Award Types: “HNRCA Program Income” Use where appropriate to correctly classify these types of proposals and associated awards. Note this will be hidden from university reports in counts/dollars.
  • New “Grand Challenge” Field: Strategic Initiatives Tracking in PD. A new field has been added to the Proposal Details page of PD to store a newly REQUIRED “Grand Challenge” value, where each proposal will be matched to its nearest relevant strategic research opportunity area at the University. There is an option to indicate ‘none’ if needed. This new field is REQUIRED. Please see Grand Challenges and Keywords job aid for more information and user instructions.
  • Updated Compliance Terminology: Animals and Chemicals Hazards: “Animal Use” has been updated to “Animals” and “Toxic/Hazardous Materials” has been updated to “Chemicals Hazards” in all modules of RAS
  • New Proposal Notifications:

FYI Only: Proposal Submitted Involving Animal Research – triggers notice to Scott Perkins when relevant award first finalized

Award
Data Changes & New Features

  • New Award Routing: Pre- to Post- Handoff Functionality for New Parent Awards.  New action buttons and statuses and corresponding validations have been added to RAS Award to facilitate the Pre-Award to Post-Award hand-off. Changes include new ownership of fields for the respective groups and the new ability to route to Post-Award when the award is in an ‘In Progress’ status without finalizing. Please see Award Handoff Routing job aid for more information and user instructions.
  • New Award Notifications:

FYI Only: Award Involving Human Subjects – triggers notice to IRB Office when relevant award first finalized

FYI Only: Award Involving Biological Hazards – triggers notice to IBC Office when relevant award first finalized

FYI Only: Award Involving Animal Research – triggers notice to IACUC Office when relevant award first finalized

Fixed

  • Award Budget: F&A Type. Fixed an issue where the Commitments->F&A Type was not updating in the Award Budget tool when updated and re-finalized.  Additionally, the Rates panel of Commitments is now REQUIRED for all Awards.
Award Budget
Data Changes & New Features

  • New Award Data Included in Header: Direct & Indirect Totals and Residual Balance

The Award Budget panel now includes Obligated Direct and Obligated F&A values (expand header area to view), which may be helpful when manually populating the F&A total within the Award Budget. Residual Balance (when entered) also newly pulls over from the Award into the Award Budget tool.

  • New Delegate Roles in Award Budget: Delegate Roles for Award Budget Reviewers and Post-Award Specialists

New Delegate roles are available in the Award Budget tool such that departments can select ‘backup’ contacts for approving their Award budgets for coverage purposes. Delegates will not receive notification emails but can log into to access and approve on behalf of the main assigned approver.  Please see RAS Route Path Management job aid for more information and user instructions.

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 contact: Brandon Milby (Brandon.Milby@tufts.edu) in case of out-of-office. Please continue to direct all such requests to Jordan.
  • RAS Users Distribution: if you know of anyone on your team who is currently not receiving the Build Notes (this message), please forward along and send us a request to ras-support@tufts.edu to get that person/those people added.
— GENERAL REMINDERS –

Proposal Development

  • Please remember to enter at least one Keyword from the available menu for each PD proposal in addition to a Grand Challenge. 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.

Award Budget

  • Please remember to ALWAYS edit and finalize the Award PRIOR to transmitting a first Award Budget transaction.
  • Please be sure to review outstanding data validations (via report) BEFORE submitting an Award Budget for best results.
  • 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.
October 21, 2018 – Version 1808.0021 T2.26  (this includes Tufts configurations & fixes)