RAMSeS Document Workflow Management

Transcription

1 RAMSeS has an internal tracking system that allows Sponsored Programs/Research, and in some cases, Contracts and Grants staff to track work items. The system is called the Document Workflow Management System, or Workflow, for short. A document (paper or electronic) can be linked to a proposal, an investigator and an account number, and then assigned to one or more staff for appropriate action. Workflow inboxes are assigned to most Sponsored Programs/C&G staff, and tasks are sent to their inbox for action. Supervisors and work groups can see what is in each other s inbox. Notes and attachments can be linked to the workflow item, and cover sheets can be produced with barcodes to help track paper items as needed. Sponsored Programs/C&G staff can search for open (pending) and closed (completed) work items, and for documents by sponsor, PI, due date, department, document type and keyword. This system was designed to assist with internal communication and the routing of important documents to the right person within Sponsored Programs/C&G. NOTE: Events are only available on the Administrative side. PIs/Department Heads/Deans will not see any of the events on a proposal, award, project or subcontract. Creating an Event: Events can be created on the proposal, award project, an individual award or a subcontract. They can also be created within the Workflow module itself. The URL for workflow is: However, for an event to be linked with a proposal, award, award project or subcontract, it must be created within RAMSeS. All events are created the same way in RAMSeS. To create an event on a proposal, from the Proposal Administration screen, click on the Event Tab and then the Add Event button. RAMSeS User Conference 1

2 A new window will pop up on the screen that almost resembles an . Fill in the following: Title: The title should reference what the event is about. (i.e IRB Confirmation) Event Date: The date the event is created. Due Date: When the event needs to be 100% completed. Type: Type is relevant to the area in RAMSeS the event is created. In this example, the event is being created on the Proposal. The only option will be Proposal. o Sub Type: Document: If this event requires the passing of a document from RAMSeS to another Admin Office and is outside the normal approval process. (i.e. No Cost Extensions, PI Change, Budget Modifications, Compliance Documentation, Conflict of Interest, etc). Event: Events are actual things that need to happen (i.e. meetings, conference calls, follow-ups, etc). Status: Should remain as OPEN until the task is completed, at which time, the person completing the task will change the status. PI: Automatically pulls in from the proposal. This will be the person listed as the LEAD PI. Department: Not required, but you can fill in the department that is associated with the project. Organization: Automatically pulls in from the proposal. This is the funding agency. Assign To: This should be you, the person creating the event. You can assign it to others after you have completed creating the event. Description: Text box where a detailed description of the task can be placed. It can be copied from another source and pasted here. Submit button: Click to save the event. Once saved, additional people can be assigned to it. Notes and attachments may also be added once the event is saved. Cancel button: Used to close the event without saving it. RAMSeS User Conference 2

3 Once the Submit button is clicked, the window will change to resemble the below image. At this point additional people can be assigned to the event, notes and attachments can be added, and can be sent. Click to make changes to the details of the event. (Title, Description, Status, etc.) Click to assign additional people to the event. Pulls from list of users in Workflow. Global Admin will need to add the admin users to the list of Workflow users. All notes, attachments and correspondences are date stamped with the person who added them. RAMSeS User Conference 3

4 Correspondences can be sent to those individuals that may need to login to RAMSeS and review the event information. To: Who the needs to go to. o By default it fills in the person assigned to the event. That can be deleted if need be and other addresses be typed in. o More than one person can be ed simply by putting the ; between each address. The subject should tell them the proposal, award, or subcontract number needing their attention. Body of is the instructions to the individuals regarding the purpose of the event. Saves the event but does not send the . Allows user to edit as needed. Sends the to individual(s) named and stores copy on the event RAMSeS User Conference 4

5 Once an event has been completed, the person who completed it, should open the event through the proposal, award, award project, or subcontract, by clicking on the event ID number. The following steps will then be completed. Click Edit Workflow, found in the top, right hand corner of the winow that pops up. On the next screen, had the Completed Date Change Status to Closed Click Submit button Close event window. Accessing Events Using Workflow Module Users can monitor their events at anytime by logging into Workflow. There are two ways to access the Workflow module. In RAMSeS: o Click Admin on the menu bar o Click Workflow Inbox A new tab or window will open to the users Workflow Inbox With Shibboleth, once logged into RAMSeS, all other modules should already be logged in as well. Use the Workflow URL. o Uses the same login as RAMSeS. RAMSeS User Conference 5

6 Menu Bar Inbox shows all events assigned to the person logged in. Create Workflow opens a blank event window. o All fields will be blank o Event will not be tied to a proposal, award or subcontract in RAMSeS. If the event needs to be linked to something in RAMSeS, it MUST be created in RAMSeS. Choose Inbox Allows Global Admins to view other users inboxes. Admin Opens a window for adding and removing user access to Workflow. o Add/Edit Work Flow Access List Information Add Access link When clicked, a person search can be performed. All data pull from Backbone. When desired person is found, click Add Contact button Screen view changes for the department to be selected where access is needed. o Select the desired department o Click Add Access button RAMSeS User Conference 6

7 o Add/Edit Unit Information Brings up the department list Choose desired department View shows the department information that can be edited. Department Code Unit Name Primary Contact If information is changed, click Edit Department button to save changes. o Transfer Inbox Contents This feature is used to allow someone else access to an individual s Workflow Inbox. Originating Person The owner of the inbox to be transferred. o This is done by the same people search found throughout RAMSeS and Backbone. Destination Person The person who is being giving access rights to Logout Logs user out of Workflow another individual s inbox. o This is done by the same people search found throughout RAMSeS and Backbone. Sortable Column Headings Searching Workflow Workflow views can be viewed and sorted by clicking the column headings in the display window. For instance, the user wants to see when things are due with the earliest dates first. They would hover the mouse over the words Event Date. The mouse changes from an arrow to a hand. When clicked, the view is sorted by Event Date in ascending order. To change the view again, simply click the heading again. RAMSeS User Conference 7

8 To change the information that shows on the screen, click on the gray bar that says Search My Inbox. By default, the view excludes any reports that may have been created as events. The view should be similar to the one below. Users can control what they want to see in their workflow by choosing one or more of multiple search options that appear on the screen. Keyword Status (Open or Closed) Due Date Range Event Creation Date Range Completed Date Range Department Organization (Sponsor) PI Type (Award, Proposal, IRB, etc) When the desired search has been run, events can be opened by clicking on the row. Editing and adding notes, attachments, users and correspondences are handled the same as if the event had been opened within RAMSeS. For help with Workflow, contact Tisha Wallace at UNC General Administration at or (919) RAMSeS User Conference 8