Mass Personnel Updates (RAMP Agreements & Grants)

Purpose

Mass personnel updates may be requested to update administrative assignments on multiple projects in a single run. This is much more efficient than past methods that allowed update to only one project at a time.

NOTE: Mass personnel updates are only available to update Personnel in the RAMP Grants and Agreements modules. If mass personnel updates are needed for OMNI Project Team Members please send an email to dl-RSCH-SRA-QA@fsu.edu and include one (1) signed OMNI Personnel Change request form and an excel spreadsheet with a list of awards/projects that need to be updated with the employees being added (including their requested roles)/removed.

Required Approval

Mass Personnel Update requests must be approved by a Department Chair, Associate Dean or designee. This approval must be included in the email with the requested changes.

Process

Agreement Mass Personnel Update requests must be submitted to the Agreements Help Desk at RAMP-Agreements@fsu.edu mailbox with the subject: Agreement Mass Personnel Update Request

Grants Mass Personnel Update requests must be submitted to the Grants Help Desk at RAMP-Grants@fsu.edu mailbox with the subject: Grants Mass Personnel Update Request

Agreement Primary Contacts and/or Collaborators

The Administrative Editor will run the Agreements Mass Update Report to identify current assignments. If the responsible department does not have an Administrative Editor assigned, the report may be requested from the RAMP team.

The requestor will identify the changes that need to be made and obtain written approval as defined above prior to submitting the request to the Agreements Help Desk.

Mass Personnel Updates to Primary Contacts:

1. 1. Need Responsible Department ID
   2. Need name of PI if these changes are only being applied to a specific PI’s Agreements.
   3. Need type of Agreement if these changes are only being applied to a specific Agreement type.
   4. Need name of new Primary Contact
   5. Need name(s) of primary contact(s) to be replaced

Mass Personnel Updates to Collaborators:

1. 1. Need Responsible Department ID
   2. Need name of PI if these changes are only being applied to a specific PI’s Agreements.
   3. Need type of Agreement if these changes are only being applied to a specific Agreement type.
   4. Need name(s) of Collaborators to add
   5. Need name(s) of Collaborators to be removed

Grants Administrative Contacts, and/or Team Members with Edit/Read Only rights

The Administrative Editor will run the Grants Funding Proposal/Award Mass Update Report to identify current assignments. If the responsible department does not have an Administrative Editor assigned, the report may be requested from the RAMP team.

The requestor will identify the changes that need to be made and obtain written approval as defined above prior to submitting the request to the Grants Help Desk.

Mass Personnel Updates to Administrative Contacts:

1. 1. Need Responsible Department ID
   2. Need name of PI if these changes are only being applied to a specific PI’s proposals.
   3. Need name of new administrative contact
   4. Need name(s) of administrative contact(s) to be replaced
   5. If no existing administrative contact, must provide PI name

Mass Personnel Updates to Editors or Readers:

1. 1. Need Responsible Department ID
   2. Need name of PI if these changes are only being applied to a specific PI’s proposals.
   3. Need name(s) of Readers to add
   4. Need name(s) of Readers to be removed
   5. Need name(s) of Editors to add
   6. Need name(s) of Editors to be removed

How to request administrative editors

We are excited to announce the Administrative Editor role for RAMP Grants and Agreements. This role will allow departments to identify Administrative Editors they want to have access to all grants and agreements associated with a particular department ID.

What is an Administrative Editor? Assigning the role of Administrative Editor to a registered user gives the user access to all Grants and Agreements associated with that responsible department without the need to be named in the Grant or Agreement workspace.

Agreement Administrative Editor’s rights:

• Read and edit access to all Agreements and Amendments associated with a responsible department.
  • Note: Edit rights are restricted to the same states in which the PI can edit.
• Activities available:
  • Manage Access
  • Copy Agreement
  • Manage Relationships
  • Manage Tags
• Can use the Manage Access activity to add themselves as primary contact or a staff member with read/edit permissions, thereby making additional activities available to them.
• The assigned Administrative Editor(s) appear on the Contacts tab.

Agreement Administrative Editor’s restrictions:

• Administrative Editors are not stored in the agreement project, nor do they appear anywhere on agreement SmartForm pages.
• Administrative Editors do not see agreements in My Inbox.
• Administrative Editors do not receive notifications.

Note: Using the Manage Access activity to add themselves as a primary contact or a staff member with read/edit permissions eliminates all the above restrictions.

Grants Administrative Editor’s rights:

• Read and edit access to all proposals, awards, award modifications, and award modification requests associated with a responsible department.
• Activities available include:

• Can use the Manage Access activity to add themselves as an administrative contact or a staff member with edit rights, thereby making additional activities available to them.
• The Administrative Editor(s) will appear on the Reviewer tab.

Grants Administrative Editor’s restrictions:

• Administrative Editors are not stored in the grants project, nor do they appear anywhere on grants SmartForm pages.
• Administrative Editors do not see grants in My Inbox.
• Administrative Editors do not receive notifications.

Note: Using the Manage Access activity to add themselves as an administrative contact or a staff member with edit rights eliminates all the above restrictions.

Note: Grants Administrative Editors are assigned separate and apart from Agreements Administrative Editors, however it is recommended that the same users be identified in each role in order to have access to all related grants and agreements.

Since this role provides view and edit access, Chair or higher approval is required. 

Send requests for Administrative Editors to RAMP@fsu.edu and include the following:

• Name(s) of users to be assigned the Administrative Editor role along with the department name(s) and ID number(s)
• Chair or higher approval to add/change/remove an Administrative Editor