RAM Tracker Guidance

RAM Tracker records are listed in reverse chronological order (newest at the top). The general display contains the following information for each RAM Tracker at the top of the record:

• Transaction ID
• Award Department
• Sponsor
• Current Owner
• PS Project ID/Proposal Number
• Status

RAM Tracker Tabs:

1. Transaction: Transaction ID, Proposal Number, Project ID/Award ID, Award Department, PI, Sponsor, Status and Current OSP Owner
   
2. Transaction Details: OSP Receipt Date, Due Date (as applicable), Transaction Type, Transaction Sub Type (as applicable), Proposal ID/Project ID (as appropriate), Responsible PA (SPS), Budget Start and End Dates, Transaction Amount (as applicable), Award Department, Short Description, Sponsor name
   
3. Transaction Types:
   • Financial Guarantee – requests for project ID prior to the award being funded, also called LOG
   • Award – new funding agreement
   • Incoming Subaward – new funding agreement, where UNC is subrecipient
   • Modification/Amendment – revisions to existing projects
   • Outgoing Subaward – funding agreement where UNC is the Pass-Through Entity
   • Sponsor Prior Approval – request for action that requires sponsor approval
   • Non-Financial Agreement – non-financial, binding agreement, such as Confidentiality Agreement, DUA, etc.
   • Budget Revision – changes to existing budget, that may or may not require sponsor approval
   • New Subproject ID Request – request for project ID issued under existing prime project ID
   • Release of Restricted Funds – requests to allocate restricted funds to budget
   • KK Date Extensions – change the KK dates, based on reporting needs
   • Informational Items – information that is needed for award management but may not require an action
   • IPAS – refers to PAR, Prior Approval Request that requires OSP approval
   • F&A Waiver – request to waive University established F&A rate
   • Prepaid Card Request – request for Bank of America pre-paid card, typically for participant use in clinical studies
   • Ledger 4 – Clinical Trial – request to extend or end a ledger 4 clinical trial (4xxxxxx)
   
4. Transaction Status:

   Each status contains activities that provide detail as to what action is being taken if you have a question about the activity or status and the information is not in the Notes then contact the Current Owner.

   Below are the Statuses:

   • OSP Received – A pending award or award-related action has been created and is being assigned to a Sponsored Project Specialist for review.
   • Sponsored Project Specialist Review – A pending award or award-related action is currently under review by a Sponsored Project Specialist.
   • RAM Review – A pending award or award-related action is currently under review by a Research Administration Manager.
   • SAM Review – A pending subaward action is currently under review by a Contracting Manager.
   • Compliance – necessary compliance checks and reviews are being completed.
   • SAS Review – A pending subaward action has been assigned to a Contracting Officer for creation or amendment.
   • Pending – A pending award or award-related action is currently on hold pending action and/or information from a non-OSP party, and the Sponsored Project Specialist can do no additional work until that is resolved.
   • Sent to Data Management – A pending award or award-related action has been fully processed by an OSP Research Administration staff member and has been sent to the OSP Data Management team for final processing.
   • Data Management Returned to SPS – additional information is needed to complete action in RAMSeS and/or ConnectCarolina.
   • Completed – A pending award, award-related, or subaward action has been fully processed by all work units within OSP.
   • Marked for Deletion – The action was a duplicate or not needed and is pending deletion by a RAM.
   
5. Compliance Reviews

   This tab indicates if that all required and applicable compliance checks have been completed as required by Federal and State regulations.

   
6. Notes

   Notes are listed in reverse chronological order and include the following:

   • Note ID
   • Note Content
   • Type
   • Created
   • Creator
   
7. Attachments

   These are attachments in RAM Tracker ONLY, these may or may not be the same attachments in RAMSeS for that project. Documents uploaded to RAM Tracker records may be viewed via Project Administration, Attachments tab by non-Admins, Read-Only Admins, and Admins.

   

NOTE: For projects with multiple proposals, RAM Tracker attachments for all proposals are displayed via the Project Events tab. Only RAM Tracker attachments designated with “All Parties” access may be viewed by campus/non-Admins and Read-Only Admins. Use the Attachments Tab in the Proposal or Project Administration pages.

1. Start by Logging in to RAMSeS, with one of the roles listed above, RAM Tracker Search is visible on the left navigation column.
2. Then Click on RAM Tracker Search RAM Tracker Transparency Search window opens
   
3. Search for Transactions by filtering the following:
• All Transactions
• Award Project Number*
• Award Project Title
• Completed in the last 30 days
• IACUC Number
• IRB Number
• Lead Proposal Number
• PS Project ID
• Sponsor
• Receipt Dates
• Unchecking or checking the “In Process Transactions” box

Award Project Number is the not the IPF number; it is the award contract number Axx-xxxx.

The default view of the records displayed will be “In Process Transactions” for the department, sorted by highest to lowest based on the “Day’s Open” column. Sorting is available for all columns by clicking on the column field name.

Several view options are available for each column field. The “View Edit” screen is displayed below to capture the customization of views for the dashboard. An instructional video is forthcoming to guide users on using this feature.