ARIS/AIMS Enhancements

1. ARIS/AIMS Enhancements EA Business Process

2. Change in Terminology • Currently: “ARS-425” • New: “Incoming Agreement” • Pre-award Incoming Agreement • Post-award Incoming Agreement • Currently: “AD-550a” • New: “Outgoing Agreement” • New: LOI – Letter of Intent

3. General Changes • Deletion of Fields on AD-416: • “research facilities” • “research on campus” • “cooperators” • “project start”

4. General Changes • Change to AD-417 Coding Fields: • The coding screen has been reorganized so that each code is entered individually (SOI, FOS, RPA), not as a classification line

5. General Changes • Signature Screen: • LAO line has been added (specifically for agreements only) • Remarks box added for comments at each level of approval (optional use)

6. General Changes • All AIMS actions begin within ARIS • Eliminates exiting ARIS to get to AIMS • Eliminates separation of processes

7. Outgoing Agreement Changes • No longer use term “550” • Agreement information now an extension of the AD-416/417 • New Letter of Intent (LOI) option – requirements dependent upon Area • Email Notification feature – allows user to email PDF file to any email address (to be used as a FYI not an approval mechanism) – use with Outlook

8. Outgoing Agreement Changes • Adding AIMS at same time as ARIS documentation • Data propagation from ARIS to AIMS – eliminates duplication of data entry • Elimination of one line of approval -ARIS/AIMS will be approved at the same time • RL/CD/LAO/Area/NPS/ADO – new approval chain

9. Outgoing Agreement Changes • Three tabs added to AD-416/417 entry which eliminates duplication of effort: • Agreement Info • Dealings/Ethics • Budget

10. Outgoing Agreement Changes • Agreement Info Tab – new fields • Multi-year check box • Fund total • Intent • Relevance to Parent project • Other two new screens – no changes

11. Outgoing Agreements AIMS changes: • Elimination of separate “List screen” • Header line modified to add Project number and Accession number • Signature tab eliminated – all approvals will be done through ARIS • Accounting tab eliminated – funding amount propagates from ARIS

12. Outgoing Agreements AIMS changes: • Provisions tab hidden, except for ADO level • Payment/Report tab: • only ADOs can modify “Payment Type” and “Forward Reports to” fields • Performance Reports can be modified at any level

13. Outgoing Agreement - Amendments • Adding $50,000, or greater than or equal to 25% over prior approved amount, goes to NPS for approval (Note: system will calculate) • Under $50,000 or under 25% increase over prior approved dollar amount, whichever is less, will not come to NPS for approval (Note: system will calculate) • All funding actions will go to BPMS for approval. BPMS will approve within a 24-hour window • If multi-year check box is checked and dollar amount is not exceeded, and, if the intent box is not modified, will not go to NPS when actually adding the funds each year

14. Outgoing Agreement - Amendments • Modifications to “Objective” and “Reason Research Cannot be Done by ARS SY” will go to NPS for approval • Modification to “Performing Institute” field will go to BPMS for approval • EOT no longer will go to NPS for approval • All other modifications will no longer go to NPS/BPMS for approval

15. Incoming Agreements • Threshold for NPS approval raised from $25,000 to $50,000 • AD-416/417 still required for agreements above $25,000 • No change in how CRADAs are handled – except that approved pre-award incoming agreement document will be required before generation of the AD-416/417

16. Incoming Agreements • New terminology – incoming agreement, pre-award incoming agreement, post-award incoming agreement • Pre-award incoming agreement will have to be approved and in the active file before any other actions can be done • Reorganized screens and data entry to put together similar data • First two data entry screens – no changes

17. Incoming Agreements • Dealings/Ethics – all questions moved to one screen and deleted one AD question

18. Incoming Agreements • Added Objective, Approach, and Keywords which will propagate to 416 when generated • Provides more information for pre-award approval

19. Incoming Agreements • Consolidated research related information – “Title”, “Work to be Performed” and “Deliverables” on one screen

20. Incoming Agreements • Added multiple lines to use if funds are going to be distributed outside of ARS • Added Relevance to Parent Project field (optional, but highly advisable, as it gives good information for the approval process)

21. Incoming Agreements • Added all coding to incoming agreement • Select from related in-house project • Data propagates to 416/417 when generated • One easy step/selection process

22. Incoming Agreements • Signature Screen: • For incoming agreements under $50,000, LAO and ADO approval lines have been added for post-award approvals • Remarks box added for comments at each level of approval (optional use)

23. Incoming Agreements • Approval for new pre-award incoming agreement – RL/CD/Area/BPMS (if waiver requested)/NPS if $50,000 or over • Approval for new post-award incoming agreement – RL/LAO/Area/ADO (new additional approvals for under $50,000 agreements) • All CRADAs will continue to come to NPS for approval

24. Incoming Agreement - Amendments • Adding $50,000, or greater than or equal to 25% over prior proposed amount, goes to NPS for approval (Note: system will calculate) • Under $50,000 or under 25% increase over prior proposed dollar amount, whichever is less, will not go to NPS for approval (Note: system will calculate) • If originally under $50,000 then goes over, will go to NPS for approval (Note: system will calculate)

25. Incoming Agreements - Amendments • Any changes to “Objective”, “Type of Work to be Completed”, “Deliverables” , or answer to “Is Proposed Research Related to Inhouse Project” will go to NPS • EOT no longer will go to NPS for approval • All other modifications will no longer go to NPS • Note: All modifications for CRADAs will still go to NPS for approval

26. References • Bulletin distributed for change in incoming agreement threshold • Revised P&P 324.0 • Updated ARIS Manual, Chapters 4a, 4c, and 4d • Incorporated AIMS manual into ARIS manual • “Agreements for Dummies”