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ARIS/AIMS Enhancements. EA Business Process. 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 . General Changes.

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aris aims enhancements

ARIS/AIMS Enhancements

EA Business Process

change in terminology
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
general changes
General Changes
  • Deletion of Fields on AD-416:
    • “research facilities”
    • “research on campus”
    • “cooperators”
    • “project start”
general changes4
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
general changes5
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)
general changes6
General Changes
  • All AIMS actions begin within ARIS
  • Eliminates exiting ARIS to get to AIMS
  • Eliminates separation of processes
outgoing agreement changes
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
outgoing agreement changes8
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
outgoing agreement changes9
Outgoing Agreement Changes
  • Three tabs added to AD-416/417 entry which eliminates duplication of effort:
    • Agreement Info
    • Dealings/Ethics
    • Budget
outgoing agreement changes10
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
outgoing agreements
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
outgoing agreements12
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
outgoing agreement amendments
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
outgoing agreement amendments14
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
incoming agreements
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
incoming agreements16
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
incoming agreements17
Incoming Agreements
  • Dealings/Ethics – all questions moved to one screen and deleted one AD question
incoming agreements18
Incoming Agreements
  • Added Objective, Approach, and Keywords which will propagate to 416 when generated
  • Provides more information for pre-award approval
incoming agreements19
Incoming Agreements
  • Consolidated research related information – “Title”, “Work to be Performed” and “Deliverables” on one screen
incoming agreements20
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)
incoming agreements21
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
incoming agreements22
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)
incoming agreements23
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
incoming agreement amendments
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)
incoming agreements amendments
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
references
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”