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RAMP Funding Proposal Entry Guide

This page is a general guide for entering a new proposal into RAMP. For additional resources and training materials, see the RAMP Resources page.

General tips

  • When navigating in the RAMP Funding Proposal workspace, the information will save as you move from tab to tab. When in doubt, click the “Save” button at the bottom of the page to ensure that changes are not lost.
  • The “Exit” link at the bottom of each page will refresh the record and take you back to the Funding Proposal Workspace.
  • For records where you are the administrative contact, until you Submit for Dept Review, the record is only visible in your own inbox. In order for others to take action on a record, you must either send an ancillary review to an individual or division or “submit for department review” to send the record to the division (SMPH) in most cases.

Log in to RAMP

  • Access RAMP from the RAMP login page using your NetID and password.
  • All UW affiliates with a valid NetID are able to access RAMP; no account setup or approval needed.

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Create new RAMP record

  • Once logged in, click “Create” in the upper-left corner of your RAMP home page.
  • There are drop-downs to choose “Create Agreement” or “Create Funding Proposal” or “Create Complex Project.” Choose the appropriate one.
  • Fill in the requested information in the SmartForm tabs – Type, Short Title, Long Title, PI, Department, Sponsor (can be changed later, if needed) – and click Continue at the bottom of the page.
  • A RAMP record ID is generated, which can be used to identify and track the record. This record ID appears in the upper-right corner of the Funding Proposal workspace, and the Short title of the project is listed as a breadcrumb above the central workspace, and just below that is the RAMP record ID, with the current state of the Funding Proposal. For Example: Editing; FP00000001.
  • Note the Prefix of the RAMP record indicates the type of record it is: FP is for Funding Proposals, AGR for Agreements, AWD for Awards, AMR for Award Modification Requests, and for records imported from WISPER, they may have suffixes, for example, MSN222333-MOD001 to indicate a modification of that WISPER record.

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Enter proposal information (Funding Proposal SmartForm)

For details about how to complete the Funding Proposal SmartForm, please see the detailed Grants Module – Funding Proposals User Guide

SMPH-Specific naming conventions/instructions

  • Due dates are not shown on the divisional Dashboard. Please include the sponsor due date in the short title of the proposal, so the deadline will be clear at the Division and RSP level. Preferred format that allows for sorting numerically is YYYYMMDD = 20230907.
  • Naming conventions: When uploading attachments in a record, include the date in this format: year-month-day, in the attachment title. This will help all identify the most recent attachment.
  • If you are revising the budget prior to submission to the sponsor (due to PI edits or SMPH guidance), you can upload the document as a “revision” in the Attachments section. This will replace the previous version. Or make sure the title indicates it is the revised budget or final budget for review. (When you add attachments, if you click the 3 dots next to the current budget you can “upload a revision” or “delete”.)
  • DUAs, CDAs, NDAs: please include “clinical trial” or “research” in the short title. This helps determine whether or not an additional ancillary review is needed by the SMPH Contracts Manager. If related to a clinical trial, they are sent to RSP after SMPH Research Administration review.
  • More RAMP guidance specific to SMPH can be found on the SMPH Guidance for RAMP page.

Budget: See the following job aids

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PI Certification

  • The PI must certify Funding Proposal records electronically prior to proposal submission.
  • Only the user listed on the record as PI has access to sign it. Others may use the RAMP email function to request that the PI certify the record at any time or may send an ancillary review to the PI requesting them to certify.
  • When the administrative contact “Submits (the record) for Department Review,” an email is sent automatically to the PI on the record with a notification that PI certification is required, if the PI has not already certified.
  • By certifying the record, the PI verifies the information included in the record and attests to compliance with University, Federal Government, and Sponsor requirements.
  • Before signing the record, all Compliance questions should be answered.
  • For more information about PI certification, see the PI Certify job aid.
  • “Multiple PI” submissions to federal agencies require that all Multiple PIs approve the record. RAMP does not allow for more than one PI to certify a record, unlike WISPER.
  • If you have Multiple PIs on your project, please send each MPI an ancillary review type “Multi-PI Certification” following the How to Obtain Multi-PI Certification on a Funding Proposal instructions. Note that you need to paste in the PI certify language to the Multi-PI Certification ancillary review for it to be compliant.

Note: All comments are visible to any users with access to the record. You can click on the History tab to see what ancillary reviews have been sent and approved, any comments or emails sent related to the record, etc.

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Request Ancillary Reviews

  • Ancillary review requests do not transfer ownership of a record. The record remains in the same inbox, and approvers are simply notified to review and respond.
  • SMPH budget approval should be sent prior to “Submitting for Department Review.”
  • Departmental (i.e., chair) approval should be obtained via ancillary review before Submitting for Department Review.
  • All funding proposals must be approved by the PI’s department chair (or delegate).
  • Additional approvals, called “Additional Department Review” ancillary reviews, are needed if the proposal involves resources from multiple departments/schools/colleges.
  • Additional approvals are needed if the PI is not a tenure-track faculty member. See the PI Status page for additional information on approvals for these cases. Reminder, SMPH does not use or track “Blanket Limited PI Status.”
  • To request an Ancillary Review:
    1. On the front left side of the Funding Proposal Workspace, click the “Manage Ancillary Reviews” tab, then click the “+Add” button to initiate a new ancillary review.
    2. Select the person or organization (such as SMPH) that you want to send the ancillary review to by using the lookup tool to select an employee or organization (campus unit) as the approver. See tips for choosing SMPH.
    3. Select the appropriate review type. Please do NOT leave this question blank.
    4. Choose Yes or No for “Response Required.” Note that Division Budget Review by SMPH Research Administration should always be Yes for Required.
    5. In the Comments field, enter any additional information you would like to convey to the approver. Comments entered here become a permanent part of the record as soon as the ancillary review is sent.
    6. You may add Supporting Documents in question 5. Note that any documents included here and also already as an added attachment will be duplicated in the record.
    7. Click the OK button at lower-right to submit the request.
  • When the request is submitted, approvers are notified via email and are able view the record and respond to the approval request from their RAMP account.
  • Any actions taken by approver(s) appear in the History tab of the record.

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Add attachments

  • Attachments should include: detailed internal budget if not using RAMP budget or Cayuse, budget narrative, scope of work, the sponsor RFA, and subagreement documents (if applicable) and cost-sharing commitments (if applicable).
  • Any type of file can be attached, and there is no limit on file names. File names need to include date of upload (YY/MM/DD), as there is no date stamp showing which documents are the most recent.
  • To add an attachment, click “Add Attachments”, then follow the prompts. To delete an attachment, click “Add Attachments”, then click on the three dots next to the attachment and choose “Delete.”

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Routing a record to SMPH – “Submit for Department Review”

  • Make sure you have obtained all appropriate Ancillary Reviews (Division Budget Review or Dean/Division Signoff or Other) before submitting a record for Department Review. Submitting for Department Review should be reserved for when you are done with a record and ready for SMPH/RSP to complete final processing.
  • From the Funding Proposal Workspace, select “Submit for Departmental Review” from the left menu, add any comments as needed, and then choose OK. If there are incomplete required fields, they will be flagged as errors at this time and should be corrected before clicking OK.
  • For more on this process, use the How to Submit a Funding Proposal for Department job aid.
  • When the record is Submitted for Department Review, this will trigger a request for PI Certification if it is not yet completed.
  • When the Funding Proposal has been Submitted for Department Review, it is no longer editable for the PI or other proposal editors.
  • Note that Funding Proposals cannot be submitted to RSP without PI Certification, so PI Certification may be requested directly from the PI via RAMP email or other methods prior to Submitting for Department Review.
  • Do not Submit for Department Review without PI certification. The record will be delayed for processing as it will be sent back to the department as incomplete.

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Development

Routing and Approvals

Agreements