Research Administration > EFM > PAMS Frequently Asked Questions

PAMS Frequently Asked Questions

 

I. PAMS and other Campus Systems

  1. What is PAMS?
  2. What are differences between RAPID Smart closeout tool and PAMS?
  3. Is PAMS a closeout tool replacing the RAPID Smart closeout tool?
  4. Is PAMS replacing the UCLA Financial System?
  5. Is PAMS replacing UCLA CDW/QDB?
  6. Will PAMS security replace DACCS?
  7. Will PAMS users be able to go to OASIS and access financial data including payroll?

 

II. Access and Assignments

  1. How can I gain access to PAMS?
  2. Who is considered an Authorized Official?
  3. What user roles exist in PAMS and what functionality is associated with each role?
  4. Which financial information will a fund manager have access to?
  5. How do I log on to PAMS?
  6. Can PIs have access to PAMS?
  7. How do Principal Investigators appear on my Assignments list?
  8. I updated the Assignments page, why are the new Preparer and Reviewer(s) not listed on the Fund Balance and Approvals page?
  9. What do I do if an employee leaves my department or PAMS cluster?

 

III. Worklists

  1. What triggers a fund to appear on my “Invoices and Reports Due to Sponsor” Worklist?
  2. How do I know what information is required by EFM for funds that appear in my “Invoices and Reports Due to Sponsor” Worklist?
  3. What do the Deliverable and Closeout Packet statuses listed on the Worklist page mean?

 

IV. Closeouts in PAMS

  1. Can I print all close out packet pages in PAMS?
  2. What are the ways a Closeout Packet can be completed or submitted to EFM using PAMS?
  3. How can I tell which Process COP option was selected for my Fund Number?
  4. If PAMS is facilitating the workflow of the closeout process, what approvals are required by EFM?
  5. Where in PAMS can I upload supporting documentation including the RAPID Closeout Packet and signed PI Certification Page?
  6. Will payroll and non-payroll cost transfers be processed in the system?
  7. Why do I see “Invalid Fund” when I input my Fund Number in the Fund Details tab?

 

V. Training and Resources

  1. What types of PAMS training is available?

 

If your question has not been answered, please contact the PAMS helpdesk at:

1.

What is PAMS?

 

PAMS is a web-based Post Award Management System that displays near real-time data from the financial system in a post award context for Department and EFM fund managers and management teams who conduct daily post award management activities as well as invoice/report submission to sponsors and fund closeout.
 
PAMS facilitates more efficient and effective financial management of sponsored awards and compliance oversight by:

  • Allowing users to review, edit, and approve financial activities on-line in a single system and to communicate the status in real time.
  • Providing a customized worklist for the individual user to prioritize work and monitor progress.

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2.

What are differences between RAPID Smart closeout tool and PAMS?

The main difference between the RAPID Smart Closeout Tool and PAMS is that PAMS is a multi-faceted web based post award management system as opposed to an excel tool. By being web based there are several additional differences:

  • Increases automation including the ability to update information in real time
  • Provides a worklist or “to-do list” geared to the individual user
  • Improves visibility of transactions that require review
  • Connects users, allowing all individuals reviewing the closeout packet to see the same information at the same time
  • Provides a workflow to guide the user through the closeout process
  • Centralizes on-line document storage, including financial reports and invoices submitted to the sponsor
  • Facilitates NPEAR journals
  • Provides projections for related expenses including F&A projections for non-payroll transfers, and benefits, TIF, and F&A projections for payroll transfers

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3.

Is PAMS a closeout tool replacing the RAPID Smart closeout tool?

 

PAMS is a multi-faceted tool and one of its components is closeout. Therefore, PAMS will be replacing the RAPID Smart Closeout Tool in the future. The first phase of PAMS does not include this functionality. Departments should continue using the RAPID Smart Closeout Tool until the functionality is available in PAMS.

 

PAMS offers a process closeout option called “Upload RAPID COP through PAMS.” This allows users to take advantage of the PAMS worklist while using the RAPID COP function for closeout packets.

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4.

Is PAMS replacing the UCLA Financial System?

 

No, PAMS is not replacing the UCLA Financial System. The UCLA Financial System will continue to be the system of record for all transactions. PAMS will be integrated with the UCLA financial system to display financial information in a post award context and to facilitate entry of information into Financial System or other systems such as NPEAR.

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5.

Is PAMS replacing UCLA CDW/QDB?

 

No, PAMS is not replacing UCLA CDW/QDB. These tools will continue to be used as they are today.

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6.

Will PAMS security replace DACCS?

 

No, DACCS will still be used as it is today.

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7.

Will PAMS users be able to go to OASIS and access financial data including payroll?

  No, since DACCS will still be used for other systems access will not change.

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8.

How can I gain access to PAMS?

 

If you are new to a department currently in PAMS, please complete the New User Request Form.

 

If you are a department that needs to gain access to PAMS, please contact PAMS Help.

Phone: (310) 794-0008

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9.

Who is considered an Authorized Official?

 

The PAMS Access Form needs to be approved by each unit’s Authorized Official. An authorized official is someone who has a DSA role or equivalent authority to grant fund managers’ access to UCLA financial system, including payroll reports. Titles for this position can vary across schools based on their practice of delegating authority; to name a few, AVC, Director, CFO, CAO, MSO, etc.

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10.

What user roles exist in PAMS and what functionality is associated with each role?

   The following roles and associated functionality in PAMS include:
  • Department Roles
    • Fund Manager
    • Department Administrator

 

 Function

Fund Mgr 

Dept Admin 

 View individual worklists

 X

 X

 Prepare, upload, and approve closeout packets

 (view linked closeout packets including payroll and non-payroll transactions)

 X

 X

 View financial reports and invoices

 X

 X

 Access to all funds in the cluster  

 X

 View worklist for entire cluster  

 X

 Manage assignments for cluster  

 X

 

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11.

Which financial information will a fund manager have access to?

 

Fund Managers will have access to all financial information for funds they are assigned to. This includes both payroll and non-payroll information. Additionally, Fund Managers in the home department will be able to see financial information for both the home account-cc and linked accounts-ccs.

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12.

How do I log on to PAMS?

  PAMS can be accessed using the following URL: https://pams.research.ucla.edu. To log on use your single sign-on login and password.

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13.

Can PIs have access to PAMS?

 

No, Principal Investigators will not have access to PAMS. PI can access PI Portal to check fund status.

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14.

How do Principal Investigators appear on my Assignments list?

 

PAMS pulls the information for the Assignments page from a variety of sources in the Campus Data Warehouse.

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15.

I updated the Assignments page, why are the new Preparer and Reviewer(s) not listed on the Fund Balance and Approvals page?

 

The main reason this occurs is due to the status of the Closeout Packet. If the fund has a COP in the status of “In Process” when the assignment change is made, the update will not occur if the number of reviewer(s) is changing.


For example: If a fund has 1 reviewer and the assignments are changed to 2 reviewers the change will not be effective on funds where the status is In Process.

 

PAMS Help can assist when this happens. When reaching out to PAMS Help please provide the following information:

  1. Fund
  2. Principal Investigator of the Closeout Packet 
  3. New Preparer Name
  4. New Reviewer(s) Name

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16.

What do I do if an employee leaves my department or PAMS cluster?

 

There are a few actions the Department Administrator needs to take:

  1. Update the Assignments page to remove the employee from the Preparer and Reviewer roles
  2. If the employee was the Default Owner for the cluster, update the Personnel page to reflect a new Default Owner
  3. Fill out the Remove User Request Form and email the signed form to PAMS Help

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17.

What triggers a fund to appear on my “Invoices and Reports Due to Sponsor” Worklist?

 

When departmental assistance is needed to complete invoices or financial reports, deliverables will appear on your PAMS worklist under “Invoice and Reports Due to Sponsor”. These deliverables will have a status of “Pending Department Action”, indicating departmental assistance is needed to complete the invoice or financial report.

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18.

How do I know what information is required by EFM for funds that appear in my “Invoices and Reports Due to Sponsor” Worklist?

 

To view your “Pending Department Action” deliverables, first click the number that appears on the “Invoices and Reports Due to Sponsor” Worklist. A results grid will appear, which includes the fund number. Navigate to the Deliverables tab, input the fund number and locate the deliverable with a status of “Pending Department Action”. Clicking the Edit Status button will display the information needed to complete the invoice or financial report. Take action on requested items so that the invoice or financial report is submitted to the sponsor by the deadline. Once EFM receives the requested information from the department, these deliverables will no longer appear on your worklist.

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19.

What do the Deliverable and Closeout Packet statuses listed on the Worklist page mean?

 

For more information on the different Closeout Packet and Deliverable statuses please refer to the Financial Deliverable and Closeout Packet Values Quick Guide.

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20.

Can I print all close out packet pages in PAMS?

 

At this time PAMS does not offer printing capabilities. In order to print any of the pages in PAMS the user will need to take a screenshot of the page. We would encourage users not to make printed copies of the closeout packet. Due to the dynamic capability of the PAMS system, the system will update nightly based on the activity in the financial system. To view the most up-to-date information, we recommend accessing the closeout packet through PAMS instead of a printed copy.

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21.

What are the ways a Closeout Packet can be completed or submitted to EFM using PAMS?

 

There are 3 ways a closeout packet can be completed or submitted to EFM using PAMS:

  1. Complete in PAMS: This option is available to Pilot users only. It indicates the department will prepare the closeout packet entirely in the PAMS and submit to EFM in PAMS as well. The RAPID Smart Closeout Tool will not be used.
  2. Upload RAPID COP Through PAMS: This option is available to all users in PAMS. It indicates the closeout packet will be prepared using the RAPID Smart Closeout Tool. The closeout packet will be submitted to EFM in PAMS.  
  3. Upload RAPID COP Through Portal: This option indicates the closeout packet will be processed using the RAPID Smart Closeout Tool. The closeout packet will be submitted to EFM using the ORA Portal Closeout Package Upload Tool. Note: Use of this option means that the department worklist will not update throughout the department’s review and submission of the closeout packet to EFM.

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22.

How can I tell which Process COP option was selected for my Fund Number?

 

There are several ways to determine which Process COP option has been selected for a fund:

  1. The Fund Attributes page will list the Process COP Option as the first attribute listed in the Fund Attributes grid.
  2. The Closeout Packet Worklist and the Fund Search: Closeout Packet report both contain the Process COP Option in the results.
  3. If you have already pulled up a fund in the Fund Details tab, navigate to the Fund Balance and Approvals page. If the page has an “Upload RAPID COP” button the Process COP Option is “Upload RAPID Through PAMS.” If the page has an “Upload PI Certification” button the Process COP Option is “Complete In PAMS.” 

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23.

If PAMS is facilitating the workflow of the closeout process, what approvals are required by EFM?

 

EFM still requires the PI to sign the certification page and this page should be uploaded with the closeout packet in PAMS. The workflow facilitated in PAMS by clicking the approve button on the Fund Balance and Approvals page will be used as confirmation by departmental approvers.

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24.

Where in PAMS can I upload supporting documentation including the RAPID Closeout Packet and signed PI Certification Page?

 

If uploading a closeout packet in PAMS prepared using the RAPID Closeout Tool, you will see an “Upload RAPID COP” button on the Fund Balance and Approvals Page. This is where you can upload the RAPID COP, PI Certification page, additional supporting documents, or sponsor specific template invoices and financial reports.

 

If completing a closeout packet using PAMS, you can upload:

  • Supporting documentation to justify an expense in the transaction itself during the justification/transfer process.
  • The PI certification using the “Upload PI Certification” button in the Fund Balance and Approvals Page. 
  • Other supporting documents for closeout using the Supporting Docs icon under the “Actions to Take” section.

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25.

Will payroll and non-payroll cost transfers be processed in the system?

 

Non-Payroll Transfers: PAMS will have the ability to process non-payroll cost transfers in the system. The NPEAR system is still available for transfers made outside PAMS, and transfers that must be approved by EFM will continue through the Cost Transfer system as they do today.

 

Payroll Transfers:  PAMS is not able to process payroll cost transfers at this time, and transfers should continue to be processed through PET. Once a payroll journal is submitted through PET, users should update the PAMS system for all transactions that were transferred. This will ensure that PAMS has an accurate fund balance. 

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26.

Why do I see “Invalid Fund” when I input my Fund Number in the Fund Details tab?

 

There are two possible reasons why “Invalid Fund” appears: 

  1. You are not assigned to this fund, and therefore do not have access. To correct this, contact your Department Administrator to update the Assignments page. 
  2. If you are assigned to the fund but still get the “Invalid Fund” message, this means that the closeout packet currently has a “Process COP Option” of “Upload RAPID COP through Portal”. To utilize PAMS to its fullest, we recommend processing closeout packets as either “Complete in PAMS” (Pilot users only) or “Upload RAPID COP through PAMS”. Please reach out to your EFM Accountant to update the Process COP Option.

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27.

What types of PAMS training is available?

 

Please refer to the PAMS Training Materials and Resources page for training materials. Quick Guides are available which explain the different pages in PAMS. Training videos are also available for users to watch. Additional training material will be provided as further development is completed.

  

For Pilot users, departments are expected to train new users internally. The PAMS Team will offer occasional Open Houses and Trainings as roll out takes place across campus. Please reach out to PAMS Help if you would like further information. 

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