EXTRAMURAL TRACKING SYSTEM (ETS)

USER INSTRUCTIONS

Table of Contents

Introduction	3

Acronyms and Definitions	4

Logon Instructions	6

Add a New Agreement	7

Create an Amendment	18

Create a Correction	25

Printing Instructions	33

Release Instructions	37

Other Information	40

Entering existing active Agreements

Properly exiting ETS

Using the Search feature in ETS

Idle time

Introduction

The Extramural Tracking System (ETS) is the Agricultural Research Services' (ARS) agreements management database which is a component of the Agricultural Research Information System (ARIS). This is considered the first of several stages of development for the system. In this stage , ETS (1) provides information to the Department for Federal Assistance Award Data System (FAADS) reporting purposes, (2) produces the Extramural Agreement award document and achieves uniformity in the look and structure of ARS Extramural Agreements Awards, and (3) provides a centralized database for tracking all Extramural Agreement activity in the agency.

Acronyms and Definitions

Active File:

The Active File holds all records in ETS that are released from the Work File. This includes the original agreement information and all amendments. To query the information in the Active File, click on "Active" then "ETS" from the toolbar. You can not modify, add, or delete records in the Active File.

Agreement Types:

ATCA	Assistance Type Cooperative Agreement

GCA	General Cooperative Agreement

MMOU	Master Memorandum of Understanding

NFCA	Non Funded Cooperative Agreement

PG	Project Grant

RCA	Reimbursable Cooperative Agreement

RSA	Research Support Agreement

SCA	Specific Cooperative Agreement

STCA	Standard Cooperative Agreement

TFCA	Trust Fund Cooperative Agreement

ADO	Authorized Departmental Officer - An individual granted a written delegation of authority by the Administrator of ARS to commit funds, negotiate, enter into, administer, and closeout agreements.

ADODR

Authorized Departmental Officer's Designated Representative - An individual who is granted a written limited delegation of authority from the ADO to represent him/her in the administration of agreements. The ADODR provides ongoing administrative and program oversight of activities that occur under the agreement and provides scientific or technical direction to the cooperator on behalf of ARS.

Advanced Payment Authorized

Approval of payment before the services were performed.

Control numbers

When adding a new agreement in ETS, the control number is automatically generated once the agreement information is entered on the "Agreements" tab and you move to the "Agy/ADODR/Finance" tab. This number can be used to query the system and it is suggested that you record it in your agreement file for future use.

EFT

Electronic Funds Transfer - electronic transfer of funds to recipients' bank account.

ETS

Extramural Tracking System

HHS/PMS

Health and Human Services/Payment Management System - a method of receiving payment by electronic draw down.

Pre-award Costs Authorized

The authorization for the Recipient or Cooperator to incur costs prior to the effective date of the agreement. These are unallowable costs without prior approval.

Release a Record

To move a record from the Work File to the Active File. The process is completed overnight.

Treasury Check

A method of receiving payment by paper check from the U.S. Treasury.

Work File

The Work File holds all records in ETS until they are approved and released to the Active File. This includes new agreements, amendments, and corrections. To query the information in the Work File, click on "Work" then "ETS" from the toolbar. Modification, additions, and deletions are made in the Work File (see instructions to create amendments and/or corrections).

Work Status

The Work Status is a "view only" list of records that are currently in the Work File and those records that have been released from the Work File but do not yet appear in the Active File. Once approved, a check mark will appear in the approved column. If there are numerous records in the "Work status," you can search for a particular record by clicking on "Query" from the toolbar.

Figure 1; User Logon Screen

•	Enter your username:

•	Enter your password:

•	Enter the database: (ARIS)

•	Click the "Connect" button

Add a New Agreement

Figure 2; ARIS Welcome Screen

•	Click the "Extramural Tracking" Icon

Figure 3; ETS Subsystem Screen

•	Select "Work" then "ETS" from the tool bar.

Figure 4; ARIS Work Records (List tab)

•	Click on "Add Agreement" at the bottom of the screen.

Figure 5; ARIS Work Records (Agreements tab)

•	Enter the following Information:

(a)	Agreement number (Alpha characters should be entered at the end of the agreement number. For example agreement No. 58-0101-3-F123 should be entered in ETS as 58-0101-3-123F. Other Examples (NFCA 58-0101-3-
123N, MMOU 58-0101-3-123MM, MOU 58-0101-3-123M)

(b)	Type of Agreement: (1) click on "?", (2) select agreement type, (3) click "ok".

(c)	Specialist: (1) click on "?", (2) select a specialist, (3) click "ok".

(d)	Project number (CRIS): (1) click on "?", (2) in the "find" box, enter the the project no. after the %, do not input hyphens (3) click "find", (4) highlight appropriate number from the list, (5) click "ok".

(e)	Type Comments (if applicable)

•	Proceed by clicking on "Agy/ADODR/Finance" tab at the top of the screen.

Note: No data entry is required in the remaining fields on this screen.

Figure 6; ARIS Work Records (Agency/ADODR/Finance tab)

•	Enter the ARS ADODR Information:

(a)	Name: (1) click on "?", (2) in the "find" box, enter the % then the ADODR's last name, (3) click "find", (4) highlight the appropriate name from the list, (5) click "ok".

(b)	ADODR address information

•	Proceed by clicking on "Cooperator Info" tab at the top of the screen.

Note: Agency and Finance Office information will default for your Area, data can be modified if changes are necessary.

Figure 7; ARIS Work Records (Cooperator Info tab)

•	Enter the following information:

(a)	Type of Performing Organization: (1) click on "?", (2) select organization type, (3) click "ok".

(b)	Cooperator/ Sponsor/ Recipient: (1) click on "?", (2) in the "find"box, enter % then the name, (3) click "find", (4) highlight the appropriate city name from the list, (5) click "ok".

- Street address information must be entered

(c)	Cooperator/ Sponsor/ Recipient Designated Representative Information

•	Proceed by clicking on "Payment/Report" tab at the top of the screen.

Note:	If Cooperator information is not found, please contact EAD at 301-504-1142.

Figure 8; ARIS Work Records (Payment/ Report tab)

•	Mark the boxes in the following fields as appropriate:

Payment

Performance Reports

Financial Report

TO

•	Proceed by clicking on "Budget " tab at the top of the screen.

Figure 9; ARIS Work Records (Budget tab)

•	Enter the Accounting Code, FY, and Dollar Amount.

•	Add additional lines of funding by clicking on "Add Record" at the bottom of the screen (the cursor will move to the next line).

•	Click on "Calculate" to complete the budget screen.

•	Proceed by clicking on "Provisions" tab at the top of the screen.

Note: The total funding amount will propagate to the "Agreements" screen (Figure 5) and will appear in the Change in Obligation and Total fields.

Figure 10; ARIS Work Records (Provisions tab)

Note:	The boxes will appear checked on this screen as appropriate for the agreement type previously chosen on the "Agreements" screen (Figure 5). Boxes may be modified if changes are necessary.

•	Check "SF-LLL Certification/Disclosure Requirements Related to Lobbying" if your award is $100,000.00 or more.

•	Proceed by clicking on "List " tab at the top of the screen.

Figure 11; ARIS Work Records (List tab)

Note:	The new agreement will now be listed on this screen.

•	Locate the new agreement from the list and check the box to its left.

•	Select "Prints" from the tool bar.

•	Select either "Create REE-451" or "Create REE-451 with Comments".

Note: Comments will print as an attachment to the REE-451.

Note: Figure 12; (Security Information Screen) may appear, if so, click "continue" and Adobe Acrobat will automatically create and display the print file (Figure 13). Some systems may skip the Security Information Screen.

Figure 12; Security Information Screen

Figure 13; Unofficial Copy (review only) REE-451 (Adobe Acrobat)

•	Review the REE-451 for completeness and accuracy of the information.

•	Close the Adobe file in order to complete the Official REE-451. You will be returned to the List screen (Figure 11).

•	Locate the new agreement from the list and check the box to its left.

•	Proceed by clicking on "Signature" tab at the top of
the
scre
en.

Figure 14; ARIS Work Records (Signature tab)

•	Enter the ADO Signature Information:

(a)	ADO Name: (1) click on "?", (2) in the "find" box, enter the % then the ADO's last name, (3) click "find" or highlight the appropriate name from the list, (4) click "ok".

(b)	ADO date (do not enter)

(c)	Approved/Disapproved (do not enter)

•	Click on "List" tab at the top of the screen to save the record. The "Save Prompt" will appear, click "yes".

•	See Printing Instructions.

Note: ADO name will print on the REE-
451. ADO date and approval/disapproval will be entered upon receipt and acceptance of the award documentation (see Release instructions).

Create an Amendment

Figure 1; ARIS Welcome Screen

•	Click the "Extramural Tracking" Icon

Fig
ure 2; ET
S Su
bsy
ste
m Scr
een

•
Sel
ect "Ac
tive" then "ETS" from the tool bar.

Figure 3; ARIS Active Records (Query tab)

•	Enter the search criteria in any of the fields on the Query Screen to retrieve the agreement to be amended, for example: Agreement No., Control No., Project No., etc.

•	Select "Query" then "Execute" from the tool bar or press "Enter".

Fig
ur
e 4; ARI
S Active Records (List tab)

•	Mark the box to the left of the project that requires the amendment.

•	Select "Action" then "Create Amendment" from the toolbar. Click "yes" at the "Do you want to continue . . . " prompt. Next the "Marked record processing is complete" prompt will display, click "ok".

•	Select "File" then "Exit" to leave the Active File and proceed with data entry on the Work File.

Figure 5; ETS Subsystem Screen

•	Locate the amendment/work record in ETS, by selecting "Work" then "ETS" from the tool bar.

Note: The work record (amendment) that you have created will now be displayed
on this screen (Figure 6). The system will automatically propagate the new amendment number in the work record.

Figure 6; ARIS Work Records (List tab)

•	Select "Action" then "Query Screen" from the tool bar.

Figure 7; ARIS Work Records (Query tab)

•	Enter the search criteria in any of the fields on the Query Screen to retrieve the agreement to be amended, for example: Agreement No., Control No., Project No., etc.

•	Select "Query" then "Execute" from the tool bar or press "Enter".

Figure 8; ARIS Work Records (List tab)

•	Check the box to the left of the work record (amendment).

•	To modify any of the following tabs (select as applicable):

Agreements tab

- Period of Agreement - retrieved through Project No. (1) Go to Project No. Field, (2) click on "?", (3) in the "find" box, enter the % then the project no., (4) click "find", (5) highlight the appropriate number from the list, (6) click "ok".

- Change in obligation - propagates from the Budget screen (Budget tab)

- Comments - use this box to specify the amendment changes (Comments will print as an attachment to the REE-451.)

Figure 8; ARIS Work Records (List tab) continued

Agy/ADODR/Finance

Cooperator Info.

Payment/Report

Budget

(1) Enter Accounting code, FY, and dollar amount and (2) Click on "Calculate" button to complete the budget screen.

Note: Add additional lines of funding by clicking on "Add Record" at the bottom of the screen (the cursor will move to the next line)

Provisions (change as applicable)

Signature

- Enter the ADO Signature Information

(1) click on "?", (2) in the "find" box, enter the % then the ADO's last name, (3) click "find" or highlight the appropriate name from the list, (4) click "ok".

- ADO date (mm-dd-yyyy)

- Click on the applicable box to approve or disapprove the award.

•	Click on "List" tab at the top of the screen to save the record. The "Save Prompt" will appear, click "yes".

•	See Printing Instructions.

Create a Correction

A correction record is simply a record to fix something that was originally incorrect, such as a spelling error, a name, an address, etc. Once the correction is complete, it will override the original incorrect record in the Active File.

Figu
re 1; ARIS Welcome Screen

•	Click the "Extramural Tracking" Icon

Figure 2; ETS Subsystem Screen

•	Select "Active" then "ETS" from the tool bar.

Figure 3; ARIS Active Records (Query tab)

•	Enter the search criteria in any of the fields on the Query Screen to retrieve the agreement to be corrected, for example: Agreement No., Control No., Project No., etc.

•	Select "Query" then "Execute" from the tool bar or press "Enter".

Figure 4; ARIS Active Records (List tab)

•	Mark the box to the left of the project that requires the correction.

•	Select "Action" then "Create Correction" from the toolbar. Click "yes" at the "Do you want to continue . . . " prompt. Next the "Marked record processing is complete" prompt will display, click "ok".

•	Select "File" then "Exit" to leave Active records and proceed with data entry on Work records.

Figure 5; ETS Subsystem Screen

•	Locate the correction/work record in ETS, by selecting "Work" then "ETS" from the tool bar.

Note: The work record (correction) that you have created will now be displayed on this screen (Figure 6).

Figure 6; ARIS Work Records (List tab)

•	Select "Action" then "Query Screen" from the tool bar.

Figure 7; ARIS Work Records (Query tab)

•	Enter the search criteria in any of the fields on the Query Screen to retrieve the agreement to be corrected, for example: Agreement No., Control No., Project No., etc.

•	Select "Query" then "Execute" from the tool bar or press "Enter".

Figure 8; ARIS Work Records (List tab)

•	Check the box to the left of the work record (correction).

•	To modify any of the following tabs (select as applicable):

Agreements tab

- Period of Agreement - retrieved through Project No. (1) Go to Project No. Field, (2) click on "?", (3) in the "find" box, enter % then the project no., (4) click "find", (5) highlight the appropriate number from the list, (6) click "ok".

- Change in obligation - propagates from Budget screen (Budget tab)

- Comments - use this box to specify the amendment changes (Comments will print as an attachment to the REE-451.)

8; ARIS Work Records (List tab) continued

Agy/ADODR/Finance

Cooperator Info.

Payment/Report

Budget

(1) Enter Accounting code, FY, and dollar amount and (2) Click on "Calculate" button to complete the budget screen.

Note: Add additional lines of funding by clicking on "Add Record" at the bottom of the screen (the cursor will move to the next line).

Provisions (Change as applicable)

Signature

- Enter the ADO Signature Information

(1) click on "?", (2) in the "find" box, enter % then the ADO's last name, (3) click "find" or highlight the appropriate name from the list, (4) click "ok".

- ADO date (mm-dd-yyyy)

- Click on the applicable box to approve or disapprove the award.

•	Click on "List" tab at the top of the screen to save the record . The "Save Prompt" will appear, click "yes".

•	See Printing Instructions

Printing Instructions

Figure 1; ETS Subsystem Screen

•	Select "Work" then "ETS" from the tool
bar.

Figure 2; ARIS Work Records (List tab)

•	Locate the agreement from the list and
check the box to its left. (You may use
the "Query" feature page

29, figures 6-7)

Figure 3; ARIS Work Records (List tab)

•	Select "Prints" from the tool bar.

•	Select either "Create REE-451" or "Create REE-451 with Comments".

Note: Figure 4; (Security Information Screen) may appear, if so, click "continue" and Adobe Acrobat will automatically create and display the print file (Figure 5). Some systems may skip the Security Information Screen.

Figure 4; Security Information Screen

Figure 5; Official Copy of the RE
E-451 (Adobe Acrobat)

•
Review the REE-451 for completeness and accuracy of the information.

Figure 6; Print Option Screen

•	Select "Print" then "ok".

•	Close the Adobe file. You will be returned to the List screen (Figure 3).

•	Printing is complete!

Figure 1; User Logon Screen

•	Enter your username:

•	Enter your password:

•	Enter the database: (ARIS)

•	Click on the "Connect" button

Fig
ure 2, ARIS Welcome Screen

•
Click the "Extramural Tracking" Icon

Figure 3; ETS Subsystem Screen

•	Select "Work" then "ETS" from the tool
bar.

Note: The work records (new & amended) that you have created will be displayed on this screen (Figure 4).

•	Select "Action" then "Query Screen" from the tool bar.

Fig
ure 4; ARIS Work Records (List tab)

Figure 5; ARIS Work Records (Query tab)

•	Enter the search criteria in any of the fields on the Query Screen to retrieve the agreement to be released, for example: Agreement No., Control No., Project No., etc.

•	Select "Query" then "Execute" from the tool bar or press "Enter".

Figure 6; ARIS Work Records (List tab)

•	Mark the box to the left of the project to be released.

•	Select "Action" then "Release Record(s)" from the toolbar.

•	The record is released to Work Status until the overnight process is run which moves it to the Active File.

Other Information

Entering existing active agreements:

Note: Effective immediately, it is very important that you begin to enter your active agreements into ETS. Start with FYO3 agreements first. Agreements for the first and second quarters of FYO3 were entered by EAD, however it is suggested that you check to insure that all agreements are there and that the data is accurate.

When entering an agreement's financial history, the historical accounting information must be entered in the "Budget" tab. Documenting the full history (time extension, changes in ADODR and PI information, etc.) in the "Comments Field" on the "Agreements" tab is optional. Follow the steps below before entering historical data:

•	Query the Active File in ETS and;

•	Check list of previously entered agreements (provided by EAD)

•	If the agreement is found, verify the information and if necessary create a correction to correct the information. (See "Create a Correction" instructions).

•	If the agreement is not found, follow the instructions to "Add a New Agreement".

•	If you have any questions, please call EAD on 301-504-1141 or 504-1142.

Properly exiting ETS

•	Select "File" then "Exit" from the tool to properly exit ETS.

Using the Search feature in ETS

•	Helpful tip: When using the search feature in ETS, try using KEYWORDS. For example, when searching for University of Maryland search using

"% Maryland".

Idle time

•	If you are idle for more
than 15 minutes the
system may log you off.