Job Aid for Approvers

Overview

This is a dynamic workflow-based system used for drafting, review, and approval of HR-RAMPS cases (previously known as Pink Folders). The system uses pre-defined case templates to identify the metadata, routing & approval options, and associated documents. Case routing can be modified at the time of initiation by the Initiator. Routing updates allow for addition and deletion of reviewers, re-ordering of review steps, and changing reviewers as well as approvers. Subsequent steps allow metadata and documents updates. Cases can be returned to the Initiator from any step in the workflow and be re-routed as needed.

As an Approver, you are responsible for providing executive level review and signature on all specified documents using DocuSign.

Working On An Assignment

  1. HR-RAMPS will send out notifications when a step in the workflow requires action. Click on the assignment link in the email to open the step.
    HR-RAMPS User Guide
  2. You can also work on the assignment from the My Assignments tab of the Dashboard.
  3. The steps that have been completed are shown with a green checkmark. The workflow below has been approved by DDIR and has been reviewed by the CPD Unit Chief. For certain case types, Executive level review steps may follow initial approval steps, if required.
    NIH DDM Approval
    Approver Info HR-RAMPS
  4. The button will send the workflow back to the Initiator from where it can be re-routed.  Comments must be included when returning a case to identify the reason for the return.
    Return button
  5. The Executive Review steps in the Approval section get the button whereas the Approval steps get the button. Clicking on either of these buttons will take the user to DocuSign interface where Executive Reviewer can review the documents and the Approve can sign and review the documents as needed.
    Signature Example
  6. The DocuSign interface guides the user through the signing ceremony. Clicking on takes the user to where the signing fields are. The label changes from to once it is clicked.
    Start
    Sign
  7. Click the box to place the signature.
    Sign
  8. The date is automatically stamped with the date signing is taking place.
  9. Click when done with reviewing and signing the document. The document moves to the next approver in the list.
    Finish

First Time DocuSign Approvers

When Approvers first access the DocuSign interface, they will be guided through setting up their default signature. Upon clicking the following Adopt Your Signature screen will come up. The system will default the Approver’s name and select a style of signature. The Approver can change the style or use the default style presented and click to choose the signature. This window is only presented the very first time Approver signs a document using DocuSign and system will remember the setting from then on.

Adopt Signature

My Assignments Dashboard
 

HR-RAMPS Example
  1. By default, results are sorted by Date Assigned. Click on the Column Headings to re-sort.
  2. Your assignments are hyperlinked in the Current Step. Click on the link to open the assignment.
  3. The results can be filtered using the search filter field. Enter any of the case data visible in the dashboard or the data entered in the Brief Summary field on the form to search.

In-Process Workflows

  1. Check the status of running workflows using the In-Process Workflows dashboard. The columns Current Step and Current Assignee indicate what step the workflow is in currently and who the assignee is.
  2. Results can be exported using the button.
    Export
  3. By default, results are sorted by Date Assigned. Click on the Column Headings to re-sort.
  4. Additional options are available for in-process workflows. Click on the to reveal an action menu. View Summary option shows a read-only view of the case. The case metadata, documents, and comments are available.
    HR-RAMPS Example
View Summary HR-RAMPS

Timeline option shows an audit trail for the workflow.

Workflow Timeline

Completed Workflows

  1. All the completed workflows are available on this tab. The results are sorted by the Date Completed field.
    HR-Example
  2. Results can be exported using the button.
    Export
  3. Click the button to reveal the additional filters. More than one filter can be applied at the same time to refine the search results. Each filter is a dropdown containing the values from the completed dashboard. Only one value can be selected per filter field.
    HR-Filters
  4. To remove a filter, simply click X.
    HR-RAMPS Example

Contacting Help

Each Office/Division has a Business Administrator(s) who can provide assistance or contact the NIAID Helpdesk if needed.  Please contact your Business Administrator listed below for assistance.

Office/Division Business Administrator
OD Executive Office
Executive Secretariat
Office of the Deputy Director for Management
Office of the Deputy Director for Intramural Research
OHR/OD/IMOD
Ieshia Hobbs
Allison Magid
OIMP/ASB Jennifer Lampignano
Jessica Watson
OIMP/EDB Shawn Mullen
OIMP/RMB Jean Wartonick
CPD Sorel Barcelo
Jason Howell
Alex Knobel
Erika Kalkofen
CSD Aurelie Eggert
Joyce Robinson
CSD (Branch C Only) Sharde Grinder
What was the best thing about this page?
What was the worst thing about this page?
Do not include personally identifiable information (PII). Please review our privacy policy.

Can we make this page better?

Let us know if you can't find the information you need, have a suggestion for improving this page, or found an error.

If your question requires an immediate response, please use the Contact Us form.

Do not include personally identifiable information (PII). Please review our privacy policy.