Tag Archives: Access

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The Manage Access page allows anyone with read/write access to a subaward to assign additional editors and readers, beyond the primary contacts/owners, to cover absences and collaborate in a more intuitive and consistent way across SAGE.

When you assign access to someone, you indicate either read/write or read-only access to your subaward.

You can navigate to the Manage Access page from either a request in Composing status or from the subaward overview page for all other statuses. Select the Manage Access button in the upper left area.

manage access button

This page has two sections: Subaward Managed Access and Related eGC1 Access.

Subaward Managed Access

This section lists the individuals that currently have access to the subaward and allows you to grant access to others. The list includes each person’s name, permission type and reason.

subaward managed access section

The first individuals listed have a permission type of Owner. They are the UW PI, Subaward Preparer, and Financial Contact, as indicated in the Reason column. Each of these owners is always listed, even if one person has more than one role.

As you assign access to additional users, they will be listed below the owners. Their permission type will be either Read Only or Read/Write depending on what you choose. The reason will be Assigned Access.

Permission Types

  • Read Only access allows the person to view the subaward, but not edit it.
  • Read/Write access allows the person to edit the subaward.

Note: Only subawards for which you have read/write access will appear on your tasklist. You can search for and then view any subaward for which you have read-only access.

Add a User

To add a person, start by selecting the Add Another User link. The Personnel Chooser dialog will display. Use it to search for and select the desired person. The Manage Access page will refresh and display the added person.

Note: the default access permission type is Read Only.  You can use the drop-down menu to change the permission to Read/Write.

Remove a User

To remove a person with assigned access, click on the trash can icon to the far right of that row. The system will not prompt you to confirm the deletion.

Related eGC1 Access

manage access related e g c 1 list

Anyone who has access to an eGC1 (PI, contacts, or assigned read/write or read-only access) can view a subaward which has that eGC1 as the parent of any of the subaward’s funding actions.

Permission types for these individuals are either their eGC1 owner role or the type of assigned access on the eGC1. The reason column will list the number of the associated eGC1. The possible owner roles are:

  • Principal Investigator
  • Administrative Contact
  • Budget Contact
  • eGC1 Preparer
  • Budget Preparer (if the eGC1 has a linked SAGE Budget)

If your access to the subaward is through an eGC1, the subaward will not appear on your tasklist. However, you can search for it and then open it to view.

February 2017 SAGE Subawards Release 3

This final release for the SAGE Subawards Project includes priority items requested by preparers as well as some updates that will allow OSP to manage subrecipient profile data more effectively.

Managed Access

To make it easier for subaward preparers to cover absences and to allow for broader department review and access to subawards, you can now add additional users (beyond the three UW contacts) with either read/write or read-only access.

Expanded Subrecipient Profile

To improve OSP’s ability to report subaward information to sponsors and auditors, we have added the following attributes to the subrecipient profile in SAGE:

  • Employer Identification Number (Federal Tax ID)
  • DUNS and DUNS +4
  • Country

Subrecipient Types have also been revamped to better align with reporting requirements.

Attachments Display Changes

  • From a link on the Subaward Overview page, you can now view a consolidated list of attachments for the entire subaward.
  • On the subaward request details page, the Attachments section now visually separates attachments that departmental subaward preparers uploaded from those that OSP did.

Performance Improvements

Using the Subawards section of SAGE and SPAERC will now be faster and more responsive, allowing you to accomplish what you need to get done with less waiting.

Improved Validations

The Start and End Dates on subaward requests are now checked by the system to ensure they make sense within the context of the broader award and subaward. This will help alert you to any easy mistakes made when preparing a request.

Other Enhancements

SAGE Tasklist

  • The SAGE tasklist now displays the most recent BPO number, rather than the one listed on the first request. Searching the tasklist will also now only return subawards where the most recent BPO matches your search criteria.

Subaward Overview Page

  • A visual cue has been added to the Request in Process section on the Subaward Overview page to make it easier for users to identify how to open the details of request.
  • A new Modification Number field has been added, which will be populated by OSP in SPAERC but will be visible on the Subaward Overview page in SAGE as well. The Modification Number will confirm the sequence of changes to the subaward agreement.
  • You’ll now see the BPO number associated with each request, within both the Requests In Process and Processed Requests section of the Subaward Overview, for easy reference.
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In order to create a new subaward for any existing eGC1, you must have the ASTRA Subaward Preparer role.

Beyond that, your relationship to the subaward will determine whether you can edit or view it.

Campus Role or Access Type Create New Subaward or Modification Edit Composing, Withdrawn, or Returned Subaward Requests Edit Contact Information (from Overview Page) Edit Manage Access List Open Subaward & View Request Details
ASTRA Role Subaward Preparer YES YES YES
Subaward Contact (PI, Preparer, Financial) Create only Modifications YES YES YES YES
Assigned Read/Write Access Create only Modifications YES YES YES YES
Assigned Read-Only Access YES
Any Role on any associated eGC1(s) YES

Notes:

  • The category “Any Role on any associated eGC1(s)” includes anyone who has access to an eGC1 (PI, contacts, or read/write or read-only access) that is related to the subaward through its Funding Action(s).
  • The Edit Contact Information applies only to the following:
    • Subaward Preparer
    • Financial Contact
    • Subrecipient Contact
Once a budget is connected to an eCG1, what are the access rules for each item?

See the SAGE Budget and eGC1 Shared Access Data user guide article for details.

Any person with access to the eGC1 can view its connected budget, but users with access to the budget must be granted explicit permission to the eGC1 in order to view it.

A person’s ability to edit a connected budget is determined by the access they are granted to that budget. If a person with access to the eGC1 has not explicitly been assigned access to its connected budget, they will be able to open and review the budget from the eGC1, but they will not be able to edit it.

Anyone with access to the budget can verify their access to the eGC1 by looking on the History tab of the budget. At the bottom of the page, click the + sign to expand the pane for the Budget Period connected to the eGC1 you want to access, and then click View eGC1. If you do not see the View eGC1 link, it is because you do not have permission to view the connected eGC1.

Why is my budget in read-only mode, when I have read-write access?

There are several reasons your budget might be in read-only mode:

  • If you opened an older version of your budget by clicking a Budget Edit Number from Budget History, it will be read-only. If you do not see the Assign Access tab or the History tab from your budget, you are viewing an older version of your budget.
  • Your budget may be linked to an eGC1 that is routing, in which case it is not editable. You can verify this by checking the budget status from the History tab of your budget.
  • Someone else may be working on your budget. Only one person may edit the budget at a time. The banner at the top of the Budget page indicates when another person is working in the budget.
How can I grant somebody in a different department access to my budget?

To enable another person to view and modify your budget, you must assign them read-write access. See the user guide article on assigning access.

Be sure to notify the person that they have been granted access to your budget, as the system will not automatically notify them.

Why is my eGC1 in read-only mode, when I have read-write access?

First, verify that you have read-write access by checking the Contacts & Assign Access page. Next, you should contact the person listed in the banner and ask them to exit the item properly by clicking the Save & Close this egCC1 link or the Back to My eGC1s link.

See Access Issues: Locked for Editing for more details.

How can non-UW employees access and use SAGE?

All SAGE users must have a UW NetID and a UW email account. UW departments/divisions may obtain sponsored UW NetIDs for people who do not have them, such as new hires.

UW departments will also need to authorize access by assigning the appropriate SAGE roles in ASTRA.

Note: Email notifications generated by the SAGE approvals process are generally sent to a user’s UW netid@uw.edu email address. This email can be forwarded to another account for your convenience.

How do I get authorization to use SAGE, and how long will it take?

In order to access SAGE, permission must be given via ASTRA (Access to Systems, Tools, Resources, and Applications) which provides Web-based management of authority for UW administrative applications.

Ask your local ASTRA administrator to authorize the appropriate SAGE ASTRA Roles for you. If you try to log in to SAGE without an authorized role, SAGE will display a list of your authorizers.

ASTRA authorizations generally take effect almost immediately. If you are already logged into SAGE, log out and then log back in again to pick up your new authorizations.

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When you have read-write access to an eGC1, but find that you are in read-only mode, it can be frustrating.

There are three possible reasons why your eGC1 might open in read-only mode:

Reason Description
Status To make changes to a Routing eGC1, you must withdraw it. If your eGC1 has reached In OSP status and you have indicated “Yes” for the Ready to Submit question, contact OSP to have them return the eGC1 to you; otherwise you can withdraw it.
Locked for Editing – 1 Your eGC1 was already being edited by another user when you opened it. Only one person may have an eGC1 open for editing at a time. You can see who is currently editing an eGC1 by looking at the top of any page.

To resolve this situation, contact the person who is editing the eGC1 and ask them to close the eGC1 to allow editing by a different person.

Locked for Editing – 2 Another user recently exited your eGC1 without closing out of the eGC1 correctly. When this occurs, the system maintains an active status for the eGC1 in the SAGE database for 45 minutes, even after the user closes his or her browser.

To resolve this, the user who exited incorrectly must log back into SAGE, re-open the item, and then close out properly. If the user is unavailable, you can wait 45 minutes, at which point the system will automatically log the person out, or you can call the ORIS Help Desk (685-8335) for further assistance.

Note: To close an eGC1 properly, click the Save & Close this egCC1 link or the Back to My eGC1s link. Do not just close your browser window.