SAGE-to-Workday Integrations
- Award Integration When an Advance Exists: When an Award Setup Request (ASR) is routed to GCA and an award in Advance Spend status already exists in Workday, SAGE now sends the remainder of the award setup data to Workday. This integration will reduce manual entry for GCA and expedite processing of new awards from an existing advance.
- Allow GCA to Select Award Lines to Integrate to Workday: When transitioning from an award in Advance Spent status to a fully setup award in Workday, GCA may now use the associated ASR to select which SAGE Budget worksheets should integrate as award lines in Workday. This prevents duplicate lines from being set up when multiple award lines already exist. When an award in Advance Spend status does not already exist, all award lines will be integrated by default.
Note: This feature is visible within SAGE Central for OSP and GCA only.
- Display Message for GCA for Award Setup Requests for Advance Spend Awards: When transitioning from an award with Advance Spend status to a fully setup award in Workday, the associated ASR now displays a message for GCA to indicate that an Advance exists and provides guidance on system behavior.
Award Setup Requests
- Display Workday Award Number in Header: When viewing an ASR in Processed status or one with an associated processed advance, users now see the Workday Award ID referenced in the header of the ASR.
- Display Workday Budget Totals by Object Class and Ledger: All ASR users can now see the object class, ledger names, and totals within the Budget and Lines section. This represents the amounts by object class that will be sent to Workday via integration to establish the Workday Award Plan.
- Customize View for Budget and Award Lines Section: All ASR users can now customize their Budget and Award Lines section to view or hide the object class/ledger or award line details for more concise viewing.
- Fix: Erroneous Validation Messages on Award Setup Requests: Budget-related validations in an ASR will now only show when specific SAGE Budget or award line data is missing or problematic. The validation message now clearly specifies when a budget is not connected to a request.
Advance Requests
- Advance Request Form Changes: Advance Request formatting has been adjusted to align with the design of the Award Setup and Modification Requests. This consistency improves the user experience and supports the future integration of Advance Requests. Key changes include:
- Request Form Header: When available, the Workday Award ID and the legacy (FIN) budget number now display in the header of the advance.
- Navigation: The right side panel of eGC1 information has been relocated to the General Information section of the left navigation.
- General Information Section: The following eGC1 fields now display in the General Information Section: short title, long title, Sponsored Program Activity type. A new subsection now provides RFA details from the eGC1 for GCA benefit. Additional help text has also been added to clarify alternative department worktag needs. These same fields display in the Review and Submit section and the Request Summary once the request has been submitted.
- Supporting Attachments Section: GCA can now add attachments to the Advance Request.
- GCA Team Assignments Moved to “More Options”: GCA can now assign advances in the same way as other requests, adding consistency to their views and processes.
- Renewal Advance Form Help Text Update: The General Information section of a renewal advance is now updated with help text to prompt users to add information related to the worktags in need of renewal.
Award Requests List
- Label Update for Filter by Principal Investigator: The “By Department/Center” header in the Filter Requests section now reads “By Principal Investigator.” This filter allows users to display all requests for a given PI. Searches can be refined by selecting additional status filters.
eGC1/Applications
- Fix: Applications Tasklist Sort in SAGE Central Not Working Properly: In SAGE Central, the Applications tasklist now properly returns sorted results when more than one sort level is specified.
- Fix: Personnel and Role Type Search Not Working Properly in SAGE eGC1 Tasklist: Searching by personnel lookup and role type in the SAGE eGC1 tasklist is now functioning as expected.
Contents
SAGE Award Request List Filters
The following enhancements to the Filter List provide more options to help users quickly and easily find their awards:
- New Filters: Users can now select the new “All Statuses” or “All Request Types” filters.
- Filter Defaults:
- When filtering “By Award” and selecting a Workday Award ID, SAGE will automatically set the secondary filter to “All Request Types,” however users can choose to select only the request types they need before applying the filters.
- The Filter List now clearly indicates which status and request types are selected by default (default selections are blue and include a checkmark).
- For campus users, “All Statuses” and “All Request Types” will be selected by default.
- For the Office of Sponsored Programs (OSP) and Grant & Contract Accounting (GCA), default statuses will be selected for their team’s statuses only.
- Reordered Filters: Based on user feedback, filtering “By Award” and “By Department/Center” now displays at the top of the Filter List.
SAGE Award Search Update
The Award search label has been updated from “Application (eGC1) ID” to “Request Application (eGC1) ID,” for added clarity around which eGC1 users are searching.
Reminder: Modification requests will only display in search results when a modification eGC1 was entered on the request.
SAGE Budget Alert & Validation for 03-62 (subaward) Line Entries
As an added reminder, SAGE Budget now displays an alert that the 03-62 (subaward) line entry is for the proposal budget only. Additionally, Award Setup Requests that include 03-62 as a line entry will be blocked from submission, and users will be reminded to instead create a subaward worksheet.
Contents
Features and Fixes
SAGE Awards
New Data in the Award Request List
The following data has been added to the Award Requests List, for quick, at-a-glance context around each request:
- Short title (added for Modifications; already exists for Awards)
- eGC1 (added for Modifications; already exists for Awards)
- Cost Center ID (added for Award Setup Requests; may not appear for Modifications)
- Principal Investigator
- Workday Award ID
- Sponsor Name
- Prime/Originating Sponsor Name
Filter Enhancements in the Award Requests List
The following enhancements for filtering the Award Requests List improve performance and provide more filter-by options:
- Award Filter Buttons
- To improve performance when selecting award filters, users now need to select the new “Apply Filters” button at the top of the Filter Requests sidebar in order for the filtered results to display. Users can also remove all filters by selecting the new “Clear Filters” button
- Filter by Award ID
- Users can now filter the Award Requests List by Workday Award ID to see all Award Setup, Modification, or Advance Requests (ASRs, MODs, and ADVs) for a given award. This is helpful in confirming if a request has already been started, or to quickly monitor outstanding items for a particular award.
- Note: When filtering by Award ID, users will only see items that they have permissions to view per the “Access and Roles” section. When searching for a given award, users will see all results, though they will only be able to view items they have access to.
- Note: There is a known bug where recently processed ASRs may not display the Workday Award ID in the Award Requests List.
- Filter by Principal Investigator (PI)
- Users can now filter the Award Requests List by PI. This allows users to view all requests (ASRs, MODs, and ADVs) for the selected PI.
Workday Awards Now Sync to SAGE
Workday awards are immediately available in SAGE for users to create subaward and MOD requests once the new ASR or ADV is processed in SAGE. The data sync also backfills data from converted awards and awards processed prior to this release.
SAGE Advances
Update: Status Filter for Processed Advances is Reactivated
The “Processed” status filter found on the Advance Tasklist is now reactivated for users. To protect system stability, the filter had been temporarily deactivated while performance improvements were pending.
SAGE Budget
Budget Export Fields Added
Cost Center, Security Grant Hierarchy, and worksheet-level Principal Investigators have been added to SAGE Budget exports. When budget exports are attached to MODs, these details will help GCA with the required setup in Workday.
Contents
Features and Fixes
SAGE Awards
Search Award Request List by eGC1 or Request ID
Users are now able to search for Award Setup, Modification, and Advance Requests from within the Awards section by either the Request ID (ASRxxxx, MODxxxx, ADVxxxx) or the Application (eGC1) ID (Axxxx) associated with the request. This is an exact-match search, so the full ID is required.
Note: For modifications, searching by Request ID is more accurate, since the eGC1 associated with the request may not always be populated.
SAGE Advances
Fix: Advance Extension Requests Budget Selection
Advance Extension requests no longer require selection of a budget number or sub budget, and can proceed with submission to GCA.
SAGE Budget
Fix: SAGE Budget Contacts and Access Caching Issue
An issue has been resolved where SAGE Budget contacts and access were not refreshing properly when navigating between budgets. The system now refreshes as expected, and users no longer have to do a manual refresh to see the accurate list of individuals.
Infrastructure and Performance Improvements
Improved Load Balancing Across Production Servers
In order to better handle the volume of users in SAGE and improve system stabilization, a change was made on 11/20/2023 to modify the approach used to balance users and system calls across the multiple production servers that support SAGE. ORIS and UW-IT have collaborated on the solution and are jointly monitoring its success and stability.
Optimized SQL Server Settings for Improved Stability and Performance
In order to improve performance of the SAGE Suite applications, a review of the SQL Server has been performed, and settings have been modified per best practices. Indexes have also been added to support improved performance.
Improved Error Handling for Award Request Workflow Status Delays
When the event handling service does not return the new status for a request that is returned, denied, or approved within a reasonable timeframe, the system will only retry a specified number of times before the user will get a message to try refreshing later. This will prevent possible system issues if retries continue indefinitely.
Note: This update will go out independently of the other updates, shortly following the release.
Refactored Approach to Search and Future Filters
The technical approach to award search and filtering was refactored to address past performance issues. This refactoring supports the search feature and will yield significant improvements for users with the additional filtering coming in the December release.
Awards Comments & History
The Comments & History section displays entries for events in the award request process. You can also add a comment at any time. The entries display in reverse chronological order, so the most recent one is first.
The following image shows an example of this page for a fully processed award.
Note: Not all actions have comments, such as system-generated history events. For those entries, a dash (-) will appear in the Comment column.
You can manually add a comment by selecting the Add Comment button above the table, as shown in the following image.
A dialog window will display. When you start entering your comment, the Add Comment button in the lower right corner of the window will be enabled. Ensure you add explanatory comments to your requests for anything that might not be clear to OSP or GCA. Select Add Comment to save your comment.
You can only delete your own manually added comments. To remove the comment, select the trash can icon to the right of the comment in the table.
You can also add a comment from anywhere within the Award Setup Request by selecting the “more actions” (3 vertical dots) icon at the far left of the header, and choosing Add Comment.
| Information Type |
Sample Information to provide within comments |
ASR |
MOD |
| Explain what you are asking for on the Modification request |
- No Cost or Temporary Internal Extension?
- Please extend Workday Grant IDs GR123456, GR123457
- Change of PI?
- We need to change Dr. XYZ to Dr. ABC
- Progress report/RPPR?
- Indicate the request is for a progress report
|
|
X |
| URL for SAGE Budget snapshot
required for all MODs requesting funding changes |
E.g.: Budget snapshot: https://sage.admin.uw.edu/…06:21.1234567: 00
For help with creating and adding SAGE Budget snapshots to MODs, use the following 2 job aids:
|
|
X |
| Compliance Details |
IRB study numbers and approval dates or if items are pending, indicate they are pending:
UW IRB STUDY00123456 approved thru 1/26/25
OAW approval uploaded to Supporting Attachments
Dr. Harriette Husky is in the process of completing her FCOI training |
X |
X |
| Sponsor Contact information |
Please send all correspondence to sponsor contact: Dr. Jane Doe, jane.doe246@acme.com |
X |
X |
| Sponsor Deadline for Accepting Award or Modification? |
Include details about the deadline |
X |
X |
| Awards with Advances |
ADV12345 approved for this award |
X |
|
| NIH fellowship awards |
I am working with the fellow and mentor to get original signatures on the Activation Notice. Once I have these, I will send the original to OSP for institutional signature and to send to NIH. |
X |
|
Comments & History Event Entries
The system will add an entry for the events described in the following table. The “Comment Type” column indicates if there will be any comment text, and if so, whether it is system-generated or user-entered.
| History Event |
Event Trigger |
Comment Type |
| Created request |
Clicking “Select” button next to eGC1 |
(none) |
| Submitted for routing |
Clicking “Submit & Route” button on Review & Submit page |
System-generated |
| Resubmitted for routing |
Clicking “Submit & Re-Route” button on Review & Submit page after a return |
User-entered and required |
| Approved |
Clicking “Approve” button on Request Summary page of routing Award Setup Request or Modification Request |
(none) |
| Returned |
Clicking “Return Request” button in return modal of Award Setup or Modification Request |
User-entered and required |
| Withdrawn |
Clicking “Withdraw” button |
(none) |
| Added ad hoc approver |
Clicking “Add ad hoc Approver” button in add approver modal |
User-entered and optional |
| Removed ad hoc approver |
Clicking “Remove Approver” button on the ad hoc approver’s workflow graph node |
User-entered and optional |
| Commented |
Clicking “Add Comment” button on the Comments & History page, or by selecting “Add Comment” from the “more actions” menu in the advance header |
User-entered and required (to complete process) |
