Tag Archives: eGC1

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Use this section to identify the countries where research will occur.  Note: this question was formerly on the Details page.

If you answer “Yes” to the question “Is any portion of this project conducted internationally?” the country search box displays. You must select at least one country. The country list is the more comprehensive international standard ISO 3166.

Once you have entered at least three characters in the search box, the system will display a list of matching countries. The match may occur at the beginning of the country name or within the name. Click on the country name to select it. Search for and select as many countries as needed.

Once a country is added to the list, a delete icon (trash can) appears in the Actions column. Selecting it will remove the country from the list.

The following image shows the question answered Yes and two countries selected.

international involvement section

Use the “Back to Activity Locations Summary” link at the bottom of the page to return to the main Activity Locations page. Select the Expand + link to see the data you entered in read-only view. Use the “Edit Section” link to re-open the section for editing. The following image shows the read-only view of the data.

international involvement summary

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The Common Interdisciplinary Organizational Unit Reviewers section of the PI, Personnel, & Organizations page allows you to select one or more units for your application.

The units are:

  • Center on Human Development and Disability (CHDD)
  • Alcohol and Drug Abuse Institute (ADAI)
  • Washington State Transportation Center (TRAC)
  • Radiology Services
  • Primate Center (only on historic applications)

Selecting a unit automatically adds their reviewers to the approval flow.

In addition, if you select CHDD, ADAI, and/or Radiology Services, the School of Medicine will be added as a Watcher.

September 2017 SAGE Maintenance Release

Personnel Roles and Approvals

New “Application PI” Role

For certain types of funding applications, there is a need to list a PI (Principal Investigator) on the sponsor application forms that differs from the PI on the eGC1. This is often the case with NIH Career Development mentored opportunities and Fellowships, when the PI on the sponsor forms does not meet the eligibility requirements necessary to serve as a UW PI.

In order to better identify and accommodate this situation, a new personnel role type has been created on the “PI, Personnel and Organizations” page, called “Application PI”. When the Application PI role is selected, additional contact details for person will display and be editable. This will allow preparers to call out the contact information to be used on the sponsor forms. This is particularly important for NIH applications using Grant Runner.

This new role should only be used when there is a need to designate a different PI on the sponsor forms than on the eGC1.

“Application PI” flow to Grant Runner Forms

When an Application PI role is assigned to a personnel entry, and Grant Runner is being used to complete the sponsor forms, then the Application PI name and contact information will automatically flow through to the SF 424 and Key Person Expanded forms where the Application PI is listed.

“Application PI” and Approvals

When an Application PI is identified in the Personnel section of the eGC1, that individual will automatically be added to the approval graph, directly after the eGC1 PI. As such, they will automatically receive the same approval notification email that the eGC1 PI receives.

When the Application PI initiates their approval, they will be presented with an Assurance Statement, in the same way that the eGC1 PI is. Their approval will also represent that they have read and are providing the appropriate assurance as required by the sponsor.

“Multiple PI” Approval Changes

In order to improve efficiency and ensure compliance with federal rules around provision of assurance statements by Multiple PIs, SAGE will now automatically add personnel with the role type of Multiple PI to the approval graph. As is the case for the eGC1 PI and Application PI, the Multiple PIs will automatically receive approval notification email, and will be presented with an Assurance Statement at time of approval.

 

Bug Fixes: SAGE Suite

Budget: Cannot add personnel on the day they end one position and start another

You can now add personnel to a budget as they transition from one position to another.

Budget: Refresh Rate updates

Now on the Update Periods modal when you “refresh rate” for a period:

  • The rate will update for that period and no other periods.
  • If you have previously set a custom rate, the “custom” checkbox will be cleared.

Now on the F&A tab in a budget, when you “refresh rate” the “custom” check box and any justification text will be cleared for all periods and reset to the base rate.

PI & Personnel: Improved error handling on attempt to enter same person twice

When a user inadvertently attempts to add the PI to the Personnel section of the eGC1 or attempts to add one of the personnel as a PI, the system will now provide a clear message that a person can only be added to the PI, Personnel & Organizations page once.

 

July 2017 SAGE HR/P Release Fixes

Release date: 7/11/2017

SAGE was updated July 6th to reflect Workday salary and payroll data. This release includes a few fixes to the SAGE system.

Re-enabled Items

We’ve re-enabled the following

  • Personnel Chooser: Re-enabled the ability to search for group NetIDs
  • Approvals Tab: Re-enabled the Advanced Search
  • Subcontract Sub Budgets: Re-enabled the ability to set custom fringe benefit rate settings for sub budgets of type Subcontract

Fixes

  • eGC1 PDF: The PDF version now displays the complete Compliance Details column as well as the new Additional Organizational Unit Reviewers section
  • SAGE Budget for Student Aid: The Update Periods window for (08) Student Aid now displays the correct summary amount and no longer displays the unnecessary  “Line Setup” button.
  • Update or Convert Salary: If you edit a HEPPS Salary and Wages line, the Line Setup modal will provide a link to “Convert” the salary if:
    1. You have access to the budget
    2. The Last Period End Date is in the future
    3. The line was added via “Add Personnel” rather than “Add TBD”

    For Salary and Wages lines created or last updated with Workday data, the Line Setup modal will allow you to “Update” the salary if the above criteria are met.

July 2017 SAGE HR/P Release

SAGE General Updates

Updates throughout SAGE Suite.

Data Source Updates

SAGE Suite will now use Workday data rather than HEPPS data.

Infrastructure Updates

Technology updates were made to modernize and stabilize SAGE system as areas of the software were updated.

SAGE Personnel Chooser (throughout SAGE Suite)

Search Options

Now search by EmployeeID, in addition to Name and UW NetID 

Academic Appointments and Positions

When a Position and Academic Appointment are linked, they will be combined and displayed in one line

Displayed Fields

  • Employee Name will display legal name
  • Title will display the more useful Academic Appointment title when available. If not available, then Position title will display.
  • Academic Appointment Type will display next to Title. This is new data available through Workday that provides information about the nature of the Academic Appointment.  Academic Appointment Types can be Primary, Joint, Dual, or Admin.  Academic Appointment Types are not applicable to Positions.
  • Associated Organizational Units will display:
    • Organization Name and Code display for Positions and Academic Appointments associated with a Position
    • Supervisory Organization Name and Code display for Academic Appointments not related to a Position
    • An indicator of a person’s Primary Position now displays next to the unit where the Primary Position resides. Primary Position replaces the former “home department” concept when determining necessary approvals.

SAGE eGC1 PI, Personnel, & Organizations Page Updates

Additional Organizational Reviewers Moved to Renamed PI, Personnel & Organizations Page

The former FG-9 Compliance page question for identifying additional organizational reviewers has been moved to the PI, Personnel & Organizations page, to align it with the personnel entries that are also feeding the approval graph.  While selecting personnel, if joint appointment units need to be identified, you can now do so from the same page.

View Approval Graph link added to PI, Personnel & Organizations Page

The View Approval Graph link will now show in two places on the eGC1 — on the Certify and Route page (as always) and now also on the PI, Personnel & Organizations page.  While you are changing personnel and adding additional organizational reviewers, this newly added link will allow you to quickly view the impact of your changes on the approval graph.

Primary Position Organization Code Added to Personnel Summary List

Once a person and their corresponding position have been added to the list of personnel, you will now see the organizational units for both the selected position and primary position for the chosen person.  This will be a reminder that the primary position’s organizational unit will appear on the graph as well as the selected position.

SAGE Compliance Page Update

The additional organizational unit reviewers question (FG-9) has been relocated to the bottom of the PI, Personnel, & Organizations page (see above for more details).

SAGE Approvals Updates

Approval Graph Generation

  • Primary Position Unit will now be used for adding Reviewers/Watchers to the Approval Graph, as the unit associated with the Primary Position replaces the concept of “home department”.
  • Selected Unit will continue to be used for adding Reviewers/Watchers to the Approval Graph, but the unit will be derived as follows:
    • If the selected line is for a Position, then SAGE will use the Position’s Organization Code
    • If the selected line is for an Academic Appointment linked to a Position, then SAGE will use the linked Position’s Organization Code
    • If the selected line is an Academic Appointment not linked to any Position, then SAGE will use the Supervisory Organization Code associated with the Academic Appointment

SAGE Budget Updates

Restructured to accommodate Workday data integration.

Object Codes

Object Codes

Are less granular in Workday with only one digit of sub-object code.  They are associated with Job Profile and linked to Position rather than Distribution. Impacted Object codes are 01 Salaries and wages, 07 Employee benefits, and 08 Scholarships and awards.

  • All ‘01-1X’ → ‘01-10’; ’01-2X’ → ’01-20’; etc.
  • ’07-06’ → ’07-00’
  • ’08-02’ → ’08-00’

Historical sub-object codes are still available for manual selection – if desired; user can select the old/more descriptive title description.

Multiple Object Code Types

The extra modal for Multiple Object Code types has been eliminated.  The system defaults the object code to the one associated with the person’s Primary Position.

Benefit Rate & Costs

Default Benefit Exemptions

SAGE will now derive insurance and retirement benefit eligibility using the person’s Primary Position Object Code based on info provided by MAA as part of UW GIM3 fringe-benefit-load-rate.  This derivation of benefit exemptions works for all object codes except 01-70 (professional staff), which will default to “None” (no exemptions).  For ’01-70’, there will also be an alert/message asking verify and update health and/or retirement benefit eligibility for professional staff personnel.

Earning Codes

In Workday, Earning Codes replaces the concept of Earn Types.  Earning Codes are less granular and do not map exactly to historical Earn Types.  Earning Codes will display on the Line Update page under Pay Type, providing additional context about salary and wages.

Institutional Base Salary (UW Monthly Salary)

Salary and wages that are considered IBS will now be pre-checked based on the updated GIM 35 definition of IBS.

RRD

Reduced responsibility cannot be uniquely identified in Workday, so the RRD personnel notification email from SAGE that’s sent post-award has been discontinued.

Non-Salary Distributions

Object Code ‘07’

SAGE does not receive any retiree Supplement data from Workday.  Retirees without regular salaries but with active Academic Appointments can be added to your budget but salary and benefit information must be added manually using the [Starting Monthly Salary] field.

Object Code ‘08’

Stipends information under object code ’08’ is available as Stipends without benefits under ’08-00’ (less granular object code).  Stipends under Object code ‘08’ are not considered UW Salary or IBS, and are excluded from benefit calculations.

Salary Amounts

There are 2 separate branches of distributions in Workday: planned compensation and period pays. Both are included in salary calculations for all salary fields.  If current planned compensation and period pays, we will include those.  If no current planned compensation or period pays are available, SAGE will utilize future dated data.

Update or Convert Salary

The SAGE Budget worksheet will now display an “H” icon next to Salary and Wages lines last updated with HEPPS data.

If you edit a HEPPS Salary and Wages line, the Line Setup modal will provide a link to “Convert” the salary, which will remove all HEPPS earning lines, and re-add the person’s latest salary lines from Workday.  Prior to the removal, the system keeps a snapshot of the HEPPS earning data.  The instant of the snapshot can be viewed using the History tab of a budget.

For Salary and Wages lines created or last updated with Workday data, no “H” indicator will display.  The Line Setup modal will allow you to “Update” the salary (no conversion is needed).

Budget Periods

The Update Periods modal has all periods displayed on the same page for the selected line item.

With the right access, the user can update salary and benefit for each period (and thereafter).  However, if the selected record is personnel from HEPPS, then the Update Salary link will not be visible.  The Update Salary link only works for Workday data.

The display of Sea Pay personnel and salary info has been rearranged and shown with multiple periods.  # of Hour info for each period can be entered on the same page.

Worksheet Line Setup (Non-Personnel)

The “NOTES” icon has been removed, and a note section is added to the line Item setup page. Instead of going to Period 1, 2, etc., user can access the new Line Item Update page directly by using the “Go to Iine Item Update”.

The Line Setup page includes all periods on the same page.  Other than the calculated fields such as % and totals, cells for all periods can be edited together.  However, the totals are not recalculated upon entry, but upon leaving.  User will only be able to view the new totals after Return to Worksheet.

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The Approval Graph for an application is based on:

  1. The division (if applicable), department and dean’s levels of the Organization Code Receiving Funding
  2. The selected org code and/or primary position unit and dean organizational code for all of the research personnel
  3. Some compliance questions (for example, Animal Care)

Use the Additional Organizational Unit Reviewers section if this application requires the approval of any additional organizations (not identified by the above three categories) for

  • Joint Appointment Units
  • TBA Personnel Units
  • Space and/or Resources
  • Other

Note: Only add those units not already represented on the approval graph.

You must add at least the Organization Code Receiving Funding, on the Details page, and the PI before SAGE can generate a draft approval graph. When that is done, you will see a “View draft approval graph” link below and to the right of this section. The graph will update as you add additional reviewers.

Select Look Up Organization Code (or Add another Organization Code) at the bottom left of this section to add the Organizational Code Number and Name. You must then select the appropriate Approval Rule Type from the drop-down menu and add Comments.

The following image shows an example of an added organization for a joint appointment.

added organizational unit for a joint appointment

Use the Delete link to the right of the added organization to remove it from the list. The system will prompt you for a confirmation of the delete.

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This page is where you indicate

  • The Principal Investigator (PI)
  • Any additional research personnel involved with the proposed project and their roles
  • Any additional organizational or common interdisciplinary units that need to review the application

SAGE will pull in Financial Interest Disclosure System (FIDS) data to provide the disclosure and PHS training status for all personnel who are investigators.

The Additional Organizational Unit Reviewers section allows you to add reviewers for joint academic appointments, TBA personnel units, space and/or resources, and any other reason.

The Common Interdisciplinary Organizational Unit Reviewers section allows you to quickly select a unit and add their reviewers.

Note: You should keep the PI and Personnel list up-to-date throughout the life of the research project.

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This pop-up window displays when you select the Check for Errors link on either the left navigation menu or the Certify & Route page. The eGC1 Final Validation section will list any errors that you need to correct before you can route your eGC1 to reviewers.

If you are creating a Grant Runner application, the Grant Runner Sponsor Forms Validation section will display below the eGC1 section.

In Grant Runner, if you choose an NIH funding opportunity that closes prior to the Sponsor Deadline on the eGC1 Details page, you will see a warning at the top of the “Check for Errors” page. This warning will not prevent you from routing the eGC1.

grant runner opportunity expiration warning

Note: When you select the Route to Reviewers button on the Certify & Route page, the error check is also done.

  • For a standard eGC1, this window will display only if there are errors.
  • For a Grant Runner eGC1, if you answered No to the Ready to Submit question, you can route your even if there are still errors listed.

eGC1 Final Validation

If any eGC1 page has errors, you will see a heading for that page, followed by a bulleted list of errors. The information displays in the same order as the eGC1 pages.

Examples of the types of errors listed would be:

  • Required fields without a value.
  • “Yes” answers to compliance questions without any required additional explanations or information.

The image below shows examples of eGC1 page errors.

example list of errors

Grant Runner Sponsor Forms Validation

For a Grant Runner application, the Check for Errors process includes all of the Grant Runner mandatory forms and any selected optional forms.

The forms will be checked for any Grants.gov errors and the basic NIH errors, some of which are specific to Activity Type. Once all of those errors are cleared, your forms will be checked by an additional NIH service. It provides warnings and errors specific to your opportunity.

Note: If you select Ready to Submit = No on the Certify & Route page, you can route your application for review before all of the Grant Runner errors are fixed.

Once you select Ready to Submit = Yes, you must have fixed all errors in order to re-route your application, and for it to be submitted to Grants.gov.

Warnings will not block you from routing your eGC1 but may reveal other issues to be considered prior to submission.

The Check for Errors list identifies the form page in your Grant Runner on which the error appears, and describes the error or problem.

Example messages:

  • Required or optional form not yet viewed
  • Required data not completed
  • Required attachments – “Biographical Sketch is required.”
  • Conditionally required data or attachments – “X is required when Y condition occurs.”

The image below shows two examples of Grant Runner form errors.

example list of grant runner errors

November 2016 SAGE Maintenance Release

General Updates

Grant Runner: Detailed and Subaward Budget Form Version Update

Grants.Gov will be releasing new versions of select forms by end of October, primarily due to some forms reaching their expiration dates. Two Grant Runner forms will be updated as a result: RR Detailed Budget and RR Subaward Budget. The RR Detailed Budget will display a new “Total Costs and Fees” calculation for each period, and for the cumulative budget. This will be visible for any opportunities utilizing version 1.4 of the RR budget form.

Updates to Human Subjects HS-1-B question

Clinical Research Budget and Billing (CRBB) has provided improved language and helpful alerts surrounding the HS-1-B compliance question. If you answer YES to HS-1, (Does this application involve the use of human subjects?), the HS-1-B compliance question appears. It will ask you about the use of UW Medicine Health System clinical services, procedures or tests in regards to human subjects use, and provides additional details intended to help you answer the question more easily.

Primate Center added to AUMS notifications

The AUMS review complete email was updated to include the Health and Safety specialist in the Primate Center on the email distribution list.

Training environment permissions updated to allow subawards testing without having the Subaward Preparer ASTRA role

The SAGE training environment has been updated to allow any user with a UW NetID to create test records in the Subawards section. Users no longer need to have the Subaward Preparer ASTRA role while working in the training environment. They will, however, still need to have the Subaward Preparer ASTRA role when working in the production (live) environment. The training environment release was made on 11/1/2016.

Fixes

Approval comments made after approval will no longer change the approval date (260583)

An issue which was causing the “My Approval Date” of an eGC1 to be updated when an approver comment was added at a later date, has been fixed. With this change, the original approval data will remain intact, when a subsequent comment is added.

Minor update to subawards return email

An update has been made to the subawards Notification of Return email, to clean up some accidental html characters displaying in the content.

 

March 2016 SAGE Maintenance Release

General Updates

A New OAW Compliance Question for Significant Protocol Changes

A new compliance question, AC-1-D, has been added to identify grants that will require a Significant Change at the time of submission. An answer is required if the Animal Use question AC-1 is answered “Yes”.

A few textual enhancements (for existing compliance questions) were made to allow OAW to process the grants more efficiently, and they include:

  1. Removing the facility name and location of the work to be done on the AC-1-A for UW work
  2. Requesting the 3-year approval date range
  3. Updating electronic document submission contact info.

Sub-Object Codes 05-47 and 05-48 Added to Sage Budget for Grandfathered Awards

Effective July 1, 2016, UW’s equipment capitalization threshold will increase from $2,000 to $5,000. This change applies to all competing proposals submitted to sponsors on or after May 1, 2016. The following changes were made in Sage Budget to accommodate this threshold change:

  1. Two new object codes will be added to (05) Supplies and Materials to allow grandfathered awards to continue to use the old threshold for non-capitalized equipment:
    • 05-47 Non-Capitalized Equipment ($2,000-$4,999) – Grandfathered Awards
    • 05-48 Non-Capitalized Equipment – M&E Tax Exempt ($2,000-$4,999) – Grandfathered Awards
  2. These two new object codes will be excluded from F&A calculation when using the following cost bases for budgets associated with grandfathered awards:
    • Exclude 05-47 and 05-48 form Total Direct Costs less Equipment & Tuition (TDC less E&T)
    • Exclude 05-47 and 05-48 from Modified Total Direct Costs (MTDC)
  3. The following object code descriptions will be updated as listed below to reflect the new threshold of $5,000:
    • 05-40 Non-Capitalized Equipment (less than $5,000)
    • 05-41 Non Capitalized Equipment –M&E Tax Exempt ($200 – $4,999)
  4. The following object code descriptions will be updated as listed below to reflect their INACTIVE status upon 4/1/2016:
    • 06-10 Inactive – Computing Equipment ($2,000-$4,999)
    • 06-12 Inactive – Computing Equipment – M&E Tax Exempt ($2,000-$4,999)
    • 06-90 Inactive – Other Equipment (Non-computing) ($2,000-$4,999)
    • 06-92 Inactive – Other Equipment (Non-computing) – M&E Tax Exempt ($2,000-$4,999)

Personnel with an Invalid NetID will not be selectable

With this change, all active staff in the Person Web Service will continue to show in the results on staff search, but those without NETIDs will not be selectable, and users will see a note indicating that the NETID must be established before the person can be selected.  Allowing personnel without NETIDs to be selected as personnel caused errors on the personnel list afterward.

Grant Runner Forms-D Implementation

Grants.Gov will be updating its systems to FORMS-D, for all applications submitted for due dates on or after May 25, 2016. The Grant Runner forms that will be updated to comply with FORMS-D requirements are identified below. There may be some application packages which include both a FORMS-C and a FORMS-D as options, and in this case users will be prompted in SAGE to select the appropriate one based on the due date. Per NIH, FORMS-C application packages will be set to expire after the May 7, 2016 AIDS due date.

Update of PHS 398 Cover Page Supplement to Forms-D

For Grants.Gov FORMS-D, users will notice the following changes applied to the Grant Runner Coverage Page Supplement form:

  • A new “Vertebrate Animals” section, which includes questions on euthanization and use of AVMA guidelines.
  • Removal of the PD/PI section
  • Removal of the Disclosure Permission section
  • The ability to add Program Income information for 10 budget periods (previously 5)
  • Re-ordering of fields to accommodate the new additions and removals

Update of PHS 398 Research Plan to Forms-D

For Grants.Gov FORMS-D, users will notice the following changes applied to the Grant Runner PHS 398 Research Plan form:

  • New “Data Safety Monitoring Plan” attachment
  • New “Authentication of Key Biological and/or Chemical Resources” attachment

Creation of a New PHS Inclusion Enrollment Form for Forms-D

For Grants.Gov FORMS-D, users will notice a new form called “PHS Inclusion Enrollment Report” in Grant Runner. This single form will replace the 2 separate forms in FORMS-C applications (Cumulative Inclusion and Planned Enrollment Report). With the Forms D changes, users will notice some additional fields to identify the type of reporting being done (“Delayed Onset Study?”, “Enrollment Type?”, “Existing Data Set or Resources?”) When “Delayed Onset Study” is marked YES, the remainder of the form will be disabled, per form rules.

Store activity type code for Grant Runner Applications

In order to aid in the analytics of Grant Runner usage, the SAGE system will begin to retrieve and store the Activity Type code from Grants.Gov, as we are retrieving submission status information.

Fixes

Error when Inactivating Advances

An issue that was causing users to receive an error when trying to discard advances has been fixed.