Grant Runner validation and usability improvements
Award Signature update for RRF
Addition of optional WIAP column in SPAERC tasklist
SAGE Approval Graph
Export Control added as “Watcher” on Applications with Foreign Entity Involvement
An Export Control “Watcher” node will automatically be added to the eGC1 approval graph when one or both of the following data-related Non-Fiscal Compliance questions are marked “Yes”:
D-2. Is the project intended to assist a foreign country’s military or space activities?
D-4. Will the project involve travel to or collaboration with a person or entity in a sanctioned country (e.g., Cuba, Iran, North Korea, Sudan, Syria)?
Once the application reaches “In OSP” status, an automatic Export Control hold is applied to the application. OSP can manually remove the hold.
Environmental Health & Safety (EH&S) Select Agents Reviewer Update
Previously, EH&S Select Agents were listed as approvers when “Select Agents and Toxins” were chosen on the Non-Fiscal Compliance section (EHS-1) of an application. Now, EH&S Select Agents are listed as “Watchers” who will receive notice of the application, but are not required to take action. The select agents and toxins description has also been updated to remove the text “EH&S approval of this eGC-1 is required due to federal regulations.”
The following image shows an approval graph with the both the Export Control watcher and the EH&S Select Agents watcher.
SAGE Grant Runner
An ORIS implemented validation on the Grant Runner Research Plan form has been removed to align with the NIH validation. The Progress Report Publication List or Progress Report will no longer have an ORIS validation on Renewal and Resubmission applications. If the attachment is required by the NIH, users will still see an NIH validation when they run a “Check for Errors” on their application.
Help Links and Guidance Updates
A help link has been added to the RR Subaward Budget and the PHS Human Subjects & Clinical Trials Study forms. Detailed instructions will guide Chrome users through the steps of downloading and opening the editable forms. The following image shows part of the form and the help instructions.
RRF Funding Actions No Longer Require an Award Signature
When RRF is listed as the sponsor, the Award Signature field now defaults to “Not Required.” The field will still be editable when the FA is “In OSP” status.
Washington Innovation Advantage Program (WIAP) Column Available on Task List
A new column can be optionally displayed on the SPAERC task lists for Funding Actions and Admin Actions The column will display the value selected in the WIAP field (Yes, No, blank). Users can sort the task list by that column. The following image shows the Funding Actions task list with the WIAP column highlighted.
New School of Medicine watcher on the eGC1 Approval graph
The School of Medicine will now be included as a Watcher on the eGC1 approval graph when any of the following Interdisciplinary Organization Units reviewers have been selected on the PI, Personnel, & Organizations page of the eGC1:
Alcohol and Drug Abuse Institute (ADAI)
Center on Human Development and Disability (CHDD)
The following image shows an approval graph with CHDD added and the School of Medicine watcher node.
Accessibility improvements and bug fixes
Accessibility improvements were made to all type-ahead search features in SAGE Budget. Now users who solely use a keyboard can fully navigate those features.
In addition some minor bugs were identified and fixed:
Special characters no longer cause errors in the type-ahead searches
The F&A base type for subawards has been removed from the Budget Summary totals table
Currency fields now display the zeros to the right of the decimal point
Budget titles that exceed the maximum length no longer cause errors
SAGE Grant Runner
Sponsor Budget Map issue with custom roles resolved
An error that occurred on the Sponsor Budget Map when a user entered a custom role in the Other Personnel section that exactly matched a Key Personnel role has been resolved. Users can now enter any custom role for Other Personnel.
Award Signed Date
A new Award Signed Date field has been added to FAs, NAAs, and PACs. This field is intended to capture the date when the last signature needed for the agreement was obtained. The field will require the user to either enter a date or select “Not Required” prior to approval for all new agreements. This adds a valuable data point for award reporting, and will be used by the School of Medicine and Clinical Trials Office to verify that agreements have been signed prior to enlisting participants in clinical trials studies.
The following image shows the new fields on a Funding Action.
Updated list of Countries and States on Grant Runner Forms
Grants.gov has updated their country and states list on forms version 3.0. Currently NIH does not have any opportunities using forms version 3.0 but they do have plans to use this form set in late Fall 2020. Proactively, we have updated Grant Runner forms version 3.0 to display the new country and state codes. Users will not see this change until NIH releases the opportunities using the new forms version. The updated forms are:
R&R Key Person Expanded form
PHS Human Subjects and Clinical Trials Inclusion Enrollment form
Updates to Grant Runner Forms F
Some minor updates to Forms F were made including improving some validations and updating the expiration dates on the following forms:
PHS 398 Career Development Award Supplemental form
PHS Fellowship Supplemental form
PHS Assignment Request form
PHS 398 Cover Page Supplement
PHS Human Subjects and Clinical Trials Inclusion form
SAGE Miscellaneous Bug Fixes
Grant Runner HSCT exemption numbers not clearing
Subaward form not allowing new lines in Internet Explorer
eGC1 Contacts & Access page conflicts with connected Budget contacts
Improve Visibility to FCOI Review Required
“ Review Required” has been bolded on the PI, Personnel, & Organizations page in SPAERC to make it easier for OSP reviewers to see.
The FA Current Amount was not displaying in the cycle details for applications connected to a current (V2) budget.
Returned eGC1s connected to a current (V2) budget were uneditable.
From the OHN view, some details were not displayed in read-only mode.
Remove Worksheet Filter from Budget Summary Page
During internal testing, a minor variance was found in how rounding was applied to budget totals on the Summary when the worksheet filter feature was used. To avoid any discrepancies while further work is done on that feature, the worksheet filter has been temporarily removed from the Summary page.
The expiration date for every form has been updated to 02/28/2023
PHS 398 Cover Page Supplement
Added new Human Fetal Tissue Section with the question: Does the proposed project involve human fetal tissue obtained from elective abortions?
If answered Yes, two new attachments are requested
1. HFT Compliance Assurance
2. HFT Sample IRB Consent Form
Renumbered form fields, as needed
PHS 398 Career Development Award Supplemental Form
Added new attachment titled “Description of Candidate’s Contribution to Program Goals” to the Environment and Institutional Commitment to Candidate Section
Renumbered form fields, as needed
PHS Fellowship Supplemental Form
Added new attachment titled “Description of Candidate’s Contribution to Program Goals” to the Institutional Environment and Commitment to Training Section
Renumbered form fields, as needed
PHS Human Subjects and Clinical Trials Information
Reworked the form summary page to require an answer and supporting explanation (if applicable) for the question “Does any of the proposed research in the application involve human specimens and/or data?” for all applications
Study record changes
Defaulted Clinical Trial Questionnaire question “1.4.a Does the study involve human participants?” to Yes, since study records are only available when the answer to the “Are Human Subjects Involved?” question on the R&R Other Project Information form is Yes
Separated “Inclusion of Women, Minorities, and Children” attachment into two attachments – “Inclusion of Individuals Across the Lifespan” and “Inclusion of Women and Minorities”
Renamed “Enrollment of First Subject” field to “Enrollment of First Participant”
Added “Inclusion Enrollment Report Title” field to the Inclusion Enrollment Report
Removed “Brief Summary” attachment
Renamed “Narrative Study Description” attachment to “Detailed Description”
Added a new question and checkbox – “Is this an applicable clinical trial under FDAAA?”
Renumbered form fields, as needed
PHS Assignment Request form
Clarified instruction text displayed on form
Changed several field labels
Do Not Assign to Awarding Components
Do Not Assign to Study Sections
Added “Rationale for assignment suggestions” text box
In order to give reviewers/approvers better visibility to the application’s sponsor deadline, the deadline now appears on the Approval Graph in the Application Details section.
PI Assurance Statement Updated with Multiple PI Guidance
The Assurance Statement for Principal Investigators on eGC1s has been updated to include a statement guiding them on their responsibilities for ensuring Multiple PIs from external organizations provide proper assurance, in compliance with federal regulations. The newly included verbiage reads as follows, and is visible on the Certify and Route page when the PI is logged in, and on their approval page when they have not yet noted their assurance:
If this is a multiple PI application, I understand that if I am the eGC1 PI, my approval of the eGC1 indicates I have obtained written assurances from external PIs named in this application that include this Non-UW Multiple PI Assurance Statement.
Application PI Added to Priority Email Notifications
When an eGC1 contains personnel with the Application PI role, the Application PI will now receive the following email notifications to ensure they are alerted to important changes:
Final Sponsor Documents Required for eGC1 – reminder email for deadlines sent if eGC1 has not been marked “Ready to Submit”
eGC1 Returned by Reviewer (campus reviewer) – to inform owners their submitted eGC1 has been returned by a campus reviewer
eGC1 Returned by Reviewer (OSP) – to inform owners their submitted eGC1 has been returned by OSP
eGC1 Received at OSP – eGC1 has reached OSP and will begin the central review process; includes OSP assignment
Application Review Notice (auto generated by OSP) – generated after central review and includes OSP review comments
Requested Documents Ready for Pickup – signed and scanned documents are uploadable to an application and are ready for pickup
FCOI Just-In-Time notification – to indicate eGC1 has reached JIT
Funding Action email w/Funding Action pdf attached
Post Award Change email w/PAC pdf attached
FIX: Non-UW authorized SAGE users cannot create new eGC1
Non-UW SAGE users, such as partners as SCCA or Fred Hutch, were receiving errors when attempting to initiate new eGC1s. The system restriction has been updated, so that all persons with a valid UW NetID and an appropriate SAGE Astra Role can perform their SAGE duties as expected.
FIX: Common Interdisciplinary Org Unit Reviewer checkboxes can’t be unchecked
An issue was resolved where eGC1 preparers who had previously checked one of the Interdisciplinary Organizational Unit Reviewers to add to the approval graph, and then later wanted to uncheck the unit, were unable to do so. Users can now check and uncheck as necessary before completing the eGC1.
FIX: Activity Locations without an address display blank in summary table
In the case where a location sourced from the GeoSims database does not have an address, the summary table on the Activity Locations page will now show the test “Not Provided” for consistency and clarity.
FIX: Editing Activity Locations or International Involvement sections in Firefox causes page to freeze
An issue with Firefox and locking/freezing of the Activity Locations page on edit has been resolved.
SAGE Budget Updates to Workday Salary Data Displayed for Personnel
In order to clean up and clarify the salary distribution data presented to SAGE Budget users, the following updates were made:
Make Institutional Base Salary more easily configurable in SAGE and update existing rules
SAGE Budget can now be more easily updated when new Compensation Plans are added to Workday. This will ensure salaries in SAGE Budget reflect each person’s Institutional Base Salary. This release also brings SAGE Budget up to date with the Compensation Plans currently in Workday.
Distribution % for Administrative and Endowed Supplements no longer factor in FTE
Administrative and Endowed Supplements will now show the Distribution % direct from Workday. Previously, these Compensation Plans used the same Distribution % calculation as General Salary, which incorrectly reduced the total pay for people with supplements tied to part-time positions.
Administrative and Endowed Supplements now included for Non-Faculty Personnel
SAGE Budget will now include Administrative and Endowed Supplements in Institutional Base Salary for any UW personnel who have them. Previously, these Compensation Plans were only included for faculty.
Other Minor SAGE Budget Fixes
The following SAGE Budget issues are now resolved:
FIX: 07 Retirement Benefit percent does not update when changing personnel from APL to non-APL
FIX: The Update (Benefit) Rate button in personnel salary and benefits by period does not work
FIX: 01-70 Changing between exemption rate settings for 01-70 staff does not result in refreshed benefits rates for individual personnel entries
SAGE Grant Runner
Populate SF424 Federal Agency from the Opportunity Data
The SF424 Grant Runner sponsor form will now default in the Federal Agency from the opportunity information retrieved from Grants.Gov, instead of the sponsor listed on the eGC1. This will improve accuracy on the Grant Runner form and reduce the risk of issues at the time of submission.
FIX: Error on History & Comments page for Grant Runner eGC1s (Released via patch on 6/19/19)
An issue has been resolved that was causing an error for users when they would navigate to the History and Comments section of the Approvals tab for an eGC1.
The SAGE team is focusing in 2019 on expanding and improving SAGE Budget capabilities, and streamlining proposal budgeting processes. This release includes several high-value features that were identified by budget preparers across campus who responded to a budget-focused survey and subsequent focus groups.
New Salary Cap Feature
In SAGE Budget you can now indicate when the sponsor has a salary cap, allowing you to set a custom salary cap value from the newly-renamed Targets & Caps tab.
From the worksheet, you’ll be able to see what the cap is, and which personnel exceed it.
When you open the details for individual personnel, you’ll see their total uncapped salary in addition to their capped total for improved transparency.
Improved Visibility to Salary and Benefit Totals
When updating the period details for personnel, you’ll now have better visibility to Period Salary Totals, Period Benefits Totals, and for the first time, visibility to the combined Salary & Benefit Total. This will make it easier to copy this total into sponsor budget forms, while also improving the layout to reduce scrolling. (See “Total Salary + Benefits” in image above)
New Summer Tuition Amount Field
To make it easier and more transparent to budget for summer tuition (the rate which normally differs from other academic quarters), you’ll now be able to enter a discrete Summer Tuition Amount for personnel with student sub-object codes. You’ll also be able to enter a Summer Tuition Amount for stand-alone tuition lines in the 08 object code.
Copy Budget Improvements
Copying SAGE budgets and sub-budgets will now prompt you to update the Title of the new budget, and after confirmation will open the new budget in a new browser tab. This will make it more intuitive for you to identify the new budget from the original when copying.
Streamlined and More Accessible Expense Entry
Keyboard and mouse navigation in the expense entry screens has been improved to make the experience more intuitive and accessible. This will reduce the amount of time to enter expenses for users who navigate using keyboard or mouse.
General SAGE Suite Maintenance Items
Activity Locations Entry Updated for Consistent Experience
The eGC1 Activity Locations page has been updated to make the entry of locations mirror the experience found on the Non-Fiscal Compliance page when entering Human and Animal protocols. This will make the entry experience more intuitive and the system more maintainable.
Improved eGC1 Performance
Testing of SAGE response time revealed that the Details and PI, Personnel & Organizations pages were slower than other parts of the eGC1. Those pages have been updated to drastically improve performance, allowing you to navigate with less waiting.
Compliance Question E-2 Has Been Updated
Non-Fiscal Compliance question E-2, concerning export of hardware, equipment, specimens, etc. has been updated to clarify that you do not need to report personal use laptops.
Fix: Country Field Displaying for Manually Entered Animal Use Institutions and Activity Locations
An issue causing the Country field to not display for manually entered Animal Use Institutions and Activity Locations has been resolved.
SAGE Grant Runner
New Grant Runner Warning for Expired NIH Funding Opportunities
When using Grant Runner, you’ll now see a warning at the top of the Check for Errors pop-up if you choose an NIH funding opportunity that closes prior to the Sponsor Deadline on the eGC1 Details page. This will provide you with transparency to the conflict, but will not prevent you from routing the eGC1.
Improved Usability for Country & State Entry on Grant Runner Forms
The Key Persons Expanded and Performance Sites forms on Grant Runner eGC1s have been updated to provide a more intuitive experience when entering Country and State. This also resolves an issue that could result in the State not saving.
Submission deadline warning notification no longer sent for RRF eGC1s
Principal Investigators and Preparers of eGC1s to the Royalty Research Fund (RRF) will no longer receive the automated email sent from SAGE 3-6 days prior to the Sponsor Deadline when the proposal is marked as not ready for submission. This notification was not applicable to RRF proposals and caused confusion.
Add links to connected eGC1s and Budgets on SAGE task lists
When an eGC1 is connected to a SAGE Budget, links between the two will now display on the My eGC1s and My Budgets task lists, making it quicker and easier to navigate between the two.
Prefix and/or Suffix fields added for personnel in SAGE Budget
Users can now enter a Prefix and/or Suffix for personnel in SAGE Budget. These will display on the Budget worksheet, and when using the Grant Runner Budget Sync feature will flow directly to the NIH RR Detailed Budget form on the connected eGC1. This ensures personnel will display on the sponsor form with their preferred titles/credentials.
Budget Sync performance improvements
The new Grant Runner Budget Sync feature has been optimized to now perform faster, allowing users to complete their proposals more quickly.
SAGE Grant Runner
Allow Grant Runner eGC1s to route with Grants.gov and NIH errors
The Certify & Route page of the eGC1 has been updated to make routing choices more clear and intuitive.
Additionally, when using a Grant Runner eGC1, as long as the eGC1 is marked “Ready to Submit” = No, users will now be allowed to route their eGC1s for review while there are still outstanding NIH and Grants.gov errors.
A new warning displays on Certify & Route page when there are grants.gov and/or NIH errors:
Add Award Modification Number to Cycle View
The Cycle view in SPAERC has been updated to include a “Mod Nbr” column to reflect Award Modification Numbers on Funding Actions and Modification Numbers on Subaward Actions.
Changes to Defaulting Behavior on Funding Actions
Defaulting logic for the Disposition and Carryover fields on Funding Actions has been revised to improve data accuracy.
If Payment type is changed to Cost Reimbursable from another value, then the Disposition of Balance field is reset to “Not Applicable”
If Payment type is changed to Letter of Credit from another value, then the Disposition of Balance field is reset to “Not Applicable”
If Sponsor is changed to Royalty Research Fund (RRF) from another value, then
Disposition of Balance field is reset to “Return to Sponsor”
Carryover is reset to “Automatic Carryover”
If SNAP is checked after a value is already set in the Carryover field, then the Carryover value is reset to “Automatic Carryover”
OSP Team C assignment updates
The rules that govern who the default OSP reviewer will be for eGC1s that have been routed for review have been updated to facilitate the appropriate eGC1s being assigned to OSP’s new Contracts Team. eGC1s will be assigned to the Team C Administrator under the following conditions:
Application Type = Non-Award Agreement (new) or Non-Award Agreement (continuation)
After the Fact (ATF) is marked “Yes” and the Sponsor Type is “Private Industry” or “Foreign Private Industry”
Add validation in SERA for missing short title
The Short Title on Funding Actions is now required in SERA prior to save in order to resolve an error that occurred when the Short Title was saved blank.
The SAGE team will be focusing the next six months on expanding and improving SAGE Budget capabilities, and streamlining proposal budgeting processes. This is the initial release in a series of SAGE Budget improvements to come in 2019.
SAGE Budget Rounding Changes
The SAGE Budget approach to rounding has been changed to better match user expectations and needs. These changes will facilitate accurate integration of budget data into sponsor budget forms when using the new Budget Sync feature.
Historically, SAGE Budget has used display-only rounding for individual expense items, and banker’s rounding for totals.
Display-only rounding is the equivalent of using the decimal display setting in Excel versus the round() formula. With display-only rounding, you may see a $5 on screen, but the stored value may really be $4.60. This can be confusing for users when viewing totals of display-rounded numbers.
For example, you might see:
$5 + $5 = $9 when the underlying values are $4.6 + $4.6 = $9.2 (rounded to $9)
The old display-only approach to rounding also resulted in an inability to fully reconcile SAGE Budget numbers to sponsor budget formats, where sponsor budgets require whole dollar entries.
Key Rounding Changes:
Display-only rounding of expenses will no longer be used in SAGE Budget. Rounding is now applied to each expense individually, not just to budget sum totals.
Budget sub-totals and totals now display the sum of the rounded expense totals.
Banker’s rounding has been replaced by Rounding Up approach on tie break. (Example: When rounding to whole dollars, $2.50 will now round up to $3, instead of down to $2.)
Users now have the choice to round to whole dollars or to cents (new!) or to not round.
When Grant Runner Budget Sync feature is used, the rounded values will flow to the RR Detailed Budget with 100% accuracy.
These changes to rounding in SAGE Budget will result in a clearer, more intuitive approach to display of rounded values that accurately matches sponsor budgets that require whole dollars entry.
Important Note for Existing Budgets:
Existing budgets set to whole dollar rounding at time of go-live will be migrated to the following settings:
Rounding is changed to Do Not Round
Decimals display is changed to 0
Banker’s rounding is used on tie
These settings will maintain the integrity of historical budgets and to allow users to make intentional decisions on whether to apply the new rounding methodology to active budgets.
When you Copy a budget with the above legacy settings, the new budget (and any child sub budgets) will automatically convert to the new rounding settings.
Converting Existing Budgets to New Round Approach:
To convert your existing budget to the new rounding approach, go to the Properties tab of your main worksheet, and select the appropriate rounding option.
When you change the rounding settings in the Properties for your parent budget, all sub-budgets will inherit that same rounding setting as well.
SAGE Budget: Period Updates Screen Improvements
Dynamic Update of Expense Totals
Users will no longer need to manually SAVE between changes to expenses to see the sub-total and totals update. Entry of personnel and other expenses will trigger a recalculation and refresh of the expense totals upon navigating away from the field where the entry occurred.
SAGE Budget: Properties and Settings Improvements
To improve the usability of the Properties and Advanced Settings pages, the following adjustments have been made:
Properties Tab Changes
The Properties page has been streamlined to combine what was formerly the Advanced Properties onto the main Properties page, for added visibility and convenience
New section headings add clarity to the choices available
New help text guides users when making selections
The same above changes have been applied to the Properties portion of the Budget Setup Wizard
The Properties page now has improved keyboard accessibility
As mentioned in the Rounding section above, the rounding setting now includes an additional option to round to Cents, in addition to Whole Dollar and No Rounding options.
Targets and Limits Tab Changes
Users will now enable Targets and Limits from the Targets and Limits tab.
The Budget Setup Wizard no longer includes the Enable Targets and Limits question, and will instead be enabled from the Targets and Limits tab upon completion of the wizard setup.
General SAGE Suite Maintenance Items
Discontinuation of Human Subjects Just In Time Reminder Email
The email notification sent from SAGE to PIs and Administrators at Just in Time when human subjects is marked as YES on the eGC1, has been discontinued. Campus feedback indicated that this email often caused confusion, since it was not an official notice of action from the sponsor, and that the reminder was not helpful to their processes.
Fix: Display of Activity Locations and Non-Fiscal Compliance Page
The Activity Locations and Non-Fiscal Compliance pages were displaying beyond the right border for Internet Explorer users, causing read-only users in SAGE to be unable to access certain expand/collapse controls on the page. The issue has been resolved.
Update to APL Manual Entries in SAGE Budget
SAGE Budget has been updated to clarify to which APL expenses can be manually entered (sub-object codes 19-00 and 19-20) and which are based on the APL setting on the Properties tab (sub-object codes 19-10 and 19-40).
SAGE Grant Runner
Fix: Cognizant Federal Agency POC Field Display – RR Subaward Budget
An issue with display of the Cognizant Federal Agency POC field on the RR Subaward Budget form has been resolved. The saved data is now displaying as expected on the Grant Runner form.
Link to Sponsor Budget Map from RR Detailed Budget
Users will now see a convenient link to the Sponsor Budget Map page from the header of the RR Detailed Budget page, when using Budget Sync. This will serve as a helpful reminder to users that this new page exists and may need actions on their part to fully sync data from SAGE Budget to the RR Detailed Budget.
Clearance Email and PDF Attachment Updates
The clearance email, sent from the AUMS system, has been updated to clarify contact and other helpful information for recipients.
Fix: Update to Display of SFI Percent Ownership in Reviewer Module
The SFI Percent Ownership has been updated to address a display issue caused by a rounding setting in the FIDS reviewer module.