Tag Archives: Notifications

May 2015 SAGE Maintenance Release

New Features

Grant Runner: Update Detailed Budget Roles to Free Text

On the Grant Runner detailed budget forms (project and subaward budgets) the key persons role type has been converted from a drop-down list to an open text box, to allow users to enter a wider range of other roles not previously listed. For example, users can now enter “Consortium PI” on the subaward budgets, or any other role type necessary.

Grant Runner: Round budget indirect totals to whole number

NIH Guidelines ask for detailed budget figures to be entered as whole dollars. In the indirect cost section of the detailed budget, where the total was automatically calculated based on rates and base amounts, cents were included without allowing users the ability to change the figure to a whole number. With this update, the indirect cost totals on the project and subaward detailed budgets and the modular budget forms will be rounded to the nearest whole dollar.

Provide visibility to missing investigator emails (201633)

In order to ensure attention is drawn to situations where an investigator may not receive a disclosure notification email, due to a missing email address, the PI & Personnel page of the eGC1 is being updated to display available email addresses.  The available email address will display for everyone listed on the PI & Personnel page, and when one isn’t available a message of “Email Address Unlisted” will display in its place.

In addition, if a disclosure notification fails to send to an investigator due to no email address being available, then the eGC1 Preparer will be sent an email they can forward to the investigator.

Require Email and Phone Number for eGC1 Preparer (206089)

In order to ensure that eGC1 preparers receive key email notifications generated from SAGE and SPAERC, including the newly added email above which forwards disclosure notifications when investigators cannot be reached by email, the Preparer’s phone number and email address are now required on the eGC1.

Fixes

PI entry erroneously cleared

Under certain circumstances during the updating of a PI on the eGC1, the entry was not saving correctly, resulting in the PI entry being blanked out and at times causing an error that the user could not resolve. This fix corrects the issue, allowing PI changes to be saved appropriately.

FCOI JIT Email Update

The primary contacts on the eGC1 will now only receive the FCOI JIT email once, rather than anytime the contacts listed on the eGC1 change.

October 2014 SAGE Maintenance Release

Fixes

  • An issue in FIDS that caused disclosure notifications to be sent to investigators who had already completed a primary eGC1 disclosure has been fixed. Investigators will only receive notifications if they have not already been sent one and if they have not already completed a primary disclosure for that eGC1.
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Notification Examples

 

Notification: Approval Required by PI or Unit Approver

The system sends this notification when the status for a node changes to “Waiting Approval.” It goes to the PI or to all approvers listed in ASTRA for the specific role or combination of role and organization code.

The italic and underlined text in the example indicates information that would be specific to each notification.

Email Subject Line for PI: eGC1 A999999 Approval Required of Reviewer, PI (Jayne Fawn)

Email Subject Line for Unit: eGC1 A999999 Approval Required of Dept Reviewer, APPLIED PHYSICS LAB

Email Body:

ACTION REQUIRED:  Your approval of a UW eGC1 for a grant or contract.

Please click the link below to access, review and approve (or return) eGC1 A99999 so the application can continue the electronic approval process.

[URL that when clicked opens the approval graph for the specific application]
Application # A999999

Long title: Applying Fractal Geometry to Measuring Coastlines

PI name: Jayne Fawn

Sponsor deadline: 11/2/2013

Sponsor name: American Mathematical Society

Application type: New

Org Code receiving funding: 2160301000

Org name receiving funding: APPLIED PHYSICS LAB

F&A rate: 27%
Web link to a complete list of your applications: [URL that links to the My Approvals page]

 

Notification: eGC1 Available for Review by Watcher

The system sends this notification when the status for a node changes to “Watching.” It goes to all watchers listed in ASTRA for the specific role or combination of role and organization code.

The italic and underlined text in the example indicates information that would be specific to each notification.

Email Subject Line: eGC1 A999999 Available for Review

Email Body:

NO ACTION REQUIRED: Your approval is not required for the UW eGC1 linked below. You have access to this eGC1 for reference purposes only. The electronic approval process will continue automatically.

Please click the link below to access eGC1 A999999. If you have questions or comments, please address them to the Administrative Contact, Carla Contact, carlac@u.washington.edu, +1 206 555-5555

[URL that when clicked opens the approval graph for the specific application]

Application # A999999

Long title: Applying Fractal Geometry to Measuring Coastlines

PI name: Jayne Fawn

Sponsor deadline: 11/2/2013

Sponsor name: American Mathematical Society

Application type: New

Org Code receiving funding: 2160301000

Org name receiving funding: APPLIED PHYSICS LAB

F&A rate: 27%

Web link to a complete list of your applications: [URL that links to the My Approvals page]

 

Notification: PI Responsibility Escalated

The system sends this notification when the eGC1 is completed with PI Escalation checked on the Certify & Route page. It goes to the PI.

The italic and underlined text in the example indicates information that would be specific to each notification.

Email Subject Line: eGC1 A999999 PI responsibility for approval escalated

Email Body:

NO ACTION REQUIRED: Your approval is not required for the UW eGC1 linked below. PI certification of this eGC1 was escalated. Your appointing unit (Division, Dept. or Dean as appropriate) has been requested to approve this application in your absence. The electronic approval process will continue automatically.

Please click the link below to access eGC1 A999999. If you have questions or comments, please address them to the Administrative Contact, Carla Contact, carlac@u.washington.edu, +1 206 555-5555

[URL that when clicked opens the approval graph for the specific application]

Application # A999999

Long title: Applying Fractal Geometry to Measuring Coastlines

PI name: Jayne Fawn

Sponsor deadline: 12/15/2013

Web link to a complete list of your applications: [URL that links to the My Approvals page]

 

Notification: Approval Required of Re-Completed eGC1

The system sends this notification for nodes with “Waiting Approval” status after re-completion. It goes to all approvers listed in ASTRA for the specific role or combination of role and organization code.

The italic and underlined text in the example indicates information that would be specific to each notification.

Email Subject Line: Re-Completed eGC1 A999999 Approval Required of Dean Reviewer,  COLL ARTS & SCIENCES

Email Body:

ACTION REQUIRED:  Your approval of an edited and re-completed UW eGC1 for a grant or contract.

Please click the link below to access, review and approve (or return) eGC1 A999999 so the application can continue the electronic approval process.

[URL that when clicked opens the approval graph for the specific application]

Application # A999999

Long title: Applying Fractal Geometry to Measuring Coastlines

PI name: Jayne Fawn

Sponsor deadline: 11/2/2013

Sponsor name: American Mathematical Society

Application type: New

Org Code receiving funding: 2160301000

Org name receiving funding: APPLIED PHYSICS LAB

F&A rate: 27%

Web link to a complete list of your applications: [URL that links to the My Approvals page]

 

Notification: eGC1 Returned by Reviewer

The system sends this notification when a review returns the eGC1 for changes. It goes to the PI, the Administrative Contact, the Pre-Award Budget Contact, and the eGC1 Preparer.

The italic and underlined text in the example indicates information that would be specific to each notification.

Email Subject Line: eGC1 A999999 Returned – Please revise (PI – Jayne Fawn)

Email Body:

REVISION REQUIRED: A revision of a UW eGC1 for a grant or contract is pending. This application was returned by JOHN CARTER for the following reasons: The text entered by the reviewer in the comments box for the Return displays here.

Please check link below to revise this eGC1

[URL that when clicked opens the approval graph for the specific application]

After revising, please re-complete eGC1 A999999 so that the approval process will resume where it left off. Use the “Add Approver” or “Add Watcher” button on the Approval Workflow page to add impacted units back on the chart.

https://ucs.admin.washington.edu//era/uwnetid/approvals/entry.aspx?i=999999&t=1

Application # A999999

Long title: Applying Fractal Geometry to Measuring Coastlines

PI name: Jayne Fawn

Sponsor deadline: 11/2/2013

 

Notification: eGC1 Received at OSP

The system sends this notification when the eGC1’s status changes to “In OSP.” It goes to the PI, the Administrative Contact, eGC1 Preparer,

The italic and underlined text in the example indicates information that would be specific to each notification.

Email Subject: eGC1 A999999 Received at OSP – PI Jayne Fawn

Email Body:

NOTIFICATION: The following UW eGC1 for a grant or contract has been RECEIVED by Office of Sponsored Programs. The application will be assigned to OSP Administrator CHARLES BROWN.

eGC1 number: A999999

Short title: Fractal Geometry

PI Name: Jayne Fawn

Sponsor name: National Institutes of Health (NIH)

Sponsor deadline: 11/2/2013

It will be reviewed by:

OSP Reviewer: Susanna Ruiz

Phone: +1 206 555-5555

Email address: sueruiz@uw..edu

Unless OSP has been otherwise instructed, or the application will be submitted electronically to the sponsor, notification for application pickup will be emailed or phoned to the person indicated on the Routing Instruction Sheet.

 

Notification: Approval Required of Ad Hoc Reviewer

The system sends this notification when the node’s status changes to “Waiting Approval.” It goes to the person selected, or the reviewers for the specific role or combination of role and organization code.

The italic and underlined text in the example indicates information that would be specific to each notification.

Email Subject Line: eGC1 A999999 Approval Required of Ad Hoc Reviewer, Animal Subjects

Email Body:

REASON PROVIDED:  Comments added as part of the Add Approver process.

Please click the link below to access, review and approve (or return) eGC1 A999999 so the application can continue the electronic approval process.

[URL that when clicked opens the approval graph for the specific application]

Application # A999999

Long title: Applying Fractal Geometry to Measuring Coastlines

PI name: Jayne Fawn

Sponsor deadline: 11/2/2013

Sponsor name: American Mathematical Society

Application type: New

Org Code receiving funding: 2160301000

Org name receiving funding: APPLIED PHYSICS LAB

F&A rate: 27%

Web link to a complete list of your applications: [URL that links to the My Approvals page]

 

Notification: eGC1 Available for Review by Ad Hoc Watcher

The system sends this notification when the node’s status changes to “Watching.” It goes to the person selected, or the reviewers for the specific role or combination of role and organization code.

The italic and underlined text in the example indicates information that would be specific to each notification.

Email Subject Line: eGC1 A999999 Available for Review

Email Body:

NO ACTION REQUIRED: Your approval is not required for the [EDITED] UW eGC1 linked below.

You have access to this eGC1 for reference purposes only. The electronic approval process will continue automatically. [ADHOCCOMMENT]

Please click the link below to access eGC1 A999999. If you have questions or comments, please address them to the Administrative Contact, Carla Contact, carlac@u.washington.edu, +1 206 555-5555

[URL that when clicked opens the approval graph for the specific application]

Application # A999999

Long title: Applying Fractal Geometry to Measuring Coastlines

PI name: Jayne Fawn

Sponsor deadline: 11/2/2013

Sponsor name: American Mathematical Society

Application type: New

Org Code receiving funding: 2160301000

Org name receiving funding: APPLIED PHYSICS LAB

F&A rate: 27%

Web link to a complete list of your applications: [URL that links to the My Approvals page]

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When a preparer completes an eGC1 and submits it into routing, SAGE automatically sends an email notification to the PI requesting review of the eGC1. The notification email specifies the action required of the reviewer and includes a direct link to the approval graph. (For details on when the system sends notifications, see the Email Notifications Details section. For examples of the notification contents, see the Email Notification Contents section.)

Note: If the person completing the eGC1 is the PI, then the system assumes PI approval of the eGC1 at that time.

Once the PI has approved, SAGE automatically notifies the next set of reviewers on the approval flow. Each authorized reviewer for a unit receives a notification, but only one reviewer is required to review and approve the eGC1. Once a reviewer approves the eGC1, the status of the node on the approval graph changes to “Approved by” followed by that reviewer’s name. The node also changes color from Waiting Approval (purple) to Approved (green).

Approval Flow Graph example

In the above example, after the PI approved the eGC1, SAGE notified the Dept. Reviewers for Bioengineering and the Dean Reviewers for the College of Engineering. One of the reviewer for Bioengineering approved, while the eGC1 is still “Waiting Approval” for the College of Engineering. The eGC1 is “En Route” to the remaining reviewers. When all of the preceding nodes are in the “approved” statue, the system notifies the next node(s) and they change status (and color) from En Route to Waiting Approval. In the example above, when the College of Engineering Dean Reviewer approves, the School of Medicine Dean Reviewers receive notifications, since by following the thread (connecting lines), you can see that the college node in earlier in the line.

Any campus reviewer may approve the application prior to receiving their notification. The system does not impose any specific order on the approvals.

Once all of the campus reviewers have approved the eGC1, it moves to In OSP status, and the system send an email to the PI, eGC1 Preparer, and Admin Contact notifying them of the status change.

You can view the list of email notifications sent to reviewers, and preparers and contacts for a specific application by clicking Email Notifications from the left-navigation menu of an open application.

The information displayed includes:

Field Description
Name: The person receiving the notification.
Rule Type (and Organization) The reason for the email notification. This is based on the role listed on the approval graph.
Action Taken The action that caused the email notification to be sent.
Date The date and time the notification was sent.
Email Address The email address where the notification was sent. SAGE generally sends email to the “UW NetID” email address.

For details on when the system sends notifications, see the Email Notification Details section. For examples of the notification contents, see the Email Notification Contents section.

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This page shows the email notifications sent during the approval process. For information on the system sends other emails, see the SAGE Suite Email Notifications article.

For each email the system sends, the data displayed on this page includes:

Field Description
Name The person notified
Rule Type The person’s role or relationship to the application
Action Taken The type of action

  • Review Needed for campus approvers
  • OSP Reviewing when the eGC1 changes to In OSP status
Date When the email was sent
Email Address The address used

Who is Notified When and Why

SAGE sends a number of email notifications during the routing and approval process. The table below lists each notification type along with the trigger that generates the email and who it is sent to. SAGE generally sends emails to the person’s UW NetID address.

If a reviewer approves an eGC1 before receiving the email notification, then the system will not send the notification.

Click the Email Type link to see an example of the email content.

Email Type Purpose Triggers Sent To
Approval Required by PI To alert the PI that the eGC1 is waiting for approval eGC1 is “Completed” by someone other than the PI Principal Investigator named on the eGC1
Approval Required of the [role name] unit To alert unit reviewers that an eGC1 is waiting for approval When a node on the approval graph changes from En Route to Waiting status ASTRA authorized persons for this role and organizational code
Watcher (no approval is required) To alert unit reviewers that an eGC1 is available for review (no approval requested) When all nodes prior to this one are approved ASTRA authorized persons for this role and organizational code
PI Responsibility Escalated  Notifies the PI that an eGC1 is being submitted in his/her name and that the PI Approval is being “escalated” due to his/her absence PI Escalation is selected on the Certify & Route page of the eGC1 Principal Investigator named on the eGC1
Re-Complete To notify units that the eGC1 is back in routing and is waiting for approval (again)  An eGC1 gets pushed back into routing after it was Withdrawn or Returned (the review process continues from where it left off)  ASTRA designated unit reviewers who were in Waiting status when the eGC1 was either Withdrawn or Returned – their nodes will go back to Waiting status
Returned  To alert the owners of the need to modify eGC1 data Any approver clicking the RETURN button on the approvals flow eGC1 Preparer, PI, Budget Contact, Admin Contact – the reason the application is being returned will be contained in the email notification
Received at OSP To alert the owners that the eGC1 has reached OSP and will begin the central review process – this email provides the name of the person in OSP assigned to review the application All campus units and any individuals listed on the graph have approved the eGC1 eGC1 Preparer, PI, Admin Contact, Budget Contact
Ad Hoc – Approver To alert an ad hoc Approver that an eGC1 waiting for approval When you use the Add Approver function and the node changes to Waiting status; this may be for a role or a person If you add a role, then SAGE notifies the ASTRA designated unit reviewers. If you add a specific person, then SAGE only notifies that person.
Ad Hoc – Watcher To alert an ad hoc Watcher that an application is available for review When you use the Add Watcher function and the node changes to Waiting status; this may be for a role or a person  If you add a role, then SAGE notifies the ASTRA designated unit reviewers. If you add a specific person, then SAGE only notifies that person.

May 2014 SAGE Release

New Features

SAGE eGC1s and Approvals Search Enhancements

Users will see a few new search features available to them, on the eGC1 and Approvals task lists.

  • Users will now be able to jump more directly to a particular eGC1 from their My eGC1s or My Approvals pages, using a new eGC1 search field located on the task lists.
  • Users can now search in My Approvals by personnel name. Search results will include all eGC1s for which they are an approver or watcher, where the chosen person is listed on the PI & Personnel page regardless of role type.
  • The PI Name field has been added back to the My eGC1s Advanced Search tool, to allow users to quickly enter all or part of a PI’s name and initiate a search. This feature was removed in January, when the Personnel Search feature was added, but by user request, both fields will now be available for those that like the speed of being able to quickly find eGC1s by PI name.
  • When a user performs an Advanced Search from the My eGC1s task list, they will be able to export their search results to Excel.

Addition of University District Building to Location List

  • The University District Building has been added to the off campus locations list found on the FG-2 compliance explanations section of the eGC1. It will now be easier for eGC1 Preparers to select that building when projects are eligible for the location designation of “off campus”, and will no longer need to enter the location address.

Suppression of HSD JIT and GIM 19 notifications for ATF and Industry Sponsored Clinical Trail eGC1s

  • Human Subjects Just-In-Time email notifications and GIM 19 deadline email notifications will no longer be sent to contacts for eGC1s that are after-the-fact or industry sponsored clinical trials.

Updated handling when users attempt to remove themselves from an eGC1 or Budget

  • When users remove themselves from an eGC1 or budget, they will now receive a warning, alerting them that their access to that eGC1 or budget may be affected. When users remove their last access to an eGC1 or budget, they will now be redirected back to their task list.

September 2013 SAGE Maintenance Release

New Features

New Public Health Service (PHS) Sponsor Web site

  • To make it easy to find the list of current Public Health Service sponsors, we created a new PHS Sponsors web page.The FCOI online training and other communications will have links to this page.

SAGE Record retention – Removing aged eGC1 attachments

  • In compliance with the UW Records Retention policy, on October 1st, 2013, we will be removing attachments from grant applications (eGC1s) which were never awarded and have a sponsor deadline before January 9, 2009. This will free up storage space and simplify data management. The eGC1s without their attachments will remain in SAGE for reporting purposes. We informed all affected PIs on September 19, 2013.

Users are no longer able to send disclosure notifications from eGC1’s where the sponsor name is “Pending – Notify OSP of Correct Sponsor”

  • If the sponsor has not yet been filled in, you will not be able to send the notifications either. This will help ensure that the correct disclosure rules and requirements are applied when the investigators are updating their SFI in FIDS.

We have improved the organization of the disclosures on the PI & Personnel pages.

  • The primary disclosure will display in italics, followed by related disclosures ordered from most recent to oldest. Users will be able to view the one-year history of all of an Investigator’s submitted disclosures by clicking the new Investigator Disclosure History link.

July 2013 SAGE Maintenance Release

New Features

Notification dates were added to the PI & Personnel page.

  • To help administrators know when to follow up with investigators, the PI & Personnel Page now displays the date when each investigator was notified by SAGE email to create a disclosure for an eGC1 and when the eGC1 reaches the Just in Time (JIT) phase.

Fixes

  • We fixed several bugs related to PI Assurance so that PI Assurance values will be retained and displayed appropriately. We also corrected all of the eGC1s that were affected by the bugs.

August 2012 SAGE and FIDS Release

New Features

These changes were made as a result of introducing the new Financial Interest Disclosure System (FIDS) which integrates with SAGE.

On the eGC1 PI & Personnel page:

  • eGC1 Preparers can select Investigator status.
  • Disclosure notifications to investigators to complete a disclosure in FIDS can now be sent.
  • Each investigator’s SFI status will display based on the information in FIDS.
  • The PHS FCOI training status will display.
  • The FIDS disclosure status will display.
  • Changes may be made to the PI or personnel after the eGC1 has been approved by OSP.
  • The history of any post-approval PI or personnel changes will be displayed.

On the Certify & Route page:

  •  An eGC1 cannot be completed until all investigators have received disclosure notifications.
  • The Ready to Submit question cannot be answered as “Yes” until all investigators have completed their disclosures in FIDS.
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The Disclosure Notification section appears on the PI & Personnel page.

disclosure notification section

The Send Disclosure Notification button is used to notify investigators that they have to complete a disclosure (thus linking the disclosure with the eGC1). The button displays both before and after OSP approves the eGC1.

Note: If the Sponsor name (on the Details page) is either blank or “Pending – Notify OSP of Correct Sponsor” the Send Disclosure Notifications button will be grayed out, and an alert message displays. Once you select a Sponsor, the button will become active.

You should send Disclosure Notifications:

  • As soon as possible when the eGC1 is composing. If you haven’t sent the notifications  before you complete the eGC1, SAGE will automatically send them (at Noon and 10:00 PM daily).
  • Whenever you add a new investigator.
  • At Just in Time (JIT) for eGC1s that were approved prior to 8/17/2012.

To send an email message to let each investigator know that they need to complete a disclosure, click the Send Disclosure Notifications button. Once you send the notification, the Compliance Details information (in the Personnel section) will change from “Disclosure Notification not Sent” to “Disclosure Required”.

If an investigator has an unlisted email, that information will display under their name in the Personnel section. When you select the Send Disclosure Notifications button, an informational message appears, explaining that the standard email text (as shown below) will be included in an email to the eGC1 Preparer with instructions to forward it to the investigator.

egc1_personnel_email_warning

Note: SAGE will send only one email notification to each investigator. If an investigator misplaces the email message, they can access FIDS at  http://www.washington.edu/research/tools/fids/

Sample disclosure message:

Subject Line: ACTION REQUIRED: Your completion of a Disclosure for eGC1 A99999

Email Content:

ACTION REQUIRED: You are required to complete a disclosure for this eGC1 whether or not you have related Significant Financial Interests (SFI). Do this as soon as possible, as OSP will not submit applications to sponsors without a completed disclosure.

Role – Co-Investigator
eGC1 # – A99999
eGC1 title – [the application long title]
PI name – John Doe
Sponsor – American Mathematical Society
Sponsor Deadline Date – 10/15/2014

Please click the link below to access the Financial Interest Disclosure System (FIDS): http://www.washington.edu/research/tools/fids/.

  • Click the Sign In button to display your FIDS Profile
  • Scroll down to the Disclosures section
  • Click the Complete Disclosure button associated with this eGC1

Per GIM 19, the application should be received in OSP at least seven (7) business days before the sponsor deadline, and not later than three (3) business days. Your disclosure should be completed no later than the time the application arrives in OSP.

Note: If you have a PHS sponsor, you will be required to take the FCOI training prior to engaging in the research.